Ensure thoughtful and professional communication with candidates at every stage of the hiring process — even when delivering tough news.
Subject: Thank You for Interviewing with [Company Name]
Hi [Candidate’s First Name],
Thank you for taking the time to interview with us for the [Job Title] position.
After careful consideration, we’ve decided to proceed with another candidate for this role. This was not an easy decision, as we were genuinely impressed with your background and accomplishments.
We truly appreciate your interest in [Company Name] and encourage you to explore future opportunities with us. Your profile will remain in our records for any relevant openings that may arise.
Wishing you continued success in your career.
Warm regards,
[HR Name]
[Company Name]
Subject: Update on Your Application for [Job Title]
Hi [Candidate’s First Name],
Thank you for your interest in the [Job Title] role at [Company Name].
After careful review of all applications, we regret to inform you that we won’t be moving forward with your candidacy at this time. Please know that this decision was not a reflection of your potential, but rather the result of a highly competitive process.
We truly value the effort you put into your application and encourage you to consider future opportunities with us.
Best wishes on your professional journey ahead.
Kind regards,
[HR Name]
[Company Name]
Subject: Missed Interview – [Candidate’s Name]
Hi [Candidate’s First Name],
We noticed that you weren’t able to attend your scheduled interview for the [Job Title] position.
We understand that unexpected situations can happen. If you’re still interested in the opportunity, we’d be happy to reschedule your interview at a convenient time.
If you’ve decided to withdraw from the process, kindly let us know so we can update our records accordingly.
Looking forward to your response.
Best regards,
[Recruiter/HR Name]
[Company Name]
Subject: A New Opportunity You Might Be Interested In!
Hi [Candidate’s First Name],
I hope you’re doing well!
While we weren’t able to move forward with your application for the [Previous Job Title] role, we now have a new opening that we believe aligns well with your skills and experience: [New Job Title].
If this sounds like something you’d be interested in, just reply to this email — we’d love to reconnect and discuss the next steps.
Looking forward to hearing from you.
Warmly,
[Recruiter/HR Name]
[Company Name]