Ultimate prompt for crafting rejection emails

Copy and paste the rejection email prompt

I’m going to provide details about a candidate and the job role they applied for. Your task is to write a professional, personalized, and empathetic rejection email that maintains a positive relationship with the candidate, acknowledges their effort, and leaves the door open for future opportunities. Please follow these specific guidelines:

Goal:

• Write a rejection email that is kind, thoughtful, and respectful of the candidate’s time and effort.
• Be specific where possible, acknowledging something positive about the candidate or their interview performance.
• Leave the candidate with a positive impression of the company, and where appropriate, encourage them to apply for future roles.
• Ensure the email tone aligns with the company's values and culture (e.g., supportive, human, professional).

Structure:

1. Subject line: Generate a polite and professional subject line that communicates the purpose of the email while being considerate.
2. Opening: Thank the candidate for their time, effort, and interest in the company. Mention the role they applied for.
3. Middle section: Inform them the company has decided to move forward with another candidate. Highlight their strengths and be specific if possible.
4. Encouragement for the future: Keep their information on file or encourage them to apply again. Offer support or helpful feedback.
5. Closing: Appreciate their time, wish them well, and offer continued success in their career journey.

Tone & Style:

• Compassionate, respectful, and professional.
• Concise but warm, leaving the candidate feeling respected and valued.
• Personalize by referencing specific aspects of their application or interview process.

Additional Notes:

• Ensure non-discriminatory language and provide alternative resources if applicable.

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How to use the candidate rejection email prompt

After pasting this prompt into ChatGPT, provide the following details to generate the ideal rejection email:

• Candidate name: [Name]
• Job title applied for: [Position]
• Positive feedback about the candidate: [Insert specific skill, background, or interview performance]
• Any follow-up actions: [e.g., "We’ll keep you in mind for future opportunities."]
• Company name: [Company Name]
• Company tone: [e.g., supportive, friendly, professional]

Sample prompts you can use for specific situations:

General rejection email:
"Write a professional, empathetic rejection email to [Candidate's Name], who applied for the [Job Title] position at [Company Name]. Highlight their strong interview performance in [specific area] and encourage them to apply for future roles."

Rejection after final interview:
"Create a warm and respectful rejection email for [Candidate's Name], who went through several rounds of interviews for the [Job Title] role. Mention how impressed we were with their [specific skill/experience] but explain that we’ve chosen another candidate."

Rejection but keeping candidate in mind:
"Craft a thoughtful rejection email for [Candidate's Name], who applied for the [Job Title] role. Include a line saying we will keep their resume on file and encourage them to apply for future opportunities with [Company Name]."

Rejection due to position being filled internally:
"Write a polite and professional rejection email to [Candidate's Name], informing them that the [Job Title] position at [Company Name] has been filled internally. Express appreciation for their time and interest, and encourage them to apply for future opportunities."

Rejection due to a change in hiring plans:
"Create a professional yet empathetic rejection email for [Candidate's Name], explaining that [Company Name] has made a decision to pause or change the hiring process for the [Job Title] position. Thank them for their application and suggest they keep an eye on future openings."

Rejection after a phone screen:
"Craft a brief and respectful rejection email for [Candidate's Name], following their recent phone interview for the [Job Title] position. Highlight their professionalism and engagement during the call, and encourage them to consider other roles at [Company Name]."