When to use this template
Use this for candidates who are genuinely promising but not right for this role — usually because they're earlier in their career, in transition between specialities, or close but missing a single specific element you need today.
The key difference between this and a 'redirect to talent pool' is specificity: here you're inviting them to apply again when something better matches, rather than you proactively reaching out.
Be honest. 'We'd welcome your application again' should mean you would genuinely welcome it — not that you're being polite. Candidates can read the difference, and a sincere re-application invite is one of the most powerful things you can send.
Considerations
- If you don't actually want them to reapply, don't suggest it. A clean, short rejection is better.
- Name what was strong, specifically. One concrete observation beats three generic ones.
- Point to concrete next steps — a careers page, a role alert, or a specific timeline.
- If you're encouraging them to grow in a specific direction, frame it as a suggestion, not a condition.
The email template
Copy the version below and replace the {{placeholders}} with your specifics — or use the generator to fill everything in at once.
Your application for {{role}} at {{company}}
Hi {{candidate_name}},
Thanks for applying for the {{role}} role at {{company}}. I want to be direct: we're not going to move forward for this role, but your background stood out to several of us and I wanted to say so.
When we next open a role that's a closer fit for your experience, I'd genuinely welcome your application. If you'd like, you can keep an eye on our careers page here: [CAREERS PAGE LINK].
Thank you for the time you took to apply. Hope to cross paths again.
All 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.