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Candidate rejection email templates, written for Canadian recruiters

9 copy-ready templates, in English and French, to answer every candidate you don't select with a specific reason: after resume screening, the interview, the final interview or a client submission.

See the templates How to write an honest rejection

Canadian English and Quebec French
Built for placement firms
Free to use and adapt

Before you copy

Replace every bracketed item, such as [First name], [Position] or [Firm name]. The reason slot takes one thing only: a gap in skills or experience with the role. An example is given under each template.

After resume screening

The candidate hasn't spoken to anyone yet. A short, prompt and specific reply is enough.

Resume screening: skills gap

When to use it: A skill the role requires doesn't show up in the candidate's background.

Subject: Your application for [Position]

Hi [First name], Thank you for applying for the [Position] role. We read your resume carefully and we won't be moving forward with your application for this position. The reason is specific: [Skills-related reason]. It is a core requirement of the role, and we moved forward with candidates who already demonstrate it. This decision is about this position only. If you build this skill, we would be glad to hear from you again. Best of luck in your search, [Your name] [Your title] [Firm name]

Example of a specific reason: "the role requires advanced Excel skills (pivot tables, Power Query), and your resume doesn't mention these tools"

Resume screening: experience gap

When to use it: The candidate has the right skills, but not yet the level of experience the role calls for.

Subject: Update on your application: [Position]

Hi [First name], Thank you for your interest in the [Position] role. After reviewing your application, we won't be moving forward with it for this position. Here is why: [Experience-related reason]. Your skills are in the right field, but this role calls for experience your background doesn't show yet. A role at a different level may suit you better. Feel free to check our other openings, or to reach out again as your experience grows. Kind regards, [Your name] [Your title] [Firm name]

Example of a specific reason: "the role requires having run payroll on your own for a company of more than 100 employees, and your experience is with smaller teams"

After a phone screen or interview

The candidate has invested time. They deserve a concrete reason and, if they ask, more detailed feedback.

After the phone screen

When to use it: The call surfaced a specific gap with the role's requirements.

Subject: Following our call: [Position]

Hi [First name], Thank you for the time you gave us during our call on [Date]. We enjoyed the conversation, and we have decided not to continue the process with you for the [Position] role. What guided our decision: [Skills or experience reason]. If you'd like to talk about it further, just reply to this email and I'll share more detail. Thanks again, and all the best, [Your name] [Your title] [Firm name]

Example of a specific reason: "the role involves preparing month-end consolidated financial statements on your own, and you told us you haven't done this task yet"

After an interview (in person or video)

When to use it: The candidate sat through a full interview. They're owed a specific answer, not a stock phrase.

Subject: Your interview for the [Position] role

Hi [First name], Thank you for taking the time to meet with us on [Date] for the [Position] role. We have completed our interviews and we won't be moving forward with your application. We want to be open about the reason: [Skills or experience reason]. We also noted real strengths in your background, including [Observed strength]. If more detailed feedback would help, I'm happy to call you for about fifteen minutes: reply to this email and we'll set a time. Thank you for your interest and for a great conversation, [Your name] [Your title] [Firm name]

Example of a specific reason: "during the case study, planning an annual project budget proved difficult, and it is a daily task in this role"

After the final interview

It was a close call. Say so, and keep the door open.

Final interview: runner-up

When to use it: The candidate was a finalist and the choice came down to one specific point.

Subject: Decision on the [Position] role

Hi [First name], Thank you for taking part in the whole process for the [Position] role. I wanted to tell you myself: we have chosen another candidate. It was a very close call. What made the difference: [Skills or experience reason]. This is not a judgment on the quality of your application, which impressed us. If a similar role opens in the coming months, I would like to contact you first. Just let me know if that interests you. Sincere thanks for your time and commitment, [Your name] [Your title] [Firm name]

Example of a specific reason: "the selected candidate had already led a migration to Dynamics 365, which will be the role's first project"

Placement firms: client mandates

The candidate was presented to your client, or is part of your talent pool. Your relationship outlasts any single mandate.

Presented to the client, who chose another candidate

When to use it: You submitted the candidate to your client and the client picked someone else.

Subject: Update on the [Position] mandate at [Client name]

Hi [First name], I'm following up about the [Position] role at [Client name], for which I presented your application. The client has made a decision and chosen another candidate. According to the client's feedback, the deciding factor was: [Skills or experience reason]. Your profile remains relevant for other mandates we're working on. If you'd like, I'll keep you posted on roles that match your experience. Thank you for your trust throughout the process, [Your name] [Your title] [Firm name]

Example of a specific reason: "the client wanted someone who had already supervised a team of more than five technicians, and your management experience covers two people"

Not selected for this mandate, kept for future ones

When to use it: The candidate isn't selected for this mandate, but you'd like to offer them other roles. You ask for their consent before keeping their resume.

Subject: Your application: [Position] and our upcoming mandates

Hi [First name], Thank you for applying for the [Position] role. We won't be moving forward with your application for this mandate, for a specific reason: [Skills or experience reason]. Your background does match the kind of roles we fill regularly. With your consent, we'd like to keep your resume and contact details in our talent pool for [Retention period] so we can offer you other mandates. To give your consent, reply "Yes" to this email. If we don't hear from you, we won't keep your file beyond this process. You can withdraw your consent at any time by writing to [Contact email address]. Hope to talk again soon, [Your name] [Your title] [Firm name]

Example of a specific reason: "this mandate requires corporate tax experience, and your experience is in personal tax"

Other situations

Position cancelled, filled internally or unsolicited application: the reason isn't about the candidate, so say so clearly.

Position cancelled or filled internally

When to use it: The process stops for a reason that has nothing to do with the candidate.

Subject: The [Position] role is no longer open

Hi [First name], I'm writing about your application for the [Position] role. [Choose: The position has been cancelled / The position has been filled by someone already working at the company], so the hiring process has ended. This decision has nothing to do with your application. We'd rather tell you clearly than leave you without news. If the position reopens, we'll reach out to you first, provided you're still interested. Thank you for your interest and your patience, [Your name] [Your title] [Firm name]

Unsolicited application: no matching role

When to use it: You received an unsolicited application and no open role matches the candidate's experience.

Subject: Your application to [Firm name]

Hi [First name], Thank you for thinking of [Firm name] and sending us your application. We read it, and we currently have no open role that matches your profile. To be specific: [Skills or experience reason]. Our open roles are posted at [Link to your job postings]. Feel free to apply directly if one of them matches your experience. All the best, [Your name] [Your title] [Firm name]

Example of a specific reason: "our current mandates are for civil engineering roles, and your experience is in software development"

How to write an honest rejection

Five simple rules that apply to every template above.

Be specific

A concrete reason beats a stock phrase. "The role requires advanced Power BI skills" helps the candidate; "your profile isn't a match" teaches them nothing.

Skills and experience only

Only talk about what the role requires. Never where someone lives, their commute, age, the school they attended or "fit" with the team: these reasons don't help the candidate and expose your firm.

Reply within a stated timeframe

Tell candidates in your acknowledgement when they'll hear back, and keep your word. A prompt rejection respects the candidate more than weeks of silence.

Offer the talent pool, with consent

If the profile could fit another mandate, ask for the candidate's consent before keeping their resume, with a retention period and a way to withdraw consent.

A person reviews before sending

Even when a tool drafts the reply, a recruiter reviews and approves every message. The recruiter signs it, the recruiter decides.

Ontario: replying to interviewed candidates

Since January 1, 2026, Ontario's Employment Standards Act, 2000 requires covered employers to tell each candidate interviewed for a publicly advertised job whether a hiring decision has been made, within 45 days of the last interview. The publicly advertised job posting requirements don't apply to employers with fewer than 25 employees. This summary is not legal advice: check the exact conditions in the official source.

Read the official Ontario guide

Frequently asked questions

Should a rejection email include a reason?

A specific reason helps the candidate improve and makes your reply credible. Keep it to the skills or experience the role requires, in one or two sentences. Avoid any vague reason, or one about the person rather than the role.

What reasons should never appear in a rejection?

Anything that isn't about skills or experience: where the person lives or their commute, age, family status, the school they attended, and vague lines like "you weren't the right fit for the team". These reasons don't help the candidate and can expose your firm to a discrimination complaint.

How quickly should you reply to a rejected candidate?

As soon as possible after the decision, ideally within a few days. Also state a response time in your acknowledgement and stick to it. In Ontario, since January 1, 2026, covered employers must tell candidates interviewed for a publicly advertised job whether a hiring decision was made within 45 days of the last interview: check the exact conditions on the Government of Ontario website.

Can you keep a rejected candidate's resume for other roles?

Ask for explicit consent, and state the retention period and how to withdraw consent, as in the "Not selected for this mandate, kept for future ones" template. In Quebec, Law 25 governs how personal information is retained: this template is not legal advice, so confirm your retention policy with your privacy officer.

Can a rejection email be generated automatically?

A tool can prepare the draft, but a person should review and approve every reply before it goes out. It's fairer to the candidate, and in Quebec, a decision based exclusively on automated processing triggers disclosure obligations under Law 25.

Do these templates work for placement firms?

Yes. Two templates are written for them: the candidate presented to a client who chose someone else, and the candidate not selected for one mandate but kept, with consent, for the next ones. Replace the bracketed items before sending.

Keep going

Law 25 and recruitment

Consent, resume retention and automated decisions: what Quebec's Law 25 changes for recruiters.

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Mandates, talent pool and candidate replies, in one place.

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Pricing and plans

One price per firm, not per recruiter, with a 14-day free trial.

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A specific reply for every candidate, without writing each one by hand

RecruitEasy's Smart Rejection Feedback drafts a reply for each candidate from their actual skills and experience. You review and approve it before anything is sent.

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