How to Send Rejection Emails from Your Own Address

By default, rejection emails are sent from noreply@100hires.com. To send them from your own email address, set up a custom automation.

Why use your own email

• More personal and professional appearance
• Candidates can reply if they have questions
• Consistent branding with your other communications

How to Set Up

Step 1: Create a Rejection Email Template

1. Go to Settings / Email Templates
2. Click Add Template
3. Write your rejection email
4. Use variables for personalization:

• {{candidate_first_name}} - Candidate's first name
• {{job_title}} - Job they applied for

5. Save the template

Step 2: Create a Pipeline Stage for Rejections

1. Open your job's Workflow tab
2. Add a new stage called "Send Rejection Email" or similar
3. This stage will trigger your custom rejection email

Step 3: Add Email Automation

1. Click the bolt icon on your rejection stage
2. Add Email to Candidate automation
3. Select your connected email as the sender
4. Choose your rejection email template
5. Set a delay if desired (e.g., send immediately or after 3 hours)
6. Save

Step 4: Disable Default Rejection Email (Optional)

To prevent duplicate emails:

1. Go to Settings / Notifications
2. Find Email to a disqualified candidate
3. Toggle it off

Step 5: Use the New Workflow

When rejecting candidates:

1. Move them to your "Send Rejection Email" stage
2. The automation sends the email from your address
3. Then disqualify them (or add another automation to auto-disqualify after the email sends)

Alternative: Two-Step Process

If you want more control:

1. Move candidate to rejection stage (email sends)
2. Wait for email to send
3. Disqualify the candidate

This gives you a chance to customize individual rejection emails if needed.

Updated on: 24/12/2025