State the decision before the reason
Start with the outcome. The candidate should not have to read several paragraphs to learn that the process has ended. Thank them for the time, state the decision and then give the reason. A clear opening is kinder than a slow build-up that keeps the reader guessing.
Use plain words. We will not continue with your application is easier to understand than a phrase about moving in a different direction. Save the detail for the next paragraph.
Give a reason tied to the role
The reason should refer to a criterion the interview tested. If the role needs someone who can explain trade-offs, say that the answer described the task but not the trade-offs. If the role needs stakeholder planning, say that the example stopped before the stakeholders were named.
Avoid a reason that could apply to anyone. We found a stronger match tells the candidate nothing and invites a comparison they cannot check. A specific gap gives the candidate something to work with, even when the decision stands.
Describe the answer, not the person
Keep the focus on what the candidate said or did in the interview. Do not describe the person as shy, arrogant or unsure. Those labels are hard to support and they stay with the reader long after the decision.
If the role needs a particular format, name the format. Say that the answer would need a clear recommendation and the reason behind it. That is a task-level comment, not a judgement about who the candidate is.
Leave internal material out
Do not include scores, reviewer names, panel notes or a summary of the discussion. Those belong to the internal record. Sending them creates a second conversation about evidence the candidate cannot see.
Do not compare the candidate with another applicant. Even without a name, the comparison invites questions about the other person. Keep the message about this application and this role.
Use a small template
A template keeps the structure consistent without turning the message into a form letter. The opening thanks the candidate and gives the decision. The middle names the criterion and the gap. The close offers a next step and, when relevant, the route for a question.
Change the middle section for each candidate. If the template is the same in every message, the candidate will notice. A specific sentence about the answer is the part that makes the message worth reading.
Decide how to handle follow-up
A candidate may ask why they were rejected or request the notes. Decide who answers and what the policy allows before the question arrives. If a formal request route exists, include it in the message or point to it on your site.
Answer once, with the same reason. If the candidate continues to disagree, acknowledge the message and close the exchange. A calm, consistent reply is part of a professional process, and it gives the team a rule to follow when the next request arrives.