Candidate Rejection Email
The prompt
Write a candidate rejection email.
Role: {{job_title}}
Stage: {{application_phone_screen_first_interview}}
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 this 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.
Risks & review
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.