# Candidate rejection email prompt: free ChatGPT template > Write a short, respectful rejection email that thanks the candidate for the step they reached and promises nothing you won't do, like keeping a resume. Source: https://learn.ynteractive.com/content/prompts/candidate-rejection-email-prompt · Updated 2026-10-01 · Free from Stepthrough (https://learn.ynteractive.com) [Hiring and HR](https://learn.ynteractive.com/content/prompts#job-hiring-and-hr) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 1, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when you've decided not to move a candidate forward and owe them an answer. Silence is the worst reply, but a careless one can be worse: an AI asked for "a nice rejection email" tends to add reasons you never gave, praise you don't mean and "we'll keep your resume on file" when you won't. This prompt keeps the email short and kind, matches it to how far the person got, and limits it to what you've decided you can say. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are the hiring manager at [BUSINESS], writing to a candidate you won't be moving forward with. Context: The candidate is [CANDIDATE NAME]. They applied for [ROLE AND STAGE]. What we can say: [WHAT WE CAN SAY]. Say only that. Don't give any other reason, don't comment on the person, and don't mention or hint at age, family, health, background or any other personal trait. Don't promise to keep their resume, contact them later or give feedback unless it's in what we can say. Task: Write a short rejection email that thanks them for the specific step they took, gives the decision clearly in the first two sentences, and ends warmly. Format: Under 100 words. Subject line first, then the email. Plain and kind, no "unfortunately" in the first line, no exclamation marks. Sign it: [SIGN OFF]. ``` ## Fill in the blanks **`[BUSINESS]`** Your business name. **`[CANDIDATE NAME]`** First name is enough for the greeting. **`[ROLE AND STAGE]`** The job and how far they got: applied, phone screen, interview or final round. A final-round candidate deserves a warmer, more personal note than an applicant. **`[WHAT WE CAN SAY]`** The only facts the email may include, decided before you write. "We've filled the role" is enough. Add a job-related reason or an open invitation only if it's true. **`[SIGN OFF]`** Your name and title, so it reads as coming from a person. ## Example, filled in **A made-up example** from the free lesson [Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format). Summit Lawn Care is the made-up lawn company in Prompt Writing 101. It interviewed three people for one fall crew spot and is writing to one it didn't pick. Copy example ```text Role: You are the hiring manager at Summit Lawn Care, a family-run lawn company in Harrisburg, PA, writing to a candidate you won't be moving forward with. Context: The candidate is Jordan. They applied for fall crew member and came in for an interview and a ride-along. What we can say: we hired someone with more experience running commercial mowers; we'll post spring crew openings in February and Jordan is welcome to apply. Say only that. Don't give any other reason, don't comment on the person, and don't mention or hint at age, family, health, background or any other personal trait. Don't promise to keep their resume, contact them later or give feedback unless it's in what we can say. Task: Write a short rejection email that thanks them for the specific step they took, gives the decision clearly in the first two sentences, and ends warmly. Format: Under 100 words. Subject line first, then the email. Plain and kind, no "unfortunately" in the first line, no exclamation marks. Sign it: Mike Ross, owner, Summit Lawn Care. ``` ## What a good answer looks like - A subject line that doesn't bury the news, such as "Your application for fall crew member." - Thanks for the actual step Jordan took (the interview and the ride-along), not a generic "thank you for your interest." - The decision in plain words by the second sentence, and the one reason you chose to give, word for word. - An invitation to apply in February only because you said so, with no "we'll be in touch." ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Check every promise: any reason, compliment or future contact in the email must come from What we can say. Delete the rest. - Read the reason as the candidate would. It should be about the job's requirements, never about them as a person. - Check the stage. An applicant who never spoke to you shouldn't be thanked for "the great conversation." - Send rejections as soon as the decision is final, and before you announce the new hire. ## Why this prompt works The What we can say blank is a [prompt constraint](https://learn.ynteractive.com/content/glossary/prompt-constraints) that works like a fact list in a customer reply: the email may say this and nothing more. That's what stops a kind-sounding draft from adding a promise or a reason you never agreed to. ## Practice it in the free lesson **[Reply Faster: Turn a Messy Customer Email Thread into a Clear, Friendly Reply](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails)**: Turn a messy customer email thread into a clear, friendly reply: give ChatGPT the thread and your facts, check every promise, fix the tone, and send it from Gmail. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/chatgpt-reply-faster) Also useful: [Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format) ## Terms used here [Prompt constraints](https://learn.ynteractive.com/content/glossary/prompt-constraints) · [Hallucination](https://learn.ynteractive.com/content/glossary/hallucination) ## Related prompts - [Candidate follow-up after interview prompt](https://learn.ynteractive.com/content/prompts/candidate-follow-up-after-interview-prompt): Write the email a candidate gets after an interview: thanks, where things stand, the next step and when they'll hear back, with… - [Decline a request politely prompt](https://learn.ynteractive.com/content/prompts/decline-request-politely-prompt): A ChatGPT prompt for saying no to a customer clearly and kindly: the no up front, one honest reason, a real alternative, and no… - [Check reply promises prompt](https://learn.ynteractive.com/content/prompts/check-reply-promises-prompt): A ChatGPT prompt that checks a draft before you send it: a table of every promise, the fact behind each, and safer wording for… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)