Post-interview rejection that names the deciding factor honestly, offers optional specific feedback, and thanks the candidate like the professional they are.
Hi {{Candidate name}},
Thank you for interviewing with us for the {{Role title}} role. After discussing it as a panel, we've decided not to move forward — and we didn't want to leave you waiting or guessing.
Here's the honest picture: the decision came down to {{The specific deciding factor — e.g., depth in a particular domain, hands-on experience with a specific type of problem}}, where other candidates were further along for what this role needs on day one. What stood out positively was {{A genuine strength the panel noted}} — that's real, and it was noticed.
If more detailed feedback would be useful, reply to this email and {{Feedback contact name}} will share the panel's specific notes. No polished script — actual observations you can use.
Thank you for the preparation and care you brought. We'd genuinely welcome your application for future roles.
{{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.