Ever wonder why some companies seem to have an endless pipeline of great candidates? Here's their secret: hiring managers who never burn bridgesâeven during rejections.
And with 54% of employers struggling to find qualified talent, that's a smart move. A quick, thoughtful feedback email can turn today's runner-up into tomorrow's perfect hire.
Ready to transform your rejection emails from awkward to awesome? Here are 11 templates you can steal right now:
𧊠Overall fit
đ Thank you for your time
â Didn't get the job
đ Hey, it's okay
đ Here's what we liked
đ Helpful resources
đŻ Straight-shooting feedback
đ Phone follow-up
đ¤ It's not you, it's me
đ Connect on LinkedIn
đ Internal candidates
Why give interview feedback?
Interview feedback is constructive criticism given to a candidate after they exit the interview process. This honest feedback is often helpful for candidates as they workshop for future interviews.
Here's what effective interview feedback does for your recruitment process:
- Give candidates actionable takeaways for future job interviews
- Build a positive employer brand
- Keep your talent pipeline warm for future roles
- Stand above the hundreds of companies that never give feedback
- Strengthen retention by nurturing every candidate relationship
- Help job seekers improve their interview skills and advance their career goals
Examples of interview feedback: 11 templates for every scenario
Nobody likes delivering bad news. But with these templates, you can turn rejection into an opportunity to build relationships with promising talent.
These templates are just a starting point. The more you can personalize your feedback, the more impact it'll have.
1. Overall fit
Best for: When there's no single reason for non-selection
Script: Your qualifications in [specific areas] align well with what we're looking for. After carefully considering all candidates, we've selected someone whose overall experience better matches our team's needs. We'll keep your application on file as our team continues to grow.
Why it works: Provides closure while keeping doors open.
2. Thank you for your time
Best for: Right after the interview, before you make your final decision
Script: Thank you for taking the time to chat with our team today. We enjoyed learning about your experience with [specific project/skill they mentioned]. We'll have an update for you by [specific date].
Why it works: Shows respect for candidates' time and sets clear expectations. With 40% of hiring teams battling time-consuming processes, a quick thank you keeps candidates engaged while you evaluate.
3. Didn't get the job
Best for: When you've found your perfect match but want to keep runner-ups warm
Script: Thanks for your time interviewing with us. While your background is impressive, we've decided to move forward with a candidate who has more experience with [specific skill/tool]. We really enjoyed learning about your work with [specific project they mentioned] and would love to keep you in mind for future roles that better match your skillset.
Why it works: Direct, honest, and keeps the candidate engaged even if now wasnât the right time.
4. Hey, it's okay
Best for: When nerves got the better of a promising candidate
Script: Thank you for meeting with us. While your preparation was excellent, we're looking for someone who can engage in more organic conversation with stakeholders. Pre-interview jitters are totally normalâwe see this often! Consider this interview practice, and remember that being yourself is just as important as being prepared. We'd love to see you try again for future roles.
Why it works: Turns a tough moment into a (potentially game-changing) learning opportunity.
5. Here's what we liked
Best for: When you want to highlight strong potential for future roles
Script: We were truly impressed by [specific achievement they shared] and your dedication to [specific quality or skill]. For this role, we need someone with more experience in [specific technical skill], but we'd love to keep you in mind for future positions that align with your strengths.
Why it works: A personal touch is a powerful way to stand out and nurture future talent.
6. Helpful resources
Best for: When you see potential but need specific industry experience
Script: Your background across different roles shows versatility and growth. While we need someone with more direct industry experience for this role, your transferable skills are valuable. Here's an article on [leveraging diverse experience in interviews] that might be helpful. Let's stay connectedâyour adaptability could be exactly what we need in the future.
Why it works: Nearly 30% of companies don't track new hire performance milestonesâsharing resources shows you're invested in candidate growth beyond just filling roles.
7. Straight-shooting feedback
Best for: When you spot strong interview performance, but there's a misalignment with company values
Script: Your technical skills are impressive, but we noticed a disconnect between our learning-focused culture and your approach to skill development. We believe in radical transparency, so I'd be happy to discuss this further on a quick call. Sometimes the best hires come from candidates who take feedback and run with it.
Why it works: Clear feedback helps build stronger teams. For the 26% of companies struggling with insufficient training resources, cultural alignment around growth mindset is non-negotiable.
8. Phone call follow-up
Best for: When you want to provide detailed feedback while still keeping talent warm
Script: Your approach to [specific challenge] really stood out. While we've moved forward with another candidate, I'd love to hop on a quick call to share some thoughts about your interview. Your problem-solving style could be perfect for other roles on our team.
Why it works: Shows investment in candidate development.
9. It's not you, it's me
Best for: When the candidate is overqualified but you want to keep the lines of communication open
Script: Your expertise in [specific field] is impressive, and we loved learning about your work with [specific achievement]. Given your experience level, we're concerned this role wouldn't provide the growth opportunities you deserve. We'll keep you in mind for senior positions that better match your caliber.
Why it works: In today's competitive market, where 1 in 3 recruiters cite budget constraints, being transparent about role fit helps maintain positive relationships â especially with senior talent.
10. Connect on LinkedIn
Best for: When you want to keep tabs on promising talent
Script: While this role wasn't the perfect fit, your experience with [specific skill] caught our attention. I'd love to connect on LinkedIn to keep you posted on future opportunities that better match your expertise.
Why it works: Creates a professional connection that could pay off later.
11. Internal candidates
Best for: Being transparent about internal promotion
Script: Thank you for your interest in [role]. We've decided to promote an internal candidate who brings years of company-specific experience. We were impressed by your [specific skill] and would love to consider you for future roles that better match your expertise.
Why it works: Shows transparency while maintaining professionalism. With 35% of employers focusing on retention, being open about internal mobility helps candidates understand the decision.
Best practices when sharing feedback on a candidateâs performance
Want to nail your candidate feedback every time? Here's your cheat sheet for delivering feedback that builds relationships (even when you have to say "no"):
- Lead with compassion and stay professional
- Don't ghost â send feedback within 48 hours
- Get input from everyone who interviewed the candidate
- Highlight what they did well (not just improvement areas)
- Keep criticism objective and role-specific
- Include real examples from their interview
- Give actionable next steps they can actually use
- Keep the door open for future opportunities
Whether you're conducting phone interview questions or using leadership interview questions, your post-interview feedback should align with your company culture and the role's requirements.Â
For more structured evaluation, consider using candidate scorecards to assess certain skills.
Constructive feedback is your secret weapon
Sharing feedback takes time, but here's why it's worth it: great feedback helps candidates grow AND protects your employer brand. When candidates understand exactly why they didn't move forward, they're more likely to:
- Apply for future roles that better match their skills
- Recommend your company to other talented folks
- Leave positive reviews about their candidate experience
Ready to make feedback a breeze? Breezy's applicant tracking system lets your whole hiring team share interview feedback in one central spot, right next to each candidate's profile. With our candidate scorecards and automated emails, you'll never miss a chance to deliver amazing feedback.
Want to see how easy giving great feedback can be? Start your free 14-day trial today.
Frequently asked questions about interview feedback
How detailed should my feedback be?
Keep feedback constructive and specific, but avoid getting too granular. Focus on 1-2 key areas where the candidate could improve, rather than providing an exhaustive list. This protects you legally while still giving candidates valuable insights.
What if the candidate pushes back on my feedback?
Listen to their perspective professionally, but stand firm on your decision. Remind them that hiring decisions consider multiple factors and thank them for their interest. If they become confrontational, politely end the conversation.
Should I give feedback to every candidate?
While ideal, it's not always practical for high-volume roles. At minimum, provide feedback to candidates who completed interviews. For earlier-stage rejections, use automated but personalized templates.
What feedback topics should I avoid?
Steer clear of personal characteristics, age, gender, cultural fit, or anything that could be interpreted as discriminatory. Focus on skills, experience, and specific job requirements.
When is a phone call better than an email?
Consider calls for:
- Senior-level candidates
- Internal candidates
- Candidates who came through employee referrals
- Promising candidates you want to keep warm for future roles
How quickly should I send feedback?
Aim to send feedback within 48 hours of making your decision. The longer you wait, the more likely candidates are to have a negative experience with your brand.
What if I don't know the exact reason they weren't selected?
Sometimes there's no single defining factorâanother candidate was simply a better overall fit. In these cases, focus on the specific strengths needed for the role and frame your feedback around those requirements.
Should I mention if there was an internal candidate?
Yes, being transparent about having an internal hire can help external candidates understand the decision while maintaining a positive impression of your company. Just avoid sharing any personal details about the selected candidate.
What if our legal team advises against giving feedback?
Work with your legal and HR teams to develop pre-approved feedback templates that minimize risk while still providing value to candidates. Focus on job-specific requirements and documentable skills gaps rather than subjective observations.
How do I handle feedback for candidates who performed well but didn't get the role?
Be honest about their strong performance and specific about why another candidate edged them out. This is especially important when you want to keep them warm for future roles. Consider adding them to your talent pipeline and staying in touch.
What's the best way to give constructive interview feedback after a group interview?
Consolidate feedback from all interviewers before responding to the candidate. Focus on consistent themes rather than individual interviewer opinions, and maintain a unified company voice in your response.
