4 Elements to Include in a Candidate Rejection Letter

candidate rejection letter | Jobstreet SG

After interviewing a bunch of potential candidates for an empty vacancy in the company, a hiring manager has to choose who makes it and who won’t proceed. It’s a tough job, but it’s a necessary one to ensure your company gets the best candidate to take on the job.

You can celebrate over the success of hiring and filling up a job position, but it is also essential to inform the rest of the candidates that didn’t make it into the next round. You can do this by writing a candidate rejection email.

Not sure how to write or what’s included in a candidate rejection email? Check out the elements of a rejection letter below:

Start your letter with a thank you

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Candidates took the time to attend the interviews, so the least you can do is sincerely thank them for their efforts. Acknowledge in the time they’ve invested as it can be very discouraging for candidates to wait on the edge of their seat for a reply. Besides polite, saying thanks also shows that your company value others’ time.

Personalise the letter

It’s wise to have some form of a template to save time and be efficient, but it’s also crucial to make the candidate rejection letter a little more personalised. Include the applicant’s first name and the name of the position that they applied. If it’s possible, you can also mention a specific positive attribute you remembered from the time you’ve interacted with them.

Provide some feedback

Elements in Rejection Letter

You may have rejected them, but that doesn’t mean you can’t want them to improve. Candidates will appreciate it if you provide some feedback and advice on improvement that will help them in the future. Doing this shows that your company cares about candidates and can improve your employer branding.

Invite them to apply again

Although they may not be qualified this time, you can let them know you’ll like to see them in the future again if you feel like they’ll be a good fit in the company in another capacity. However, you don’t have to include this in a letter if you don’t think a particular candidate is suitable for your company.


Communication is important, even if you’re rejecting a candidate. Make sure you acknowledge the time and effort of all the candidates that applied, as isn’t just the decent thing to do, it also has a positive impact on your company’s image.

For more information about writing candidate rejection letters, visit https://www.jobstreet.com.sg/en/cms/employer/5-reasons-write-rejection-letters-interview-candidates-unsuccessful/.