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Interview Rejection Email Templates

August 16, 2023

It’s not easy to tell someone they were not selected for the job. But keeping them uninformed is not a good practice. As a recruiter, you are not at all bound to respond to all applicants, and expecting that you have enough bandwidth to call everyone would be unjustified. So the road to redemption is an interview rejection email – which will ensure you express professional courtesy to job seekers and don’t spend much of your time on it.

Recruiters and organizations often skip this step because it has been ignored for so long that it has almost become a norm. When you try putting yourself in a candidate’s place, you will realize how important it is for anyone to know about their recruitment status – whether or not they have been able to clear the interview process.

Ideally, it’s an organization’s duty not to keep candidates or applicants waiting eagerly for your decision. Sending them an email would ensure they know where they stand and prepare for the next opportunity without wasting any time.

81% of candidates said that employers who continuously communicate status updates improve the candidate experience. Not only this, but it also significantly affects your employer’s brand. Organizations that often keep all candidates informed about their recruitment status are perceived positively – hence candidates are more likely to apply for job opportunities in the future with the same employer.

Why is it Vital to Send Out a Rejection Email?

Updating each of your rejected candidates about their recruitment status can be pursued as an extremely positive practice – only if done the right way (more on this later).

Sending out an email to your candidates is also a sign of respect and shows that you value the time and effort they put into applying for a job at your company. Here are the top 3 reasons why you must send interview rejection emails and not leave any candidate uninformed:

  1. It helps in establishing a strong relationship with candidates. It should be noted that some of them can gain experience and apply again in the future   
  1. If you know about some candidates being close to getting hired but missing out due to some reasons, which usually happens, you can stay connected with them for future opportunities.
  1. 72% of candidates share their recruiting experiences online – which can make or break your employer's brand and can define the quality of talent you will be sourcing in the future.

As a recruiter, you should be transparent with candidates – no matter the results of assessments or interviews. Even if you have the slightest confusion regarding a candidate’s selection, make it clear and do not give them false hopes. You can do everything to make them not feel bad, and you should – try encouraging them or inspiring them for the next opportunities.

How to Write a Great Interview Rejection Email? 

A perfect candidate rejection email needs you to take care of the following elements:

  • Thank them for applying: No matter the results, you should always be thankful to candidates for applying to your open positions as a recruiter. They are putting in their time and effort, so be extra polite with candidates rejected in recruitment.
  • Personalize it: Use the candidate’s first name wherever possible, and try to add a few elements from their resume. You can also pick up something that impressed you.
  • Give feedback when possible: The best thing you can do for a positive candidate experience is to provide them with constructive feedback. It also helps in improving your employer brand.
  • Invite them to apply again: Especially in cases where you feel they can be a good fit in the future, do include an invitation to apply again. Generally, you should make all candidates feel that they are always welcome to apply for relevant open roles in the future.  

4 Best Candidate Rejection Email Templates

Let’s now dive straight onto the templates you can directly use for interview rejection emails. We have tried to add personalized elements which would further enhance the open rate and candidate experience. 

You can use these templates directly or curate them as per your requirements. Remember to explicitly explain the reason for their rejection, and do provide constructive feedback for helping them improve. If you didn’t conduct all the interviews (which happens in most cases) – take inputs from your team members and the interview panels. You can also use the database they use to populate each candidate’s evaluation.

From application rejection to interview rejection and everything in between – let’s get started with email templates for all possible use cases.

  1. Application Rejection Email Template

Email Subject Line: Your application to {CompanyName}


Hi {FirstName} [insert candidate’s first name],

Thank you for applying to {CompanyName} [insert your company’s name] for the {JobTitle} position.

We are delighted to receive your application and really appreciate your interest in joining our company.

After reviewing a large number of applications that we received for the position of [insert position title] thoroughly, we have to inform you that – unfortunately, your profile is not selected and we won’t be able to invite you to the next phase of our recruitment drive this time.

Your [insert education/skills/qualifications/work experience] are impressive, but they do not meet our needs right now. So we have decided to move forward with other candidates to fill up the gaps for this particular role.

Your commitment and willingness to get things done is amazing. We certainly appreciate your expertise in [insert industry] and interest in our company. 

Once again, thank you for your interest, and the time and energy you invested in the application.

Feel free to keep us in mind in the future and apply for our jobs. We certainly hope you do.

In case you have any queries or need additional information, you can contact me by replying to this email, or reaching out to me at [insert your email address] or phone [insert your phone number].

I along with my team, wish you every personal and professional success in your future.

Best Regards,

[insert your full name]

[insert your job position title]


  1. Candidate Rejection Email Template: After Intermediate Interview Round

Email Subject Line: Your application to {CompanyName}

Hi {FirstName},

It was great meeting and chatting with you. We want to thank you so for your interest and the efforts you put into the interview for the position of [insert position title] at our company. But unfortunately, at this time, we have decided not to move forward with you for the next rounds. 

It is a decision that didn’t come up easily. Your skills make you really a strong candidate with a fascinating personality.

While we are not moving forward with you for further rounds, we will definitely keep you in our talent database as a shortlisted profile. We think you could be a good fit for other future openings and will surely reach out in the future if we find an opportunity for you. 

We hope you do not hesitate to apply for our open positions in the future as well.

In case you have any further queries, please feel free to reply to this email, or reach out to me at [insert your email address] or phone [insert your phone number]. I will be more than happy to answer your questions.

I wish you the best for your future endeavors. Thank you again for your time and efforts. 

Best Regards,

[insert your full name]

[insert your job position title]


  1. Candidate Rejection Email Template: After Final Interview Round

Email Subject Line: Thank you for applying to {CompanyName}

Hi {FirstName},

We really appreciate your interest for the position of {Job_Title} at {CompanyName} and it was a great experience interacting with you in the interview.

Your skills and achievements were quite impressive. However, after performing an in-depth analysis, we have to inform you that we have chosen to move forward with another candidate for the position this time, as their experience and industry exposure matched our hiring needs more closely.

Our team was certainly moved by your application given your skills and knowledge. While we would not be able to move forward with your candidature, for now, we really think you could be a good fit for other future openings. So we have added your profile to our internal database and will reach out again whenever we find a good match.

We hope you do not hesitate to apply when you find a relevant position at our organization.

Thank you for investing so much of your time and efforts in applying for the position with us. We wish you all the best in your future professional endeavors and your job search.

Best Regards,

[insert your full name]

[insert your job position title]


  1. Candidate Rejection Email Template: Including Feedback

Email Subject Line: Your application to {CompanyName}

Hi {FirstName},

First of all, thank you so much for your interest in the {Job_Title} at {CompanyName}. It was a great pleasure interacting with you and we appreciate your time and efforts in taking up an interview with our team.

While your skills and knowledge were really exciting, especially in [insert the skills you were moved by], this time we have chosen to move forward with another candidate bringing in more leadership experience.

Thank you once again for your interest and efforts, and we wish you all the best for your future career endeavors.

Best Regards,

[insert your full name]

[insert your job position title]


Amidst today’s noisy digital world, brands find it challenging to create meaningful connections with their customer base and target audience. Getting the target consumer’s attention and persuading them to buy from you gets even trickier. Hence, content marketing has become more crucial than ever for brands to attract, educate, and retain customers.

Content creation is a top priority for 80% of marketers, and there is no reason it shouldn’t be. Consistent, high-quality, and engaging content impacts your audience’s decisions through education and persuasion.

Depending on your business goals and requirements, the role of Content Marketers you hire will vary. The primary responsibilities revolve around forming consistent brand messaging and deciding upon a unique and identifiable voice, style, and pitch across various distribution channels.

From raising brand awareness to attracting a relevant audience to your website, boosting social media presence and engagement, generating leads, and building brand loyalty – content marketing drives all the growth efforts for your brand. When done effectively, it can help you:

  • Build positive brand awareness
  • Make your audience stick around for longer
  • Get better traction on social media
  • Gain more trust of your audience than ever
  • Generate qualified leads
  • Improve conversion rates
  • Boost business visibility with SEO
  • Position your brand as an authority
  • Cultivate loyal brand fans

While content marketing is a broad role with numerous areas of expertise involved, it’s vital to thoroughly understand your company’s current marketing goals and the related requirements. In this blog, we will dive deep into the step-by-step approach to hiring a Content Marketer.

What is The Role of a Content Marketer?

A Content Marketer must be deeply passionate about telling your brand’s story to the world. The objective is to educate and nurture the target audience to establish brand authority using thought-leadership and drive more people to buy from you.

As a candidate is expected to be a mediator between the brand and the target audience, they are primarily responsible for planning, creating, and sharing valuable content to grow their company’s awareness and engagement to bring more business.

To be more specific, the role of a Content Marketer requires a perfect blend of creativity and attention to detail in an individual. It’s a balancing role, as they need to ensure creating content that resonates and strengthens business relationships, using strategies that position your business as authentic and problem-solving.

Take a look at the core responsibilities of a Content Marketer that most businesses expect them to take over:

  • Research and Competitor Analysis: The first and foremost step to creating a content marketing strategy is effective initial research. It not only helps a Content Marketer understand the nuances of the industry through competitor analysis but also study and understand the target audience thoroughly.
  • Building Content Marketing Plans: Once the competitor research and target audience analysis is done, a Content Marketer needs to work on the different plans for all the business objectives, targeted channels, segments of the audience, and the bigger marketing strategy. A content marketing plan typically consists of:
  • Specific goals along with a pre-decided timeline
  • Various channels to be targeted for content distribution
  • Types of content to be created
  • Budget for the entire staff, outsourced services, and paid promotion (Collabs and Ads)
  • Creating Editorial Calendar: Creating, managing, and maintaining a content calendar is one of the most crucial responsibilities of a Content Marketer. It is a centralized visual document that enables effective collaboration among the marketing team and helps Content Marketers ensure on-time production and delivery.
  • Content Creation: Once the strategy and calendar have been approved by relevant stakeholders, Content Marketers need to do the on-ground work. This task usually depends on the scale of your company and content marketing strategy. Suppose an organization already has a set of writers, then the Content Marketer doesn’t need to create content by themselves.
  • Search Engine Optimization (SEO): Producing quality content that educates your target audience and resonates with them, isn’t enough. You need to optimize your content creation to make it search engine-friendly. While most companies need a dedicated SEO specialist for keyword research and planning, Content Marketers need to closely collaborate with them and should be well-versed in the basics of SEO.

While the practices discussed above are primary responsibilities of a Content Marketer, they also need to be proactive with

  • Content editing and ensuring adherence to a certain style guide    
  • Continous publishing and distributing content
  • Measuring and analyzing performance

How to Hire a Content Marketer: Step-By-Step?

Content marketing has become the key to driving growth for businesses. Unlike a few years ago, it’s not possible now to get away with a one-person team for content marketing. You need deeply trained individuals for specialist roles.

Let’s now dive into the step-by-step approach of hiring a Content Marketer. But before you even source your first candidate, you should have a clear expectation of the skillset and experience to look out for top content marketing candidates.

Top Must-Have Skills in a Content Marketer

Apart from having relevant industry experience, a good Content Marketer must possess the following skills.

  1. Excellent Writing Skills

A Content Marketer’s prior skillset should be writing excellent attention-grabbing content. From long-form blog posts to website copy, ad copies, social media content, video scripts, emails, newsletters, e-books, whitepapers, and more – a Content Marketer should be able to adapt to the business’s specific requirements and create quality content.

  1. Audience Research

Identifying user behavior is vital for framing the story in the right direction. So a Content Marketer must know how to identify and analyze the needs and pain points to develop a buyer persona. User research can be performed through social listening, relevant communities, in-person calls with customers, analyzing sales call recordings, and more.

  1. Keyword Research

Creating valuable thought-leadership content isn’t enough. Researching the right set of keywords is an essential skill to further educate your target audience on the Whys, Hows and Whats of your business, and have your website rank on Google.

  1. Data-oriented Content

Content that’s not backed by relevant data points does not build enough trust. Experienced content marketing professionals would always prefer data over hollow claims. No doubt that only data doesn’t help a content piece succeed, but it’s essential..

  1. Project Management, Planning, and Publishing –

A Content Marketer is also expected to break down and analyze the pain points to turn keyword research into content ideas. So a professional must be able to identify and solve content gaps.

Further, they must know how to create a content calendar, decide the different types of content, and choose relevant platforms to publish and schedule marketing campaigns.

  1. Content Promotion

Creating a valuable content piece, for example - an ebook, isn’t enough. Your content marketing team needs to promote it proactively for bringing enough attention and engagement.

  1. Performance Analysis

Setting up goals and plans is one thing, but continuously executing, measuring, and analyzing content performance is another. A Content Marketer should always be monitoring key performance parameters to figure out the upcoming plans with the necessary updates required.

Not to forget - stakeholders and marketing heads need the performance reports regularly. So Content Marketers must be able to collect and comprehend all the data to make it worth presenting.

Step 1: Create a Candidate Persona

Let’s sort out the priorities first, and decide the type of content marketing candidates you want to recruit. From exceptional research skills to storytelling, communication skills, relationship building, audience engagement, and more capabilities must be comprehensively considered. Identify and break down the skill requirements for Content Marketers:

  • What are the educational qualification criteria for the role?
  • How many years and what type of work experience do you want in candidates?
  • What are the specific skill sets you’re looking for?
  • Which industry experience would you primarily prefer?
  • Are there any tools your candidates should be hands-on with?
  • What are some personality traits that will fit your company?
  • Where do they look for a new job?
  • What are their career and life goals?

Forming a candidate persona by answering all these questions would ensure you are not shooting in the dark while sourcing candidates. Further, it helps you determine the traits of the ideal candidate, and plan your sourcing and recruitment strategy further.

Step 2: Document the Role Requirements and Decide on Your Recruiting Process

Next step is determining your role requirements suiting primarily to organizational needs and business goals. A content marketing professional is expected to own the entire content strategy, creation, and distribution. But what about your business’s unique requirements?

You might need someone comfortable with frequently creating long-form content pieces like blogs, ebooks, or whitepapers, or creating engaging video content based on your industry trends.

Talk to various relevant stakeholders for seeking the complete detailed company requirements for the role.

Before you enter the recruitment funnel, outline your talent acquisition process. Identify various strategies, channels, and other informational insights you would need – and maintain a collaborative document.

As you update the tactics and tweak your recruitment process for meeting hiring requirements optimally – keep your document up to date.

Step 3: Prepare a Content Marketing Job Description

Once you have finalized the role requirements with respect to your current content marketing goals and team, you can start sourcing candidates. Preparing the job description is the first task you’ll need to do.

Here are the necessary components you must have in your job description:

  • Job Title: The position you’re looking to fill. For example - Content Marketing Specialist or Content Marketing Manager.
  • Roles & Responsibilities: An outline of the candidate’s day-to-day activities. From ideation to implementation and the impact on the organization, everything should be covered.  
  • Skill Requirements: Skills and abilities a candidate must have to perform the job successfully.
  • Perks and Benefits: The compensation details, perks of the job, and any other benefits.
  • About the Company: Why should a candidate consider working with your company?

Content Marketer Job Description Template


The job of a Content Marketer is to perform competitor research, create user persona, and write plagiarism-free content for blog articles, social media, and the company website. They need to stay updated on the latest SEO techniques.


  • Develop, write and deliver persuasive copy for the website, email marketing campaigns, sales collateral, videos, and blogs
  • Build and manage an editorial calendar; coordinate with other content crafters to ensure standards
  • Measure impact and perform analysis to improve KPIs
  • Include and optimize all content for SEO
  • Contribute to the localization of processes and content to ensure consistency across regions
  • Review and implement process changes to drive operational excellence


  • Proven content marketing, copywriting, or SEO experience
  • Working knowledge of content management systems like WordPress
  • A well-maintained portfolio of published articles, blogs, copy, etc
  • Proven experience of working under pressure to deliver high quality output in a short span of time
  • Proficiency in all Microsoft Office applications, Google Suite
  • Fluency in English or any other required language

Soft Skills

  • Excellent verbal and written communication skills
  • Excellent writing and editing skills
  • The ability to work in a fast-paced environment
  • The ability to handle multiple projects concurrently
  • Strong attention to detail and the ability to multi-task projects and deliverables

Step 4: Source Candidates

Once you have the tailored job description in hand, it’s now time to do the groundwork and source candidates. Create an attractive job post to promote your job across job boards and social channels.

  • Begin with what to expect from the role at your company?
  • Why should candidates apply for the position?
  • Highlight the growth opportunities
  • State the company vision and mission
  • Briefly describe the recruitment process

Prepare an impactful job post and also execute paid job ad campaigns if required. The next step would be promoting your jobs on various job boards and hiring platforms. You can leverage the following platforms for hiring Content Marketers:

  • LinkedIn
  • Indeed
  • Instahyre
  • ZipRecruiter
  • Monster
  • GlassDoor
  • CareerBuilder

Not to forget - almost 3/4th of the workforce includes passive candidates, so you cannot miss out on passive talent sourcing as well. Reach out to qualified candidates on communities, LinkedIn, Twitter, and even Facebook to offer them suitable opportunities.

Step 5: Evaluate Candidates and Interview Shortlisted Ones

Once you have filtered candidates based on their experience and skills listed on their profile, it’s time to evaluate them deeply. Ask them to create a content strategy for your website, along with a value-adding content piece like a small blog. The topic of the article must fall within the scope of the strategy.

Interview the candidates whose profiles got shortlisted. Keep in mind the parameters covering skills, relevant experience, and personality traits of candidates.

Step 5: Make the Hire

Reach out to selected Content Marketers and communicate about the compensation.

Further, extend your offer letter to all the candidates who have been selected. In the case of passive sourcing, extend to only those who were aligned with you on the compensation and are willing to move forward.

Ensure having a deadline for the joining date and mention the necessary documents required by your recruiting team.

  • Get the required documents and set up the offer agreements with candidates
  • Organize an orientation session for the onboarded candidates
  • Introduce them to the entire team and the marketing teams they will be working with
  • Guide the new candidates about your company management tools and communication channels
  • Provide candidates with forms for benefits and perks like Health Insurance.

Supercharge Your Hiring for Content Marketer with Nurturebox

Inbound candidate sourcing doesn’t work effectively anymore. Do you also find challenges in closing quality candidates through job posts even after spending on ads?

Don’t worry, passive candidate sourcing can be an optimal solution for hiring top content marketing candidates.

Nurturebox is a one-stop talent sourcing and engagement platform which is powered by automation. Here’s how you can source product managers from LinkedIn using Nurturebox:

  • Install the Nurturebox Chrome plugin and sign up.
  • On your LinkedIn profile, start sourcing Content Marketers with boolean searches stating the required experience from targeted locations and including other criteria
  • Add the qualified candidates to your sourcing campaign pipeline with just a click
  • Automate the candidate engagement through email, Whatsapp and LinkedIn direct messages for reaching out and nurturing candidates at scale.

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