Free hiring template

Candidate rejection email templates

Six respectful, UK-toned templates for after CV screening, after interview, and when a candidate asks for feedback. Each includes a data retention line to match your privacy notice.

Which template to use

Copy all six at once, or select the text of any email below.

Template	Use when
After CV screening	The application did not meet the criteria for interview.
After CV screening: short version for high-volume roles	Many applicants, and you want a clear, prompt answer.
After a first interview	The candidate interviewed but will not progress to the next stage.
After a final interview, with an invitation to stay in touch	A strong candidate you would genuinely consider for future roles.
The vacancy has been withdrawn or put on hold	The decision is about the role, not the candidate.
Replying to a request for feedback	A candidate asks why they were not successful.

The templates

Replace every bracketed field, and keep the reason short and linked to the criteria for the role. If you used a person specification and interview feedback form, the reason and any feedback come straight from them.

1. After CV screening

Subject: Your application for [Job title] at [Company]

Dear [First name],

Thank you for applying for the [Job title] role at [Company] and for the time you put into your application.

We have now reviewed all applications against the criteria for the role. We are sorry to tell you that we will not be taking your application forward to interview on this occasion.

We will keep your application and any interview notes for [six months] in case you have questions about this decision, then delete them securely. You can read more about how we use your data in our privacy notice: [link].

Thank you again for your interest in [Company], and we wish you every success in your search.

Kind regards,
[Your name]
[Job title], [Company]

2. After CV screening: short version for high-volume roles

Subject: Update on your application: [Job title]

Dear [First name],

Thank you for applying for [Job title] at [Company]. We received a large number of applications and have now shortlisted the candidates whose experience most closely matches the essential criteria for the role.

Unfortunately, your application has not been shortlisted this time. Please do apply for future roles that suit your experience: [careers page link].

We will keep your application and any interview notes for [six months] in case you have questions about this decision, then delete them securely. You can read more about how we use your data in our privacy notice: [link].

Kind regards,
[Your name], [Company]

3. After a first interview

Subject: Your interview for [Job title]

Dear [First name],

Thank you for taking the time to speak with [interviewer names] on [date] about the [Job title] role. We enjoyed learning about [specific example the candidate discussed].

After careful consideration, we have decided not to take your application to the next stage. This was a competitive process, and we have progressed candidates whose experience more closely matched [the main criterion, e.g. "our need for hands-on payroll experience"].

If it would be useful, I am happy to share brief feedback from your interview. Just reply to this email within [two weeks].

We will keep your application and any interview notes for [six months] in case you have questions about this decision, then delete them securely. You can read more about how we use your data in our privacy notice: [link].

Thank you again for your time and interest in [Company].

Kind regards,
[Your name]
[Job title], [Company]

4. After a final interview, with an invitation to stay in touch

Subject: Your application for [Job title]

Dear [First name],

Thank you for meeting us for the final interview for [Job title] on [date], and for [the presentation / task you prepared].

This was a difficult decision. Your [specific strength, e.g. "approach to stakeholder planning"] stood out to the panel, but we have offered the role to a candidate with more direct experience of [main criterion]. I am sorry this is not the news you hoped for.

We would like to keep your details so we can contact you about similar roles over the next [12 months]. If you are happy for us to do that, please reply to this email to let us know. If we do not hear from you, we will delete your details after [six months] in line with our privacy notice: [link]. You can change your mind at any time.

I would also be happy to arrange a short call to share feedback from the panel if that would help.

With best wishes,
[Your name]
[Job title], [Company]

5. The vacancy has been withdrawn or put on hold

Subject: Update on the [Job title] vacancy

Dear [First name],

Thank you for applying for [Job title] at [Company]. I am writing to let you know that we have decided not to fill this role at present because [brief reason, e.g. "of a change in team structure"]. This decision is not a reflection of your application.

If the role reopens, we will advertise it on [careers page link] and you would be welcome to apply again.

We will keep your application and any interview notes for [six months] in case you have questions about this decision, then delete them securely. You can read more about how we use your data in our privacy notice: [link].

Kind regards,
[Your name], [Company]

6. Replying to a request for feedback

Subject: Feedback on your application for [Job title]

Dear [First name],

Thank you for asking for feedback. We assessed every candidate against the same criteria, which were set out in the person specification.

What went well:
- [Criterion]: [Specific example from the application or interview]

Where other candidates showed stronger evidence:
- [Criterion]: [What stronger evidence looked like, e.g. "direct experience of running month-end close"]

I hope this is helpful for future applications. Thank you again for your interest in [Company].

Kind regards,
[Your name]

UK good practice

Before you send a rejection

These points reflect common UK practice under the Equality Act 2010 and UK GDPR. They are practical guidance, not legal advice.

Send it promptly

Tell candidates as soon as a decision is made, and say in the advert or acknowledgement when they can expect to hear back. Silence is the most common complaint about recruitment.

Give a reason that relates to the criteria

A short, honest reason linked to the job criteria is more useful than a vague one. Do not give reasons that touch on age, health, pregnancy, family plans, or other protected characteristics.

Have a person check before rejecting

UK GDPR has specific rules for decisions based solely on automated processing. If you use software to screen applications, make sure a person reviews the outcome before rejections are sent.

State how long you keep data

Tell candidates how long their application will be kept, in line with your privacy notice, and delete it when that period ends. Many UK employers choose around six months.

Ask before adding to a talent pool

Keeping someone's details for future roles is a new purpose. Tell them clearly, give them an easy way to say no, and do not keep their details indefinitely.

Offer feedback you can actually give

Only offer feedback if someone will reply. Interview notes recorded against criteria make it quick to write a fair, specific answer.

More free hiring templates

Person specification template

Set essential and desirable criteria, and how each one is assessed, before the vacancy goes live.

CV screening rubric template

Copy or print a recruiter intake and screening rubric for must-haves, evidence rules, red flags, and human review.

Competency-based interview questions

Competency and strengths-based questions with probes and anchored scoring guidance.

Interview scoring sheet

A weighted interview scorecard with a 1 to 4 rating scale and space for evidence.

Interview feedback form

Record independent, evidence-based interview feedback and a clear recommendation.

Related guides

UK GDPR screening checklist

Practical data protection questions UK teams should ask before adopting AI screening.

Check criterion fairness

Make sure the criteria behind each rejection are role-related and reviewable.

Marxel AI information

A guide to Marxel's hiring workspace, explainable AI screening, and security.

CV screening software for UK teams

See how approved criteria become explainable candidate placements.

Know why each candidate was not shortlisted

Marxel screens CVs against criteria you approve and records the reasoning for each placement, so your team reviews the outcome and can explain it before any candidate is told.

Start free screening View pricing

Frequently asked questions

How do you write a rejection email after an interview?

Thank the candidate for their time, tell them clearly that they have not been successful, give a short reason linked to the role's criteria if you can, offer feedback if someone will provide it, and explain how long you will keep their data. Send it as soon as the decision is made.

Should a rejection email give a reason?

A brief, honest reason linked to the job criteria is good practice and reduces follow-up questions. Keep it factual and avoid anything that refers to protected characteristics under the Equality Act 2010, such as age, disability, pregnancy, or religion.

Do I have to give feedback to unsuccessful candidates?

There is no general legal requirement in the UK to give feedback, but many employers offer it, particularly after interview. Candidates can separately request their personal data, including interview notes, through a subject access request under UK GDPR.

How long can I keep an unsuccessful candidate's CV?

Only as long as you need it for a clear purpose, and for the period stated in your privacy notice. Many UK employers keep unsuccessful applications for around six months to respond to questions or claims. Keeping a CV for future roles needs to be explained to the candidate, with a simple way for them to object.

Is it acceptable to reject candidates by email?

Yes, email is the usual way to tell candidates they have not been shortlisted. After a final interview, some employers phone first and follow up by email, which is a good option when the candidate has invested a lot of time.

Is this legal advice?

No. These templates are practical examples for UK employers. Check them against your own policies and privacy notice, and take advice for unusual situations, such as withdrawing a job offer.