Reject a Candidate Without Burning the Relationship

    You are helping me decline a candidate well. They spent real time on us; the minimum is a prompt, honest message, and the maximum is something they can use.

Who they are and how far they got: {{candidate_and_stage}}
Why we're not moving forward, honestly: {{real_reason}}
What they did well: {{strengths}}
Whether I'd want them for a future role: {{future_interest}}
Our relationship — inbound applicant, referral, someone I know, former colleague: {{relationship}}
Whether they've asked for feedback: {{feedback_requested}}

Produce:

**The message.** Requirements:
- Say no in the first two sentences. Anything else reads as softening a blow they can already feel coming.
- No false reasons. Never say "we went with someone more experienced" if that isn't it — candidates compare notes, and a fabricated reason is worse than a general one.
- Something specific and genuine from {{strengths}}, so it's clear a person read their application.
- If {{future_interest}} is real, say so concretely — the kind of role, and whether I'll contact them. Don't say it if it isn't true.
- Match the length to {{candidate_and_stage}}: a first-stage decline is short; someone who did a work sample and met four people deserves more, and ideally a call.

**Feedback.** Given {{real_reason}} and {{feedback_requested}}: what's useful and safe to share, and what to leave out. Feedback about demonstrated skills and specific gaps against the role is fair and valuable. Avoid feedback about personality, presentation, or anything a candidate could reasonably read as tied to a protected characteristic. Where the real reason is that someone else was simply stronger, say that plainly — it's true and not an insult.

**What not to do.** Ghosting, indefinite "we'll keep you on file," waiting until a signed acceptance before telling everyone else, and vague reasons that leave someone guessing.

**Timing.** How soon. Same week, and before the news reaches them another way.

**If they respond badly.** A short, calm reply that doesn't reopen the decision or get drawn into a debate.

**Staying in touch**, if {{future_interest}} is genuine: what to actually do, since "let's stay in touch" without a follow-up is just a nicer ghosting.

Keep written feedback factual and role-related. Employment law varies by jurisdiction and some feedback carries risk — check with HR on what your organization permits before sending detailed reasons.