Regarding your application, we chose a different path
Type: HR, Candidate Rejection
Tone: Respectful, direct
With this subject line, you state the decision first so that the reader immediately understands the context.
Fewer words, more insight.
When to Use
Send within 48 hours of the final interview to show respect and close the loop fast.
Thanks for the pitch, we must pass for now
Type: Editorial, Partnership
Tone: Cordial, concise
Gratitude lands first, so disappointment softens. “Pass” rounds the verdict in one syllable.
Project budget won’t stretch, proposal declined
Type: B2B Sales, Procurement
Tone: Transparency, pragmatic
Money sits center stage, so suppliers grasp the real blocker. You avoid filler words, and save the vendor a phone call.
Scholarship update, your submission won’t progress
Tone: Empathetic, formal
The phrase “submission won’t progress” feels neutral and spares harsh rejection verbs. Referring to the email as an “update” makes it seem routine rather than punitive.
Following interview, we moved forward elsewhere
Type: HR, Post-Interview Rejection
Tone: Candid, courteous
With this line you reference the interview, anchoring the moment. The terms “moved forward” and “elsewhere” sit side by side, so the candidate quickly understands the outcome.
When to Use
Send within one business day of a final decision to honor candidate time.
Feature request reviewed, not on the roadmap yet
Type: SaaS, Product Feedback
Tone: Helpful, honest
“Reviewed” tells users that their feedback matters. “Not on the roadmap yet” implies a possibility, which makes rejection less harsh.
Return denied, warranty terms unmet
Tone: Straightforward, firm
You explain “why” in the subject line, which reduces back-and-forth ticket volume. “Terms unmet” positions the decision against policy rather than personal judgment.
Guest post idea appreciated, not publishing now
Tone: Friendly, open-ended
Show your appreciation early on, then break the news. Saying “not publishing now” leaves room for future collaboration.
Your application impressed us, but we chose another fit
Type: HR, Candidate Rejection
Tone: Gracious, respectful
You start with praise and end with clarity. That combination helps readers walk away feeling respected, even if they are disappointed.
Requested refund denied, see store policy below
Tone: Firm, transparent
By front-loading the decision, customers won’t be left guessing. “See store policy” provides a rationale, which reduces emotional flare-ups.
Usage Tips for Emails
Always link the relevant clause in your return policy, not just the homepage.
Sorry [first name], that spot filled fast
Type: Event, Workshop, Membership
Tone: Apologetic, casual
This subject line strikes the right balance between apology and urgency. “That spot filled fast” makes the situation feel shared without sounding too personal.
