Candidate Declination Letter | Sage

Candidate Declination Letter

Generate a professional, respectful communication to candidates who will not be moving forward — leaving a positive impression of your organization regardless of the outcome.

Step 1 — Job Description

Providing the job description helps Sage write a more personalized and role-specific letter. Select how you’d like to provide it.

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Step 2 — Company & Candidate

Company name

Candidate full name

Position applied for

▼ Add hiring manager & candidate email

Hiring manager / signoff name & title

Candidate email (optional)

Your contact info (optional)

Step 3 — Stage & Reason

Where did this candidate reach?

Applied — not selected for interview Phone screen First interview Second interview Final round Offer extended but declined

This shapes the warmth and depth of the letter — a final-round candidate deserves more acknowledgment than an early applicant.

Reason category (guides Sage — not stated verbatim)

Position filled by another candidate Qualifications not the right fit Moving in a different direction Position placed on hold Overqualified for the role

Step 4 — Output & Options

Delivery format

Email Printed / Mailed Letter Both

Tone

Warm & Empathetic Professional & Formal Brief & Direct

▼ Customize letter options & add a personal note

Invite candidate to apply again in the future recommended

Leaves the door open — great for strong candidates who weren’t quite the right fit

Thank the candidate for their time recommended

Acknowledges the effort they put into the process

Include a brief positive acknowledgment

Softens the message with a genuine note about their strengths

Include EEO statement

Optional — some organizations include this as standard practice

Anything specific to include or avoid? (optional)