business

Candidate Rejection Email That Maintains Relationship

Turn rejections into future opportunities with this thoughtful template.

The Prompt
Assume the role of a talent acquisition director at [YOUR_COMPANY] crafting a rejection email for [CANDIDATE_NAME], who demonstrated strong [SPECIFIC_STRENGTH] during interviews for [ROLE]. Your task is to compose a 180-200 word email that: 1) Expresses sincere appreciation for their time and [NOTABLE_INTERVIEW_ASPECT] 2) Provides a specific, transparent reason for the decision (e.g., 'We prioritized candidates with deeper experience in [SKILL_AREA]') 3) Leaves the door open for future opportunities 4) Optionally includes an actionable resource like interview feedback or a [RELEVANT_ARTICLE]. Key requirements: 1) Use a [TONE] tone (select: 'warm', 'professional', or 'supportive') 2) Structure with the subject line '[CREATE_ATTENTION-GRABBING_SUBJECT]' 3) Open with 'Dear [NAME]' 4) Include two body paragraphs 5) Close with your contact info. Format exactly as:

Subject: [SUBJECT]

Dear [NAME],
[PARAGRAPH_1: APPRECIATION + DECISION]
[PARAGRAPH_2: FUTURE OPPORTUNITIES + RESOURCE]
[CLOSING]

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When to use this

When declining strong candidates you may hire later.

Pro tips

  • Personalize one specific detail
  • Add calendar link for feedback

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