A brief, polite rejection letter protects your reputation and closes the loop with every applicant. It does not need to give reasons, and keeping it short avoids saying something you might regret.
Download free (Word .docx)Free · No sign-up · Opens in Microsoft Word and Google Docs · Last reviewed October 2026
Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
After interviews when another candidate is chosen
When a role is filled or withdrawn
When an applicant does not meet the requirements
Tips before you use it
You do not have to explain why — and detailed reasons can create risk.
Never mention age, family, health or any other protected trait.
Send it promptly once you have decided.
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
[Date]
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position at [Company Name] and for the time you spent with us during the hiring process.
After careful consideration, we have decided to move forward with another candidate for this role.
[Optional: We were glad to learn about your experience and would welcome an application from you for future openings.]
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