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View full libraryThis post-interview rejection letter provides a professional way to confirm that an applicant has not been selected because another candidate's skills, experience or professional background more closely matched the requirements of the role.
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If you are managing job interviews, the toolkit brings together practical HR templates covering preparation, interview questions, scoring, assessment and selection decisions.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Outcome of interview – [Job Title]
Thank you for taking the time to attend an interview for the [Job Title] position and for your interest in joining [Company Name]. We appreciate the time and effort you invested in the recruitment process.
Following completion of the interviews and careful consideration of all candidates against the requirements of the role, I am writing to confirm that, on this occasion, we will not be progressing your
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Not every unsuccessful candidate has performed poorly at interview. In many recruitment processes, several candidates may meet the essential requirements, with the final decision based on which candidate's skills, experience or professional background most closely matches the particular needs of the role. This letter provides a professional way to communicate that decision clearly and respectfully.
The letter explains that the recruitment process has concluded and another candidate has been selected. The wording focuses on the requirements of the particular vacancy rather than suggesting that the unsuccessful candidate lacked ability or was unsuitable in general.
Where appropriate, the employer can acknowledge the candidate's relevant skills, experience and interview contribution. This can help distinguish between a candidate who was unsuccessful and one who was not considered suitable for the role at all.
The employer can state that another candidate demonstrated a closer match to the skills, experience or background required for the position. Any more detailed explanation should be based on the agreed job description, person specification and interview evidence.
Detailed feedback is not generally required for an external applicant, but useful feedback can support a positive candidate experience. Where feedback is provided, it should be factual, relevant to the selection criteria and consistent with the recruitment records.
A candidate who was not selected for one position may be suitable for another opportunity in the future. Where there is a genuine basis for doing so, the employer can encourage the candidate to consider future vacancies that better match their skills or experience.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Rejection after interview (other candidate skills or background more closely matched) letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This Candidate Shortlist Record Form provides a structured record of how applicants were assessed against the requirements of a vacancy and why particular candidates were selected for interview or further consideration.
Use these best practice actions, recommended timescales and process stages to understand when and how the Rejection after interview (other candidate skills or background more closely matched) letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
Yes. This can be an appropriate explanation where it accurately reflects the recruitment decision. The wording should focus on the requirements of the particular role and avoid suggesting that the unsuccessful candidate lacks value or ability more generally.
This version is useful where qualifications were not the deciding factor. The successful candidate may instead have had more relevant industry experience, technical skills, leadership experience, sector knowledge or another background that more closely matched the particular requirements of the vacancy.
Not necessarily. A concise explanation that another candidate demonstrated a closer match to the required skills or experience is normally sufficient. If further feedback is provided, it should relate to the agreed selection criteria and avoid disclosing confidential information about another applicant.
There is generally no legal requirement to provide detailed feedback to an external applicant. However, appropriate feedback can support a positive candidate experience and demonstrate that the recruitment decision was made openly and consistently.
Yes, where the invitation is genuine. If the candidate demonstrated relevant skills and experience but was not the closest match for this particular role, it can be appropriate to encourage them to consider future opportunities.
HRDocBox templates provide a practical starting point based on UK employment requirements and established HR practice. AI can help adapt wording, but a ready-made HRDocBox letter provides a consistent recruitment structure that can be quickly tailored to the circumstances of the decision.
We only changed a few details to reflect the particular circumstances. We found the balance of detail about right. It reduced the amount of time we spent debating how to phrase the message.
How this content is developed and reviewed
The Rejection after interview (other candidate skills or background more closely matched) letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing job interview HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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