# Write kind, clear rejection messages for candidates at every stage

Respectful rejection emails and call talking points tailored to how far a candidate got in the process.

- Topic: HR & Hiring
- Framework: Few-Shot
- Level: Standard
- Tags: HR & Hiring, Communication, Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/write-kind-clear-rejection-messages-for-candidates-at-every-stage

## Prompt

```text
Write candidate rejection messages for my hiring process.

**Role:** [TITLE]
**Stages to cover:** [e.g. after application, after phone screen, after final interviews, after an offer was pulled or the role closed]
**Specific candidate details (optional):** [stage reached, what they did well, reason]
**Can I give feedback?** [yes / limited / no - check company policy]
**Keep in touch?** [e.g. "invite strong finalists to our talent community"]

For each stage, write:
1. An email (under 120 words): clear decision in the first two lines, genuine thanks proportional to the effort they invested, and a next step if relevant.
2. For final-stage candidates: phone call talking points, including how to handle "Why didn't I get it?" and "Can you give me feedback?"

Rules:
- Be direct; no false hope and no vague "we'll keep your resume on file" unless that is true.
- Any feedback must be specific, job-related, and based on the assessed criteria - never personal traits, and never anything tied to protected characteristics.
- Avoid phrases that could imply a discriminatory reason (e.g. "overqualified", "not a culture fit", "looking for someone with more energy").

Also give me a one-line check to send rejections within a set number of days after a decision.
```

## What to fill in

- TITLE
- stage reached, what they did well, reason
- yes / limited / no - check company policy
- e.g. "invite strong finalists to our talent community"

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.