This email template is designed for HR professionals to provide constructive feedback to candidates who have recently interviewed for a position. It serves to communicate the outcome of the interview, while also offering valuable insights that candidates can use to improve in future applications. This practice not only fosters goodwill but also enhances the candidate experience, especially for those at entry-level positions.
Template Email
Email subject line: Thank You for Interviewing with [Company Name]
Hi [Candidate First Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We appreciate your interest in joining our team and the effort you put into the interview process.
After careful consideration, we have decided to move forward with another candidate who more closely meets our requirements for this role. However, I want to commend you on [Mention a positive quality or skill that stood out during the interview]. It was clear that you [describe a specific example related to the positive quality].
For future opportunities, we believe that enhancing your [Mention an area for improvement, e.g., specific skills, experience, or education] would make you an even more competitive candidate. We encourage you to pursue additional experience in this area, and we would welcome your application for future openings as they arise.
We will keep your resume on file and recommend checking our careers page for new opportunities. Thank you once again for your interest in [Company Name]. We wish you the best of luck in your job search.
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Sending interview feedback is crucial for maintaining a positive relationship between the candidate and the organization. It provides candidates, particularly those who are entry-level, with constructive insights that can help them improve their future applications. This feedback can boost their confidence and encourage them to keep pursuing opportunities, potentially leading to future applications with your company.
When to send?
This email should be sent promptly after the final stages of the interview process—ideally within a week after the decision is made. Providing timely feedback demonstrates respect for the candidate’s time and effort and ensures they have the information they need to improve moving forward.
What to include?
- A clear subject line that reflects the purpose of the email.
- A warm greeting that addresses the candidate by name.
- A thank-you note for their time and effort during the interview process.
- A brief explanation regarding the decision made about the application.
- Positive feedback on what the candidate did well.
- Constructive feedback on areas for improvement.
- Encouragement to apply for future positions and assurance that their resume will be kept on file.
- A courteous closing that wishes them success in their job search.
Best Practices
- Be specific in your feedback to provide clear guidance to the candidate.
- Use a friendly and professional tone throughout the email.
- Personalize the message to reflect the individual candidate’s interview experience.
- Ensure that the feedback is actionable, so candidates know how to improve.
Common Mistakes to Avoid
- Using vague language that doesn’t provide the candidate with real insights.
- Failing to mention any positive attributes or skills demonstrated by the candidate.
- Using discriminatory language or making assumptions based on personal characteristics.
- Delaying the feedback email, which can leave candidates feeling uncertain about their application status.
