Library › Writing AI › HR and recruiting

Turn down a strong finalist kindly and point to the right role

Practice: Getting the tone right. About 5 minutes.

About this exercise

You're telling a final-round candidate she didn't get the job. Write under 90 words. The first sentence gives the decision, with no 'after careful consideration' or 'we regret to inform you'. Name one specific strength the panel noted, invite her to apply for the role that's actually opening using its link, careers.northfieldfund.example/comms-associate, and don't explain why or compare her to the other candidate. Write a prompt that gets that email.

Common mistakes when you ask AI for this

  • Trusting the AI to count words. AI is bad at counting. Ask for "under 90 words" and it often lands well over. Try: Cap each part: "4 sentences, each under 18 words."
  • Burying the news. AI rejection emails open with thanks and "after careful consideration", so the decision lands in sentence three. Try: Say it: "Sentence 1 gives the decision. Don't say 'after careful consideration'."
  • Pointing to a dead role. The notes mention the Senior role before saying it was cancelled. The AI may invite her to it. Try: Add: "Invite her to the Communications Associate role posting Dec 1: careers.northfieldfund.example/comms-associate."
  • Explaining the decision. Trying to be helpful, the AI mentions grant-reporting gaps or the other finalist. Try: Add: "Don't give a reason or compare her to anyone."

What a strong prompt includes

  • Sets a word limit
  • Gives the news first
  • Bans stock phrases
  • Points to the right role
  • Keeps the reasons out

Practice this now ↑

Related exercises