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Overview

Rejection Email Templates define the subject and body sent to candidates when a recruiter thumbs down a candidate — or the candidate is dispositioned in the ATS — and Rejection Emails are enabled. These templates are managed from Admin > Templates Bank > Rejection Email Templates. For the settings that control when emails are sent, see Rejection Emails (Settings).
These templates are for rejection emails sent after a thumbs-down or an ATS disposition. For templates used when a candidate doesn’t pass resume screening (Resume Rejected), see Resume Feedback Email Templates.
Example rejection email

Example rejection email

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How template selection works

Tenzo selects a template in this order:
  1. Job-specific template (if configured on the job)
  2. Org default template (your default in the templates manager)
If no template is available, Tenzo cannot send a rejection email.

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Supported variables

When a rejection email is sent, Tenzo replaces {{variable}} placeholders in the subject and body with values from the candidate record, job configuration, and linked ATS job—the same substitution logic used for other candidate-facing templates. Candidate
  • {{candidate_name}} — the candidate’s name
  • {{candidate_phone_number}} — the candidate’s phone number, when available
Job and recruiter
  • {{job_name}} — the candidate-facing job title
  • {{company_name}} — the job’s brand name (or the default brand / organization name). See Organization Branding.
  • {{ai_name}} — the AI caller name configured on the job
  • {{recruiter_phone_number}} — the outbound call number used for this outreach (or configured on the job)
Interview scheduling (when configured on the job)
  • {{estimated_duration_minutes}} — expected interview length based on screening questions
  • {{expiration_days}} — how long web interview links stay valid
ATS job attributes Any field from the linked ATS job is available using dot notation (for example, {{location.city}} or {{custom_field_values.customText1}}). The exact keys depend on your ATS integration and the job’s cached attributes. If a placeholder has no matching value at send time, an unrecognized name (a typo) is left unchanged in the email so you can spot it, but a recognized variable with no value — including the built-in {{candidate.email}}-style namespaces — renders blank. Give any variable that might be empty an or "…" fallback if the sentence needs to read correctly without it. Lookup-table variables If your organization uses lookup tables (Admin → Variables → Lookup Variables), you can also use {{label.column}} variables that resolve from an uploaded table based on the job. These take a fallback value (for example, {{state_lookup.base_pay_rate or "$18.00/hr"}}). A fallback is recommended, not required: without one the editor marks the variable with a may-be-blank warning and saving shows the same advisory, but the save is never blocked. See Lookup-Table Variables. For more examples of how variables are used across interviews and outreach, see Variables.

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How settings affect the final email

Your chosen template is the base email content. The Rejection Emails settings can modify what is appended:
  • Include recommended alternative roles:
    • When enabled, Tenzo appends a section showing other open positions the candidate may be qualified for, with links to view details and express interest.
See Rejection Emails (Settings) for the full setting explanations.

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Managing templates

In the templates manager you can:
  • Create additional templates
  • Edit template subject and body
  • Set a template as the default for new jobs
  • Delete templates you no longer need