Late-stage rejection for a candidate who nearly made it: warm, specific about what impressed and what tipped the decision, and serious about keeping the door open.
Hi {{Candidate name}},
Thank you for going the full distance with us on the {{Role title}} process. I'll get straight to it: we've decided to extend the offer to another candidate, and I'm sorry to be writing this rather than the other email.
This was genuinely close — not a phrase we use as padding. The panel was impressed by {{Specific strength — e.g., how they handled the case exercise, their depth in a particular area}}. In the end, the decision tipped on {{The honest deciding factor — e.g., slightly deeper experience with a specific challenge this role faces immediately}}.
Two things I mean sincerely:
Thank you for the hours, the preparation, and the way you showed up. I hope our paths cross again soon.
{{Your name}} {{Your title}}, {{Company name}}
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
Acknowledges a candidate's application with honest timeline expectations, what happens next, and a commitment to respond either way.
Tells a candidate their background screening is starting: the provider, what it covers, the consent step, expected duration, and who to ask about anything sensitive.
Asks for structured feedback on the hiring process after a decision, whatever the outcome: how long it takes, how to access it, how answers are handled, and why it matters.
Recruiter presents a vetted candidate to a client: three evidence-backed highlights, compensation expectations and availability, and a single next step to book the interview.
Honest mid-process update for when timelines slip: the real reason for the delay, a new date, confirmation the candidate is still in the running, and a promise to write again either way.
Acknowledges a candidate withdrawing from the process without friction: thanks them for the heads-up, asks one optional learning question, and leaves the relationship genuinely warm.