# Candidate declined offer reply prompt: free ChatGPT template > Reply gracefully when a candidate turns down your job offer: thank them, keep the door open and ask, if you want, one question about why. Source: https://learn.ynteractive.com/content/prompts/job-offer-decline-reply-prompt · Updated 2026-10-02 · Free from Stepthrough (https://learn.ynteractive.com) [Hiring and HR](https://learn.ynteractive.com/content/prompts#job-hiring-and-hr) · [Recruiting](https://learn.ynteractive.com/content/prompts#industry-recruiting) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 2, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this when a candidate you wanted tells you they are declining your offer. It stings, and it is tempting to answer too fast, or to push back. A good reply thanks them, accepts the decision, leaves the door open and, if you choose, asks one light question about what tipped it, which is useful hiring data. This prompt writes that reply. It won't try to change their mind, criticize their choice, or promise a future role. **Have a professional review it.** This prompt helps you draft, not decide. Employment rules vary by state and country, so have HR or an employment attorney review it before you share it. ## 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 a hiring manager at [COMPANY] replying to [CANDIDATE], who has declined our offer for the [ROLE] position. Context: Their message: [THEIR MESSAGE]. What we liked about them: [STRENGTHS]. Do we want to ask why they declined: [ASK WHY]. Would we consider them for future roles: [FUTURE]. What happens next with the search: [NEXT STEPS]. Task: Write a short, gracious reply. Thank them for their time and for being straightforward. Accept the decision without arguing or negotiating. Mention one real thing we liked from the list. If I said yes to asking why, add one optional, low-pressure question and say no answer is needed. If I said we would consider them later, say so plainly, and if not, say nothing about the future. Never promise a role. Format: Plain text email under 120 words, subject line starting "Re:" with the role, no emoji. ``` ## Fill in the blanks **`[COMPANY]`** Your organization's name. **`[CANDIDATE]`** The candidate's first name. **`[ROLE]`** The job they were offered. **`[THEIR MESSAGE]`** Their note pasted as written. **`[STRENGTHS]`** One or two specific things they showed in the process. **`[ASK WHY]`** Yes or no. **`[FUTURE]`** Whether you'd welcome them for later roles. **`[NEXT STEPS]`** What you are doing with the search now. ## Example, filled in **A made-up example** from the free lesson [Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR)](https://learn.ynteractive.com/content/chatgpt-interview-debrief-scorecard). Willow Bend Physical Therapy is the made-up clinic from the recruiting lessons. The owner answers a made-up candidate who turned down the front desk lead offer. The names are invented. Copy example ```text Role: You are a hiring manager at Willow Bend Physical Therapy replying to Samira, who has declined our offer for the front desk lead position. Context: Their message: "Thank you so much for the offer. After a lot of thought I've accepted another position closer to home." What we liked about them: she handled the mock scheduling exercise calmly and asked sharp questions about our patient flow. Do we want to ask why they declined: yes. Would we consider them for future roles: yes. What happens next with the search: we are reopening the interview list this week. Task: Write a short, gracious reply. Thank them for their time and for being straightforward. Accept the decision without arguing or negotiating. Mention one real thing we liked from the list. If I said yes to asking why, add one optional, low-pressure question and say no answer is needed. If I said we would consider them later, say so plainly, and if not, say nothing about the future. Never promise a role. Format: Plain text email under 120 words, subject line starting "Re:" with the role, no emoji. ``` ## What a good answer looks like - Thanks for her honesty, and congratulations on the new role rather than disappointment. - One specific compliment, the mock scheduling exercise. - A single optional question, like "If anything about our offer made it hard, we'd welcome hearing it, but no need to reply." - A plain "we'd be glad to hear from you again", with no promise of a position. ## 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. - Read it for guilt or pressure. Cut anything that sounds like a second sales pitch. - Check that the compliment is true and specific to her. - Don't mention other candidates or the search status unless you are sure it is fine to say. - If you asked why, record the answer in your own hiring notes, not in a public thread. ## Practice it in the free lesson **[Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format)**: Ask ChatGPT for the same customer email twice, once vaguely and once with a four-part prompt, and see exactly why structure gets a better answer. 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/prompt-writing-101) Also useful: [Turn an Interview Debrief into a Scorecard and a Candidate Follow-Up (Recruiting & HR)](https://learn.ynteractive.com/content/chatgpt-interview-debrief-scorecard) ## Terms used here [Candidate experience](https://learn.ynteractive.com/content/glossary/candidate-experience) · [Interview debrief](https://learn.ynteractive.com/content/glossary/interview-debrief) · [Follow-up email](https://learn.ynteractive.com/content/glossary/follow-up-email) ## Related prompts - [Candidate rejection email prompt](https://learn.ynteractive.com/content/prompts/candidate-rejection-email-prompt): Write a short, respectful rejection email that thanks the candidate for the step they reached and promises nothing you won't do… - [Offer letter draft prompt](https://learn.ynteractive.com/content/prompts/offer-letter-draft-prompt): Draft an offer letter from terms you've approved, with no added legal clauses or promises, plus a list of every term used and… - [Candidate pipeline update prompt](https://learn.ynteractive.com/content/prompts/candidate-pipeline-update-prompt): Turn an applicant tracker export into a weekly hiring update: counts by stage, what moved, next steps with owners, stalled… ## More hiring and hr 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… - [Candidate outreach message prompt](https://learn.ynteractive.com/content/prompts/candidate-outreach-message-prompt): Write a short, honest message to someone who isn't job hunting: why them, based on their work only, the real role and pay, one… - [Candidate skills task prompt](https://learn.ynteractive.com/content/prompts/candidate-skills-task-prompt): Design a short, fair work-sample task for candidates: made-up materials, a time limit, clear instructions and a scoring rubric… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)