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Use this model rejection after interview letter to inform candidates after interviews that they didn't pass to the next round, with free text to describe the reason(s) for that decision.
The template incudes some suggestions for rejection wording.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Re: [insert job title]
Thank you for attending an interview for the role of [job title]].
After careful consideration I regret to inform you that you have not been successful on this occasion. [I enclose the unopened health questionnaire or declaration and criminal convictions form that you handed in when you came for interview.]
Or,
After careful deliberation, we have decided that another
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The purpose of a rejection after an interview letter template is to formally notify job applicants that they have not been selected for the position they applied for. It is a courteous and professional way to inform candidates that they were not chosen to move forward in the hiring process.
A rejection letter serves several important purposes:
Closure: It provides closure to the candidates, letting them know that the hiring decision has been made, and the position has been filled by another candidate.
Professionalism: Sending a rejection letter shows that the company values professionalism and respects the time and effort the candidates invested in the application and interview process.
Feedback (optional): Some rejection letters may include constructive feedback to help candidates understand why they were not selected. This feedback can be valuable for candidates to improve their future job search efforts.
Positive Image: Even though it delivers disappointing news, a well-crafted rejection letter can leave a positive impression of the company on the candidates. This can be beneficial in case they decide to apply for future job openings or speak about their experience with others.
Legal and Ethical Reasons: In some countries or jurisdictions, sending rejection letters is legally required as part of the hiring process. Moreover, it aligns with ethical recruitment practices.
While rejection letters can be challenging to receive, they are a crucial part of the hiring process, helping maintain transparency and professionalism throughout the candidate selection journey.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Rejection after interview letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Candidate Shortlist Record Form template documents the shortlisting process, ensuring consistency and transparency in candidate selection during recruitment.
Equality Act 2010: This legislation prohibits discrimination on the basis of protected characteristics, such as age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, and sexual orientation. Sending rejection letters to all candidates, regardless of the outcome, demonstrates fairness and compliance with this law.
Employment Rights Act 1996: This Act sets out various employment rights for employees and job applicants. One such right is to receive a written statement of reasons for not being offered a job if requested within 21 days of the decision. While rejection letters typically don't have to provide detailed reasons, if a candidate requests feedback, employers need to consider providing constructive feedback in response.
Data Protection Act 2018: This Act governs the processing of personal data, including that of job applicants. Rejection letters must be handled in compliance with data protection principles, ensuring that personal information is handled securely and with respect to the individual's rights.
General Data Protection Regulation (GDPR): As part of the EU-wide GDPR framework, it applies to data processing activities within the UK. Companies must be transparent about how they handle candidate data, including the information collected during the application and interview process.
The Employment Equality (Age) Regulations 2006: This legislation prohibits age discrimination in employment matters. When sending rejection letters, employers must ensure that age-related comments or biases are not present in their communication.
The Employment Act 2002 (Dispute Resolution) Regulations: These regulations set out procedures for handling disputes in the workplace. Clear and timely rejection letters can help avoid potential misunderstandings or disputes arising from the hiring process.
The Working Time Regulations 1998: These regulations cover working hours, rest breaks, and annual leave entitlements. Providing rejection letters promptly helps candidates manage their job search effectively and understand their status in the hiring process.
The Agency Workers Regulations 2010: These regulations protect the rights of temporary agency workers and ensure they receive equal treatment in terms of job opportunities. Sending rejection letters to agency workers who applied for permanent positions demonstrates compliance with this regulation.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Rejection after interview letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
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 processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"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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