When to use this template
Use this only when you have substantive, observable evidence that a candidate's ways of working conflict with how your team operates — and only after a late-stage conversation that made the misalignment clear.
'Culture fit' is one of the most abused rejection reasons in hiring, and it's a common source of discrimination claims. Before sending a rejection for this reason, document specifically what was observed (how they approached a decision, how they gave or received feedback) rather than how they 'felt'.
Keep the external language neutral. Internal documentation is where specifics live; an email to the candidate should be minimal and factual.
Considerations
- Never cite 'culture fit' in writing. Use 'ways of working' or 'working style'.
- Document the observable behaviors internally, with interviewer names and specifics.
- Review your decision for bias — would the same behavior from a different candidate have been read the same way?
- Get HR review before sending any values-based rejection at a late stage.
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}},
Thank you again for the time you spent interviewing for the {{role}} role at {{company}}.
After the team debriefed, we've decided not to move forward. Our decision came down to how we saw the role's day-to-day work mapping to your style — and we weren't confident the match was right on both sides.
We appreciate the thought you put into the conversations, and we wish you the best going forward.
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.