Best Practices for Giving Interview Feedback to Unsuccessful Candidates
TL;DR
- Be prompt with feedback to unsuccessful candidates to avoid leaving them hanging.
- Highlight strengths and areas to improve, not vague remarks.
- Share real unsuccessful interview feedback examples, positive and negative.
- Pick a delivery method that suits the candidate (email, phone, etc.).
- Close with encouragement and clear next steps.
When someone interviews for a job and then gets rejected, it often feels like closing a book without telling them why some chapters stood out and others didn’t. Many hiring teams skip giving interview feedback to unsuccessful candidates, citing time or legal concerns, and that leaves candidates confused, frustrated, and unsure how to do better next time.
In this blog, you will learn how to give feedback that respects the candidate, improves your reputation, and helps both sides. You will learn why giving feedback matters, what to do (and what not to), giving interview feedback to unsuccessful candidates examples, unsuccessful interview feedback examples, how to reject a candidate after interview example, negative feedback interview, plus sample templates and how to deliver feedback well.
Why Giving Feedback to Unsuccessful Candidates Matters
Improves candidate experience
Recent data shows that about 70% of rejected candidates say receiving a clear reason why they weren’t selected leaves them with a positive impression of the company. Without feedback, many share a negative story about their experience.
Protects and builds the employer brand
Candidates talk. When feedback is weak or missing, unsuccessful candidates are more likely to tell others, and that can hurt your company’s ability to attract talent in the future. In one study, 72% of candidates with a bad experience will share it with their network.
Helps candidates grow
Feedback gives insight into what they did well, what needs work (technical, soft skills, interview technique). This not only helps them improve but also shows you treated them as a person, not just another rejected resume.
Keeps the door open
Someone who was not right today may be right later. If feedback is respectful and constructive, candidates are more likely to apply again, or refer others, or leave with respect rather than resentment.
Best Practices for Giving Interview Feedback
Here are concrete steps for giving interview feedback to unsuccessful candidates in a way that feels helpful and fair.
Best Practices for Giving Interview Feedback
| Practice | What to do | Why it matters |
|---|---|---|
| 1. Be timely | Send feedback as soon as possible after decision. Don’t wait weeks. | Delays leave candidates in limbo. Timely feedback increases trust. |
| 2. Be specific and actionable | Instead of generic “you need more experience,” say “in the technical test we were looking for depth in X-tool; you can strengthen with project work in that area.” Use giving feedback to unsuccessful interview candidates that includes examples. | Vague feedback frustrates; specific feedback helps growth. |
| 3. Start with strengths | Mention what the candidate did well (communication, research, specific answers). Interview remarks like “strong examples in past work” help soften the blow. | Highlights value; shows you saw the good too. |
| 4. Use a balanced tone | Use kind, neutral wording. Avoid language that sounds accusatory or harsh. How to tell a candidate they didn’t get the job should feel respectful — see didn’t get the job. | Preserves dignity; reduces negative backlash. |
| 5. Offer encouragement + next steps | Give suggestions, resources, or what they could work on. Include what are some examples of positive interview feedback so candidates know what to build on. | Helps candidates leave with optimism, not bitterness. |
| 6. Avoid legal or subjective pitfalls | Don’t comment on protected attributes, don’t lie, avoid vague comparisons (“others did better”). Keep feedback rooted in observation. | Prevents risk; keeps feedback fair. |
| 7. Tailor feedback to candidate | Some prefer written feedback, others phone. Recognize personality, role, seniority. Also anticipate interview feedback questions they might have. | Makes feedback more useful; feels more human. |
| 8. Record internal notes | Keep notes so feedback is consistent and accurate, and you can follow up if a candidate asks. | Ensures fairness and avoids contradictions. |
How to Deliver Feedback (Methods That Work)
Delivering unsuccessful interview feedback is more than just hitting send on a rejection email. The way you share feedback shapes how the candidate feels about your company. These are methods that work:
Email for clarity
Sending feedback by email lets candidates go back and reflect on the negative feedback interview points at their own pace. Keep the note simple and organized. This method works well for junior roles or when you’re dealing with a high number of applicants, and phone calls aren’t practical.
Phone call for personal touch
For mid- to senior-level hires, a short phone call works best. It’s respectful, adds context, and shows effort. This is also a good moment to answer candidate feedback on interview process questions.
Video call for relationship roles
If the candidate is someone you may want to re-approach later, a video call can leave a lasting impression. It allows tone, body language, and empathy to shine through.
Combine formats
Sometimes the best option is to use more than one method. A quick call lets you share the news directly, and a follow-up email with unsuccessful interview feedback examples makes sure the candidate has something in writing. It keeps the message clear while still feeling personal.
Encourage dialogue
Make it clear that feedback isn’t a one-way street. If they’re unsure about how to ask for interview feedback, invite questions, and give consistent answers. That way, the process feels more like guidance than rejection.
How to Deliver Feedback (Methods That Work)
Drag each statement into the correct box (Email, Phone, Video call). Then click “Check Answers”.
Sample Interview Feedback Templates
Templates make feedback easier when hiring at scale. But it should be customised to not sound robotic. Here are some examples:
Example 1 – General rejection with positive tone
Subject: Interview Outcome
Hi [Candidate Name],
Thanks for interviewing with us for [Role]. We liked your preparation and enthusiasm. Your presentation skills and team examples were good.
However, for this role, we needed more hands-on experience with [specific skill]. This was the key factor in our decision.
Stay in touch when new roles open. In the meantime, keep working on your communication and project delivery skills. We see a lot of potential there.
Best,
[Recruiter Name]
(This balances positives with constructive feedback and shows how to tell a candidate they didn’t get the job nicely.)
Example 2 – Role-specific technical rejection
Hi [Candidate Name],
Thank you for your time during the process. We were impressed with your problem-solving approach and creativity.
In the technical assessment, we were looking for advanced knowledge in [tool/tech]. That’s why we moved forward with another candidate.
We encourage you to continue building that skill. If you’d like, we’re happy to share resources.
Kind regards,
[Hiring Manager Name]
(Good illustration of how to reject a candidate after interview example while keeping the door open.)
Example 3 – Encouragement heavy tone
Hi [Candidate Name],
While we’ve decided not to move forward for [Role], we want to acknowledge your preparation. Your research about our company and thoughtful answers were appreciated.
Though this wasn’t the right fit, your strengths in collaboration and adaptability will serve you well. Remember, not landing one role doesn’t define your career.
Best of luck in your journey,
[Recruiter Name]
(This serves as words of encouragement for someone who didn’t get the job.)
Sample Interview Feedback Templates
Tip: personalize the opening and the closing line for an extra human touch.
Common Mistakes to Avoid in Candidate Feedback
Even good intentions can backfire. Avoid these pitfalls:
Being vague
Telling someone “others were stronger” doesn’t help them improve. Sharing clear, specific unsuccessful interview feedback examples gives the candidate something to work on.
Overly negative tone
Feedback should never feel like criticism. Keep balance by highlighting positives along with areas of improvement.
Over-promising
Don’t say “we’ll call you for the next role” unless you mean it. That can mislead and damage trust.
Ignoring legal sensitivity
Never reference age, gender, or personal background. Feedback must stay tied to job performance or skills.
Skipping documentation
Failing to keep notes creates inconsistency. If a candidate asks about interview remarks, you’ll want to be sure your message is accurate and aligned.
Common Mistakes to Avoid in Candidate Feedback
Click each message to mark it as Mistake. Leave the one good example unmarked. Then press “Check Answers”.
“Others were stronger.”
Vague and unhelpful. Share specific, role-related examples instead.
“We’ll call you for the next role.”
Don’t promise future action unless you mean it. It hurts trust.
“You were professional and prepared, but this role needs more hands-on experience with X. Building projects in X could strengthen your profile.”
Clear, job-related, and actionable. This is constructive feedback.
“We loved you, but you just don’t fit our culture.”
Subjective and risky. Tie feedback to job criteria, not vague “fit”.
Conclusion
Giving interview feedback to unsuccessful candidates goes beyond wrapping up the process. It’s a chance to show professionalism and treat people with respect. Thoughtful feedback can strengthen your reputation as an employer, encourage candidates to stay interested in future roles, and turn rejection into something useful. Keep it structured, personalize your message, and steer clear of common mistakes. Done well, feedback points candidates toward what’s next.
FAQs
Ideally yes but volume matters. For high-volume entry roles, brief email templates can work. For senior roles, personalized feedback builds stronger goodwill.
Detailed enough to be useful, without overwhelming. Focus on 2–3 specific strengths and 1–2 improvement areas.
Be clear, kind and professional. Acknowledge their effort, give constructive insight and close with encouragement. This is how to manage how to tell an applicant they didn’t get the job without burning bridges.
Yes but customize it. A template provides structure but personalization ensures candidates don’t feel like they received a generic copy.
