Choose one of three approaches. The steps for that option appear below.
Choose an option above. On a phone, swipe the tabs left or right to see all options →
Gemini Notebook: builds the map and drafts the note
Gemini Notebook separates approved feedback from panel discussion with citations, then drafts the unsent note from your checked rows.
- You
Have ready: the decision
- Gemini Notebook
Separate the feedback
- You
Check each row
- Gemini Notebook
Draft the note
- You
Finish and record
Have ready: the hiring decision and policy
Use: You
The human hiring decision, the approved communication policy and the permitted feedback points. Panel-only material stays with you and is not uploaded.
Check
No selection decision is inferred; no message is sent or unsupported reason added.
Separate approved feedback from panel discussion
Use: Gemini Notebook
Ask for a cited table separating approved feedback from panel discussion, with a gaps list.
Details
What to paste into the tool
Work only from the uploaded authorized sources. Build the separation of approved feedback from private panel discussion as a table: one row per item, asking for a source citation and effective date on each row (the reviewer rejects any row without a citation), and an explicit 'not stated' entry where evidence is missing. Do not add anything that is not in the sources. Keep private panel discussion notes out of this notebook: panel-only material is separated and retained by the named humans and is not uploaded to the AI step. No selection decision is inferred; no message is sent or unsupported reason added.
Check each map row and citation
Use: You
Check each row against the decision notes and policy; reject any row without a citation and mark gaps before drafting.
Check
HR confirms each row matches the human decision and contains no confidential panel details.
Draft the unsent rejection note
Use: Gemini Notebook
From the reviewer-confirmed rows only, draft the unsent rejection message limited to approved reasons and next steps, with an unresolved-question section.
Details
What to paste into the tool
Using only the reviewer-confirmed rows of the separation of approved feedback from private panel discussion in this notebook, draft the unsent rejection message limited to approved reasons and next steps. Mark it DRAFT, ask for a citation next to each statement (the reviewer rejects any statement without one), and end with an unresolved-question section listing every open item. No selection decision is inferred; no message is sent or unsupported reason added.
Prepare the review copy and record the decision
Use: You
Copy the saved note into a review document, re-check every reference against the originals, write the issue log and record who approved it.
Check
HR confirms the message matches the human decision and contains no confidential panel details. Keep it as preparation only. Your step: assemble the review copy, verify each reference survived the move out of the notebook, log issues, and record the human disposition. No real name, email, phone number or address appears in the review copy; every item is checked against the originals first.
ChatGPT: drafts only from a hand-built checked map
You separate approved feedback from panel discussion by hand. Only the checked map and limits go to ChatGPT for drafting.
- You
Build the map by hand
- ChatGPT
Draft the note
- You
Compare and finish
Build the feedback separation by hand
Use: You
Have ready: the hiring decision, approved communication policy and permitted feedback points. Read the sources yourself and build the separation with locations and gaps.
Check
Your step: read the authorised sources directly and build the separation of approved feedback from panel discussion by hand, one row per item, with source locations, dates and explicit gaps.
Draft the note from the checked map
Use: ChatGPT
Upload only the checked map, supplied limits and unresolved questions; ask for the unsent rejection message, marked as draft.
Details
What to paste into the tool
Draft the unsent rejection message limited to approved reasons and next steps using only the uploaded reviewer-checked separation of approved feedback from private panel discussion and the supplied policy, role or process limits. Mark it DRAFT, keep the map's row IDs next to each statement, and list every unresolved question at the end. Do not add facts that are not in the uploaded map. No selection decision is inferred; no message is sent or unsupported reason added.
Compare the note with the map and finish
Use: You
Compare the draft line by line with the checked map, apply corrections, write the issue log and record the disposition.
Check
Keep it as preparation only. Your step: verify the draft against the checked map, assemble the review copy, log issues, and record the human disposition.
Claude: lists the points, drafts the note, you approve
Claude lists candidate reasons with row IDs. You approve each row; Claude drafts and checks the note against your list.
- You
Have ready: the notes
- Claude
List the points
- You
Approve each row
- Claude
Draft and self-check
- You
Check and record
Have ready: the decision notes and policy
Use: You
The human hiring decision notes, the approved communication policy and the feedback material. Panel discussion stays with you, not the tool.
Check
Your step: separate panel discussion and unauthorised personal details from the decision notes and policy before anything is pasted.
List candidate reasons and next steps
Use: Claude
Ask Claude to list each candidate reason and next step from the pasted material, one row each with a row ID and source location.
Details
What to paste into the tool
From the decision notes and policy I paste, list each candidate reason and next step for a rejection note, one row each with a row ID and the source location it comes from. List open points at the end. Do not add any reason, fact, promise or feedback that is not in the pasted material. No selection decision is inferred; no message is sent or unsupported reason added. Material: [paste the cleaned decision notes and policy here].
Approve or reject each candidate row
Use: You
Compare each row with the approved policy and the original sources; approve only rows you are allowed to share.
Check
Your step: mark each candidate row approved or not, with a reason.
Draft the note and check each sentence
Use: Claude
Ask Claude to draft the unsent note from the approved list only, then check it sentence by sentence against your list and correct it.
Details
What to paste into the tool
Draft an unsent rejection message using only the approved reasons and next steps I paste below. Mark it DRAFT. Put the row ID beside each statement. Be respectful and short. Do not add any reason, fact, promise or feedback that is not in the list. List open points at the end. No selection decision is inferred; no message is sent or unsupported reason added.
Check your draft against my approved list, sentence by sentence. For each sentence give the row ID that supports it. Flag any sentence with no matching row, any promise, and any wording that sounds like a new reason. Give a corrected draft with flagged sentences removed or reworded to match the list. Keep it marked DRAFT. No selection decision is inferred; no message is sent or unsupported reason added.
Check the note and record the decision
Use: You
Compare every sentence with the approved list and the human decision, log issues and record the final decision.
Check
HR confirms the message matches the decision and has no confidential panel detail. Any message sent, record update or employment decision happens separately under human authority. Keep it as preparation only. Your step: compare the draft with the approved list, log issues, and record the human decision.
Compare the three approaches
Option A: Gemini Notebook: builds the map and drafts the note
Best when: You want citations beside each statement to check against originals
What it does: Gemini Notebook maps and drafts; you check each stage
Strong at: Answers questions grounded in your sources
Limit: Some requests may be refused or need rephrasing
Free plan: Yes
Option B: ChatGPT: drafts only from a hand-built checked map
Best when: You want the raw sources to stay with people only
What it does: You build the map by hand; ChatGPT drafts from it
Strong at: Writes, rewrites and summarises text
Limit: Drafting from a checked map not vendor-described; check each line
Free plan: Yes, limited (uploads, images, voice, analysis)
Option C: Claude: lists the points, drafts the note, you approve
Best when: You want the tool to list, draft and self-check the note
What it does: Claude lists and drafts; you approve each point
Strong at: Drafts and edits text in many formats
Limit: Row IDs and rejection notes not vendor-described; match each row
Free plan: Yes
Before you paste into any AI tool, remove any confidential information. Put it back at the end.
Final check
Never paste credentials or full payment details.
Recruiter and HR reviewer: Check each draft or result against your original inputs. No selection decision is inferred; no message is sent or unsupported reason added.
Confirm all changes and the authorised audience; any communication, record update or employment decision happens separately under human authority.
Preparation only: no autonomous hiring, employee rating, pay or access change, record update, external message, purchase or legal decision. Named humans retain authority.
Speed and quality are relevant user priorities, not measured performance claims; no product binding or benchmark is asserted.
Use only material authorised for this purpose and audience; cut down employee and candidate personal data.
Keep source references, effective dates and unresolved facts; do not infer protected traits or fabricate missing evidence.
Check the result against your original inputs. Approve it before sharing or acting.