Free letter template · Word

Candidate Rejection Letter

A candidate rejection letter politely informs an applicant that they have not been selected after an interview. A well-written regret letter thanks the candidate, gives a short, respectful reason where appropriate and keeps the relationship positive for future openings and the employer brand.

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[Company Logo][Company Name]

LETTER OF REGRET

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Candidate Name]
[Candidate Address]
[Email]

Subject: Your application for the position of [Designation]

Dear [Candidate Name],

Thank you for your interest in [Company Name] and for the time you spent with our team during the interview on [Date] for the position of [Designation] in our [Department] team.

After careful consideration of all applicants, we regret to inform you that we will not be proceeding with your application for this role. Our decision was based on the specific requirements of the position at this time, and we had a number of strong candidates to choose from.

We appreciated [one genuine positive point, e.g. your clear understanding of customer onboarding] and encourage you to keep an eye on future openings with us. With your permission, we will keep your profile in our records for [Number] months and contact you if a suitable role arises.

We wish you every success in your career and thank you once again for considering [Company Name].

Warm regards,

[HR Name]
[Designation]
[Company Name]
[Company Address]

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What this template includes

Reference number and date for records
Thanks for time and interest, which protects your employer brand
Clear statement of the decision in the first paragraph
Neutral, non-discriminatory reason or general wording
Offer to retain the profile for future roles, with consent
Signature of HR

When to use it

After a candidate has attended one or more interview rounds and is not selected
Closing a position and informing all remaining finalists
Formal written communication for senior or campus candidates
When a candidate asks for the outcome in writing

How to customise this template

1Mention the exact position and interview date
2Add one line of genuine positive feedback if appropriate
3Remove the talent-pool line if you do not keep profiles
4Send as a PDF on letterhead or paste the body into an email

HR tips

Send the letter within a week of the decision; silence harms your reputation
Keep reasons general and job-related; never mention age, gender, religion or health
Do not promise future roles you cannot offer
Personalise the letter for candidates who reached the final round

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

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Frequently asked questions

Should companies send rejection letters to candidates?+

Yes. It is a professional courtesy that improves employer brand and candidate experience, especially for those who attended interviews.

Should the reason for rejection be mentioned?+

A brief, general and job-related reason is fine. Detailed feedback is best given verbally if the candidate asks.

Can a rejected candidate apply again?+

Usually yes, often after a gap such as six months, or immediately for a different role.

All 50 recruitment & hiring →

[Company Logo][Company Name]
CANDIDATE APPLICATION FORM
Company:
[Company Name]
Position Applied For:
[Designation]
Date:
[Date]
1. Personal Details
Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)
2. Application Source
- Job portal
- Employee referral – Referred by: [Employee Name]
- Company website
- Consultant / agency
- Walk-in
- Campus
- Social media
3. Education
Form · Word
Candidate Application Form
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[Company Logo][Company Name]
CANDIDATE SCREENING FORM
Position:
[Designation]
Candidate Name:
[Candidate Name]
Screened By:
[HR Name]
Date & Mode:
[Date] / [Phone / Video / In-person]
1. Basic Information
Current Employer
Current Designation
Total / Relevant Experience
Current CTC (₹ per annum)
Expected CTC (₹ per annum)
Notice Period (days) / Buy-out possible
Current Location / Willing to relocate
2. Screening Questions
1. Why are you looking for a change? [Answer]
2. Describe your current role and main responsibilities. [Answer]
3. What interests you about this role at [Company Name]? [Answer]
4. Role-fit question set by manager: [Question] – [Answer]
5. Are you interviewing elsewhere or holding any offers? [Answer]
6. Any constraints on shifts, travel or joining date? [Answer]
3. Rating
Form · Word
Candidate Screening Form
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Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)

Current Employer
Current Designation
Total / Relevant Experience
Current CTC (₹ per annum)
Expected CTC (₹ per annum)
Notice Period (days) / Buy-out possible
Current Location / Willing to relocate

[Company Logo][Company Name]

CANDIDATE ASSESSMENT FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Compiled By:: [HR Name]
Date:: [Date]

1. Test and Assignment Results

Assessment	Score	Cut-off	Result
Aptitude test	[Score]	[Cut-off]	[Pass / Fail]
Technical / skill test	[Score]	[Cut-off]	[Pass / Fail]
Assignment / case study	[Score]	[Cut-off]	[Pass / Fail]
Group discussion	[Score]	[Cut-off]	[Pass / Fail]

2. Consolidated Competency Ratings

Competency	Rating (1–5)	Source(s)	Comments
Functional / technical skill		[Round]
Problem solving		[Round]
Communication		[Round]
Collaboration		[Round]
Ownership and drive		[Round]
Values fit		[Round]

3. Reference Summary

Form · Word

Candidate Assessment Form

Download .docx

[Company Logo][Company Name]

CANDIDATE COMPARISON SHEET

Position:: [Designation]
Requisition No.:: [Requisition Number]
Prepared By:: [HR Name]
Date:: [Date]

1. Profile Comparison

Parameter	Candidate A	Candidate B	Candidate C
Name	[Candidate Name]	[Candidate Name]	[Candidate Name]
Current employer / designation	[Details]	[Details]	[Details]
Total / relevant experience	[Years]	[Years]	[Years]
Highest qualification	[Degree]	[Degree]	[Degree]
Current location	[City]	[City]	[City]

2. Score Comparison

Round	Candidate A	Candidate B	Candidate C
Test score	[Score]	[Score]	[Score]
Technical interview (out of 5)	[Score]	[Score]	[Score]
Manager interview (out of 5)	[Score]	[Score]	[Score]
HR interview (out of 5)	[Score]	[Score]	[Score]
Overall score	[Score]	[Score]	[Score]

3. Commercials and Availability

Template · Word

Candidate Comparison Sheet

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Form · Word
Candidate Selection Form
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[Company Logo][Company Name]
CANDIDATE HOLD EMAIL
Subject: Update on your application for [Designation] – [Company Name]
Dear [Candidate Name],
Thank you for meeting our team on [Date] for the [Designation] role. We enjoyed our conversation and wanted to give you a quick update rather than leave you waiting.
Your application is currently on hold while we [complete interviews with the remaining shortlisted candidates / finalise the budget for the role / review the scope of the position with the leadership team]. You remain under active consideration and no final decision has been made.
We expect to share the next update with you on or before [Date]. If your situation changes in the meantime, for example if you receive another offer or your notice period changes, please let us know so we can try to move faster where possible.
We understand that waiting is not easy and truly appreciate your patience. For any questions, you can reach me at [Phone Number] or reply to this email.
Email template · Word
Candidate Hold Email
Download .docx
[Company Logo][Company Name]
REQUEST FOR REFERENCE VERIFICATION
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Referee Name]
[Referee Designation]
[Referee Company]
[Referee Address]
Subject: Reference verification for [Candidate Name]
Dear [Referee Name],
[Candidate Name] has applied for the position of [Designation] with [Company Name] and has named you as a professional reference, stating that you worked together at [Referee Company] from [MM/YYYY] to [MM/YYYY] as [relationship].
The candidate has given written consent for us to contact you. We would be grateful if you could spare a few minutes to complete the short form below. Your response will be treated as confidential and used only for this hiring decision.
Letter · Word
Reference Verification Letter
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Candidate Name
Mobile / Email
Current Employer
Total Experience
Source of Hire

Round	Interviewer	Result
[Round 1]	[Name]	[Cleared]
[Round 2]	[Name]	[Cleared]
[Final]	[Name]	[Selected]

[Company Logo][Company Name]

CANDIDATE SALARY APPROVAL FORM

Approval Ref.:: [Reference Number]
Candidate Name:: [Candidate Name]
Position / Grade:: [Designation] / [Grade]
Date:: [Date]

1. Proposed CTC Breakup

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
HRA	[HRA]	[Amount]
Special / Other Allowances	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF contribution	[Amount]	[Amount]
Employer ESI (if applicable)	[Amount]	[Amount]
Gratuity provision	[Amount]	[Amount]
Annual variable / bonus	-	[Amount]
Total CTC	[Amount]	[CTC]

2. Band Position

Band Minimum (₹)	Mid-point (₹)	Band Maximum (₹)	Proposed (₹)	Compa-ratio
[Amount]	[Amount]	[Amount]	[CTC]	[Ratio]

3. Internal Parity

Form · Word

Candidate Salary Approval Form

Download .docx

Candidate Rejection Letter

Preview of the letter

Subject: Your application for the position of [Designation]

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

1. Personal Details

2. Application Source

3. Education

Candidate Application Form

1. Basic Information

2. Screening Questions

3. Rating

Candidate Screening Form

1. Test and Assignment Results

2. Consolidated Competency Ratings

3. Reference Summary

Candidate Assessment Form

1. Profile Comparison

2. Score Comparison

3. Commercials and Availability

Candidate Comparison Sheet

1. Candidate Details

2. Interview Summary

3. Offer Terms

Candidate Selection Form

Subject: Update on your application for [Designation] – [Company Name]

Candidate Hold Email

Subject: Reference verification for [Candidate Name]

Reference Verification Letter

1. Proposed CTC Breakup

2. Band Position

3. Internal Parity

Candidate Salary Approval Form

Candidate Rejection Letter

Preview of the letter

Subject: Your application for the position of [Designation]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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