Candidate Rejection Email Prompt
Prompt
Write a candidate rejection email. Role: [job title] Stage: [application / phone screen / first interview / final round] Reason (internal): [describe] Tone: warm and respectful Keep in mind for future? [yes / no / maybe] Please write: 1. A rejection email (under 150 words, acknowledges the stage, no false promises) 2. A version if we want to leave the door open 3. A version for a very close candidate (final two) Avoid: 'We've decided to move forward with other candidates who more closely match...' and anything that invites a rebuttal.
Why it works
Keeping rejections under 150 words reflects the candidate's actual need — a detailed explanation is rarely appropriate and creates legal risk, while complete silence damages employer brand. The stage-specific approach matters because a rejection after a final round interview requires more warmth and acknowledgment than an application-stage rejection. The 'keep the door open' variant produces a materially different email, not just a slightly different tone, which is what the situation actually requires.
Watch out for
Rejection emails that include specific reasons for rejection create legal risk — 'we chose a more experienced candidate' can become evidence in an age discrimination claim. Keep rejection language neutral and forward-looking rather than explanatory. Also ensure rejections are sent promptly — candidates who receive rejections weeks after interviewing have a significantly worse employer brand experience than those rejected within a few days.
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