Tell the candidate the result, the retake or reapply timing, the feedback route and the accommodation contact. Two templates cover the common cases.
What the email should say: four lines
Give the result, the timing, the feedback route and the accommodation contact. Keep it short, and do not leave the candidate guessing. What happens if you fail a pre-employment assessment shows what that silence feels like from their side. Candidates often ask is it normal to fail a job assessment and can you still get hired if you fail an assessment test; those two pages cover their side.
Template 1: not moving forward, reapply after N months
Subject: Your [Role] application at [Company]
Hi [First name],
Thanks for completing the [assessment name] for the [Role] role. Your result
did not meet the threshold we set for this position, so we won't move your
application forward.
You're welcome to apply again after [N] months, from [date]. If you'd like a
short note on the skill areas the assessment measured, reply and I'll send it.
We also have [other role] open, which uses a different assessment: [link].
If you need an adjustment to how any of our assessments are delivered, tell me
and we'll arrange it.
Thanks for your time,
[Name]
Template 2: offering a retake
Subject: Next step on your [Role] assessment
Hi [First name],
Thanks for completing the [assessment name]. Your score came in below the level
we need for the [Role] role. We'd like to offer you one retake.
The retake uses a different version of the test and takes about [X] minutes.
You can complete it any time before [date] here: [link]. Your application stays
open until then.
If anything got in the way the first time, such as a technical problem or a
need for an accommodation like extra time, let me know before you start and
we'll sort it out.
Best,
[Name]
What to leave out
Leave out other candidates' scores or rankings. Leave out remarks about age, disability, health, family, accent or origin. Do not promise future employment.
Pre-offer disability questions are prohibited and may be used as evidence of intent to discriminate, so keep the accommodation line general.
Retakes, waiting periods and accommodation requests
The Uniform Guidelines say employers should provide a reasonable opportunity for retesting and reconsideration, and may take reasonable steps to preserve test security (29 CFR 1607.12).
OPM defines the retest waiting period as the interval an applicant must wait to retake an assessment. Typical intervals run from three months to three years for cognitive tests and from zero days to three years for non-cognitive ones. The basis for the policy should be clearly explained and documented. Those ranges are federal practice, not a rule for private employers.
The ADA makes it unlawful to fail to make reasonable accommodations, including in the administration of tests. An applicant may request an accommodation at any time during the process, and an employer may ask whether an applicant will need one for a timed test. Say so in the email.
When the candidate asks for feedback
Give feedback on request, limited to skills the candidate can change, and avoid anything that reads as bias.
Score every candidate on the same criteria with AI Candidate Evaluation, then send the result the same week so the message matches the decision.