A guide on making a rejection email template for internal candidate

This ultimate guide covers all the essential aspects of a rejection email template. Find out how to use the template and make your job easier.

Rejection is a sensitive subject for many people. Especially those who are internal candidates.  Companies spend a lot of time when hiring. It is tough to find someone whose skills, interests, and personality match the company’s overall culture. In the modern hiring process, it’s not uncommon to face rejections along the way. It’s important to take the rejection in stride. You have to write a professional rejection email that keeps the relationship intact. 

If you are a hiring manager, there may be a time when you will need to reject an internal applicant. A rejection letter is crucial to whether the person is a good match for the job. If you need to cut the budget, you have to take this step. It is important to share this message in a professional and courteous way. Especially since your employees may feel disappointed or even rejected. 

The candidate is excited about the job. The employer is excited about the candidate. But there’s a mismatch somewhere. It happens! In this blog post, we will show you how to write a rejection email and what to include in it.​

Image Source

What is a rejection email template?

A rejection email is sent to job applicants to inform them that they are rejected for a position. While the email should be polite and professional, it can also be brief. The email includes the applicant’s name and contact information. We can mention the information of the person coordinating the hiring process.

A rejection email template is a pre-written email message that is used to reject a job applicant. The email includes a message thanking the applicant for their interest in the position. It is followed by a statement indicating that the position has been filled. And that the applicant is not selected for the role. This type of email can be helpful for employers who receive a high volume of applications.

Why do you need a rejection email template?

The main reason you need a rejection email template is to save time. You can use a template to send a consistent message to applicants not selected for the position. This saves you from composing a new email each time. It helps to ensure that all applicants receive the same information. A template can help you maintain a professional tone avoiding any hurtful or insensitive language.

These are the two common problems that a rejection email template can solve –

  • Getting flooded with requests and you need a way to reject all.
  • Worrying about hurting people’s feelings and wanting to reject them politely. 

This is why having a rejection email template can be so useful. Having a rejection email template takes the wound out of the rejection and makes it easier to handle. Plus, it helps you to keep your cool and maintain a professional attitude. 

Image Source

How do you reject an internal candidate?

It is difficult to reject an internal candidate. Here are two different ways that you can reject an internal candidate – 

You can tell them that they are not being selected for the position. This can be done in person or over the phone. If you do it in person, provide a brief explanation of why they were not selected. If you do it over the phone, provide a more detailed explanation, depending on the situation. 

You can send them an internal candidate rejection email. This can be done via email or regular mail. The letter should thank the candidate for their interest. It should explain why they were not selected for the position.

How to create a rejection email template for internal candidate? 

A few things to keep in mind if you’re creating a rejection email template for internal candidates – 

  • Make sure that the template is clear and concise.
  • Personalize the email to the individual candidate. 
  • Make sure that the email provides clear next steps for the candidate.

While considering an internal candidate for a position, you should have a rejection email template on hand. This helps to save time and ensure that the rejection is done in a professional manner. How do you politely reject a candidate? Below is a short rejection email template you can use – 

Subject line for rejection email: (Position title) Rejection

Hello (First and last name),

Thank you for applying for the position of (position title). After careful consideration, we have decided to pursue other candidates for this role. We appreciate the time and effort you put into your application and we hope you will continue to consider (company name) for future opportunities.


(Your name)

Image Source

What points should you include in your internal candidate rejection email?

While creating a rejection email template for your internal candidate, include the following points:

  • A brief explanation of why the candidate was not selected.
  • An expression of gratitude for the candidate’s interest and time.
  • A statement that the decision was difficult to make.
  • Encourage the candidate to apply for future openings.
  • A reminder that the candidate is a valued member of the organization.

By including these points, you are treating your internal candidates with respect and dignity. Even in the face of rejection.

How to deliver your rejection email template?

When you reject an applicant, it’s important to be respectful and professional. A well-written rejection email helps to soften the blow and maintain a good relationship with the applicant.

Here are a few tips for delivering your rejection email template:

  • Be clear and concise in your email.
  • Avoid using generic phrases like “unfortunately” or “we regret to inform you.”
  • Be honest about the reasons for the rejection.
  • Thank the applicant for their time and interest.
  • Include a link to your company’s careers page or other job opportunities.

Image Sorce

Example of rejection email template

An internal rejection letter should be polite, professional, and brief. You don’t want to leave the applicant hanging. So make sure to thank them for their interest. Here are some rejection email templates that you can use:

Subject line for rejection email: (Position title) Rejection

Hi (First Name),

Thank you for your interest in joining our team! However, we regret to inform you that we have decided to go in another direction with our hiring. We appreciate the time you took to apply and we wish you the best of luck in your job search.


(Your Name)

Subject line for rejection email: (Position title) Rejection

Hello (Applicant),

Thank you for applying to (Position) at (Company). Unfortunately, we will not be moving forward with your application.

We appreciate your interest and wish you the best of luck in your job search.


(Your Name) 

Subject line for rejection email: (Position title) Rejection

Hello [name of applicant],

Thank you for your interest in joining our team. We appreciate the time and effort you put into your application.

After careful review, we have decided not to move forward with your candidacy at this time. We receive a large number of applications and are only able to interview a limited number of candidates.

We wish you all the best in your job search.


[name of hiring manager]

What will your internal candidate response to my email look like?

It is difficult to predict what an internal candidate’s response to an email might look like. It is safe to say that they would communicate via email. Internal candidates are usually very familiar with the company’s culture and values. So they would be open to the idea of using email to communicate with the hiring manager.

  • Your response to their emails should be positive and encouraging. 
  • Let them know you appreciate their interest in the position and their willingness to put their name forward. 
  • Let them know you gave their application serious consideration.

Image Source

The benefits of using a rejection email template

A rejection email template is a tool for businesses when communicating with job applicants. The template can help to ensure that rejections are consistent and professional. Listed below are five benefits of using a rejection email template.

  • A rejection email template is a useful tool to respond to a large volume of job applicants.
  • You can save time by having a pre-written response. 
  • The template can be easily customized for each applicant. 
  • It can ensure that your responses are consistent and professional.
  •  It can help you avoid any potential legal trouble


We all want to remain positive and encouraging at work. We want to reward success and provide the resources for achievement. We don’t want to discourage anyone or make them feel bad. 

So when a candidate does not get the job, we may feel a natural urge to soften the blow. We want to make sure that our message is both clear and impactful. In other words, we want to make sure that our job rejection email is well-written.Our website, X0PA AI has rejection email templates that you can use for free! We have products that will help you to streamline your hiring process. If you’re interested in learning more about our recruiting software, you can visit the X0PA AI product page on our website.

Leave a Reply

Your email address will not be published. Required fields are marked *