AI for HR & Recruiters
Module 6: Rejection Emails (Kind but Clear)
Module Overview
Rejection emails are among the most dreaded HR tasks, but they're crucial for candidate experience and employer brand. Done poorly, they create resentment. Done well, they leave candidates with a positive impression despite the disappointment. AI can help you write rejections that are both kind and clear.
Learning Objectives:
By the end of this module, you will be able to:
- Write rejection emails that preserve candidate dignity
- Balance honesty with kindness
- Create templates for different rejection scenarios
- Avoid common rejection email mistakes
- Maintain employer brand through rejections
Estimated Time: 30-45 minutes
6.1 Why Rejection Emails Matter
The Business Case
Today's Rejected Candidate Could Be:
- Tomorrow's customer
- A future hire for a different role
- A referral source for other candidates
- A voice on Glassdoor and social media
The Numbers:
- 72% of candidates share negative experiences online
- 65% say a poor rejection experience makes them less likely to purchase from the company
- Only 7% of candidates receive any feedback with rejection
The Human Case
Behind every resume is a person who:
- Took time to apply
- May have gotten their hopes up
- Is likely anxious about their job search
- Deserves to be treated with respect
6.2 Principles of Good Rejections
The Three C's
Clear: Don't leave them wondering
- Be explicit that they're not moving forward
- Don't use ambiguous language
- Avoid "we'll keep you in mind" if you won't
Considerate: Show respect for their time
- Thank them genuinely
- Acknowledge specific positive aspects when possible
- Use warm, human language
Concise: Respect their time
- Get to the point
- Don't over-explain
- Keep it scannable
What to Include
- Thanks: Acknowledge their effort
- Decision: Clear statement that they're not moving forward
- Reason (if appropriate): Brief, honest context
- Positive note: Something genuine about their candidacy
- Future invitation: If sincere, invite future applications
- Closure: Wish them well
What to Avoid
- Generic, obvious templates ("Dear Candidate")
- Excessive corporate speak
- False hope or vague encouragement
- Detailed criticism (save for feedback requests)
- Blame or defensiveness
- Unnecessary delays in sending
6.3 AI Prompts for Rejection Emails
Basic Rejection Email
Write a rejection email for a candidate who applied
for [Job Title].
Context:
- Stage: [Application / Phone Screen / Interview]
- Reason: [General—more qualified candidates]
- Candidate first name: [Name]
- Anything positive to note: [If applicable]
Tone: Warm, professional, and clear
Length: 3-4 short paragraphs
Goal: Leave them with a positive impression of our company
Post-Application Rejection
Write a rejection email for a candidate who submitted
an application for [Job Title] but wasn't selected
for interview.
Include:
- Thank them for applying
- Clear statement that we're not moving forward
- Brief explanation (volume of applications, sought
different experience)
- Encouragement to apply to other roles if genuine
- Well wishes
Keep it brief—they didn't invest much time yet,
so we shouldn't write a novel.
Post-Interview Rejection
Write a rejection email for a candidate who interviewed
for [Job Title] and wasn't selected.
Context:
- Number of interviews completed: [X]
- Interview quality: [Good / Excellent]
- Reason for rejection: [Be specific]
- Anything to praise: [Specific strength]
This person invested significant time, so be:
- More personal and specific
- Genuinely appreciative
- Thoughtfully honest about why
- Encouraging about their future
Length: 4-5 paragraphs
Close-Call Rejection
Write a rejection email for a runner-up candidate
who was strong but we chose someone else.
Context:
- Role: [Job Title]
- What made them a finalist: [Strengths]
- Why they weren't selected: [Other candidate had X]
- Future interest: [Yes/No]
This should feel:
- Genuinely appreciative
- Honest about how close it was
- Specific about their strengths
- Sincere about future opportunities
If we'd genuinely consider them for future roles,
offer to stay connected.
6.4 Templates for Different Scenarios
Application Stage Rejection
Create a brief rejection template for candidates
not moving past application review.
Variables to include:
- [Candidate First Name]
- [Job Title]
- [Company Name]
Keep it:
- Under 100 words
- Warm but efficient
- Clear about the decision
- Generic enough for high volume
Avoid sounding robotic or dismissive.
Example Output:
Subject: Your application to [Company Name]
Hi [First Name],
Thank you for your interest in the [Job Title] position at [Company Name].
After reviewing your application, we've decided to move forward with other candidates whose experience more closely matches our current needs.
We appreciate the time you took to apply and encourage you to check our careers page for future opportunities that may be a better fit.
Best of luck in your search.
Warm regards, [Your Name]
Phone Screen Rejection
Create a rejection template for after phone screen.
Variables:
- [Candidate First Name]
- [Job Title]
- [One specific positive from conversation]
Tone: More personal since you've spoken with them
Length: 100-150 words
Final Round Rejection
Create a rejection template for candidates who made
it to final rounds.
Variables:
- [Candidate First Name]
- [Job Title]
- [Specific strengths they demonstrated]
- [Reason - e.g., "selected someone with more X"]
This should feel:
- Genuinely personal
- Appreciative of their significant time investment
- Specific in praise
- Honest about decision
- Warm in future encouragement
Length: 150-200 words
6.5 Special Rejection Scenarios
Internal Candidate
Write a rejection email for an internal employee
who applied for a promotion and wasn't selected.
Context:
- Current role: [Title]
- Applied for: [Title]
- Years at company: [X]
- Strengths to acknowledge: [List]
- Development areas to mention: [Optional]
This requires:
- Extra sensitivity and care
- Recognition of their contribution
- Honest feedback pathway (offer to discuss)
- Encouragement for future opportunities
- Commitment to their growth
Do not put detailed feedback in email—offer
a conversation instead.
Overqualified Candidate
Write a rejection email for an overqualified candidate.
Context:
- Role: [Title]
- Their background: [Senior/Expert level]
- Our concern: [Flight risk, not challenging enough]
Handle carefully:
- Acknowledge their impressive background
- Be honest that the role may not be right for them
- Don't be condescending
- Invite them to apply for senior roles if available
Avoid making them feel bad for applying.
Candidate Who Performed Poorly
Write a rejection email for a candidate who did not
interview well.
Context:
- Role: [Title]
- Interview stage: [Which round]
- General issues: [Communication, preparation, fit]
Keep it:
- Professional and kind
- Brief on specifics (don't detail failures)
- Still respectful and warm
- Generic enough to avoid confrontation
We don't need to explain what went wrong unless
they specifically request feedback.
6.6 Feedback in Rejections
When to Offer Feedback
Consider offering when:
- Candidate reached interview stage
- There's specific, actionable feedback
- Candidate explicitly requests it
- You have time to do it well
Consider not offering when:
- Application stage only
- Feedback would be vague
- Feedback touches on legally sensitive areas
- You can't commit to following through
Feedback Offer Template
Write a rejection email that offers optional feedback.
Include:
- Standard rejection content
- Offer to provide brief feedback if interested
- Set expectations (brief, written, within X days)
- Make it opt-in (they request if they want it)
Keep the feedback offer genuine—don't offer if
you won't follow through.
Feedback Delivery Template
Write a brief feedback response for a rejected
candidate who requested feedback.
Context:
- Role: [Title]
- What they did well: [Specific strengths]
- Area for development: [Constructive feedback]
Guidelines:
- Focus on 1-2 actionable points
- Be constructive, not critical
- Use specific examples
- Avoid legally risky statements
- End on an encouraging note
Keep under 200 words.
6.7 Timing and Delivery
When to Send
Best Practices:
- Reject promptly after decision is made
- Don't wait until you've filled the role (unless close)
- Avoid Friday afternoons and holiday eves
- Morning sends tend to be better received
Email vs. Phone
Email is appropriate for:
- Application stage rejections
- Phone screen rejections
- High volume situations
Phone call is appropriate for:
- Final round candidates
- Internal candidates
- When significant feedback is warranted
- Very senior roles
Follow-Up on Phone
Write a brief follow-up email to send after a
rejection phone call.
Purpose:
- Confirm what was discussed
- Put appreciation in writing
- Leave door open if appropriate
Keep it to 2-3 sentences that reinforce the
positive tone from the call.
6.8 Rejection Email Audit
Checking Your Templates
Review this rejection email and suggest improvements.
Check for:
- Clarity of decision
- Warmth and respect
- Appropriate length for the stage
- Any language that could be problematic
- Authenticity (does it sound human?)
- Employer brand consistency
Current email:
[Paste your template]
Provide specific suggestions for improvement.
A/B Testing Language
Give me 3 variations of this rejection email
opening paragraph.
Current opening:
[Paste opening]
Create variations that are:
1. More warm and personal
2. More direct and efficient
3. More encouraging about future opportunities
I'll test which resonates best with candidates.
Module 6 Summary
Key Takeaways:
-
Rejections matter: They impact candidate experience, employer brand, and future relationships.
-
Be clear: Don't leave candidates wondering about the decision.
-
Be kind: Acknowledge their effort and treat them with respect.
-
Match depth to investment: More personalized rejections for candidates who invested more time.
-
Offer feedback thoughtfully: Only when you can follow through with something useful.
-
Send promptly: Don't leave candidates waiting unnecessarily.
Preparing for Module 7
In the next module, we'll shift to positive communications: offer letters and onboarding documents. You'll learn to:
- Create compelling offer letters
- Build onboarding document packages
- Welcome new hires effectively
- Set up new employees for success
Before Module 7:
- Review your current offer letter templates
- Think about what made your own onboarding experiences good or bad
- Consider what information new hires need in their first week
"A thoughtful rejection email takes 60 seconds to write and can protect your employer brand for years."
Ready to continue? Proceed to Module 7: Offer Letters and Onboarding Docs.
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