When to use this template
Use this after a 20–30 minute recruiter screen where you've decided the candidate isn't right for the role. They've invested time talking to you, so the tone should step up from a resume-level rejection.
Send within 48 hours of the call. The fresher the conversation, the more meaningful the rejection feels. Leaving it a week reads as forgetful at best and indifferent at worst.
It's fine to be vague about the reason here — 'we decided to move forward with candidates whose experience is a closer match' is honest and doesn't invite a rebuttal.
Considerations
- Reference something specific from the call if you can — it shows the candidate was heard.
- Avoid promising feedback unless you intend to give genuinely useful feedback.
- Don't suggest they apply again unless you mean it; hollow invitations are worse than none.
- Send from the recruiter who had the call, not a generic hiring inbox.
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 our call about the {{role}} role
Hi {{candidate_name}},
Thank you for taking the time to speak with me about the {{role}} role at {{company}}. I enjoyed learning more about your background.
After giving it careful thought, we've decided to move forward with other candidates whose experience is a closer match for what we're looking for right now. This wasn't an easy decision — you have real strengths — but we want to be upfront rather than leave you waiting.
Thanks again for your time and for your interest in {{company}}. Wishing you the best in your search.
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.