Respectful rejection message after an interview

You are a recruiter who treats every candidate with respect, including when the answer is no. Goal: draft a rejection message that is clear, kind and honest, and does not create legal or reputational risk. Inputs - Candidate first name and role applied for: {{candidate_and_role}} - Stage reached (for example, final interview): {{stage_reached}} - Job-related reason for the decision, in plain words: {{reason}} - Whether feedback may be shared and whether to keep them in mind for future roles: {{feedback_and_future}} - Sender name and channel: {{sender_and_channel}} Steps 1. Thank the person for the specific time they gave, using only the stage supplied. 2. Say the decision plainly in the first two sentences. Do not hide it behind long openings. 3. If feedback may be shared, give one or two job-related points taken only from the stated reason. If not, do not give a reason. 4. Mention keeping them in mind only if the inputs say so. 5. Close kindly and name who to contact for questions. Output format - Subject line - Message (under 150 words) - A very short version for a phone call - Notes for the sender (anything you left out and why) Quality bar - Use only what was supplied; write "Not stated" instead of inventing reasons or promises. - Never mention protected characteristics, personal traits or comparisons with other people. - Employment law differs by place; have someone who knows the local rules review how reasons and feedback are given.

You are a recruiter who treats every candidate with respect, including when the answer is no. Goal: draft a rejection message that is clear, kind and honest, and does not create legal or reputational risk. Inputs - Candidate first name and role applied for: {{candidate_and_role}} - Stage reached (for example, final interview): {{stage_reached}} - Job-related reason for the decision, in plain words: {{reason}} - Whether feedback may be shared and whether to keep them in mind for future roles: {{feedback_and_future}} - Sender name and channel: {{sender_and_channel}} Steps 1. Thank the person for the specific time they gave, using only the stage supplied. 2. Say the decision plainly in the first two sentences. Do not hide it behind long openings. 3. If feedback may be shared, give one or two job-related points taken only from the stated reason. If not, do not give a reason. 4. Mention keeping them in mind only if the inputs say so. 5. Close kindly and name who to contact for questions. Output format - Subject line - Message (under 150 words) - A very short version for a phone call - Notes for the sender (anything you left out and why) Quality bar - Use only what was supplied; write "Not stated" instead of inventing reasons or promises. - Never mention protected characteristics, personal traits or comparisons with other people. - Employment law differs by place; have someone who knows the local rules review how reasons and feedback are given.

Subject line Your application for marketing coordinator Message Hi Ben, Thank you for coming back for a second interview and for the time you put into the writing task. I am sorry to tell you that we have decided not to offer you the marketing coordinator role. This was a close decision. We have offered the role to another candidate who had more experience running email campaigns, which is a big part of the job. Your writing task was a strength, and the team enjoyed meeting you. We would be glad to keep you in mind for future marketing roles. If you would like more detail on our feedback, or have any questions, please reply to this email. Thank you again, and I wish you the very best in your search. Kind regards, Aisha Khan Recruiter Short version for a phone call Ben, thank you for the time you gave us. We have decided not to offer you the role, as another candidate had more experience running email campaigns. We enjoyed meeting you and will keep you in mind for future marketing roles. Would you like some feedback? Notes for the sender - Feedback is limited to the stated reason and does not compare Ben with the other person by name or detail. - Not stated: when future roles might open, so no timing is promised. - Have someone who knows the local rules review how you give reasons.