Email template · Interview follow-up
Interview feedback email to candidate
In short
An interview feedback email to a candidate shares specific, job-related observations from their interview: what went well and where they fell short of what the role needed. It is usually sent with or after the decision. Below are four templates, subject lines, an SMS and practical guidance on what feedback is safe and useful to give.
When to send it: Send it within two business days of the decision, either with the rejection or as a follow-up when a candidate asks. Only send it once the decision is final and the feedback has been checked against the scorecards.
Interview feedback email to candidate: 4 versions
Rejection with constructive feedback
SubjectYour interview for [Job Title]: decision and feedback
Hi [First Name], Thank you for interviewing for the [Job Title] role. I'm sorry to let you know we've decided to move forward with another candidate. I wanted to share some feedback from the panel in case it's useful: - **What stood out:** [Specific Strength, e.g. your examples of handling escalated customers were clear and showed good judgment under pressure]. - **Where other candidates were stronger:** [Specific, Job-Related Gap, e.g. the role involves building weekly schedules for a 40-person team, and other finalists had more direct experience with workforce management tools]. [Optional Suggestion, e.g. If you're interested in team lead roles in future, hands-on scheduling experience would strengthen your application.] Thank you again for your time, and I wish you the best in your search. [Your Name] [Title], [Company]
Close finalist, keep in touch
Subject[Job Title]: our decision, and thank you
Hi [First Name], This was a close decision, and I wanted to tell you personally that we've offered the [Job Title] role to another candidate. The panel was impressed by [Specific Strength]. In the end, the deciding factor was [Specific, Job-Related Reason, e.g. the other candidate's experience launching a second site, which is the main priority for this role in its first year]. We'd like to stay in touch. [Similar Role or Team] hires regularly, and I'd be glad to reach out when something opens. If you'd rather we didn't, just let me know. Thanks again, [Your Name] [Title], [Company]
Reply to a feedback request
SubjectRe: Feedback on my interview for [Job Title]
Hi [First Name], Thanks for asking. It's a good question, and I'm happy to share what I can. From the panel's notes: - [Strength 1] - [Area to Develop 1, Tied to a Requirement of the Role] - [Area to Develop 2, Optional] I hope that's helpful. These comments relate to this role and its requirements specifically; for a different position the balance could look quite different. Best of luck, [Your Name] [Title], [Company]
Moving forward, with feedback for the next round
SubjectNext round for [Job Title], plus some notes
Hi [First Name], Good news: the team would like you to move forward to the [Next Round] for [Job Title]. Some feedback that may help you prepare: - The panel liked [Specific Strength]. - They'd like to hear more about [Topic, e.g. how you've handled underperforming team members], which will come up in the next round with [Interviewer Name or Role]. I'll send times for the [Next Round] by [Date]. [Your Name] [Title], [Company]
Subject line ideas
- Your interview for [Job Title]: decision and feedback
- Feedback from your [Job Title] interview
- [Job Title]: our decision, and thank you
- Some feedback from the hiring team
- Next round for [Job Title], plus some notes
- Re: Feedback on my interview for [Job Title]
SMS and WhatsApp version
Hi [First Name], it's [Your Name] from [Company]. We've decided not to move forward for [Job Title]. I've emailed you some feedback from the panel. Thanks for your time and best of luck.
Placeholders to replace: [First Name], [Job Title], [Company], [Specific Strength], [Specific, Job-Related Gap], [Specific, Job-Related Reason], [Similar Role or Team], [Next Round], [Interviewer Name or Role], [Date], [Your Name], [Title]
Should you give interview feedback at all
Many employers default to no feedback because of legal worry. That's an overreaction, but not an unreasonable instinct. A sensible middle ground used by many large employers:
- Finalists and candidates who did more than one round get brief, specific feedback.
- Anyone who asks after an interview gets a short, factual reply.
- Early-stage applicants get a clear decision, without individual feedback; volume makes it impractical.
Candidates who receive useful feedback are much more likely to reapply and to speak well of the process, even when rejected. For finalists you'd hire next time, feedback is one of the cheapest pipeline investments you can make. For candidates who get a decision without feedback, a well-written rejection email after interview is the right tool.
How to give interview feedback to candidates safely
The rule is simple: every point must be tied to a requirement of the job and supported by the interview scorecards. Feedback that strays from that creates risk.
Safe to say: specific skills or experience compared with the role's requirements, examples the candidate gave that were strong or thin, answers that didn't address the question.
Don't say: anything touching a protected characteristic under Title VII, the ADEA, the ADA or state law. That includes "culture fit" without a job-related explanation, energy or "presence" comments that can read as age-related, remarks on accent unless clear spoken English is a genuine requirement of the role, references to family, health, pregnancy or availability tied to those, and comparisons to named candidates.
Have a second person (often HR or the recruiter's lead) read any feedback before it goes to a finalist. Keep the email and the underlying scorecards together in the candidate's history so anyone answering a follow-up sees exactly what was said. Rules on feedback and record retention vary by state and country.
Writing constructive feedback after an interview
Keep it short: one or two strengths and one or two gaps. Long lists turn feedback into a critique and invite argument.
Be concrete. "Your answer on conflict was general" helps nobody; "when asked about a conflict with a coworker, your example didn't include what you did or how it ended" is something the person can fix.
Frame gaps against the role, not the person. "The role needs someone who has run payroll for 500+ employees" is fair. "You lacked confidence" is subjective and disputable.
Don't reopen the decision. If the candidate replies arguing a point, thank them and close the conversation politely.
Timing and sequence
Send feedback after the decision, never in the same day's thank you email after the interview. Hinting at assessment before the panel has decided can mislead the candidate and lock you into a position.
For finalists, a short phone call followed by the written email is the gold standard. For everyone else, email within two business days of the decision is fine. If a candidate asks for feedback, reply within a week; after that, memories of the interview are thin and the scorecards are all you have.
Mistakes to avoid
- Feedback not backed by scorecards, which is hard to defend if challenged
- Vague comments like "not the right fit" or "other candidates were stronger" with no detail
- Personal traits instead of job requirements
- Promising future roles you can't commit to
- Long back-and-forth debating the decision
Frequently asked questions
How do you give interview feedback to candidates?
Share one or two strengths and one or two gaps, each tied to a specific requirement of the role and supported by the interview scorecards. Keep it brief, factual and free of anything touching protected characteristics.
Are employers required to give interview feedback?
In the US, no federal law requires it. In the UK and EU, candidates can request their personal data, which may include interview notes, under data protection law. Many employers give feedback to finalists or on request.
What is an example of constructive feedback after an interview?
"Your examples of handling upset customers were clear and specific. The role involves building weekly schedules, and other finalists had more direct workforce management experience, which was the deciding factor."
What should you not say in interview feedback?
Avoid comments on age, health, family, accent, appearance or any protected characteristic, vague "culture fit" remarks, comparisons to named candidates and anything not supported by the interview notes.
Should interview feedback be given by phone or email?
For finalists, a short call followed by an email works best. For other candidates, a written email is fine and gives both sides a record of what was said.