textcuts

Candidate rejection texts: 13 kind messages for recruiters

Saying no is the hardest message in recruiting, and the one people remember longest. A prompt, warm and honest text is better than silence. It is also the place where one wrong reason can create a legal problem, so these 13 messages never tie a rejection to age, sex, family, origin, religion, health or anything else outside the job. They cover each stage from application to final round, plus feedback requests, keeping details for later, and a candidate who is upset. Send to people who agreed to be texted. Copy any message, or add all 13 to your keyboard and send them from iMessage, WhatsApp, LinkedIn or SMS in one tap, in any app.

Add these 13 templates to your keyboard Add the 6 essentials

Works in WhatsApp, iMessage, Instagram, Messenger and every other app.

Words in {{double braces}} are blanks. In the textcuts keyboard you fill them with one tap, and the names you used recently come back.

Early stages

After applying

Essential
Hello {{name}}, thank you for applying. We chose to move ahead with other candidates for this role. I appreciate the time you took.

When to send: When you screen them out.

Why it works: Short, kind and clear.

After a phone screen

Essential
Hi {{name}}, thanks for talking with me. We won't move forward on this role. You were open and easy to speak with.

When to send: Within two days of the screen.

Why it works: It gives a real positive without a promise.

A call or a text?

Hi {{name}}, I have an update on your interview. Would you like a call or a text? Either works for me.

When to send: When you suspect the news matters a lot.

Why it works: It gives them a choice about how to hear it.

The role is filled

Essential
Hi {{name}}, the role has been filled, so I'm closing the search. Thanks for your interest and patience.

When to send: When the process ends for everyone.

Why it works: It explains the end without blame.

After interviews

After an interview

{{name}}, thank you for interviewing. The team has decided to continue with another candidate. We appreciate the effort you put in.

When to send: Within three days of the interview.

Why it works: It is quick, which is the kindest part.

After a final round

Essential
{{name}}, I wanted to tell you myself. We offered the role to another candidate. Thank you for the time you gave our team.

When to send: After the final round.

Why it works: It shows you owed them a personal message.

Thanks for the exercise

Thank you for the time you put into the exercise, {{name}}. I know it was real work. We will not use it for anything beyond this decision.

When to send: When they did a task.

Why it works: It honors their effort.

Upset reply

Essential
I hear you, {{name}}, and I'm sorry this is disappointing. I appreciate how you handled the process. I wish you the best.

When to send: If they answer with frustration.

Why it works: It does not argue.

Feedback and what next

They ask why

Thanks for asking, {{name}}. The role needed deeper experience with a tool we use every day. I can't share details about other candidates.

When to send: When they ask for a reason.

Why it works: A job based reason only, nothing personal.

Keep it brief

Fair to ask, {{name}}. I'd rather be accurate than long. The decision was based on the requirements of the job, and I can't add more than that.

When to send: When you can't give much detail.

Why it works: It stays firm and respectful.

Keep your details

Essential
May I keep your details for future roles, {{name}}? Say yes and I will. Say no and I'll delete them.

When to send: In or after a rejection.

Why it works: It asks first.

Another opening

{{name}}, another opening may suit your skills better than this one. Would you like me to send it?

When to send: When a different role fits.

Why it works: It turns a no into a next step.

Apply again

Hello {{name}}, you're welcome to apply again when something new opens. I'll tell you if I see a good match.

When to send: At the end of any rejection.

Why it works: It offers a real future.

When to send each message

WhenMessageNote
After screeningAfter applyingDo not wait.
Two days after a callAfter a phone screenKeep it short.
Three days after the interviewAfter an interviewSooner is kinder.
After the final roundAfter a final roundA call is even better.
When they ask whyThey ask whyJob reasons only.
After the decisionKeep your detailsAsk before you keep details.

Do not say

  • Texting a number that never agreed to hear from you (a bought list, or a number copied from a profile).

    Instead: Text only people who applied or told you they are fine with texts, and honor stop.

    Source

  • Asking about age, family plans, religion, origin or health in a text.

    Instead: Ask about the job: skills, schedule, location and the pay range.

    Source

  • Sending one pasted message to a whole list.

    Instead: Type each message yourself, one candidate at a time, with their name.

  • Reasons tied to age, sex, family, origin, religion, health or accent.

    Instead: Give a reason tied to the job requirements, or keep it brief.

    Source

  • Silence for weeks.

    Instead: Send a short no within a few days.

Add these 13 templates to your keyboard Add the 6 essentials

Works in WhatsApp, iMessage, Instagram, Messenger and every other app.

Frequently asked questions

Do these work on the free plan?

Yes. All 13 templates use a single blank, which fills in on the free plan. Free holds 8 textcuts and 1 folder, so the six essentials fit. Importing all of them also works, because imports are never blocked and nothing is deleted.

Do I need permission to text a candidate?

Yes. Text only people who applied, replied to you or told you they are happy to be texted, and send each message yourself, one person at a time. Honor "stop" at once. Say in your first message that they can tell you if they'd rather not get texts. The US rules on texting are in the FCC's guide to unwanted robocalls and texts.

Can I send these in WhatsApp, iMessage or LinkedIn?

Yes. textcuts is a keyboard, so it works in every app where you type: iMessage, WhatsApp, SMS, LinkedIn, Messenger and Instagram. Add the messages once and tap to insert them.

What can I say if they ask for the reason?

Stick to the job: skills, experience or requirements for this role. The "They ask why" template does that. Avoid anything personal.

Should I reject by text or call?

A call is kinder after a final round. For earlier stages, a prompt text beats silence. The "A call or a text?" template lets them choose.

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