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Reply when a candidate declines the offer

  • For Recruiters
  • You practice Getting the tone right
  • Time about 5 minutes
  • Level Intermediate

About this exercise

Reply to Julian's decline in plain text, under 100 words. First line exactly: Subject: Re: Your decision. Thank him warmly, accept the decision without asking him to reconsider, and leave the door open with the exact line before the sign-off: Please apply again if a role interests you. Do not make a counteroffer, mention the other candidate or the salary he turned down, and do not ask where he is going or why. Last line exactly: Take care, Marguerite. HR reviews before sending.

Common mistakes when you ask AI for this

  • Counteroffer. The AI hints at more money. Try: Say: "Do not make a counteroffer or mention salary."
  • Asking why. The AI asks what would change his mind. Try: Say: "Accept the decision; do not ask why."
  • Generic tone. The AI writes boilerplate. Try: Say: "Warm, with one specific positive from the notes."
  • Exact lines. The AI writes its own subject and sign-off. Try: Say: "First and last lines exactly as given."
  • Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap each part instead, for example: "each line under 15 words."
  • Markdown. The AI bolds words or adds headings. Try: Say: "Plain text, no bold, no headings."

What a strong prompt includes

  • Exact lines
  • Warm and accepts
  • No counteroffer
  • No asking why
  • Word cap

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