When to use this template
Use this for candidates who reached your final decision round — typically the last conversation before an offer. They got close, and they know it. How you handle the rejection shapes whether they ever consider you again, refer a friend, or speak well of you publicly.
Pair this with a phone call for any senior role. Deliver the news verbally, then follow up in writing with this template so they have a record. Send within 24 hours of the decision.
This is also a prime moment to open the door to a future role. Some of the strongest hires come from candidates who 'almost got it' the first time.
Considerations
- Call before you email. For senior roles, email-only feels cold.
- Share substantive feedback if the candidate asks — vague platitudes are worse than none.
- Be honest: 'it came down to you and one other person' is meaningful when it's true.
- Invite them explicitly to stay in touch, and mean it.
- If there's a near-term role that might fit, propose a specific follow-up date.
The email template
Copy the version below and replace the {{placeholders}} with your specifics — or use the generator to fill everything in at once.
Following up on your final interview for {{role}}
Hi {{candidate_name}},
As promised, I wanted to follow up in writing after our call. The decision on the {{role}} role came down to two candidates, and after a lot of discussion the team has decided to move forward with the other person.
I want to be clear: this was a close call, and several people on the team spoke about hiring you for a future opportunity. If you're open to it, I'd like to keep the door open and reach back out when the right role comes up.
Thank you — genuinely — for the time, patience, and thoughtfulness you brought to this process.
Best,
{{your_name}}How to personalize
Replace these placeholders before sending:
- {{candidate_name}}
- {{role}}
- {{company}}
- {{hiring_manager}}
- {{your_name}}
For any rejection that follows a live conversation, add one specific detail from that conversation — a project they mentioned, a question they asked, something they built. One concrete reference turns a form letter into a message the candidate will remember.