Applicant Turn-Down Templates

Print on approved letterhead

Applicant Turn-down Templates

In the modern-day world, sending your turn-down notification via e-mail is perfectly acceptable, if not preferred. Whatever you decide, pick a communication medium that works best for your firm, and use these sample templates to professionally and compassionately communicate your decision. If you’ve taken a candidate through the entire interview process, but ultimately went a different direction, you may want to consider calling that individual rather than communicating your decision in writing. Just be prepared to answer some straightforward questions about why the candidate wasn’t selected.

Decline Language for Candidates You Never Interviewed, but Wish to Notify:

Hello {Insert Candidate’s Name},

You recently applied for the {Insert Position Title} position at {Insert Company Name}. Thank you for your interest in joining our team. At this time, we don't believe we have an available role that would be a good fit. We know you invested time and energy into applying for this position, and we sincerely appreciate your efforts. We wish you the best of luck in your career search.

Sincerely,

{Insert Your Name}

Decline Language after a Telephone Interview:

Hello {Insert Candidate’s Name},

Thank you for your interest in a career with{Insert Company Name} and for taking the time to tell me about your background. We appreciate the time you spent applying for the position and taking part in the telephone interview process. The ultimate goal of our selection process is to achieve a good fit, both for you and for{Insert Company Name}. We believe this “fit” leads to mutually-beneficial success and satisfaction. Unfortunately, at this time we do not have an available role we feel would be a good fit.

Again, thank you for your time and interest. We wish you the very best in your job search and future endeavors.

Sincerely,

{Insert Your Name}

Hello {Insert Candidate’s Name},

Thank you for taking the time to interview with me over the phone.We appreciate your interest in our firm. While we were impressed with your credentials, we have decided to pursue other candidates who more closely match our needs.

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

Sincerely,

{Insert Your Name}

Decline Language after an In-Person Interview:

Hello {Insert Candidate’s Name},

I hope this message finds you doing well. I'm writing to let you know we've selected another candidate for the {Insert Position Title}position. You were a strong candidate, and we really enjoyed meeting you and learning about your background. However, we ultimately selected a different candidate who we felt was a better overall fit for the position. Thank you for the time and energy you invested in the interview process. Optional if the runner-up candidate was exceptionally strong: We will keep your resume on file for if/when we expand the department and have a need to hire additional{Insert Position Title}.Best of luck to you!

Sincerely,

{Insert Your Name}

Hello {Insert Candidate’s Name},

It was truly a pleasure to meet with you, hear your ideas, and see the wonderful examples of your work. You are clearly a seasoned and skilled {Insert Field—e.g., “Marketing”} professional. However, we ultimately selected a different candidate who we felt was a better overall fit for the position.

It was a tough decision as were quite impressed with your background. Thank you for the time and effort you devoted to the application and interview process—we know that can be stressful, and we're genuinely appreciative of your efforts. Optional if the runner-up candidate was exceptionally strong: We will keep your resume on file for if/when we expand the department and have a need to hire additional{Insert Position Title}.We wish you nothing but success in your future endeavors. Again, thank you for your time!

Sincerely,

{Insert Your Name}

{Insert B/D name and disclosures}