When to use this template
Use this after a 45–60 minute live technical screen (pair programming, systems design, or structured coding) where the candidate didn't demonstrate the level you need. The candidate gave up an hour and some real cognitive energy, so tone matters.
Aim to send within 2 business days. Technical candidates are often interviewing in parallel and plan around your timeline — leaving them hanging hurts your reputation in a tight market.
Unless you're prepared to give specific, useful feedback, keep the reason at the 'team bar' level. Generic 'wasn't a fit' can feel dismissive after a technical interview, so lean slightly warmer than an earlier-stage rejection.
Considerations
- If the interviewer is willing and able, offer feedback on request — and actually deliver it.
- Don't diagnose their skills in writing. 'Didn't meet our bar' beats 'struggled with recursion'.
- Be careful with 'practice more and apply again' — it's well-meant but can feel patronizing.
- Don't compare them to other candidates.
- If they were close, say so. A near-miss rejection that recognizes the work lands very differently than a cold form email.
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}} interview at {{company}}
Hi {{candidate_name}},
Thanks again for the technical conversation about the {{role}} role at {{company}}. I appreciated the time and effort you put into it.
After the team debriefed, we decided not to move forward with your application. The decision came down to the level of experience the role requires, and we felt another set of candidates is a closer match right now.
I know this isn't the outcome you were hoping for. If you'd like, I'm happy to share a little more context on a quick call — just let me know.
Wishing you the 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.