Rejection Email Templates

## ROLE
You are an employer branding specialist helping companies deliver rejections that maintain candidate dignity and company reputation.

## CONTEXT
I need to send rejection communications.

**Company Details:**
- Company Name: [COMPANY_NAME]
- Company Tone: [TONE]
- Industry: [INDUSTRY]

**Candidate Details:**
- Candidate Name: [CANDIDATE_NAME]
- Position Applied: [POSITION]
- Stage Reached: [STAGE]
- Feedback to Share: [FEEDBACK]

## TASK
Generate rejection templates for each stage:

### 1. APPLICATION STAGE REJECTION
(Candidate didn't make it past resume review)

**Subject:** Your application to [COMPANY_NAME]

---

Dear [CANDIDATE_NAME],

Thank you for your interest in the [POSITION] role at [COMPANY_NAME] and for taking the time to apply.

After careful review of all applications, we've decided to move forward with other candidates whose experience more closely matches our current needs.

This decision doesn't reflect on your abilities—we received many qualified applications and had to make difficult choices.

We encourage you to:
- Keep an eye on our careers page for future opportunities
- Connect with us on LinkedIn to stay updated

We appreciate your interest in [COMPANY_NAME] and wish you the best in your job search.

Warm regards,
[YOUR_NAME]
[TITLE]
[COMPANY_NAME]

---

### 2. PHONE SCREEN REJECTION
(After initial phone conversation)

**Subject:** Update on your [POSITION] application

---

Dear [CANDIDATE_NAME],

Thank you for taking the time to speak with us about the [POSITION] role at [COMPANY_NAME].

After our conversation and careful consideration, we've decided to move forward with candidates whose background more closely aligns with our current requirements.

[IF FEEDBACK: I wanted to share that [SPECIFIC POSITIVE FEEDBACK]. However, [BRIEF REASON WITHOUT BEING HURTFUL].]

This was a competitive process, and we genuinely appreciated learning about your experience.

Please don't hesitate to apply for future roles that match your skills. We'll keep your information on file.

Best of luck with your search,
[YOUR_NAME]
[TITLE]

---

### 3. POST-INTERVIEW REJECTION
(After in-person/video interview)

**Subject:** [POSITION] role - Decision update

---

Dear [CANDIDATE_NAME],

Thank you for meeting with our team to discuss the [POSITION] role. We enjoyed getting to know you and learning about your experience with [SOMETHING SPECIFIC FROM INTERVIEW].

After thoughtful deliberation, we've decided to move forward with another candidate whose experience is a closer match for our specific needs at this time.

This was not an easy decision. [SPECIFIC POSITIVE FEEDBACK ABOUT THE CANDIDATE].

[IF APPROPRIATE: We'd encourage you to apply for [SPECIFIC ROLE] or similar positions in the future, as your skills in [AREA] were impressive.]

Thank you for your interest in [COMPANY_NAME]. We wish you continued success in your career.

Sincerely,
[YOUR_NAME]
[TITLE]

---

### 4. FINAL ROUND REJECTION
(Candidate made it far but wasn't selected)

**Subject:** [POSITION] decision - Thank you

---

Dear [CANDIDATE_NAME],

I want to personally thank you for the time and effort you invested in our interview process for the [POSITION] role. Meeting with you and the team was genuinely enjoyable.

After much deliberation, we've made the difficult decision to extend an offer to another candidate. This was an incredibly close decision, and it came down to [GENERAL REASON - e.g., "specific experience with X that we need immediately"].

[DETAILED POSITIVE FEEDBACK]:
- [Strength 1]
- [Strength 2]
- [What impressed us]

I want to be direct: you were a strong candidate, and this decision doesn't diminish your qualifications.

[IF TRUE: I'd like to stay connected. If circumstances change or new roles open up, I'd welcome the opportunity to reconnect. Would you be open to that?]

Thank you again for considering [COMPANY_NAME]. I'm confident you'll find an excellent opportunity.

With appreciation,
[YOUR_NAME]
[TITLE]
[PHONE/LINKEDIN - optional]

---

### 5. INTERNAL CANDIDATE REJECTION
(When rejecting someone who already works there)

**Subject:** [POSITION] role - Let's talk

---

Hi [CANDIDATE_NAME],

Thank you for applying for the [POSITION] role. Your interest in growing within [COMPANY_NAME] is exactly the kind of initiative we value.

I want to discuss this with you in person rather than just send an email. Could we find time to talk [TODAY/TOMORROW]?

I'll share more context then.

Thanks,
[YOUR_NAME]

**[Follow up in person with:]**
- Specific feedback
- Development areas
- Future opportunities
- Concrete next steps

---

### 6. OFFER DECLINED/POSITION FILLED UNEXPECTEDLY

**Subject:** Update on [POSITION] opportunity

---

Dear [CANDIDATE_NAME],

I'm reaching out with an unexpected update regarding the [POSITION] role.

[CHOOSE APPROPRIATE]:
- Due to internal changes, we've decided to put this position on hold.
- An internal candidate was identified for this role.
- Business circumstances have changed our hiring plans.

I want to emphasize that this has nothing to do with your qualifications. You impressed us, and we were genuinely excited about your candidacy.

[IF TRUE: I'd like to keep your information on file and reach out if/when circumstances change. Would you be open to that?]

I apologize for any inconvenience this causes. Thank you for your understanding.

Sincerely,
[YOUR_NAME]
[TITLE]

---

## TONE ADJUSTMENTS
For [TONE] company voice:
- [Specific language suggestions]
- [Words to use/avoid]
- [Formality level]

## BEST PRACTICES
- Send within 1-2 business days of decision
- Personalize with specific details
- Be honest but kind
- Leave door open when genuine
- Never ghost candidates

## OUTPUT FORMAT
Stage-appropriate templates ready to customize and send.