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Rejection Letter

Free candidate rejection letter template for informing an applicant they were not selected for a role.

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This free rejection letter covers the standard sections this kind of document usually needs with 7 clearly marked [placeholder] fields to fill in — built for small business owners and first-time managers handling an HR moment professionally without a dedicated HR department to lean on. Copy it into your own word processor, fill in the placeholders, and review it — or adapt it — before use. It's part of docstoc's free document template library, alongside business, legal, real estate, finance, and HR templates. Every template here is free to copy with no signup required, and each one carries a plain disclaimer: this is a starting point for informational purposes, not a substitute for advice from a licensed professional in your jurisdiction.

Template — click to edit

Candidate Rejection Letter

[Date]

Dear [Candidate Name],

Thank you for your interest in the [Job Title] position at [Company Name], and for taking the time to [apply / interview with us].

After careful consideration, we have decided to move forward with another candidate whose background more closely matches our current needs.

[Optional, if genuinely true and appropriate: "We were impressed by [specific strength], and we'll keep your resume on file for future openings that may be a better fit."]

We appreciate the time you invested in this process and wish you success in your search.

Sincerely, [Your Name/Hiring Team] [Company Name]

*A brief, respectful rejection — sent promptly rather than leaving candidates in silence — costs little and protects your company's reputation with candidates who may apply again or talk about the experience publicly.*

Edit directly in the box above. Download PDF anytime — the docstoc.io footer is always included and cannot be removed.

What's included

Edit online — click the document, fill in placeholders, download a PDF
A complete document structure with all standard sections
7 clearly marked [placeholder] fields for quick personalizing
Free to use — no account or signup required
Fully editable — adjust any clause to match your actual situation
Fixed docstoc.io footer on every PDF (not removable)

Who this template is for

Freelancers & solo founders

Handling routine business paperwork without commissioning custom legal drafting for every document.

Small businesses

Standardizing recurring documents — leases, agreements, notices — across a growing operation.

Anyone reviewing before signing

Using a clear starting structure to understand what a document should cover, even if a lawyer finalizes it.

Growing teams

Formalizing hiring and performance processes as a company adds its first employees.

FAQ

Is this rejection letter template really free?

Yes. Like every template in docstoc's library, this rejection letter is free to use, with no account or signup needed to view, edit, or download it.

What does this rejection letter cover?

This hr template includes the standard sections this kind of document usually needs. Fill in the [bracketed] placeholders, edit any clause online, then download a PDF — the docstoc.io footer stays on every export.

Is this legal advice?

No. This follows common HR practice, but requirements around notice, classification, and required disclosures shift by state and change over time. Get an employment attorney or HR professional to confirm compliance for your specific situation before relying on it.

Can I edit the wording?

Yes. All 7 placeholder fields and every clause are editable right on the page — change what doesn't fit, then download an updated PDF anytime.

Where can I find more free templates like this?

Browse more free hr and related document templates in the docstoc library at /document-templates/.

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Why use this instead of a generic template

Security

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Legality

Templates are drafted for general use, not a substitute for legal advice — check the note on each page for specifics.

Privacy

No account or signup needed to copy a template — nothing you type here is stored unless you choose to sign up.

Speed

Copy the subject and body directly — no form to fill in, no export step, no waiting on a download link.

Mobile-friendly

Every template page works the same on a phone as a desktop — copy on the go, no app required.

API available

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