Candidate Rejection Email Template & Workflow for Outlook
Send a professional and warm candidate rejection with the door left open for future opportunities. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the candidate rejection email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
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Bcc
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Subject
Update on Your Application — position_title
Hi candidate_first_name,
Thank you for the time you invested in the interview process for the position_title role at company_name. I genuinely appreciate your openness throughout, and I want to give you a straightforward update.
After careful consideration, company_name has decided to move forward with another candidate whose background more closely aligned with their immediate needs for this particular role. This was a competitive process, and the decision was not easy.
I want to be clear: this does not reflect a lack of confidence in your capabilities. Hiring decisions at this stage often come down to factors that are highly specific to one organization's current situation — a particular tool, a domain background, or team fit — and those factors don't define your value as a professional.
STAYING IN TOUCH
Your profile will remain in our active candidate database, and I will keep you in mind as new opportunities arise that match your background. If you're open to it, I'd like to stay connected and reach out when something relevant comes up.
In the meantime, if there's anything I can do to support your search — whether it's feedback on your interview, a resume review, or connecting you with other opportunities — please don't hesitate to reach out. That's what I'm here for.
Thank you again, candidate_first_name. I wish you the very best in your search. Reach me at me::phone or me::email.
Workflow context
When to use this workflow
Use this workflow when a candidate is no longer moving forward for a role and the recruiter needs to send a professional update.
What this replaces
This replaces rushed rejection emails, inconsistent candidate communication, and manually rewriting the same role and company details.
Why teams standardize this email
Rejection emails are part of the candidate experience. A workflow helps recruiters communicate respectfully and consistently while allowing thoughtful edits before sending.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the candidate rejection email in Outlook
- Prompts for candidate name, position title, company name, phone, and email
- Adds a role-specific subject line
- Keeps rejection language professional and warm
- Leaves the draft editable before sending
FAQ
Does Toggles decide which candidates are rejected?
No. Toggles prepares the email after the recruiting team has made the decision.
Can recruiters add feedback?
Yes. The Outlook draft can be edited before sending, subject to your hiring policies.
Can this help standardize candidate experience?
Yes. Shared workflows help teams use consistent, respectful candidate communication.
Part of a starter pack
Explore the Human Resources Starter Pack
Help HR teams send consistent interview, candidate follow-up, offer, onboarding, policy, reminder, and employee coordination emails in Outlook.