Thank you for your interest in [company name]
Type: Recruitment, Entry-level
Tone: Courteous, calm
This subject line is suitable for early-stage applications or high applicant volumes. Acknowledging interest shows respect, even when the interaction was brief.
Use this option when an interview did not occur, but closure still matters for the candidate experience.
Next steps after your interview with [company name]
Type: HR, Business
Tone: Gentle, forward-facing
Even rejection emails can point forward. This subject line works well when offering feedback, referrals, or future consideration.
Following up on your interview with [team name]
Type: HR, Follow-up
Tone: Polite, composed
Not every rejection needs blunt framing upfront. This subject line keeps doors open, especially when future roles might be a better fit.
Candidates often expect updates after interviews, so this wording feels natural and non-threatening.
Regarding your [project/proposal] submission: next steps
Type: Partnership
Tone: Businesslike, respectful, forward-looking
Stakeholders who pitch projects deserve a crisp answer. This subject line states the topic first and hints at future steps, softening rejection with constructive language.
It’s very effective inside vendor management cycles or grant committees that field dozens of proposals each quarter.
Decision update on your [job title] application
Type: Recruitment
Tone: Clear, empathetic, concise
Use this subject when you want to close a loop fast and respect candidates’ time.
Pair it with a short, warm body that offers feedback, a thank-you for effort, and an invitation to stay connected if future roles open.
Rejection email example:
Hi [name],
First, I would like to express my appreciation for your preparation for the interview on [date]. Your dedication was evident.
After careful consideration we have decided to offer the position to another candidate who aligns more closely with our current needs.
Your portfolio displayed real promise, though.
Some quick advice is enclosed below.
…
Feel free to reach back for deeper feedback.
Thanks again for investing energy with [company].
Regards,
[signature]
Feedback and future openings after [role]
This approach uses a forward-looking frame, which softens the impact of rejection and maintains a positive relationship.
Type: Relationship building, Feedback, Recruitment Marketing
Tone: Optimistic, Helpful, Practical
Decision on [role] at [company], thank you
Type: Feedback oriented, Professional, HR
Tone: Warm, Constructive, Empathetic
This subject mixes finality and gratitude, two things applicants notice and appreciate.
Use this subject line when the message includes a brief explanation or curated feedback that reduces uncertainty.
Regarding your recent interview – [company name]
Type: Direct/Urgent
Sometimes you need to deliver news fast, and jumps right into the main topic and signals that the reader shouldn’t wait to open it.
Thank you for your time, [candidate name]
Type: Empathetic/Personal
Gratitude stands out in a crowded inbox.
Even after a “no.” Small touches can make a big difference. Especially for roles where candidates could become future clients, partners, or applicants again.
This tone works well for final-round rejections, long interview processes, or when the candidate was referred by a trusted source.
Thank You for Your Time Email Example
Hi [Candidate Name],
Thank you for meeting with us about the [Role Title] position.
After careful consideration, we have chosen to move forward with another candidate.
This was not an easy decision. Everyone on our team appreciated your insights and the time spent sharing your experience.
Please know that your application made a strong impression.
If anything changes in the future, we’ll reach out again.
In the meantime, we wish you the best in your job search and career.
Kind regards,
[Your Name]
[Your Position]
[Company Name]
Interview feedback from [company name]
Type: Formal/HR
This subject shifts the focus from rejection to growth.
Many candidates crave actionable feedback. Subject lines like this open the door to constructive conversations, even if the main outcome is disappointment.
This approach is great for companies committed to candidate experience and employer branding.
Update on your interview with [company name]
Type: Professional, HR
Every candidate deserves clarity after an interview, especially after giving time and effort to a process that means something.
You want a subject line that prepares the reader gently, without suspense or fluff. This rejection subject line gets straight to the point, respects the candidate’s journey, and sets the right tone for sensitive news.
Thank you for taking the time to apply
Type: Recruitment, Entry-level
Tone: Polite, human
Use this kind of subject when you are rejecting candidates early.
Update after careful review of your application
Type: Professional, Hiring
Tone: Thoughtful, considerate
Candidates who invested time feel reassured by careful review language. It is suitable for rejection emails that include a brief explanation or feedback.
Interview outcome, thank you for your effort
Type: Recruitment, Professional
Tone: Respectful, appreciative
Recognizing effort shifts the emotional weight. A good subject line makes candidates feel seen, even when rejected.
Use this subject line when interviews demanded preparation or technical assessments.
Hiring update from [company name]
Type: HR, Corporate
Tone: Calm, official
The update language prepares readers for mixed outcomes. Candidates expect either progress or closure.
Regarding your application, we chose a different path
Type: HR, Candidate Rejection
Tone: Respectful, direct
With this subject line, you state the decision first so that the reader immediately understands the context.
Fewer words, more insight.
When to Use
Send within 48 hours of the final interview to show respect and close the loop fast.
Thanks for the pitch, we must pass for now
Type: Editorial, Partnership
Tone: Cordial, concise
Gratitude lands first, so disappointment softens. “Pass” rounds the verdict in one syllable.
Project budget won’t stretch, proposal declined
Type: B2B Sales, Procurement
Tone: Transparency, pragmatic
Money sits center stage, so suppliers grasp the real blocker. You avoid filler words, and save the vendor a phone call.
Scholarship update, your submission won’t progress
Tone: Empathetic, formal
The phrase “submission won’t progress” feels neutral and spares harsh rejection verbs. Referring to the email as an “update” makes it seem routine rather than punitive.
Following interview, we moved forward elsewhere
Type: HR, Post-Interview Rejection
Tone: Candid, courteous
With this line you reference the interview, anchoring the moment. The terms “moved forward” and “elsewhere” sit side by side, so the candidate quickly understands the outcome.
When to Use
Send within one business day of a final decision to honor candidate time.
Feature request reviewed, not on the roadmap yet
Type: SaaS, Product Feedback
Tone: Helpful, honest
“Reviewed” tells users that their feedback matters. “Not on the roadmap yet” implies a possibility, which makes rejection less harsh.
Return denied, warranty terms unmet
Tone: Straightforward, firm
You explain “why” in the subject line, which reduces back-and-forth ticket volume. “Terms unmet” positions the decision against policy rather than personal judgment.
Guest post idea appreciated, not publishing now
Tone: Friendly, open-ended
Show your appreciation early on, then break the news. Saying “not publishing now” leaves room for future collaboration.
Your application impressed us, but we chose another fit
Type: HR, Candidate Rejection
Tone: Gracious, respectful
You start with praise and end with clarity. That combination helps readers walk away feeling respected, even if they are disappointed.
Requested refund denied, see store policy below
Tone: Firm, transparent
By front-loading the decision, customers won’t be left guessing. “See store policy” provides a rationale, which reduces emotional flare-ups.
Usage Tips for Emails
Always link the relevant clause in your return policy, not just the homepage.
Sorry [first name], that spot filled fast
Type: Event, Workshop, Membership
Tone: Apologetic, casual
This subject line strikes the right balance between apology and urgency. “That spot filled fast” makes the situation feel shared without sounding too personal.
