Providing interview feedback is a crucial part of the hiring process, yet many employers still fall short. According to data from various sources, a significant portion of candidates, often estimated at around 50-70%, receive no interview feedback, meaning they are not given any explanation or reasoning after being rejected from a job application.

Failing to provide feedback can harm your company’s reputation, while delivering thoughtful feedback enhances the candidate experience and strengthens your employer brand.

This guide will help you provide structured, effective interview feedback that benefits both candidates and your company.

1. Say Thank You
Interviews require effort—candidates research your company, take time off work, and may travel to meet with you. The simplest yet most overlooked part of feedback is gratitude. A quick “Thank you for your time and interest in the role” shows professionalism and respect.

2. Be Honest (But Constructive)
Honest feedback helps candidates grow, while vague or misleading feedback does the opposite. Avoid generic responses like “We went with someone more experience”—instead, be clear about what experience was missing and why it was relevant to the role.

3. Highlight Strengths
Not all feedback should be negative. Acknowledging what the candidate did well gives them confidence and ensures they leave with a positive impression of your company—even if they weren’t selected.

4. Be Specific
One of the biggest complaints from candidates is generic or unclear feedback. Instead of saying: “We needed someone with stronger technical skills.” Try: “Your coding skills were solid, but we were looking for someone with hands-on experience in Kubernetes deployment, which was a key part of this role.”

5. Offer Actionable Advice
Where possible, guide candidates on how they can improve. For example, rather than saying “You weren’t a strong cultural fit.” Try something more specific like “We’re a highly collaborative team that relies on pair programming, and we felt you would benefit from gaining more experience in environments where teamwork is central.”

6. Keep It Concise
Feedback should be clear and to the point. Given that most candidates receive no feedback at all, even a short, structured response is valuable.

7. Provide Feedback Quickly
Delayed feedback can be frustrating for candidates and harm your employer brand. A study by Talent Board found that candidates who receive feedback within 48 hours are twice as likely to apply to future roles at the company. Aim to provide feedback within 24-48 hours while the interview is fresh in your mind.

Bringing It All Together: A Simple Feedback Template
Using the advice above, here’s a structured template you can use:

Subject:
Interview Feedback for [Job Title] at [Company Name]

Body:
Hi [Candidate’s Name],

Thank you for taking the time to interview for the [Job Title] role at [Company Name]. We appreciate your effort and interest in our team.

What You Did Well:
Mention specific strengths, e.g., “Your problem-solving approach during the coding challenge was impressive.”

Areas for Improvement:
Provide constructive feedback, e.g., “We were looking for more experience with cloud architecture, particularly in AWS.”

Advice for the Future:
Offer actionable tips, e.g., “Gaining a certification in AWS (such as AWS Solutions Architect) could strengthen your profile for similar roles.”

Sign-off:
We truly appreciate your time and effort and encourage you to apply for future opportunities with us. Wishing you all the best in your job search.

Kind regards,
[Your Name]
[Your Position]
[Company Name]

Providing clear, structured feedback not only benefits candidates but also enhances your company’s reputation.

If you need expert hiring solutions, Avanti Recruitment can help you attract and retain top tech talent.

Contact us today!