When to use this template
Use this when you can't move forward because the candidate's work authorization doesn't match what the role offers — for example, the role is on-site in a country where you can't sponsor, or the candidate needs sponsorship you don't provide.
Work-authorization rejections have real legal risk. In most jurisdictions, it is unlawful to reject based on citizenship or national origin; rejecting based on authorization to work in a specific location is generally acceptable but the language must be precise.
Run the wording past employment counsel, especially if you operate in the US, EU, or UK. The template below uses the narrowest defensible framing.
Considerations
- Never say 'we don't hire X citizens' or reference nationality. Frame strictly around authorization to work in the specific location.
- Be clear and factual: 'This role requires existing authorization to work in [country] without employer sponsorship'.
- Get counsel review if you operate in the US — IER (Immigrant and Employee Rights Section) cases come from careless rejection emails.
- If you sponsor for other roles but not this one, say which.
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 your interest in the {{role}} role at {{company}}. After reviewing your application, we've determined we're not able to move forward because this role requires existing authorization to work in [LOCATION] without employer sponsorship, which isn't something we can offer for this position.
We really appreciate you taking the time to apply, and we wish you the very best in your search.
Kind 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.