This article is for administrators.
- Administrators and Staffing users can always send thank-you letters.
- Standard users must have permission to send thank-you letters.
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
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From the candidate record, select the red Inactivate or Pass on Candidate button.
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Select a reason for passing from the list.
For more details about these options, refer to Reasons for Non-Selection. -
Select Pass On Candidate to save the reason.
Note: If the window closes and does not prompt you with a communication template, you do not have permission to send Thank You Letters. -
Review the email prompt that appears. A thank you letter template loads based on the candidate’s stage or selected non-selection reason.
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Change the selected template, if desired.
- Select the sender option: Corporate or Personal
- Corporate email templates use your organization’s email address and signature.
- Personal email templates use your individual email address and signature.
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You can edit the message content to personalize the communication.
- Choose when to send the message:
- Select Send Email Now to send immediately.
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Select the Clock icon to schedule the email for a future date and time.
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The gear icon saves your delay settings for future use.
After you send the thank-you letter, the system delivers the message to the candidate and updates their status to inactive. The communication appears in the newsfeed.
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Updated: July 15th, 2026 61 views 0 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.