How HR Can Reject a Candidate the Right Way (with Templates)

Rejecting a candidate is never easy. Whether it’s after resume screening, a first interview, or the final stage, the way HR delivers a rejection can affect employer branding, candidate experience, and even future hiring.

A polite, respectful rejection shows professionalism, maintains your reputation, and leaves the door open for future applications.

This guide explains how HR and employers can reject candidates properly, with templates and best practices tailored for Malaysian companies.

Why Rejecting Candidates Politely Matters

Protects Employer Branding

Candidates share their experiences online. A respectful rejection process helps you maintain a positive image on platforms like JobStreet, Indeed, and Glassdoor.

Enhances Candidate Experience

A well-handled rejection shows candidates that you value their time, even if they were not selected.

Keeps Future Talent Interested

Many rejected candidates may fit future roles. A polite rejection encourages them to apply again.

Ensures HR Professionalism

Structured rejection communication reflects good HR practice and improves the hiring process.

When Should HR Reject a Candidate?

You may need to reject a candidate when:

Their skills or experience do not match job requirements
Cultural or value fit is not aligned
Another candidate is a stronger match
They failed to meet interview expectations
The role has been filled or cancelled

Regardless of the reason, the communication must be clear, respectful, and timely.

How to Reject a Candidate Politely (Step-by-Step)

1. Respond as Soon as the Decision Is Made

Delays cause frustration and harm your employer brand. Respond promptly once the hiring team decides.

Best practice:

Early-stage candidates: Within 3–5 working days
Final-stage candidates: Within 24–48 hours

2. Use the Right Communication Channel

Choose the appropriate channel based on the candidate’s stage:

Email: Suitable for early or mid-stage rejections
Phone call: Recommended for final-stage or senior roles
WhatsApp: Ideal for quick updates or when the candidate has been actively communicating through WhatsApp during the hiring process. Keep the message short, polite, and professional.

3. Personalise the Message

Avoid generic one-line rejections. Simple personalization helps candidates feel respected.

Include:

Their name
The role they applied for
A short reference to their interview or experience

4. Start With Appreciation

Thank the candidate for their time, effort, and interest in your company.

Example:

“Thank you for taking the time to meet with us and for your interest in joining our team.”

5. Provide a Clear but Respectful Reason

You don't need to go into deep detail, but give candidates enough context to understand the decision.

Examples of polite reasons:

Another candidate has stronger experience
Skills do not fully match the role
Position requirements changed
Cultural fit does not align with team needs

6. Keep the Tone Positive and Professional

Maintain empathy. The goal is to reject the application — not the person.

Use phrases like:

“We truly appreciated your insights.”
“You showed strong potential.”
“This decision was not easy.”

7. Offer Encouragement or Future Consideration

If suitable, invite them to apply again.

Example:

“We will keep your profile in view for future openings that match your strengths.”

Only say this if it is genuine.

8. Maintain Data Privacy

Ensure you comply with PDPA guidelines. Do not share interview notes or internal evaluation documents.

9. End With a Professional Closing

Provide a polite sign-off with your name, role, and company.

Candidate Rejection Templates for HR

Early-Stage Rejection Email (Resume Screening)

Subject: Application Update – [Job Title]

Dear [Candidate Name],

Thank you for applying for the [Job Title] position at [Company Name]. After reviewing your application, we have decided to move forward with candidates whose experience more closely matches the role’s requirements.

We appreciate your interest and encourage you to apply again in the future.

Regards,
[Name]
[Job Title]

Post-Interview Rejection Email

Subject: Interview Outcome – [Job Title]

Dear [Candidate Name],

Thank you for taking the time to speak with us about the [Job Title] role. We truly enjoyed learning more about you and your experience.

After careful consideration, we have selected another candidate whose skills are a closer match to our current needs.

We appreciate your interest and wish you success in your future career.

Regards,
[Name]
[Job Title]

Phone Call Script

Final-Round Rejection

“Hi [Name], thank you again for your time throughout the process. We really enjoyed getting to know you.

After careful discussion, we have selected another candidate who more closely matches the current priorities of the role.

This was not an easy decision. We truly appreciate your effort and encourage you to stay connected with us for future opportunities.

Thank you again, and we wish you the very best moving forward.”

WhatsApp Template

WhatsApp Template 1: Friendly & Professional

Hi [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.

We truly appreciate your interest in joining our team and encourage you to apply again in the future. Wishing you all the best in your job search!

WhatsApp Template 2: Short, Polite & Direct

Hi [Name], thank you for your application and interview for the [Job Title] role. We’ve decided to move forward with other candidates, but we genuinely appreciate your effort and interest.

All the best in your future opportunities!

Tips to Improve Your Candidate Rejection Process

Create rejection templates for speed and consistency
Personalise at least 1–2 lines for interview candidates
Train hiring managers to communicate professionally
Keep a talent pool for future roles
Monitor candidate experience and improve based on feedback

FAQs

How long should HR take to reject a candidate?

Ideally within 3–5 business days for early stages, and within 24–48 hours for final-stage candidates.

Should HR give detailed feedback when rejecting candidates?

General feedback is acceptable, but avoid detailed or sensitive comments that may cause legal risk.

Is it necessary to call a candidate to reject them?

Only for final-stage or senior roles. For other stages, email is sufficient.

Can HR reject a candidate after offering them an interview slot?

Yes, if business needs change or a better match appears. Communicate politely and explain the situation.

Should HR keep rejected candidates in the talent pool?

Yes, if they show potential or cultural fit. Many may be suitable for future roles.

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