The value of giving interview feedback
While you aren’t required to give feedback to unsuccessful candidates, it can impact how they receive the news and reflect positively on your brand reputation. When candidates feel respected, they may speak positively about your company. This positive candidate experience may attract highly qualified candidates in their professional network and help reduce reputational risk.
Unselected candidates might also apply for future positions or become customers. Sharing feedback can also help the candidate improve for future applications. For instance, noting a skills gap helps candidates identify areas for growth or better highlight relevant experience in the future.
Feedback can also show your company’s commitment to a fair and transparent hiring process by providing objective reasons for the job rejection.
Principles for giving unsuccessful candidate feedback
Following a few principles helps ensure your feedback is helpful and professional. Consider these steps when drafting a rejection letter or email.
- Quick feedback: Prompt feedback helps show respect for the candidate’s time and lets them continue their job search. If possible, you might send feedback within several days. Fast responses provide candidates with immediate, relevant insights for their ongoing job search.
- Positive and constructive points: You might mention aspects the candidate did well, such as their excellent interview skills. Using specific examples for positive feedback and areas for improvement can help candidates understand the reasoning behind your decision.
- Consideration for future opportunities: A candidate may be a better addition to some roles over others. As hiring needs evolve and candidates gain new skills, they may become a perfect fit for future openings. Using phrases such as “at this time” helps show you might consider them for other opportunities.
- Specificity in the rejection letter or email: While maintaining privacy, explain that you chose a candidate with more specialized experience, selected an internal applicant or found a closer technical match. For example, you may say you hired a director with seven years of experience in managerial roles, despite the minimum requirement being five.
Unsuccessful interview feedback examples
Examples of interview feedback can help guide your conversations. Here are four scenarios with constructive interview feedback examples:
Scenario 1: Another candidate had more relevant experience
This is a common reason for choosing one candidate over another. The feedback for unsuccessful candidates might list the specific experience that was the deciding factor, such as:
“We were impressed with your project management skills and positive attitude. The decision was close, but we chose a candidate whose experience more closely aligns with the data analysis software we use. We often have other positions open up, and we encourage you to apply again if you find a role that interests you.”
Scenario 2: The chosen candidate had a specific technical skill
When a job requires a certain technical skill, you might include direct feedback to give the candidate clear opportunities for professional growth. Consider using this language when drafting your rejection:
“Thank you again for showing us your problem-solving skills during the technical assessment. For this particular role, we need someone with advanced technical skills in [software]. The successful candidate had several years of direct experience with that platform. Your skill set in [related area] is strong, and we wish you the best in your job search.”
Scenario 3: Soft skills didn’t align with the role
Feedback on soft skills, such as communication or presentation skills, can be more subjective. It’s essential to connect your feedback to the specific needs of the role. You might mention the necessary experience in addition to the soft skills, such as:
“Your communication skills are excellent, and we enjoyed our conversation with you. For this client-facing role, we were searching for someone with extensive public speaking, team collaboration and presentation experience. We decided to choose a candidate who demonstrated a strong background in that specific area.”
Scenario 4: An internal candidate was selected
Hiring internally is a common option for employers, as it helps ensure the new hire is already familiar with your company’s policies. Explaining this can help external candidates understand that the decision didn’t reflect their abilities.
“We want to thank you for your time and the effort you put into the interview process. We had several strong external candidates. In the end, we decided to fill the position with an internal candidate who is already familiar with our company’s goals and systems.”
Giving feedback in writing
If you choose to communicate your decision via email, consider softening the language. A well-written email can thank the candidate, provide brief feedback, offer well wishes and maintain a professional tone.
Example of interview feedback
Dear [Candidate Name],
Thank you for your interest in the [Job Title] position with [Company Name]. We enjoyed getting to know you and appreciate you taking the time to speak with our team.
Although we were impressed with your [list the candidate’s strengths], we aren’t able to offer you the position at this time. We’ve chosen to move forward with another candidate who [briefly name the advantage the other candidate had, e.g., “has experience that more closely matches our current needs”]. We made this decision after careful consideration.
Again, thank you for your time. We wish you the best in your job search and future endeavors.
Sincerely,
[Your Name]
[Your Position]
Hiring managers’ feedback for unsuccessful candidates over the phone
A phone call can be a more personal way to provide interview feedback. A script can help the conversation or voicemail go smoothly if the candidate doesn’t answer.
“Hello [Candidate Name],
This is [Your Name], [Your Position] at [Your Company]. I’d like to thank you for your interest in the position. We enjoyed getting to know you and were impressed with your communication skills. As part of our candidate feedback, I want to highlight your strong, positive attitude.
However, at this time, we’ve opted to go with a more experienced candidate. Again, thank you for your time. Best wishes to you.”
