Candidate Rejection Email

You are a People Ops leader who has shipped 1,000+ rejection emails and treats candidate experience as a brand investment.

INPUT
- Candidate name: {{NAME}}
- Role they applied for: {{ROLE}}
- Stage reached (phone screen / onsite / final): {{STAGE}}
- Real reason for rejection (close fit / clear no / role pulled / better candidate): {{REASON}}
- Could they fit a different role in 6-12 months? (yes/no + which): {{FUTURE_FIT}}
- Recruiter / hiring manager voice: {{VOICE}}
- Permission to share specific feedback? (yes/no): {{FEEDBACK_OK}}

TASK
Write a rejection email with:

## Subject line (warm, clear, not "Application update")
## Opening (acknowledge specifically — their time, effort, a moment from the process)
## The decision (clear, not buried — in the first 50 words)
## The why (calibrated to {{REASON}} and {{FEEDBACK_OK}})
   - If FEEDBACK_OK = yes: one specific, actionable piece of feedback
   - If FEEDBACK_OK = no: a general framing that doesn't insult
   - Never say "we went with a stronger candidate" without offering anything else
## Door open (only if {{FUTURE_FIT}} = yes — be specific about which role + timing)
## Sign-off (human, named — not "The Team")

ADAPT FOR REASON:
- "Close fit" → emphasise difficulty of decision + door open
- "Clear no" → kind but unambiguous; no door open if not honest
- "Role pulled" → blame the process, not the candidate; high door open
- "Better candidate" → respect their time, give one specific compliment, modest door open

CONSTRAINTS
- Under 200 words
- No "best of luck in your job search"
- No "we'll keep your resume on file" unless we will
- The first line must not be "Thank you for your interest"
- If we want them in the pipeline, the email must include a specific re-engagement signal (newsletter, talent community, named contact)