At some point in every hiring process, you have to tell someone they didn't get the job. LinkedIn reports that 94% of candidates want feedback after an interview — yet the response most candidates get is impersonal or absent. The rejection email is often the last thing a candidate hears from your company, and what you write shapes whether they speak well or poorly of you to people in their network.
A candidate rejection email is a formal message sent to a job applicant at any stage of the hiring process, from an initial application review through a final-round interview, to inform them they have not been selected. A candidate who made it to the final round deserves more detail and a more personal tone than one who was screened out after an application review. An application-stage rejection is brief and high-volume. A final-round rejection is personal and specific, and it should follow a phone call.
This article covers what every rejection email should include, how timing affects the candidate's experience, how much feedback is appropriate at each stage, and templates you can use from the first application review through the final round.
Why the Rejection Email Matters More Than You Think
Referral rates and ghosting data show exactly what rejection email practices produce. Ere reports that candidates who receive specific post-interview feedback are 50% more likely to refer others to the company. When rejected candidates leave the process with a good impression, they refer friends, apply again, and recommend your company to their network. Candidates who are ghosted do the same, in the other direction. Criteria Corp's 2026 Candidate Experience Report found that 53% of job seekers say they were ghosted by an employer in the past year, a three-year high. Sending a rejection email — any rejection email — puts you ahead of more than half the market.
The sections below walk through what a strong rejection email contains, when to send it, how much detail is right at each stage, and a ready-to-use template for each point in the process.
What Goes Into a Good Rejection Email
The impression a candidate takes away from the process is built by the rejection email itself. A rejection email does not need to be long. Every strong one covers six components:
- A clear subject line that names the role
- A personalized greeting
- The rejection stated early in the message
- A thank-you for the candidate's time
- A brief, honest reason for the decision
- A close that feels human rather than corporate
Start with the subject line, which should reference the role. "Your application to [company] for the [role title] position" tells the candidate immediately what the email is about, without using the word "rejection." A vague subject like "Following up" leaves the candidate opening an email with no idea which role it concerns or what it contains. Sometimes the best thing to do is let an applicant tracking system make this easy on you. Many provide their own standard subject lines, which usually include the role title and the company name.
Once the subject line is set, state the outcome in the first or second sentence. Two paragraphs of context before the decision read as stalling. After the outcome, a brief thank-you, a concise reason if the stage warrants one, and a closing line that feels human rather than corporate cover everything the email needs.
Equally important is what to avoid. Avoid sending from a no-reply address, promising to keep a resume on file when no such system exists, and describing a candidate as "impressive" if the hiring team never discussed that strength. False personalization reads as exactly what it is.
Getting the content right is half the work. The other half is knowing when to send it.
Timing: When to Send the Rejection
Timing is as important as the words you use. Respond within one week at every stage, and within 24 to 48 hours for final-round candidates. A candidate who reached the final round has spent weeks preparing, researching, and turning down other opportunities. Notify them promptly.
Day of the week matters too. Mid-morning on a Tuesday, Wednesday, or Thursday gives candidates time to process the news and begin pursuing other opportunities before the week ends. A Friday afternoon rejection leaves the candidate with two days when recruiters are unreachable and no application they can move on.
That consideration matters most for final-round candidates, who merit a phone call before the written email. Call first and follow up in writing. The phone call lets you answer their questions directly, in the moment. The written email gives the candidate something to reference when they want to know exactly what was said.
Rejection Emails by Hiring Stage
The right level of feedback depends on how far the candidate got in your process. Here are templates for the most common hiring stages. Each one is a starting point. Adapt it to your company's voice and add the details that belong to the stage.
After Application or Resume Review
For application-stage rejections, keep feedback general. Volume is high, and the hiring team has not spent enough time with the candidate to say anything specific. A brief, honest reason is enough, such as "we're prioritizing candidates with more direct experience in this area."
The message should be short, respectful, and efficient. The candidate has submitted an application; they have not spoken to anyone on your team. A brief acknowledgment that your team reviewed their materials and a clean close are all the email needs. Four to six sentences is the right length, long enough to be respectful but short enough not to overpromise.
Suggested subject line: Your application to [company] for the [role title] position
Template
Hi [first name],
Thank you for applying for the [role] position at [company]. Our team has reviewed your application, and unfortunately we won't be moving it forward.
We're glad you considered [company], and we appreciate your time. (Alternative: We appreciate your interest and the time you invested.) (Optional: Please feel free to apply for future openings.) Best of luck with your search.
[your name]
[your title], [company]
Example
Hi Jordan,
Thank you for applying for the Marketing Manager position at Fieldstone. Our team has reviewed your application, and unfortunately we won't be moving it forward.
We're glad you considered Fieldstone, and we appreciate your time. Please feel free to apply for future openings. Best of luck with your search.
Dana Reyes
Talent Acquisition Manager, Fieldstone
When a candidate has moved past the application review and spoken with someone on your team, the rejection email should acknowledge that conversation and be more specific than a form response.
After a Phone Screen
For candidates rejected after a phone screen or first interview, include a sentence or two about what the team is looking for at this stage. A conversation has taken place, and the candidate has spent time on the process. Keep the detail direct and limited to what the candidate can act on.
That conversation raised the candidate's expectations for the response they receive. The email can acknowledge that directly. Two to three short paragraphs is the right length, enough to show the conversation mattered without creating the impression that a more detailed explanation is coming. If there's a neutral, role-related reason the candidate didn't advance, you can include it in a single sentence.
Suggested subject line: Following up on our call about the [role title] role (Optional: at [company])
Template
Hi [first name],
Thank you for your time [when you spoke, e.g., "on Tuesday" or "last week"]. (Alternative: Thank you for taking the time to chat with us regarding the [role title] position.) (Optional: I genuinely enjoyed our conversation and learning more about your background and your work at [their current or most recent company].) Unfortunately, the team has decided to move ahead with other candidates for now. (Optional: For this position, we are specifically looking for [reason for rejection – e.g., more extensive experience in a particular area, specific technical skills, industry-specific knowledge, etc.].)
Ending 1, standard
We greatly appreciate you spending your valuable time pursuing this role. (Alternative: I know you invested significant time in this process, and I want you to know we took that seriously.) All the very best to you in your career.
Ending 2, for keeping a candidate warm
We greatly appreciate you spending your valuable time pursuing this role. (Alternative: I know you invested significant time in this process, and I want you to know we took that seriously.) If a position comes up that's a better fit for your profile, I'd like to reach out. Would that be okay?
Warm regards,
[full name]
[job title]
Example
Hi Jordan,
Thank you for your time on Tuesday. I genuinely enjoyed our conversation and learning more about your background and your work at Larkspur Outdoor. Unfortunately, the team has decided to move ahead with other candidates for now. For this position, we are specifically looking for more extensive experience managing paid search budgets.
We greatly appreciate you spending your valuable time pursuing this role. All the very best to you in your career.
Warm regards,
Dana Reyes
Talent Acquisition Manager
After a First Interview
A first interview (whether in-person or remote) is a meaningful commitment for the candidate. They prepared, cleared time in their schedule, and came in to meet your team. The email should reflect that investment. This is also the first stage where including a specific, neutral reason adds real value, because it tells the candidate something they can actually use without creating the impression that the decision is open for discussion.
Suggested subject line: Thank you for interviewing for the [role title] role at [company]
Template
Hi [first name],
Thank you so much for interviewing with us on [date of the interview, e.g., "Thursday" or "March 4"]. Although we've chosen to continue with other candidates, we really enjoyed getting to know you and learning more about your background.
(Optional paragraph: The team was particularly impressed with what you achieved with [specific project or skill, e.g., "the self-serve onboarding launch at your current company" or "your partner marketing program"]. We were, however, looking for deeper experience in [area, e.g., "B2B product launches" or "enterprise sales cycles"].)
Ending 1, standard
Thank you again for the time you invested in applying and interviewing for this role. (Alternative: We greatly appreciate the time and effort you put into the interview process.)
Ending 2, for keeping a candidate warm
Thank you again for the time you invested in applying and interviewing for this role. (Alternative: We greatly appreciate the time and effort you put into the interview process.) I'd welcome the chance to connect again for future [type of role, e.g., "product marketing"] roles. Would you be open to staying in touch?
Kind regards,
[full name]
[job title]
Example
Hi Priya,
Thank you so much for interviewing with us on Thursday. Although we've chosen to continue with other candidates, we really enjoyed getting to know you and learning more about your background.
The team was particularly impressed with what you achieved with your partner marketing program at Northpoint. We were, however, looking for deeper experience in B2B product launches.
Thank you again for the time you invested in applying and interviewing for this role.
Kind regards,
Marcus Lee
Director of Product Marketing
After a Technical Assessment or Skills Test
When a candidate completes a technical or skills-based assessment, acknowledge the work they put in. An assessment asks the candidate to produce something — working code, a written analysis, a completed exercise — not simply fill out a form. If the results pointed to a specific gap, you can name it briefly and tie it directly to the role's requirements. Keep the feedback tied to the role, not to the candidate's general ability.
Suggested subject line: Regarding the [role title] role at [company]
Template
Hi [first name],
Thank you for completing the [assessment, e.g., "take-home exercise" or "skills test"] as part of your application for the [role title] position. Unfortunately, after reviewing the results of our assessments of every candidate, we have decided not to offer you the role.
(Optional if you are able to share feedback: I was genuinely impressed by [something specific in the submission, e.g., "your thoughtful approach to the case study" or "the clarity of your data model"]. However, the position requires [specific requirement, e.g., "query tuning at large data volumes" or "multi-channel campaign planning"], which we felt could be further developed in your submission.)
Ending 1, standard
This decision in no way diminishes the quality of your background and the professional achievements you have shared with us. We appreciate the time and effort you put into the [assessment]. (Alternative: We genuinely appreciate all the efforts you've put into this hiring process.)
Ending 2, for keeping a candidate warm (only if you actually keep candidate records)
This decision in no way diminishes the quality of your background and the professional achievements you have shared with us. We appreciate the time and effort you put into the [assessment]. (Alternative: We genuinely appreciate all the efforts you've put into this hiring process.) Would you be open to us keeping your information on file and reaching out directly about future [type of role, e.g., "data engineering"] opportunities?
Best regards,
[full name]
[job title]
Example
Hi Alex,
Thank you for completing the take-home exercise as part of your application for the Data Engineer position. Unfortunately, after reviewing the results of our assessments of every candidate, we have decided not to offer you the role.
I was genuinely impressed by the clarity of your data model. However, the position requires query tuning at large data volumes, which we felt could be further developed in your submission.
This decision in no way diminishes the quality of your background and the professional achievements you have shared with us. We appreciate the time and effort you put into the exercise.
Best regards,
Nina Park
Engineering Manager
After a Second or Panel Interview
A second or panel interview means the candidate has been through your process more than once. They know more about the role and more about your team. The email should be warmer than what you'd send after a first interview, and if you can offer a genuine piece of feedback, this is the right stage to include it. Keep the feedback tied to the role; one clear, specific observation is more useful than several vague ones.
Suggested subject line: Regarding the [role title] role at [company]
Template option 1: when you are able to share feedback
Hi [first name],
Thank you so much for your time and effort throughout the interview process for the [role title] role. Unfortunately, we have decided not to proceed with your candidacy.
Since you reached the [second-round or panel] stage, we wanted to share some constructive feedback in case it is helpful. We were very impressed with your [specific strength, e.g., "presentation on territory planning" or "approach to the case study"]. However, the team thought that some key skills are not yet at the level required for this job, such as [one or two specific, job-related skills, e.g., "channel partner management" or "CRM administration"]. If you'd like any more detailed feedback about your interview, I am happy to share it.
Ending 1, standard
We all greatly appreciate the time you've spent over the last few [days or weeks] talking to us about the [role title] position. (Alternative: We appreciate the patience you extended to everyone on our team during all [number of interviews] of your meetings with us.) It was a pleasure to get to know you.
Ending 2, for keeping a candidate warm
I know this might not be the email you were hoping for, but I hope you can take some positives from this process. We all greatly appreciate the time you've spent over the last few [days or weeks] talking to us about the [role title] position. (Alternative: We appreciate the patience you extended to everyone on our team during all [number of interviews] of your meetings with us.) It was a pleasure to get to know you and, if it's okay with you, we would like to stay in touch regarding future [type of role, e.g., "sales leadership"] openings that may be a good fit.
All the best,
[full name]
[job title]
Example, template option 1
Hi Daniel,
Thank you so much for your time and effort throughout the interview process for the Sales Manager role. Unfortunately, we have decided not to proceed with your candidacy.
Since you reached the panel stage, we wanted to share some constructive feedback in case it is helpful. We were very impressed with your presentation on territory planning. However, the team thought that some key skills are not yet at the level required for this job, such as channel partner management. If you'd like any more detailed feedback about your interview, I am happy to share it.
We all greatly appreciate the time you've spent over the last few weeks talking to us about the Sales Manager position. It was a pleasure to get to know you.
All the best,
Rachel Kim
VP of Sales
Template option 2: when you aren't sharing feedback
Hi [first name],
Thank you so much for your time and effort throughout the interview process for the [role title] role. (Optional: This was a close decision. Or: The final choice came down to a narrow margin.) We ultimately moved forward with a candidate whose background lines up slightly more closely with what we need right now. This decision is not a reflection on the quality of your background and skills, or the accomplishments you've shared with us.
Ending 1, standard
We all greatly appreciate the time you've spent over the last few [days or weeks] talking to us about the [role title] position. (Alternative: We appreciate the patience you extended to everyone on our team during all [number of interviews] of your meetings with us.) It was a pleasure to get to know you.
Ending 2, for keeping a candidate warm
I know this might not be the email you were hoping for, but I hope you can take some positives from this process. We all greatly appreciate the time you've spent over the last few [days or weeks] talking to us about the [role title] position. (Alternative: We appreciate the patience you extended to everyone on our team during all [number of interviews] of your meetings with us.) It was a pleasure to get to know you and, if it's okay with you, we would like to stay in touch regarding future [type of role, e.g., "sales leadership"] openings that may be a good fit.
All the best,
[full name]
[job title]
Example, template option 2
Hi Daniel,
Thank you so much for your time and effort throughout the interview process for the Sales Manager role. This was a close decision. We ultimately moved forward with a candidate whose background lines up slightly more closely with what we need right now. This decision is not a reflection on the quality of your background and skills, or the accomplishments you've shared with us.
We all greatly appreciate the time you've spent over the last few weeks talking to us about the Sales Manager position. It was a pleasure to get to know you.
All the best,
Rachel Kim
VP of Sales
By the final round, a candidate has spent weeks preparing, met multiple members of your team, and often passed up other opportunities to stay in your process.
After a Final-Round Interview
For final-round candidates, brief, specific, constructive feedback is appropriate and is what candidates most want to receive. Keep it objective and role-related, and avoid anything that touches on personality, appearance, or subjective impressions. Before sending, have HR or legal review the feedback, especially for sensitive roles.
Candidates at that stage have earned a response that names what drove the decision. Call before you send the email. The written message should follow the conversation, not replace it. When you do write, be specific about what you valued and, where appropriate, honest about what drove the decision. Vague phrases like "we'll keep you in mind" read as a brush-off. If you want to keep the door open in a way the candidate will believe, name the specific type of role you would reach back out about.
Suggested subject line: Decision on the [role title] role (Optional: at [company])
Template
Hi [first name],
As we discussed on our call, we've decided to extend the [role title] offer to another candidate. I want to reiterate how much the team valued meeting you.
Your [specific strength, e.g., "deep knowledge of compliance frameworks" or "ability to translate technical concepts for non-technical stakeholders"] made a strong impression. The deciding factor was [honest, specific reason, e.g., "the other candidate's more direct experience with enterprise-level SaaS migrations"].
Ending 1, standard
Thank you for the time and energy you invested throughout our hiring process for the [role title] position, including the final round. (Alternative: Thank you for the significant time and commitment you've shown throughout our recruitment process.) We wish you all the best and sincerely hope our paths cross again soon.
Ending 2, for keeping a candidate warm
Thank you for the time and energy you invested throughout our hiring process for the [role title] position, including the final round. (Alternative: Thank you for the significant time and commitment you've shown throughout our recruitment process.) If [a specific future role, e.g., "a senior compliance role on our risk team"] comes up, we'd like to reach out to you directly before we post it. In the meantime, please don't hesitate to connect with me on LinkedIn.
With respect,
[full name]
[job title]
Example
Hi Maya,
As we discussed on our call, we've decided to extend the Implementation Manager offer to another candidate. I want to reiterate how much the team valued meeting you.
Your ability to translate technical concepts for non-technical stakeholders made a strong impression. The deciding factor was the other candidate's more direct experience with enterprise-level SaaS migrations.
Thank you for the time and energy you invested throughout our hiring process for the Implementation Manager position, including the final round. We wish you all the best and sincerely hope our paths cross again soon.
With respect,
Owen Grant
Director of Customer Implementation
Rejecting an Internal Candidate
Rejecting an internal candidate requires more care than any external rejection. Schedule a private conversation before sending anything in writing. The email confirms what was discussed. Include a forward-looking note about development or future opportunities, and be specific about what that path looks like. The candidate still works for you, and how you handle this shapes the relationship and the rest of the team's sense of how the company treats people.
Template
Hi [first name],
As we discussed [when you spoke, e.g., "this morning" or "on Tuesday"], we have decided to continue with another candidate for the [role title] position. I know it takes initiative to put yourself forward for a new role. This decision is specific to this opening and does not change how much we value your contributions here.
The team noted your [specific strength, e.g., "work streamlining vendor onboarding" or "leadership on the Q3 migration"], and there are clear paths to build on that. I'd like to schedule a 30-minute meeting to discuss the feedback from the interview panel and talk about what would strengthen your candidacy for similar roles in the future. Would [specific day and time] work for a conversation?
Best,
[full name]
[job title]
Example
Hi Sam,
As we discussed this morning, we have decided to continue with another candidate for the Operations Manager position. I know it takes initiative to put yourself forward for a new role. This decision is specific to this opening and does not change how much we value your contributions here.
The team noted your work streamlining vendor onboarding, and there are clear paths to build on that. I'd like to schedule a 30-minute meeting to discuss the feedback from the interview panel and talk about what would strengthen your candidacy for similar roles in the future. Would Thursday at 2 p.m. work for a conversation?
Best,
Elena Ruiz
Director of Operations
The specificity that matters for internal candidates applies equally to every stage of the process. According to LinkedIn, candidates are four times more likely to consider a future opportunity with your company if offered constructive feedback. A sentence or two of specific feedback at the final stage leaves candidates with a better impression of how your company treats people.
Feedback, Consistency, and Legal Risk
The templates above depend on accurate, role-specific wording to do their job. Most candidates want feedback after a rejection, and most hiring teams do not give it. When you do, choose your wording carefully. Juicebox advises keeping early-stage feedback general and reserving specific, role-related feedback for later stages, with HR or legal review for any hire where the legal exposure is higher.
Beyond choosing the right stage for feedback, rejection language should be consistent across candidates for the same role, tied to the job's requirements, and free of any reference to protected characteristics — age, race, gender, national origin, disability, and others covered under federal anti-discrimination law. Consistent, job-related reasoning is not just good practice; it is your clearest position if a decision is ever questioned.
When a candidate pushes back on a rejection, a documented reason applied uniformly across all candidates at that stage is far stronger than a vague explanation assembled after the fact. "We were looking for someone with direct experience managing X, which is a core requirement of the role" is both honest and defensible. Workhint puts the principle directly — long explanations create confusion, invite debate, and introduce unnecessary risk. Be clear, be brief, and be factual.
When a Candidate Asks for More Detail
Some candidates will reply to your rejection email and ask for more feedback. That response is reasonable, and when a candidate asks and you have something useful to say, say it. A short, honest reply keeps a strong candidate willing to come back when the next role opens.
When you have no useful feedback to give, or when the role is sensitive enough that legal has advised against it, acknowledge the request and stop there.
Template option 1: when you have feedback to share
Hi [first name],
Thank you for reaching out. The team was looking for deeper experience in [specific skill or area, e.g., "distributed systems" or "communicating technical decisions to non-technical teams"]. We encourage you to [a specific, constructive suggestion that addresses that gap and that the candidate can act on, e.g., "build that experience, for example by contributing to an open-source project that runs at scale" or "practice explaining your technical decisions to non-technical stakeholders"]. I genuinely wish you well.
[your name]
Template option 2: when the decision was close and there's no clear development area to point to
Hi [first name],
Thank you for reaching out. The final decision was close, and the differences between candidates were narrow and not tied to a clear development area I could point to for you. I genuinely wish you well.
[your name]
Template option 3: when company policy or legal advice rules out feedback
Hi [first name],
Thank you for reaching out. Due to company policy, we aren't able to provide individual feedback on interview outcomes, but we truly appreciate the time you invested in meeting with us and wish you the best in your search. (Alternative to the second sentence: Per our internal guidelines, our team is unable to share specific feedback regarding candidate evaluations. We wish you every success going forward.)
[your name]
Example, template option 1
Hi Alex,
Thank you for reaching out. The team was looking for deeper experience in distributed systems. We encourage you to build that experience, for example by contributing to an open-source project that runs at scale. I genuinely wish you well.
Nina
Rejected Candidates as a Pipeline Asset
A well-handled rejection builds your pipeline. The Cognitive reports that 46% of sourced hires in 2024 came from candidates already in a company's ATS or CRM, up from 26% in 2021. That share keeps growing as more companies invest in candidate relationship management, and those rehires depend on whether candidates left the process feeling respected.
The same dynamic drives referrals and employer reputation, not just reapplication rates. Candidates who leave feeling respected apply again, refer others, and tell people in their field that your company is worth applying to.
The Trade-Off Between Efficiency and Depth
Template-driven rejection emails are efficient and necessary at high volume, but at later stages they signal a mismatch between the effort a candidate put in and the response they received. A candidate who went through three rounds of interviews and receives a form letter will notice the mismatch. On the other hand, writing a fully personalized note for every final-round candidate takes time that not every hiring team has in every search.
The practical middle ground is to use templates as a structure, not a script. The subject line, the opening, and the close stay consistent across candidates. A single sentence naming the actual reason for the decision, or reflecting something specific from the interview, does more for a candidate's impression of your company than three paragraphs of careful boilerplate.
Here is how to build that habit.
Make the Next Rejection Better Than the Last
The templates above are a foundation. Before you use them, adapt each one to your company's voice and the specifics of the role. Add the candidate's name, the role title, and a specific detail from their interview or application. That edit takes two minutes and turns a generic template into a message written for one person.
Beyond the content of the email, set a timing rule your team will keep. Committing to one week at every stage, and 24 to 48 hours for final-round candidates, is achievable for most hiring teams and makes a clear difference in how candidates rate the experience.
Once the timing is in place, audit your rejection emails for accuracy, consistency across candidates, and language that is specific to the role. The candidate who didn't get this role may be the right candidate for the next one, or may know someone who is. A rejection handled with care keeps that door open.
Leave every candidate with a good impression
When you reject candidates with care, you'll naturally encourage referrals and keep good people open to your next role. It will benefit your reputation with both potential employees and customers alike.
Implement a process that's easy to manage so every candidate hears back with the respect they deserve. Polymer helps you streamline and automate your hiring process with messaging templates, a unified messaging feed for every candidate, and hiring stage message automations. Learn more about Polymer today.
Frequently asked questions
For most stages, within one week of the decision. For final-round candidates, within 24 to 48 hours. The closer a candidate got to an offer, the more time they have spent on your process, and the sooner they deserve to hear back. Waiting longer than a week at any stage — and not communicating anything in the meantime — crosses into ghosting territory.
Reference the role directly, and avoid the word "rejection." A subject line like "Your application to [company] for the [role title] position" tells the candidate what the email is about without adding unnecessary weight. Vague subject lines such as "Following up" delay the news and force the candidate to search for it inside the email.
Call the candidate first, then follow up with a written email. The phone call lets you say what a template cannot — specifically what you valued about the candidate and what drove the final decision. The written email confirms what was said and gives the candidate something to refer back to. Be specific, be kind, and be honest about the reason.
At the application stage, keep feedback general — volume is too high for detail, and the hiring team has not learned enough about the candidate to say anything meaningful. For candidates who reached the interview stage, a brief, factual, role-related reason is appropriate and appreciated. At the final round, specific feedback is both appropriate and expected. Whatever you include should be objective, tied to job requirements, and reviewed by HR or legal for sensitive roles.
Avoid promising to keep a resume on file unless a talent pool system actually exists, describing a candidate as "impressive" unless the team genuinely discussed that strength, and using phrases so vague they convey nothing — "you weren't the right fit" tells the candidate nothing useful. Also avoid mentioning anything related to protected characteristics such as age, race, gender, or national origin, even in passing.
Have a private conversation before sending anything in writing, and use the written message to confirm what was discussed — not to deliver the news. Include a specific, forward-looking note about development or future opportunities. The candidate still works for you, and a thoughtful, honest conversation about what comes next matters more than the email itself.
Templates are appropriate and efficient, particularly at the application stage. At later stages, a template should serve as a structure, not the whole message. The closing of the decision, the honest reason, and any specific observation from the interview should be written for that candidate. One genuine sentence added to a template does more for the candidate's experience than a longer, fully boilerplate note.