How to Tell Someone They Didn't Get the Job: 5 Sample Scripts for Recruiters

Ever wonder why some companies seem to have an endless pipeline of great candidates? Here's their secret: hiring managers who never burn bridges–even during rejections.

Because let’s face it, the modern job search ain’t for the faint of heart. And with 54% of employers struggling to find qualified candidates, keeping in touch with runner-ups is a smart move.

But figuring out how to tell someone they didn’t get the role is almost always awkward. Keep the conversation fast and frictionless with these easy-to-customize email templates.

Why add interview feedback to your hiring process?

Interview feedback is constructive criticism given to a candidate after they exit the interview process. This honest feedback is often helpful for candidates as they traverse their job search journey and workshop future interviews. But not every recruiter takes the time to share it.

“Rejection goes hand in hand in the job market, unfortunately, and it's never easy to hear. I always welcome candidates to reach out for feedback, at least to clarify where our decision came from, especially if it was a close one,” says Wayne Elsey, Founder of fundraising and social impact company, Funds2Orgs.

So what does great interview feedback actually do for your hiring game? Well, for starters, it:

• Builds a positive employer brand and strengthens your company’s reputation
• Keeps your talent pipeline warm for upcoming job openings
• Helps job seekers improve their interview skills without creating false hope

“Be honest, but structured and legally safe,” advises Svitlana Skalova, Head of Recruitment at Mobilunity, a dedicated development teams agency. “Focus on observable behaviors and role requirements, not personal traits.”

For example, try “We needed deeper experience with stakeholder communication,” rather than sweeping generalizations like "You’re not good with communication."

For experienced recruiters like Svitlana, it’s important to give candidates a reply – even if it’s not the one they want.

Here are some of her top tips based on role type:

• Senior-level roles: Always call. These candidates invested heavily, and live communication builds long-term relationships and employer brand trust.
• High-volume roles: Email is appropriate, but personalize at least one sentence.
• Internal candidates: Transparency is critical for making sure candidates don’t feel stuck or undervalued.

“Candidates should leave feeling that the process was fair, not discouraging. A simple sentence about what they did well makes a huge difference in how the rejection lands,” she explains.

And the fact that this one simple act can help protect your company’s reputation on review sites and social media certainly doesn’t hurt.

5 job rejection email templates that make delivering bad news easy

Ready to put this advice into action? Customize these sample templates to deliver interview feedback that lands.

1. Overall fit

Best for: When there's no single reason for non-selection

Template: Thank you again for your time and effort in the interview process. After comparing all of the candidates against what the client needs right now, they decided to move forward with people who have more recent experience in [specific area] and deeper exposure to [second requirement]. That is a reflection of this role's priorities, not your overall value or potential. I genuinely appreciated [strength] you showed, and I would be glad to keep you in mind for opportunities that line up more closely with your background.

Why it works: Provides closure while helping to keep risks low.

Pro tip: Amy Simpson, Senior Insurance Recruiter at The James Allen Companies, Inc. likes to keep it simple and empathetic. “I keep my feedback tied to the job, not the person. I anchor everything to skills, scope, and experience. That keeps things legally safe and still useful to them. So instead of anything that sounds like a personality judgment, I'll say things like: ‘They moved forward with candidates who have more [X]’ or ‘For this role they needed someone who has done [Y].’”

2. Thank you for your time

Best for: Right after the interview, before you make your final decision

Template: Thank you for taking the time to chat with our team today, [candidate name]. We enjoyed learning about your experience with [specific project/skill they mentioned] for the [job title] role. We'll have an update for you by [specific date]. Best regards, [company name]

Why it works: Shows respect for candidates' time and sets clear expectations. With 40% of hiring teams battling time-consuming processes, a quick, automated thank you makes it easy to keep in touch with strong candidates until you’re ready to make an offer.

3. Didn't get the job

Best for: When you've found your perfect match but want to keep runner-ups warm

Template: Thank you so much for your time, [candidate name]. We are moving forward with other candidates for this role and have extended a job offer to a finalist whose experience is a better fit for the immediate needs of the team. However, as an agency, we often have quick needs come up. We are keeping your resume on file–please keep an eye on our website for future job openings. Best regards, [company name]

Why it works: Direct, honest, and keeps rejected candidates engaged if now just wasn’t the right time. A clear, respectful rejection letter reduces false hope while preserving the relationship.

Pro tip: Mandy Hoskinson, owner at Zolay Social Media Agency, has hired for roles ranging from senior directors to interns. Her top tip? Align the feedback with the level of time invested in the candidate. “We will call if the candidate went through multiple rounds. At a more junior level, we'll email,” says Mandy. “Like many companies, sometimes candidates will fall through the cracks. We're working on this on our end to be as transparent and as responsive as possible.”

4. Helpful resources

Best for: When you see potential but decided to go with a more experienced or better fit candidate

Template: Your background across different roles shows versatility and growth. While we need someone with more direct industry experience for this role, your transferable skills are valuable. Here's an article on [leveraging diverse experience in interviews] that might be helpful. Let's stay connected–your adaptability could be exactly what we need in the future.

Why it works: Nearly 30% of companies don't track new hire performance milestones. Sharing resources shows you're invested in candidate growth beyond just filling roles.

📈 We surveyed hundreds of recruiters  to pinpoint the biggest trends and challenges this year. Download the Breezy HR Hiring Challenges Report and dive into the data!

5. Phone call follow-up

Best for: When you want to provide detailed feedback while still keeping talent warm

Template: Your approach to [specific challenge] really stood out. While we've moved forward with another candidate, I'd love to hop on a quick call to share some thoughts about your interview. Your problem-solving style could be perfect for other roles on our team.

Why it works: Shows investment in candidate development, keeps talent pools warm for future job openings.

Best practices when sharing feedback with rejected candidates

The idea of closing the loop with every applicant sounds great in theory. But for recruiters juggling hundreds of open reqs, the reality can feel impossible.

“I handle all of our recruitment. In the software industry right now there is a real shortage of entry level developer roles, especially with AI changing the landscape,” explains Jake Randall, Co-Founder at Modall. “When we hire, we receive hundreds of applications for a single role, so it takes a lot of time to interview, follow up, and share feedback when someone doesn’t move forward.”

For the candidates that only reach the first stage, keep your rejection messages short and clear. For those that make it further in the process, give them more insight into how the decision was made.

Want to deliver fast candidate feedback without hours of emailing? Here's your cheat sheet:

• Automated feedback to go out within 48 hours
• Keep feedback objective and role-specific
• Highlight what the candidate did well (not just improvement areas)
• Keep the door open for future opportunities

Your post-interview feedback should align with your company culture and the role's requirements. Use candidate scorecards to keep your evaluations fair and consistent. And when in doubt, remember you’re writing a concise rejection letter, not a performance review.

Build a positive relationship with every candidate

Sharing feedback can take a little extra effort, but it's worth it. Great feedback helps candidates grow and protects your employer brand. When candidates understand exactly why they didn't move forward, they're more likely to:

• Apply for future roles that better match their skills
• Recommend your company to other talented folks
• Leave positive reviews about their candidate experience

Ready to make interview feedback a standard? Breezy's applicant tracking system lets your whole hiring team share feedback in one central place, right next to each candidate's profile. With user-friendly candidate scorecards and automated emails, you'll never miss a chance to connect with the right talent.

Start your free 14-day trial today.

Frequently asked questions about interview feedback

Should I give feedback to every candidate?

While ideal, it's not always practical for high-volume roles. At minimum, provide feedback to candidates who completed interviews. For earlier-stage rejections, use automated but personalized templates that acknowledge the job application.

What feedback topics should I avoid?

Steer clear of personal characteristics, age, gender, cultural fit, or anything that could be interpreted as discriminatory. Focus on skills, experience, and specific job requirements.

When is a phone call better than an email?

Consider calls for:

• Senior-level candidates
• Internal candidates
• Candidates who came through employee referrals
• Promising candidates you want to keep warm for future roles
• Candidates who reached the final round or completed an in-person panel

How quickly should I send feedback?

Aim to send feedback within 48 hours of making your decision. The longer you wait, the more likely job candidates are to have a negative experience with your brand – build simple workflows to streamline this step in your recruitment process.

What if our legal team advises against giving feedback?

Work with your legal and HR teams to develop pre-approved feedback templates that minimize risk while still providing value to candidates. Focus on job-specific requirements and documentable skills gaps rather than subjective observations.