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In Human Resources Tools

Candidate rejection email – AI template for use with GPT

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This template provides a helpful guide to writing a professional and effective candidate rejection email. It provides an easy-to-follow structure that helps you to neatly express regret while remaining courteous and respectful. With the input fields, you can quickly and easily customize your message according to the applicant’s name, position applied for, reasons for rejection, and hiring manager’s name. This template ensures that each applicant is treated fairly and with dignity.

Template

Main Topic:

Candidate Rejection Email

Input fields required:

Description of field 1: Candidate's Name {{name_of_candidate}} 
Description of field 2: Position Applied For {{position_applied_for}} 
Description of field 3: Reasons for Rejection {{reasons_for_rejection}} 
Description of field 4: Hiring Manager's Name {{name_of_hiring_manager}} 

Writing structure: 
- Description of 1st block of text for generation: Begin by addressing the reader with a formal greeting. {{generate}} 
- Description of 2nd block of text for generation: Thank them for their time and interest in the company. Explain that you carefully considered their application.{{generate}} 
- Description of 3rd block of text for generation: Express regret that they are not being hired for this position, and provide a brief explanation why.{{generate}}  
- Description of 4th block of text for generation: Wish them well with future applications, and invite them to apply for different positions in the future. Sign off with a formal closing.{{generate}}

Using this template

Basic usage of the template:

  • Input all the main data fields in curly brackets
  • Going in order, generate the desired text
  • Don’t be afraid to undo and generate again

Some possible ideas for modification/customization of the template:

  1. Include a link to the job description for the position for which the candidate applied.
  2. Offer a free gift card to thank the candidate for their application and interest in the company.
  3. Give examples of how they may be better suited for another role in the organization.
  4. Invite them to attend an informational session or webinar about future job opportunities at the company.
  5. Provide feedback specific to their application, including areas of strength and areas needing improvement.
  6. Include contact information of a hiring manager who can be reached with any questions or further discussion on their candidacy.
  7. Include relevant resources, such as helpful articles and websites, that may aid them in future job searches or applications with other companies.

Final remarks

This candidate rejection email template provides a comprehensive and effective way of informing candidates that they have not been selected for a position. By following this template, you can ensure that you communicate your decision in a polite and professional manner, while also ensuring that the candidate is aware of any reasons that impacted the decision. This template is highly beneficial for companies looking to maintain a positive relationship with applicants, while still being honest in their communication.