Email template · Interview follow-up
Candidate experience survey email
In short
A candidate experience survey email asks applicants to rate your hiring process after a decision, usually with a 0–10 recommend question and two or three short follow-ups. Below are templates for rejected candidates, new hires and high-volume applicants, plus timing, question design and the mistakes that sink response rates.
When to send it: Two to five days after the candidate hears the outcome, never before. For new hires, send within the first two weeks while the hiring process is still fresh.
Candidate experience survey email: 3 versions
After a rejection
SubjectTwo minutes on your experience with [Company]?
Hi [First Name], Thanks again for interviewing for the [Job Title] role. I know the outcome wasn't what you hoped for, and I'd value your honest view of how we handled the process. The survey has four questions and takes about two minutes: [Survey Link] It's anonymous unless you choose to leave your name, and nothing you say affects future applications. We read every response and use them to fix what isn't working. Thanks, [Your Name] [Title], [Company]
New hire
SubjectHow was our hiring process, honestly?
Hi [First Name], Now that you've been with us for a week, I'd love your view of the hiring process from the other side: what was clear, what was slow, what we should stop doing. The survey takes about two minutes: [Survey Link] Your answers go to the recruiting team only, not your manager, and are reported in aggregate. Thanks, and welcome again. [Your Name] [Title], [Company]
High-volume, early stage
SubjectQuick question about applying to [Company]
Hi [First Name], You recently applied for [Job Title] at our [Location] site. One question: how likely are you to recommend applying here to a friend? [0-10 rating link] That's it. If you want to add a comment, there's a box on the next screen. Thanks, [Company] Recruiting Team
Subject line ideas
- Two minutes on your experience with [Company]?
- How did we do?
- Your feedback on our hiring process
- One question about applying to [Company]
- Help us improve how we hire
- How was our hiring process, honestly?
- Rate your interview experience
SMS and WhatsApp version
Hi [First Name], thanks for applying for [Job Title] at [Company]. How likely are you to recommend applying here to a friend, 0 to 10? Reply with a number or use [Survey Link]. Reply STOP to opt out.
Placeholders to replace: [First Name], [Job Title], [Company], [Location], [Survey Link], [0-10 rating link], [Your Name], [Title]
Who to survey, and when
Survey people at the points where experience is decided: after rejection at application review, after rejection post-interview, after an offer is declined, and after hire. Each group sees a different process, so tag responses by stage. A single blended score hides the fact that, say, your interviewed-and-rejected candidates hate you while new hires are happy.
Timing matters more than wording. Send after the candidate has the outcome, typically two to five days after the rejection email goes out. A survey that lands before the decision reads as a test, and one that lands a month later gets almost no answers. Don't send it in the same email as the rejection either; it looks like you care more about your score than their result.
For in-process candidates, a pulse question after the interview can work, but keep it separate from your post-interview thank-you email and make it clearly optional.
What to ask
Four to six questions is the ceiling. Most teams use:
- How likely are you to recommend applying to [Company] to a friend? (0–10). Candidate NPS = % of 9–10 scores minus % of 0–6 scores.
- How clear was the information about the role and pay? (1–5)
- How respectful were we of your time? (1–5)
- Did you hear back when we said you would? (Yes / No)
- What one thing should we change? (open text)
Candidate NPS is useful as a trend, not as a target. Negative scores are common for rejected candidates and say little on their own. Watch the open comments and the gap between stages. Build the survey once in a forms tool with a hidden field for stage, role family and site so you can cut results without asking candidates for that information.
Response rates and what to expect
Response rates vary widely. Short surveys sent to hires and to finalists often get 20 to 40 percent; mass surveys to early-stage applicants usually get far less. A one-question SMS can beat email for hourly applicants who rarely check inboxes.
What raises response: one tap to start, a time estimate you actually meet, mobile-friendly design, and a sender name the candidate recognizes. What kills it: logins, more than six questions, and a subject line that sounds like marketing.
Privacy and fairness
Say whether the survey is anonymous, and mean it. If you link responses to candidate records, say so and limit who can see them. Never let survey answers feed back into hiring decisions or future applications; candidates must feel safe being critical. If you operate in the EU or UK, GDPR applies to survey data like any other candidate data, so state the purpose and retention period. Don't ask for protected characteristics such as race, age or disability in an experience survey. Voluntary self-identification belongs in a separate, properly governed process.
Close the loop
A survey nobody acts on teaches candidates and recruiters that it doesn't matter. Review results monthly by stage and site in your recruiting reports, pick one or two fixes per quarter (slow feedback after final interviews is the usual culprit), and tell recruiters what changed. A 200-seat contact center that cut its interview-to-decision time from nine days to three will usually see the post-interview score move within a quarter.
Frequently asked questions
What is a candidate experience survey email?
An email sent after a hiring decision asking applicants to rate the process, usually with a 0–10 recommend question and a few short follow-ups about communication, clarity and respect for their time.
When should you send a candidate feedback survey?
Two to five days after the candidate learns the outcome. For new hires, within the first two weeks. Never before the decision and never in the same email as a rejection.
How do you calculate candidate NPS?
Ask how likely candidates are to recommend applying to your company on a 0–10 scale. Subtract the percentage scoring 0–6 from the percentage scoring 9–10. The result ranges from −100 to +100.
Should you survey rejected candidates?
Yes. They are the largest group and the one most likely to share a bad experience. Their scores will be lower, so compare them with past results for the same stage, not with hires.
How many questions should a candidate survey have?
Four to six at most, including one open-text question. For early-stage, high-volume applicants, a single 0–10 question with an optional comment works better.