Playbook #8
Write a personalized candidate response
Transform your candidate responses into clear, respectful, and consistent messages in less than 5 minutes.
The Challenge
You stare at the screen, looking for words to say "no" without being cold, or "yes" without seeming distant. Each candidate deserves a personalized response, but time is lacking. Result: generic messages that harm your employer brand, or worse, silences that frustrate candidates.
What this playbook brings you
Go from 15–25 minutes of hesitant writing to 3–5 minutes to produce a personalized, consistent, and professional message. A ready-to-send text that respects the candidate, protects your employer image, and reduces the emotional load associated with refusals. AI helps you structure and rephrase the message, but you keep control over the substance, tone, and final decision.
"How you reject a candidate says more about your company than how you recruit." — Anonymous HR Advice
When to use this capsule
- Refusal after final interview - two finalists at 5% apart, each deserves a personalized answer
- Job offer to sign within 48h - your yes must be warm and engaging
- Keeping in talent pool - the position is closed but you want to keep contact
- High volume of applications – answering humanly without copy-pasted messages
- Internal feedback transformed into response - structuring raw committee notes
What you'll need
- The candidate's name and the targeted position
- The decision: selected or not selected
- 1-3 concrete strengths observed during CV review or interview
This prompt works with all AI tools
Copy-paste this prompt into your tool
Write a personalized candidate response email following a selection process.
**Information to use:**
- Candidate Name: [Name]
- Targeted Position: [Position]
- Decision: [Selected / Not selected]
- Observed Strengths: [1-3 concrete elements from CV or interview]
- Additional Context (optional): [Notes, impressions, reason for refusal if relevant]
**Instructions:**
1. Email Subject: clear and respectful
2. Opening: thank for time and interest
3. Body: explicitly recognize listed strengths (do not invent anything)
4. Decision: communicate clearly, without ambiguity. If decision is "Not selected", avoid any comparative justification or reference to other candidates.
5. Do not formulate actionable feedback or improvement advice unless explicitly provided in information.
6. Closing: keep door open if appropriate
**Constraints:**
- Tone: professional, warm, human
- Length: 150-250 words maximum. Favor short and direct sentences. Avoid filler formulas.
- Forbidden: do not invent any detail not provided in information above
Reminder: AI can make mistakes. Always review the content before sharing it.
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Less than 30 seconds