Set one rejection email for your recruiting organization

Keep candidate communication consistent

RecruitIQ now gives each organization one shared rejection email template. Organization owners and administrators can set the subject and message once, preview the result, and use supported placeholders for details such as the candidate name, job title, recruiter, and organization.

When any internal recruiter chooses to notify a candidate while moving them to a rejection stage, RecruitIQ resolves the latest saved organization template at send time. Recruiters do not need to copy the message into each job or maintain separate personal versions.

Edit the template from Email Settings or the decision

Open Settings, choose Email Settings, and select Rejection email to review or update the shared organization template. Follow-up email settings live beside it, while organization notification controls are clearly marked as coming soon.

You can also open a candidate stage control from either a job pipeline or the candidate profile and choose a rejection stage. The same confirmation shows the candidate, job, destination, and email decision in both places. Use the settings control there to review the organization template before completing the move.

Owners and administrators can save changes from either template editor. Other internal team members can review the current template, but they cannot replace the organization default.

Stage changes and delivery remain clear

Moving the candidate and delivering the message remain separate outcomes. RecruitIQ reports whether the rejection email was sent, skipped, or failed without silently undoing the candidate stage change.

The organization template applies to rejection emails. If a candidate has no usable email address and RecruitIQ offers a text-message fallback, that text continues to use the standard RecruitIQ message.