Abhijit Vichare
Dear Professionals, I seek your advice in knowing the professional email format to convey a message to the candidate who appeared for 3 rounds of interviews and his/her profile is kept on hold as the candidate could not perform well in the interview. As a Talent Acquisition professional, I am in the process of creating professional email formats for my professional use. It would be a great help if anyone on this platform could help me with the emails.
From India, Mumbai
Harsh Shukla

Hi Abhijit,

All professional emails should be polite; short; to the point. Details discussions should follow later, this allows for relationships and rapport to develop.

The following email should suffice in this particular case:

Dear Candidate,

Re: (Position applied for)

Whilst you successfully cleared three rounds of interviews, unfortunately you have not been selected at this time.
However, your CV is good and you do interview well, therefore, with your permission I would like to keep your details on hold, and look at other opportunities.
If, you do secure other employment, I would be grateful if you could keep me informed, so that I can maintain accurate records.

Yours sincerely,

I trust the above helps.


From United Kingdom, Barrow
Dinesh Divekar

Dear Abhijit,

I wish you had searched this forum. Around five years ago, in one of the threads, I had corrected the draft of another member and had also given my own draft too. Please click the following link to refer to it:

Mail To Candidates For Position On Hold

Scroll down to refer to the entire correspondence.

By the way, as an upcoming HR professional, are you not expected to write on your own and upload the draft for correction? If you do not even attempt to write also, then how will you improve your business writing skills?


Dinesh Divekar

From India, Bangalore
Abhijit Vichare
Dear Shukla Sir I thank you for your response to my message and I really appreciate it. Your suggestion was helpful. Thanks once again! Abhijit Vichare
From India, Mumbai
Abhijit Vichare
Dear Divekar sir

Thanks for your response to my message. In my search for the relevant email formats on this platform, I did come across your suggestion in the previous threads and it sounds good as well.

However, I believe your suggestion was relevant for the situation when the recruitment process was on hold. My requirement is to inform the candidate that his/her candidature is on hold as the recruitment process is still in progress.

The candidate was good but wasn't good enough to be taken to the next level. She was suitable for a Associate role which we are not hiring currently. Hence, we have to keep her profile on hold until the Associate position reopens as she could be a good fit for that position. Until then we have to put the profile on hold. Hence, the 'on-hold candidature' email was required.

Your help is much appreciated and I thank you for your immediate response to my query. I look forward to connecting with you through this platform.

Thanks once again!
Abhijit Vichare

From India, Mumbai
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