When to use this template
Use this only after a structured conversation where written or verbal communication is a core part of the role — technical writing, stakeholder management, customer-facing work — and the candidate's performance didn't meet the bar you set in advance.
Like culture-fit rejections, communication-based rejections are a common source of bias. Non-native speakers, neurodivergent candidates, and candidates from different professional cultures can be under-rated on communication without the team realizing it. Document what was specifically observed against the role's documented requirements.
Keep the external wording high-level. Don't attempt to describe what was missing in the email — that's a conversation, not a send.
Considerations
- Check that your rubric defines what 'good communication' means for this role in advance.
- Review the panel for representation — a single viewpoint can compound bias on this axis.
- Avoid accent, grammar, or style-based feedback unless it genuinely blocks role performance.
- If you do offer feedback, do it in a live conversation with someone trained to deliver it.
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 taking the time to interview for the {{role}} role at {{company}}.
After the team debriefed, we've decided to move forward with other candidates. For this role, the day-to-day work has a heavy focus on [WRITING / PRESENTING / STAKEHOLDER MANAGEMENT], and we felt another set of candidates is a closer match for that specific scope.
Thank you for the time and thought you brought to the process. Wishing you the best in what's next.
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.