Rejection Emails - Building a Better Candidate Experience

One stage that’s frequently overlooked in the recruitment process is the rejection stage. Too often, companies rely on impersonal, cookie-cutter rejection emails that lack any warmth or personalization. While this may seem like a small part of the hiring process, the truth is that how you reject candidates says a lot about your company and your culture.

Rejection emails are an important part of your employer brand. The way you treat candidates during the hiring process, especially when they don't make the cut, can have a lasting impact. It’s more than just letting people know they weren’t selected, it’s an opportunity to turn applicants into ambassadors your brand.

Why Rejection Emails Matter

The way you treat candidates, whether they’re phone-screened, interviewed, hired or none of these, directly impacts your employer brand. Rejections that feel cold and robotic can damage your reputation, while those that are thoughtful and respectful can build your reputation as a company that values its people. Candidates who have had a positive experience, even if they didn’t get the job, are more likely to share their experience with others, contributing to your brand’s perception in the market. The same applies to a bad experience. Word spreads quickly, and negative encounters can hurt your brand just as much as positive ones can help.

Just because a candidate isn’t right for a role now doesn’t mean they won’t be a great fit down the line. By sending a human rejection email, you’re leaving the door open for future opportunities. This also makes candidates want to stay in your talent pool for future openings. People remember how they were treated during the hiring process, and if you show kindness, they may be more likely to apply again in the future - or refer someone else to your job opening!

When you use human language, you're showing the candidate that they are more than just a name on a resume. Even in a rejection email, you can make someone feel seen by acknowledging their efforts and providing constructive feedback (if possible). This creates a connection that can make the difference in a candidate’s view of your company.

The Psychology and Neuroscience Behind Humanizing Rejection Emails.

Rejection, in any form, triggers an emotional response in the brain. According to neuroscientific research, the same areas of the brain that are activated during physical pain are also triggered during social rejection. This means that receiving a cold, impersonal rejection email can actually cause feelings of distress, frustration, and even embarrassment - not how we want candidates to feel during a hiring process!

On the other hand, when we experience positive social interactions - or receive a rejection email in this case, our brain releases oxytocin, often referred to as the bonding hormone or the feel-good hormone. Oxytocin is associated with feelings of trust, empathy, and connection. By using human-centered language in rejection emails, you're creating a more positive emotional response. You’re not only reducing the pain of rejection but also fostering a sense of connection and respect, which can make the experience feel less negative.

The Impact on Employer Branding

From a psychological perspective, how a company communicates with candidates also reflects its broader corporate culture. If a company’s rejection emails sound formal, distant, and robotic, it can send a message that the company is equally impersonal or lacks empathy.

On the flip side, personalized and human-centered communication signals a company culture that values people, even if they aren’t the right fit for a particular role.

This connection between candidate experience and employer brand is supported by the social proof theory in psychology, which suggests that people are strongly influenced by how others perceive a company. When candidates feel respected and valued, especially after a rejection, they are more likely to share their positive experience with others, which can positively affect the company's reputation.

Example 1: The Overly Formal, Robotic Rejection Letter

Here’s an example of what an overly formal rejection letter might look like:

Subject: Thank you for your interest in [Company Name]

Dear [Candidate Name],

Thank you for your application for the position of [Job Title] at [Company Name]. We have completed our review of your qualifications and have decided to move forward with other candidates whose skills and experience more closely match the requirements for the role.

We appreciate your interest in our company and thank you for taking the time to apply.

Sincerely,

[Department]

[Company Name]

While this email is polite, it’s impersonal and lacks empathy. This kind of communication doesn’t acknowledge the candidate’s effort, and it can trigger feelings of social rejection. It can leave a candidate feeling disconnected and unappreciated, which is the last thing you want from someone who could be a future top performer!

Example 2: A Human, Kind Rejection Email

Here’s a rejection email that uses empathetic, human-centered language:

Subject: Your Application for [Job Title] at [Company Name]

Hi [Candidate First Name],

Thank you so much for applying for the [Job Title] position at [Company Name]! We genuinely appreciate your interest in [Company Name] and the effort you put into your application!

Unfortunately, we’ve decided to move forward with other candidates who were a closer fit to our overall requirements for this specific job at this moment. We were looking for someone with [Job Requirement], [Job Requirement] and [Job Requirement]. Your experience ticks many boxes, so I hope we'll talk in the future! :)

I hope that we can keep your data to get in touch when a suitable job opens up. If you see an interesting job opening, make sure to apply! We'd also be glad to meet you at one of our meetups.

If you'd like to get any additional feedback on the decision, don’t hesitate to contact me! I'm here to help! :)

Warm regards,

[Your Name]

[Your Job Title]

[Email Address]

[Phone Number][Company Name]

This version is far more likely to elicit a positive emotional response. It acknowledges the candidate’s effort, provides a respectful rejection, and encourages future engagement. This taps into the brain’s reward system, activating dopamine, the "motivation" neurotransmitter, which helps candidates leave the experience feeling motivated and respected, not discouraged.

And frankly, it can be much more informal, too!

How to Make Rejection Emails Feel More Personal

Use Their Name

Start by addressing the candidate directly. Using their first name adds a personal touch and makes the email feel less like a mass communication.

Acknowledge Their Effort

Many candidates put in a lot of work when applying for jobs. Acknowledge that effort in your email to show appreciation for the time they invested.

Offer Constructive Feedback (When Appropriate)

If possible, provide some constructive feedback on what worked well and where they could improve. This is especially helpful if the candidate is a good fit but there were candidates with a stronger profile. Not all companies provide feedback, but if you can, it’s a great way to build trust and transparency.

Encourage Future Engagement

Invite them to stay connected for future opportunities. Let them know that even though they weren’t the right fit for this role, there may be other opportunities down the line.

Keep the Tone Warm and Friendly

Avoid overly formal language. Use conversational, friendly language, even emoji's, that mirrors how you’d speak to someone in person. This will make the rejection feel more genuine and less like a corporate form letter.

Offer an Opportunity To Ask for Feedback

Give candidates the chance to request feedback. Offering insights on what went well and where they can improve shows that you value their growth and fosters trust. It helps candidates feel respected and keeps the door open for future opportunities with your company.

Send the Email from a Recruiter's Email Address

Use a real recruiter’s email, not a no-reply address. This makes the rejection feel more personal and shows that you’re open to further communication.

Add a Name and Contact Details in the Signature

Every rejection email should come from a real person, not a generic no-reply address. Always include the sender’s name and contact details to make the email more personal and show that you’re available for any questions or follow-up.

Disclaimer: Don’t worry! This isn’t an invitation for a flood of emails! While it might sound like you’ll be buried in feedback requests, the reality is that very few candidates actually take you up on the offer. But for those who do, they’ll truly appreciate the opportunity to get valuable insights. Plus, you’ll likely get just as many emails thanking you for your transparency!

So, no need to panic—you’ll be seen as a company that genuinely cares, without the inbox overload.

Bonus: You can create different rejection templates for various scenarios. If you receive many applications from candidates overseas but can’t offer visa or relocation support, have a template for that. For irrelevant applications, create another. And if you have strong candidates but can’t proceed with them at the moment, craft a template with customizable fields to personalize as needed.

Rejection Emails Are Part of Your Employer Brand

How you treat candidates during rejection impacts your employer brand. A kind, human-centered email shows respect, leaves a positive impression, and can turn candidates into advocates with minimal effort. Treating candidates as people, especially when they don’t get the job, helps build long-term relationships and a strong talent pool.

Human-centered language activates positive emotions, builds trust, and ensures candidates leave with a good impression. Rejection is inevitable, but how you handle it is up to you.

Be the company known for kindness, respect, and humanity - one rejection email at a time.