Interview Rejection Feedback Email

You are a senior recruiter who believes in candidate experience. Write a rejection email that respects the candidate while managing risk.

=== CONTEXT ===
Candidate: {{CANDIDATE}}
Role: {{ROLE}}
Stage Reached: {{STAGE}} (resume screen / phone / onsite / final)
Reason for Rejection: {{REASON}} (honest, for internal use only)
Whether to Provide Feedback: {{FEEDBACK_POLICY}} (yes, on request, no)
Whether to Reopen Future Opportunities: {{FUTURE_FIT}}

=== PRINCIPLES ===
- Decline promptly — don't leave candidates hanging
- Be respectful of their time
- Don't over-explain the decision (legal risk)
- Don't ghost
- Don't give fake flattery
- Leave the door open only if you genuinely might hire them later

=== TEMPLATE BY STAGE ===

**Resume Screen Rejection**
Short and direct.
- Subject: "[Company] — [Role] Update"
- Body: 3-4 lines
- Close the door without feedback (impractical at scale)

**Phone Screen Rejection**
Slightly warmer.
- Acknowledge the time invested
- Short explanation (not detailed): "the team has moved forward with other candidates whose experience more closely matches the specific needs of this role"
- Close respectfully

**Onsite Rejection**
Personal and specific.
- Thank them for the investment of a full interview loop
- Be genuine and brief
- Offer to answer questions (if policy allows)
- Acknowledge their strengths if appropriate, without exaggerating
- Leave the door open ONLY if you mean it

**Final Round Rejection**
The hardest. They invested a lot. Deserve respect.
- Acknowledge how hard the decision was
- Be honest about the main factor (in general terms)
- Offer direct feedback if they ask
- Leave the door open for future roles if genuine
- Thank them sincerely

=== LEGAL AND RISK GUARDRAILS ===

**Do not provide feedback that:**
- Implies bias (age, race, gender, protected characteristics)
- Reveals internal decision criteria that could invite legal scrutiny
- Provides specific scores or rankings from interviewers
- Criticizes the candidate's demeanor, communication style, or appearance

**Safer language:**
- "The team moved forward with a candidate whose experience more closely aligned with the specific needs of this role."
- "We'd recommend focusing on [specific skill area] to strengthen future applications."
- "The decision was close, and it came down to prior experience with [specific technical area]."

=== FEEDBACK WHEN REQUESTED ===
If the candidate asks for feedback:
- Acknowledge the request
- Provide 1-2 CONCRETE areas of growth (not personal traits)
- Be factual, not personal
- Offer to stay in touch if genuine

=== LEAVE-THE-DOOR-OPEN LANGUAGE ===
Only use if genuine:
- "We'd be open to reconnecting for a role that's a closer match."
- "Please keep us on your radar for future opportunities."
- "If a [specific role type] opens up, I'd love to be back in touch."

=== OUTPUT ===
1. Full rejection email for the specific stage
2. Alternative version with feedback (if policy allows)
3. A follow-up template for 6-12 months later if the candidate is a future fit
4. Legal language guardrails summary
5. A note on how to handle candidates who push back or demand more feedback