# Rejection templates by stage
*Module 6, Lesson 5. Silence costs more than rejection.*

| Stage | Timing | Form |
|---|---|---|
| Applied, not progressed | Within days | Short template, no feedback |
| Screened, not progressed | Within a week | Template naming the general reason |
| Interviewed | Within 2 days of the decision | Personal email, specific and brief |
| Final stage | Same or next day | A call, then written confirmation |

---
## 1. Applied, not progressed
> Subject: Your application for [Role]
>
> Hi [Name],
>
> Thank you for applying for [Role]. We are not taking your application forward
> on this occasion.
>
> We had [number] applications and are progressing candidates whose experience
> most closely matches [the one or two requirements that drove the decision].
>
> We keep applications on file for [period] and will be in touch if something
> closer to your background opens up. You are welcome to apply again at any time.
>
> [Name]

## 2. Screened, not progressed
> Hi [Name],
>
> Thank you for your interest in [Role]. We are not progressing your application.
>
> The role needs [specific requirement], and we are prioritising candidates who
> have done this at [scale/context]. That is about the requirement rather than
> your background overall.
>
> [Name]

## 3. After interview
> Hi [Name],
>
> Thank you for your time on [day] — and for [something specific they actually did].
>
> We are not moving forward. The area that decided it was [competency], where the
> role needs [what a 3 looks like] and we were looking for more evidence of [the
> specific thing].
>
> This was a close decision. If you would find a short call useful I am happy to
> talk it through.
>
> [Name]

## 4. Final stage
**Call first, same or next day.** Then confirm in writing:

> Hi [Name],
>
> Confirming our conversation. We have offered the role to another candidate.
>
> You were one of [number] finalists from [number] applicants, and the decision
> came down to [specific, criterion-based reason].
>
> I would like to stay in touch — we expect [type of role] to open in [timeframe]
> and I think you would be a strong fit. May I contact you when it does?
>
> [Name]

---
## Feedback rules
- **Tie it to a criterion.** "The role needs someone who has run this at multi-region
  scale" is about the job. "You seemed junior" is about the person.
- **Use evidence you collected.** If it is not in a scorecard, do not say it.
- **Never compare to other candidates.** "We went with someone stronger" invites the
  question you do not want.
- **Avoid anything adjacent to a protected characteristic** — including communication
  style, accent, presence and cultural fit.
- **Be consistent.** Detailed feedback for some and none for others is itself a pattern.

If you have nothing evidenced to say: *"This was a close decision and I don't have
detailed feedback."* Candidates accept that far better than platitudes.

## Track this
Percentage of candidates who received a decision, by stage. Most teams find the number
is lower than they assumed.