A Candidate Rejection Letter is a formal message sent to a job applicant to inform them that they have not been selected for a position.

This document plays an important role in maintaining a professional image of your organisation and supporting a positive candidate experience, even when the outcome is disappointing. It helps close the recruitment process respectfully, while encouraging candidates to stay engaged with your brand for future opportunities.

Whether you’re a hiring manager, HR professional or business owner, using a structured, polite rejection letter demonstrates courtesy and clarity. It also protects your company from misunderstandings, preserves relationships and enhances your employer brand in the long term.

What is a Candidate Rejection Letter?

A Candidate Rejection Letter is sent to inform a job applicant that they were not successful in a recent recruitment process. The letter typically follows interviews or CV screenings and can be customised depending on how far the candidate progressed.

It generally includes the candidate’s name, job title applied for, the company name, a thank-you message, and well wishes for future opportunities.

Why should you send a rejection letter?

Sending a rejection letter isn’t just a matter of courtesy—it also has tangible benefits:

• It reflects well on your organisation, even in rejection.
• Applicants appreciate feedback, even if they didn’t succeed.
• Candidates often talk about their experience—being professional in all interactions reduces reputational risk.
• If your message is warm and respectful, candidates may apply again when the right opportunity arises.

Create a Candidate Rejection Letter easily with Bind

With Bind, you can create a rejection letter in minutes. Simply answer a few short questions—like the candidate’s name, title, and the position they applied for—and Bind will generate a professional, tailored letter that you can edit as needed.

If you prefer, you can also revise the letter manually or with the help of AI to match your company's tone and language style.

Once you're happy with the content send it directly to the candidate. You can also save it securely for your records.

What happens if you don’t send a rejection letter?

Failing to send a rejection letter can leave candidates confused and frustrated. Some may continue to follow up unnecessarily, not knowing they’ve been declined. Worse still, it can damage your employer reputation. Candidates may share their poor experience on social media or job platforms, which can deter other talent from applying to your company in the future.

By sending a clear and considerate rejection letter, you help ensure that every candidate walks away with a positive impression—even if they weren’t selected this time.

Frequently asked questions

Do I have to provide reasons for rejecting a candidate?
No, you are not legally required to provide reasons, and in most cases, it’s better to keep the message brief and professional. However, if feedback is requested, be factual and avoid personal language.

Should I personalise the letter or keep it generic?
Personalising the letter with the candidate’s name and the job title makes a big difference in tone and professionalism. With Bind, personalisation is simple and automatic.

Can I automate this process without sounding impersonal?
Yes. Bind helps you generate rejection letters that are both efficient and empathetic. You can customise the content easily or even involve AI assistance to strike the right tone.

Is email a sufficient format for sending the letter?
Yes, especially for early-stage rejections. For final-stage or senior candidates a phone call can be seen as the best approach to inform the candidate that they have not been selected for the position.

Candidate Rejection Letter – free template

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Dear Name Name,

Re: Application Outcome – [Position] at [Company]

Thank you very much for your application and for the time you invested in the selection process for the [Position] at [Company].

We appreciate your interest in joining our team and were impressed by your background and enthusiasm. After careful consideration, we regret to inform you that you have not been selected for this role.

We would like to thank you for your interest and for taking the time to engage with us. We were particularly impressed by [Specify] and encourage you to apply for future open positions.

We wish you the very best in your job search and your future career endeavours.

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Bind is the easiest way to create and send Candidate Rejection Letters quickly and accurately. Whether you’re managing one application or hundreds, you can generate your letter using Bind in just a few clicks.