Notify candidates of unsuccessful applications

Automatically send a professional rejection email when a submission status moves to your rejected or not-progressing value, so no candidate is left without closure.

SubmissionStandardBeginner

How it runs

Trigger firesSubmission status changes to rejected
→
Criteria checksDate backstop applied
→
Actions runRejection email sent to candidate
→
RepeatsFor every qualifying submission

What you'll need

  • Your rejection submission status value(s) — the label varies by firm and region
  • A candidate-facing rejection email template, written and approved before you activate
  • Optional: a recruiter notification template to log that the outreach was sent

Build it

  1. 1

    Create a submission-based standard automation

    In the Automations tab, click + Add Automation and select Blank Automation. Choose Submission as the entity type and select Standard. Give the automation a name and save.

  2. 2

    Build an Always Updated list

    Set the list to Always Updated. Add condition: Submission Status = your rejection status value(s). Add a second condition: Date Added is after the date you plan to activate this automation. This data backstop is required — see the warning below before continuing.

  3. 3

    Add a Send Email step

    Select your candidate-facing rejection email template. Use merge tags for the candidate's first name and the job title to personalize the message.

  4. 4

    Optional: add an Update step

    Add a note to the submission record confirming that the rejection email was sent, so recruiters have a clear activity log.

  5. 5

    Set your send window

    Restrict sending to business hours so rejection emails do not arrive at unexpected times for candidates.

Do not skip the date backstop

Without the Date Added condition in Step 2, activating this automation will immediately trigger rejection emails to every candidate with a rejected submission in your database — including historical records going back years. Always add the date backstop before you activate.

How to measure it

Track these metrics to monitor candidate communication quality and brand sentiment:

  • Email open rate: percentage of rejection emails opened. A healthy open rate (20-30%+) confirms deliverability and shows candidates are engaging even at this stage.
  • Coverage rate: percentage of rejected submissions that received a notification email. Should trend toward 100% once the automation is active and running.
  • Unsubscribe rate: watch for spikes after activation. A high unsubscribe rate may signal that your message tone needs adjustment.
  • Candidate retention in ATS: whether rejected candidates remain opted in and reachable for future opportunities — a useful proxy for brand sentiment over time.

Sample rejection email

Customize this template to match your firm's voice. Keep it short, warm, and forward-looking.

Subject: Your application for [Job Title]

Hi [First Name],

Thank you for applying for the [Job Title] role. After careful consideration, we have decided to move forward with another candidate.

We keep your profile on file and will reach out when we have an opportunity that is a strong match for your background. We appreciate you taking the time to apply and wish you the best in your search.

Best,
[Recruiter Name]