Send polite rejection emails without writing each one.

You got 90 applications for one job. You called five people and hired one. The other 85 never heard back. You meant to reply, but you ran out of time. A month later, someone posts on Facebook that your company "doesn't even answer."

Most businesses don't ghost people on purpose. Writing 85 kind emails just never makes it to the top of the list. Here are templates you can copy, plus how a hiring assistant takes the whole job off your hands.

Templates you can copy

1. Not a fit, before any interview

Hi [name], thank you for applying for the [job] position at [company]. We read your application carefully. This time we're moving forward with applicants whose experience is a closer match. We wish you the best with your search.

2. Good applicant, but the job is filled

Hi [name], thank you for applying for the [job] position. We've filled the role, but we liked your application. If you're OK with it, we'll keep your details and contact you when a similar job opens.

3. After an interview

Hi [name], thank you for meeting with us about the [job] position. We've decided to offer the job to another candidate. We enjoyed talking with you and really appreciate your time.

4. The job was cancelled

Hi [name], thank you for applying for the [job] position. We've decided not to fill this role for now. We're sorry for the trouble, and we'll let you know if it opens again.

What makes a rejection email polite

• It's short. Three or four sentences. Long emails feel like you're explaining yourself.
• It's clear. Say "we're not moving forward." Don't make people guess.
• It's on time. Within a week or two of applying. A no after two months stings more than a quick one.
• It doesn't critique. Skip feedback unless someone asks, and only after an interview.
• It doesn't promise. Only say "we'll keep your details" if you really will.

What it's like when someone else sends them

A good assistant doesn't wait until the job is filled to send the no's. They reply as each application is checked. Someone applies on Monday without the license you need, and by Monday afternoon they've had a kind, clear email. Nobody waits a month for nothing.

That's what a personal hiring assistant like BKKStaff does. As your assistant screens each application against your must-haves, the people who don't meet them get a polite decline with your job title and company name. The people who look strong move to your interview shortlist. After interviews, the final decision and those last emails stay with you.

You set the bar. You can see the criteria your assistant uses and change them while the job is open. Every person who applies hears back. It costs $99 USD for one open position for 30 days. See how it works.

Common questions

Will the emails sound like a robot?

No. They're short and polite, and they use your job title and company name, like the templates above.

Do I approve every rejection?

You set the must-haves at the start. People who clearly don't meet them get a decline as part of screening. If you think someone was declined by mistake, tell us and we'll look again.

Can I keep good people for later?

Yes. Your applicant list is kept, so you can invite strong people back when another job opens.

Slow replies cost you good applicants too. Read why good applicants won't wait for a reply.