PPrelim

Candidate Notice Templates

Last updated: May 16, 2026

Draft notice. These templates are starting points only and are not legal advice. Run them past your own employment counsel before use. Prelim is not responsible for your compliance with applicable AI-in-employment laws — see your Terms of Service and the DPA.

The templates below cover three current US jurisdictions with specific notice requirements for automated employment decision tools (AEDTs) or automated decision systems (ADS). Each template uses [bracketed placeholders] for the fields you need to fill in.

1. NYC Local Law 144 Candidate Notice

When to send. At least 10 business days before using an Automated Employment Decision Tool (AEDT) to screen a candidate for a role that (i) is based in New York City, (ii) can be performed in NYC, or (iii) will be filled by an NYC resident.

How to send. Email each candidate individually, or post a clearly labeled notice on the job posting and the application portal at least 10 business days before any AEDT scoring takes place. Keep records.

Required content. That an AEDT will be used; the job qualifications and characteristics the AEDT evaluates; instructions for requesting an alternative selection process or accommodation; instructions for requesting information about data retention and disclosure.

Reference: NYC Admin Code § 20-871; DCWP final rules; bias audit obligations are separate and Customer's responsibility.

Fields to fill in: job title; the characteristics the AEDT evaluates (use Prelim's interview configuration to enumerate them — typically job-relevant skills, experience, and the questions you have defined); your contact email for questions and accommodation requests.

Subject: Notice — Automated Employment Decision Tool will be used in your application for [JOB TITLE] Dear [CANDIDATE NAME or "Applicant"], You are applying for the position of [JOB TITLE] with [COMPANY NAME]. As part of our screening process for this role, we will use an automated employment decision tool ("AEDT") — Prelim — to help evaluate your application. This notice is provided to you at least ten (10) business days before the AEDT will be used, as required by New York City Local Law 144. 1. What the AEDT does. The AEDT conducts a text-based chat interview and uses artificial intelligence to (a) ask follow-up questions, (b) score your written responses on a 0–100 scale with written reasoning, and (c) produce a recommendation tier (strong_yes / yes / maybe / no / strong_no). A human reviewer at [COMPANY NAME] makes the final hiring decision; the AEDT output is decision-support only. 2. Job qualifications and characteristics the AEDT evaluates. The AEDT evaluates the following job-related qualifications and characteristics for this role: [LIST EACH CHARACTERISTIC — e.g., "Relevant experience in resident care," "Communication clarity," "Availability for the posted schedule," "Knowledge of HIPAA basics." Use the questions and rubric you configured in Prelim.] 3. Alternative selection process or accommodation. If you would prefer not to be evaluated by the AEDT, or if you require a reasonable accommodation to participate (for example, an alternative format under the Americans with Disabilities Act), please email [CUSTOMER ACCOMMODATION EMAIL] within five (5) business days of receiving this notice. We will offer an alternative screening process at no disadvantage to your application. 4. Data retention and disclosure. To request information about what data the AEDT collects, how long it is retained, and with whom it is shared, email [CUSTOMER CONTACT EMAIL]. Prelim's published retention policy is available at https://prelim.com/privacy. 5. Bias audit. The most recent independent bias audit of the AEDT, and a summary of its results, is available at [LINK TO PUBLISHED BIAS AUDIT]. If you have any questions about this notice, contact [CUSTOMER CONTACT EMAIL]. [COMPANY NAME] [COMPANY ADDRESS]

2. Illinois HB 3773 / IDHR AI Notice

When to send. Whenever AI is used in any employment decision affecting an Illinois employee or applicant. Effective January 1, 2026, under Public Act 103-0804 amending the Illinois Human Rights Act.

How to send. Provide notice to the candidate before the AI-based screening takes place. Email or in-application disclosure are both acceptable; keep records.

Required content. That AI is being used in the employment decision; the type of AI being used and its general purpose; the characteristics or factors the AI evaluates.

Reference: 775 ILCS 5/2-102(L) (as amended by Public Act 103-0804 / HB 3773).

Fields to fill in: job title; the characteristics or factors the AI evaluates; your contact email.

Subject: Notice — AI will be used in your application for [JOB TITLE] Dear [CANDIDATE NAME or "Applicant"], You are applying for the position of [JOB TITLE] with [COMPANY NAME]. As required by the Illinois Human Rights Act (as amended by Public Act 103-0804), we are providing you with notice that artificial intelligence ("AI") will be used as part of our employment-decision process for this role. 1. AI is being used. We will use an AI-based screening tool — Prelim — as part of evaluating your application for this position. 2. Type of AI and its general purpose. Prelim is a text-based AI screening tool. Its general purpose is to (a) conduct a written chat interview with you using questions configured by [COMPANY NAME], (b) evaluate your written responses, and (c) produce a score and recommendation for use by our human hiring team. The final hiring decision is made by a human reviewer at [COMPANY NAME]. 3. Characteristics and factors the AI evaluates. The AI evaluates the following job-related characteristics and factors for this role: [LIST EACH CHARACTERISTIC — e.g., "Relevant experience," "Schedule availability," "Demonstrated knowledge of [DOMAIN]," "Clarity and completeness of responses."] If you have questions, want to request a reasonable accommodation, or would prefer an alternative screening process, please email [CUSTOMER ACCOMMODATION EMAIL]. [COMPANY NAME] [COMPANY ADDRESS]

3. California FEHA Automated Decision System Notice

When to send. Whenever an Automated Decision System (ADS) is used in employment selection affecting a California candidate or employee. The Civil Rights Council's amendments to the FEHA regulations took effect October 1, 2025.

How to send. Provide notice to the candidate before the ADS is used. Email or in-application disclosure are both acceptable; keep records.

Required content. That an ADS is being used; the purpose; the characteristics or criteria evaluated; that the candidate may request alternative selection procedures or accommodations.

Reference: California Code of Regulations, Title 2, § 11008 (as amended October 1, 2025) and related FEHA regulations on Automated Decision Systems.

Fields to fill in: job title; the characteristics or criteria evaluated; your contact email for alternative procedures and accommodations.

Subject: Notice — Automated Decision System will be used in your application for [JOB TITLE] Dear [CANDIDATE NAME or "Applicant"], You are applying for the position of [JOB TITLE] with [COMPANY NAME]. As required by California's Fair Employment and Housing Act regulations (Cal. Code Regs., tit. 2, § 11008), we are notifying you that an Automated Decision System ("ADS") will be used in connection with our selection process for this role. 1. ADS in use. We will use Prelim, an AI-based text-screening tool, as an Automated Decision System in our selection process. 2. Purpose. The purpose of the ADS is to conduct a written chat interview with you, evaluate your responses, and produce a job-related score, written reasoning, and recommendation for use by our human hiring team. The final hiring decision is made by a human reviewer at [COMPANY NAME]. 3. Characteristics and criteria evaluated. The ADS evaluates the following job-related characteristics and criteria for this role: [LIST EACH CHARACTERISTIC — e.g., "Relevant experience," "Schedule availability," "Knowledge of [DOMAIN]," "Communication clarity."] 4. Alternative selection procedure or accommodation. You may request an alternative selection procedure or a reasonable accommodation by emailing [CUSTOMER ACCOMMODATION EMAIL]. Examples include a phone or in-person interview, additional time, or a different format. We will respond promptly and will not penalize your application for making the request. If you have any other questions, contact [CUSTOMER CONTACT EMAIL]. [COMPANY NAME] [COMPANY ADDRESS]

More questions? See the Compliance overview, the DPA template, or email marcus@prelim.chat.