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Let unsuccessful candidates down kindly
Respectful, personal rejection emails for each stage of hiring, with optional feedback that's honest, useful and safe to send.
When to use it
When you've made a hiring decision
Step by step
Write down why, against your criteria
For anyone who interviewed, note one or two job-related reasons from your scoring sheet, such as 'less experience of managing budgets than other candidates'.
Ask AI for the messages
Paste this prompt into your AI assistant.
Prompt to copyWrite 3 rejection email templates for [job title] at [business]: 1) applied but not shortlisted (under 80 words), 2) interviewed, no detailed feedback (under 100 words), 3) interviewed, with brief feedback (under 140 words) using these points: [job-related points from scoring sheet]. All should thank them sincerely, be clear the decision is final, avoid any comments on personality or anything not related to the job criteria, and wish them well. Template 3 should frame feedback constructively. British English, warm, human. Use [Name] placeholders.Personalise and send promptly
Add one specific, genuine line where you can, such as something they did well. Send within a few days of deciding.
What you get
Hi [Name], thank you for coming in to meet us on Tuesday and for preparing so thoroughly. We enjoyed hearing about your work at the farm shop. We've decided to offer the role to someone with more experience of running stock systems. We'd be happy to hear from you for future roles. Wishing you all the best.
Tips
- Keep feedback tied to the job criteria; it's fairer and protects you if a decision is ever questioned.
- Tell candidates how long you'll keep their details, in line with your privacy notice.