Hiring questions
How do you turn a candidate down politely?
Answer soon after you decide, say it clearly in the first lines and thank them for their time. Do not invent a reason. If they came to an interview, one honest sentence about why helps them more than a paragraph of politeness. Everyone should hear back, including people you never called.
When to send it
As soon as you have decided about that person, not when the job is filled. Someone ruled out on the second day should not wait a month to hear it.
What to say
- The decision, in the first two lines.
- Thanks for the time they spent applying.
- For people you interviewed, one true sentence about why. For example, that another candidate had more experience with the equipment you use.
- An invitation to apply again, but only if you mean it.
What to leave out
- A reason you made up. It is easy to see through and hard to take back.
- A promise to keep their CV on file, unless you really will, and they know how long you keep their data.
- Anything about age, health, family or nationality.
A letter for someone who applied
Replace what is in square brackets and keep only what is true.
About your application for [job title]
Hello [first name],
Thank you for applying for [job title] at [company]. We have decided not to take your application further this time.
This is about the fit for this particular role, not a judgement on your work. Thank you for the time you put into applying.
Kind regards
[your name]
[company]
A letter after an interview
About [job title] at [company]
Hello [first name],
Thank you for meeting us about [job title]. We have offered the job to another candidate, whose experience with [the one thing that decided it] was closer to what we need right now.
It was a close decision and we enjoyed talking with you. If a similar job opens, we would be glad to hear from you again.
Kind regards
[your name]
[company]
Keep the second paragraph only if it is true.
How Staffholm helps
Every decision in Staffholm sends the candidate an answer in your company's name, after ninety seconds in which you can still undo it. When you close a job, Staffholm can answer everyone still waiting for that job in one step.
How to go through 200 CVs quickly and fairly →
Written on 24 September 2026.