Interview Not Selected Email

Staff

Applicant & Hiring

Warm

This is the email you send to a candidate you interviewed but aren't hiring. It thanks them for their time, gives a clear answer, and leaves them thinking well of your center. The people you turn down are future applicants, parents and neighbors, and they remember how they were treated.

BEFORE YOU SEND

Send it within a few days of your decision. A quick, kind no is better than silence, and most applicants are waiting to hear before they accept other offers.
If the candidate was a finalist or someone you know, like a substitute, a parent or a current employee, call first. Then send this email as the written follow-up.
Keep the reasons out of the email. A written reason can be misread or argued with. If the candidate asks for feedback, offer a short phone call instead.
Only keep the "on file" line if you would truly consider this person again, and only for as long as you actually keep applications. Otherwise, delete it.

EMAIL TEMPLATE — EDITABLE

CUSTOMIZE FREELY

Subject:

An Update on Your Application to [Center Name]

Tone

Kind · Clear · Respectful

Dear [Applicant Name],

Thank you for taking the time to interview with us for the [Position] position. It was a pleasure getting to know you and learning more about your experience.

Unfortunately, we've decided not to move forward with your application at this time. We often have to choose between many strong candidates, and this was not an easy decision.

We'll keep your application on file for [Number] months, and may consider you for future openings that match your experience.

Thank you again for your interest in [Center Name]. I wish you the very best in your job search.

Kind regards,

[Your Name]
[Your Title]
[Center Name]
[Phone Number]

Click anywhere in the email to edit · Replace all [bracketed fields] with your specifics

Reset to Director Zen Original Copy Email

Example, filled in

Here's the email with the blanks filled in. The answer is clear in one sentence, with no reasons to argue with.

Dear Alexis,

Thank you for taking the time to interview with us for the Assistant Teacher position. It was a pleasure getting to know you and learning more about your experience.

Unfortunately, we've decided not to move forward with your application at this time. We often have to choose between many strong candidates, and this was not an easy decision.

We'll keep your application on file for six months, and may consider you for future openings that match your experience.

Thank you again for your interest in Maple Grove Early Learning. I wish you the very best in your job search.

Kind regards,

Jessica Alvarez
Center Director
Maple Grove Early Learning
(555) 214-0187

Adapt It

What Not To Say

Why this email works

It starts by thanking the candidate for their time, which respects the effort it takes to prepare for an interview.
The decision is stated plainly in one sentence, so there's no doubt and no false hope.
Leaving the reasons out keeps the email kind and gives the candidate nothing to dispute.
"I wish you the very best in your job search" ends on goodwill, which protects your reputation as a place people want to work.

Interview Not Selected Email

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