An unsuccessful interview message should be clear without being cold. I tell the candidate the decision early in the note, then add a concise role-related explanation if the company's policy allows individualized feedback. I do not hide a rejection behind several paragraphs of praise.
Basic rejection template
Subject: Update on your [Role] interview
Hi [Candidate Name],
Thank you for taking the time to speak with us about the [Role] position. We have decided not to move forward with your application.
The team appreciated your experience with [relevant strength]. For this opening, we selected candidates whose recent work more closely matched [specific requirement or current business need].
Thank you again for your interest in [Company] and for the preparation you put into the process.
Best,
[Recruiter Name]
After an early interview
“Thank you for speaking with me about the [Role] position. We have decided not to move forward to the next stage. We were looking for more direct experience with [requirement], which is central to this opening. I appreciate your time and wish you well in your search.”
After a final interview
“Thank you for completing the interview process for [Role]. We have selected another candidate and will not be moving forward with your application. Your work in [strength] was relevant, but the team chose someone whose experience more closely matched [specific scope or requirement]. I know this is disappointing, and I appreciate the time you invested.”
When the candidate asks for more detail
“I can share that the decision was based on the level of evidence we received for [competency]. In the interview, we needed a clearer example of [observable behavior]. I understand that this is limited context, but I want to stay within the feedback we are able to provide consistently.”
Language I avoid
- “You were not a culture fit.”
- “The team did not connect with you.”
- “You seemed nervous.”
- “Someone else was more impressive.”
- “You should change your personality.”
- “We found a better candidate,” without explaining the role-related distinction.
These phrases are vague, personal, or comparative. They can leave the candidate guessing and make decisions harder to audit. I replace them with a competency, evidence, and requirement when I have approved information to share.
Before sending
I confirm that the decision is final, the candidate is not waiting for another interviewer to submit feedback, and the message matches the company's feedback policy. I check names, role title, timing, and any future-contact language. I never promise to keep a resume on file or consider the candidate for another role unless that is actually part of the process.
The goal is not to make rejection feel positive. The goal is to make it clear, respectful, consistent, and appropriately specific.