Writing thoughtful feedback emails after interviews isn’t just a professional courtesy — it’s a crucial part of creating a positive candidate experience and building a strong employer brand. Whether or not a candidate gets the role, how you communicate your decision leaves a lasting impression.
Talent is four times more likely to consider your company for future opportunities when they receive constructive feedback. What’s more, candidates who feel the interview process was fair, honest, and respectful are significantly more likely to recommend your company to others, even if they didn’t get the job.
In this article, we explore how to write interview feedback that’s clear, constructive, and human, as well as provide email templates for different scenarios to help you communicate with confidence and care.
Why interview feedback emails matter
Providing feedback after an interview is a small effort that makes a significant impact. When done thoughtfully, interview feedback emails:
- encourage candidate growth and development;
- maintain a positive relationship, even after rejection;
- strengthen the overall recruitment strategy;
- enhance the company’s employer brand.
A thoughtful response shows that companies aren't just extracting value from candidates — they're also investing in their growth, even if indirectly. It helps individuals identify areas for improvement and better navigate future job searches.
Candidates who receive feedback gain a deeper understanding of what a particular job or industry truly values. They grasp the nuances, learning not only which skills are essential but also which additional strengths can set them apart as top contenders. Ultimately, feedback leads to a more effective hiring process and stronger industry-wide workforce.
While investing in the talent pool may seem like a long-term strategy, it also has short-term implications. Withholding feedback leaves candidates in the dark. As a result, the workforce becomes less prepared for future interviews, making the hiring process more costly and time-consuming for everyone involved.
In some cases, candidates may choose to reapply after improving their skills. When feedback is personalized and framed as an opportunity for growth rather than a final judgment, it signals that the door remains open. This not only encourages candidates to view the company positively but also increases the likelihood of attracting stronger, more prepared applicants in the future.
Best practices for writing effective feedback emails
Writing a feedback email is an opportunity to leave a positive impression, support candidate growth, and reinforce your employer brand. Here are the key principles and best practices to follow when crafting an interview feedback message:
1. Be timely
Job seekers get more out of your feedback if you send it within a few days after the interview. They also need time to reflect on the feedback and prepare for the next steps.
2. State early in the message whether you are offering the job
When a candidate opens your email, the first thing they want to know is the status of their application. There’s no point in keeping them in suspense. Let them know right away whether they’ve been selected, not selected, or are moving forward to the next stage (such as an interview with a senior manager or a behavioral assessment).
If relevant, follow with more detailed feedback on their performance in the previous step.
3. Be honest but tactful
An honest message encourages honesty in return, helping the recipient stay open and reflective.
Start by highlighting what the candidate did well: everyone appreciates knowing which of their professional qualities stand out. Point out strengths in both technical areas (such as knowledge of tools and technologies, critical thinking, or research skills) and soft skills (like communication, confidence, and the ability to express ideas clearly).
If a candidate doesn’t meet the necessary criteria, don’t shy away from specifics. Politely explain why certain skills are essential for the role, and how the absence of those skills impacted the decision.
4. Be specific and clear
Vague comments like “not the right fit” can feel frustrating and unhelpful. Instead, provide clear examples of what the candidate did well and where they could improve. When framing your feedback, consider both technical and interpersonal qualities, and offer advice the candidate can apply to future opportunities.
I once received feedback as a recruiter that really stuck with me:
“I appreciated the rejection — it felt human.”
That meant a lot. It was a powerful reminder that even when someone doesn’t get the job, how you treat them still matters. Tone matters. A little empathy goes a long way. People remember how you made them feel — not just what you said.
A framework for constructive candidate rejection feedback
Rejecting a candidate is never easy. While delivering a job offer often feels rewarding, turning down someone, especially if they made it to the later stages, can be emotionally difficult. In those moments, try to center your message around role-related feedback. To help, we’ve prepared a short framework that highlights key areas to address:
- Core skills
Evaluate whether the candidate demonstrated the technical or functional skills essential for the role.
Example: “For this position, we’re looking for advanced experience with SQL. During the technical interview, your approach showed strong logical thinking, but your solutions didn’t fully meet the performance criteria we require for data-heavy environments.”
- Role-specific problem solving
Did the candidate approach challenges in a way that aligns with the type of thinking the role requires?
Example: “The role often involves resolving ambiguous problems with minimal guidance. While your answers were methodical, we were looking for more independent decision-making and creative problem-solving.”
- Communication in context
How effectively did they communicate in a way that matches the role’s demands? Think: correspondence, technical explanations, or cross-team clarity.
Example: “Since this is a client-facing role, we pay close attention to clarity and responsiveness in communication. We noticed you were somewhat hesitant in articulating your approach, which might be a challenge when explaining project status to clients.”
- Cultural and team fit
Did their working style, values, or collaboration approach align with your team or company culture?
Example: “We value proactive collaboration. Although your technical skills were evident, it seemed you were a bit reserved during the paired task, which made collaboration less fluid.”
- Growth potential or readiness
Was the candidate ready for the role now, or did they show promise but need more experience?
Example: “You demonstrated a lot of potential, especially in your product intuition. However, this particular role requires someone with prior hands-on experience in launching new features independently.”
The key is empathy. If you put yourself in the candidate’s shoes and speak with honesty but also respect, the message usually lands well. Feedback should always be rooted in clear assessment criteria — never personal criticism. Sometimes being direct is the kindest thing you can do, as long as it’s framed constructively and focused on helping the person grow.
How to give feedback efficiently — even at scale
Let’s acknowledge the recruiter’s reality: providing personalized feedback to every candidate sounds great in theory, but it’s rarely feasible when dealing with dozens of applicants.
A smart and sustainable approach is to divide candidates into tiers, adjusting the depth of feedback based on how far they have progressed:
Tier 1: Final-stage candidates → Personalized feedback
Tier 2: Mid-stage candidates → Semi-custom templates
Tier 3: Early screening candidates → Brief, respectful message
Beyond this tiered system, here are several additional tips to help recruiters efficiently manage high volumes without compromising on quality:
1. Use templates with customizable sections
Create core templates for common scenarios, such as a lack of technical depth, soft skills mismatch, or cultural fit. Then, personalize just one or two sentences to reflect something specific from the interview.
Example:
“While your background in email marketing is strong, we found that the technical depth required for this role, especially with [specific technology], was an area of concern. We encourage you to continue building on your experience in [required skill mentioned during the interview].”
2. Batch your feedback time
Set aside a dedicated block of time to write feedback emails. Working in batches helps you stay in the right mindset and tone, while minimizing the mental overhead of task switching.
3. Automate administrative follow-ups
Use automation tools to send basic rejection notices or next steps for early-stage candidates. Reserve personalized comments only for candidates who progressed past the initial screening or reached later stages.
There are a few reasons recruiters often give minimal or generic feedback — and most of them are pretty understandable:
Time. When you’re juggling tons of roles and candidates, it’s just not realistic to provide thoughtful, tailored feedback to everyone. It’s unfortunate, but it’s the reality — especially in high-volume hiring.
Fear of saying the wrong thing. Many companies are extremely cautious about what gets said in writing. One awkward phrase or poorly worded comment could come back to bite, so people default to safe, vague responses.
Lack of training. A lot of recruiters simply haven’t been taught how to give good feedback — especially the kind that’s honest and respectful. It’s a skill, and not everyone’s had the chance to build it.
Avoiding discomfort. Let’s be real — rejecting someone is never fun. Giving tough feedback can feel personal, and not everyone feels equipped to do it well, especially if there’s concern the candidate might react poorly.
Sometimes, there just isn’t a clear reason. The person was good, but someone else was a better fit. There’s not always a neat, actionable takeaway, and saying “you were good, but not as good as the other person” isn’t easy to deliver — or receive.
Common mistakes to avoid
Vagueness
A vague response like “We had to prioritize another candidate” is discouraging, especially in the later stages of the process, such as after multiple interview rounds or a completed test assignment. Aim to provide at least a few brief, role-specific comments based on the candidate’s performance to show respect for their time and effort.
Overly critical tone
Candidates who receive overly negative feedback may discourage others from applying or accepting offers from the company. They often share their experience publicly on platforms like Glassdoor and LinkedIn where word about unprofessional or unsupportive hiring processes spreads quickly.
Be constructive. Offer suggestions for improvement rather than just listing flaws. A feedback approach focused on growth is more effective, not just in hiring, but in any work-related context where feedback is needed.
Delays in sending feedback
Taking too long to provide feedback sends the wrong message. It suggests a lack of respect for the candidate’s time and a disorganized internal process. Long silences can also leave candidates feeling stressed and uncertain.
Feedback is most helpful when it’s timely. If it arrives too late, it risks feeling like a formality rather than a sincere reflection of their performance.
Discriminatory or inappropriate comments
Even in mature hiring markets, discriminatory comments — such as those based on age, gender, or race — have occasionally appeared in rejection emails. For example, telling a candidate they are “too young to lead a team” or “too experienced for a junior role” may be seen as ageist. Similarly, stating that a woman isn’t a fit for a “male-dominated culture” reflects gender bias.
Such comments can lead to legal complaints or go viral, damaging your company’s reputation. In many countries, they also violate labor laws and anti-discrimination regulations.
I always frame it around alignment, not deficiency. I’ll say something like: “You brought a lot to the table, especially X and Y. In this specific context, we were looking for Z – but I genuinely think your strengths will shine in a different setup.” It’s important to make it clear that ‘not the right fit’ isn’t a euphemism for ‘not good enough.’ Especially for senior or culturally diverse candidates, it’s about respect. Rejection should still feel like recognition.
Email templates for different interview outcomes
Below are a few email templates for different outcomes. Feel free to adapt them to match your company’s communication style and tone. While we’ve aimed to keep the language polite, constructive, and logical, you can add a more casual or warm touch, especially if the candidate has been open and sincere throughout the process.
1. Rejection after initial screening
Short, polite, no in-depth feedback required.
Subject line: Update on your application for [Job title]
Hi [Candidate’s first name],
Thank you for your interest in the [Job title] position at [Company name]. We’ve reviewed your application carefully, and while your experience is impressive, we’ve decided to move forward with candidates whose backgrounds more closely match our current needs.
Due to the high volume of applications we receive, we’re unable to provide individual feedback at this stage. We appreciate your interest in [Company name], and we wish you the best of luck in your job search.
[Your name]
[Your position]
2. Rejection after final interview (with feedback)
More detailed, constructive, and appreciative tone.
Subject line: Interview feedback — [Job title] at [Company name]
Hi [Candidate’s first name],
Thank you for the time and thought you put into our interview process. We truly valued learning more about your experience and the perspectives you shared.
After careful consideration, we’ve decided to move forward with another candidate for this role. This decision was not easy, as your skills and experience were strong. While we won’t be proceeding with an offer, we’d like to share some feedback from our team:
Your [specific skill or quality] stood out, and we were particularly impressed with [brief example].
We encourage you to continue developing [constructive suggestion], which could further strengthen your candidacy for similar roles.
We wish you continued success and hope to cross paths again in the future.
[Your name]
[Your position]
Let’s talk about how to distinguish a candidate who is open to receiving honest feedback from one who may struggle to accept it.
Candidates who receive feedback well tend to own their mistakes and demonstrate a willingness to learn from them. They’re comfortable discussing situations where things didn’t go as planned and can clearly articulate what they took away from the experience.
Here are a few signs to look for:
They actively ask for feedback. When a candidate checks in during the process — asking how they did or what they could improve — it signals they genuinely care about growth, not just landing the job.
Their language reveals openness. You’ll hear things like, “That’s helpful,” “I hadn’t thought of it that way,” or “Thanks for pointing that out.” These subtle cues show they’re listening and processing feedback.
They can share specific examples. Strong candidates will be able to point to real experiences where they received tough feedback and used it to improve or adapt.
If you don’t observe these signs and are unsure how the candidate might respond to constructive criticism or rejection, it’s wise to be more measured in your feedback — less direct and less detailed — until you have a clearer sense of how they handle it.
3. Rejection with encouragement to reapply
Positive tone, highlights potential for future opportunities.
Subject line: Thank you for interviewing with [Company name]
Hi [Candidate’s first name],
Thank you for your interest in the [Job title] position and for the thoughtful conversations throughout the process. While we’ve decided to move forward with another candidate for this particular role, we were very impressed with your skills and background.
We believe you could be a strong fit for future opportunities at [Company name], and we’d be glad to stay in touch. Please feel free to reapply as new roles become available — we’d welcome the chance to reconnect.
Wishing you all the best in your current search and future endeavors.
[Your name]
[Your position]
4. Positive feedback with job offer
Congratulatory, outlines next steps clearly.
Subject line: Your offer from [Company name] — [Job title]
Hi [Candidate’s first name],
We’re excited to offer you the position of [Job title] at [Company name]! Our team was thoroughly impressed by your experience, professionalism, and approach throughout the interview process.
Attached you’ll find your formal offer, which includes the terms of employment, compensation details, and next steps. Please take the time to review everything, and feel free to reach out with any questions.
We look forward to welcoming you to the team!
[Your name]
[Your position]
5. Request for additional interview or assessment
Encouraging, outlines rationale and upcoming process.
Subject line: Next steps in your interview process with [Company name]
Hi [Candidate’s first name],
We’ve enjoyed getting to know you and appreciate the insights and openness you’ve shared so far.
As the next step in our process, we’d like to invite you to [participate in a final interview / complete a short assignment / meet with another team member]. This step will help us better understand [specific area of evaluation, e.g., your technical approach, how you collaborate, etc.].
We’ll be in touch shortly to provide you the details regarding the schedule of the next step. If you have any questions in the meantime, feel free to reach out.
Looking forward to speaking with you again soon.
[Your name]
[Your position]
Think of feedback as an act of stewardship. Honesty without care feels like critique. Care without clarity feels like avoidance. The sweet spot is specificity with empathy. “Here’s what stood out, here’s what didn’t land, and here’s how you might approach this differently next time.” Respect people’s time, and write in a way that acknowledges the emotional labor of applying. If the feedback feels like a gift rather than a verdict, you’ve done it right.
Wrapping up
Clear, constructive feedback isn’t just a professional courtesy — it’s a way to strengthen your employer brand and contribute to a culture of growth across the industry. By approaching every candidate interaction with empathy and clarity, you help set a higher standard for what respectful, meaningful hiring communication can look like.
We hope the advice and ready-to-use email templates in this article help you optimize your feedback process and make it a more intentional, thoughtful part of your hiring strategy.
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