Your [[job title]] application at [[company]]: next time

Hi {{first_name}},

I appreciate you putting yourself forward for the [[job title]] position. It takes initiative to apply internally, and I want you to know that was noticed.

We've decided to go with a candidate who had more direct experience in [[specific area]]. That's the deciding factor, not a reflection of your potential or your work on [[their current team or project]].

Your interest in this kind of work is something I'd like to support. Would you be open to a conversation about how to build toward a similar role down the line?

[[Your name]], [[your role]]

Hi {{first_name}},

Thank you for interviewing for the [[job title]] position. [[Referring employee name]] spoke highly of you, and I can see why. Your experience with [[specific area]] came through clearly in the conversation.

We've decided to go with another candidate whose background was a closer fit for [[specific requirement]]. I wanted to let you know directly before you heard through other channels.

I'd welcome the chance to stay connected. If a role closer to your strengths opens up, I'll reach out.

[[Your name]], [[your role]]

Hi {{first_name}},

I wanted to reach out personally to let you know we've decided to move forward with another candidate for the [[job title]] role. This was a close decision, and your [[specific contribution: presentation, technical assessment, case study]] in the final round stood out.

We went with a candidate whose background was a closer match to [[specific requirement or area, e.g., "the infrastructure scaling experience the role requires"]]. That's not a reflection of the quality of your work in this process.

I'd genuinely welcome the chance to reconnect if a similar role opens up. I'll keep your details on file and reach out directly if something comes up.

[[Your name]], [[your role]]