When to use this template
Use this when reference checks raise concerns serious enough to rescind or withhold an offer. This is one of the highest-risk rejection moments — the candidate may believe they already have the job, and anything you say can surface later.
Always run this kind of email past your employment counsel or HR lead before sending. Keep the wording minimal and fact-based. Do not share the specifics of what references said.
If you've already extended a written offer, you may be in rescind territory rather than rejection, which has different legal implications depending on your jurisdiction.
Considerations
- Get legal or HR review before sending anything that references a reference check.
- Do not repeat what a reference said, paraphrased or otherwise.
- Don't attribute the decision to a specific individual.
- Keep the language general: 'information that came up during the process'.
- If an offer was already made, use language your counsel approves for rescission — not just rejection.
The email template
Copy the version below and replace the {{placeholders}} with your specifics — or use the generator to fill everything in at once.
Update on your {{role}} application at {{company}}
Hi {{candidate_name}},
Thank you for your patience through the final stages of our process for the {{role}} role at {{company}}.
After completing our standard checks, we've decided not to move forward at this time. We understand this is disappointing news, especially at this stage, and we don't take the decision lightly.
We appreciate the time you've given us and wish you the very best going forward.
Regards,
{{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.