30 Examples of Interview Feedback with an Email Template

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Tired of providing individual feedback to each candidate when your time is already stretched thin ? You’re not alone.

Yet, effective feedback is crucial, not just for guiding candidates but also for showcasing your company’s commitment to employee's growth.

This guide is made for recruiters and hiring managers like you, aiming to streamline their feedback process with ready-made feedback examples and template.

It will ensure candidates benefit from your insights while you stay on top of your other responsibilities.

Why You Should Give Individual Feedback after All Your Interviews

If you're in the hiring game, finding the time to give every candidate feedback might seem impossible. But, considering that 53% of employees say feedback is a huge part of a good candidate experience, and only 7% of companies are actually doing it, you've got a big opportunity to stand out​

Here’s why it’s worth your effort:

  • Boosts Your Company Image: When you take the time to provide feedback, candidates see your company as transparent and caring. This can make your company more attractive to top talent​​.
  • Keeps Good Talent Close: Feedback isn’t just about letting someone down gently; it's a chance to start a conversation that keeps a candidate interested in your company for future opportunities​​.
  • Gives Candidates Insight: By telling candidates about their strengths and where they can improve, you’re helping them grow. They might even come back to you with more skills and experience​.
  • Refines Your Hiring Process: Detailed feedback helps you and your team see if you’re attracting the right kind of talent. If not, it might be time to tweak your job ads or screening questions​​.
  • Encourages Candidates to Try Again: People who get constructive feedback are more likely to reapply. They’ll know exactly what they need to work on, and they’ll appreciate that you cared enough to tell them.

So, while it might seem like a task that's low on your priority list, taking a few minutes to provide feedback can actually be a game-changer for your recruitment process. Plus, it’s a cost-effective way to improve your candidate pool and company reputation—all you need to do is make use of the notes you’ve already taken during the interview​.

What Makes Good Interview Feedback?

Giving good interview feedback is more straightforward than you might think.

Here's a breakdown to guide you in providing feedback that's actually useful for the candidate and reflects well on your company.

Be Honest and Direct

Start with honesty. Tell candidates directly where they stand. If they did something well, let them know exactly what it was. For areas needing improvement, be clear about what didn't meet expectations. Avoid vagueness. If a candidate's answers were too generic, tell them, "Provide more specific examples related to our project management needs next time." This direct approach ensures they understand how to improve​​.

Highlight Strengths Clearly

Don't just focus on what went wrong. It's just as important to tell candidates what they did right. If a candidate showcased exceptional problem-solving skills, say so. "Your approach to solving the case study we discussed was impressive because..." This feedback encourages them to continue leveraging their strengths in future interviews​.

Offer Constructive Suggestions

When pointing out areas for improvement, always follow up with actionable advice. If a candidate needs to work on their technical skills, suggest specific resources or courses. "To enhance your coding skills, consider courses on Python for data analysis." This makes your feedback more than just a critique; it becomes a guide for the candidate's personal development.

Choose the Right Medium for Feedback

The way you deliver your feedback can significantly impact its reception. While emails are common, a phone call can add a personal touch, showing the candidate that you value them and their effort. Direct conversations allow for immediate questions and clarify any misunderstandings, making your feedback more effective​​.

Be Prompt and Prepared

Timeliness in delivering feedback is crucial. Don't let candidates wait too long, as this increases their anxiety and might affect their perception of your company. Also, ensure you're prepared with specific points to discuss. This shows respect for the candidate's time and reinforces your company's professionalism​​.

Examples of Positive, Constructive and Negative Feedback

Spending a significant time formulating honest feedback that doesn't discourage them ? Here we provide you with precise, actionable examples of feedback customized to various situtions.

Examples of Positive Interview Feedback

Giving positive feedback effectively encourages candidates and highlights their strengths. By tailoring your feedback to reflect specific qualities you observed, you make the feedback even more meaningful and helpful to the candidate.

Here are eight examples of positive feedback :

  1. Motivation: "Your enthusiasm for continuous learning and professional development really stood out to us. It's clear that you're committed to advancing in your field, which is a trait we value highly."
  2. Professionalism: "We were impressed with your professional demeanor throughout the interview. Your ability to maintain composure and articulate your thoughts clearly underlines your professional maturity."
  3. Preparation: "Your preparation for the interview was evident and truly appreciated. You brought insightful questions and demonstrated a deep understanding of our company's challenges and opportunities."
  4. Confidence: "Your confidence in discussing complex topics and sharing your experiences was striking. It shows that you're comfortable in your expertise and ready to take on challenges."
  5. Positive Attitude: "Your positive attitude and the energy you brought to the conversation were infectious. It's clear that you approach tasks with optimism and a can-do spirit."
  6. Expertise: "Your technical expertise, particularly in [specific area], is impressive. Your detailed explanations and examples showed a deep understanding of the subject matter."
  7. Experience: "The breadth and depth of your experience in [specific field or industry] came through clearly in our discussion. Your examples of past projects and how you navigated challenges were particularly compelling."
  8. Communication Skills: "Your communication skills are a standout feature. You have a clear, concise way of expressing complex ideas, which is crucial for effective teamwork and leadership."

Constructive Feedback Examples for Common Interview Challenges

Providing constructive feedback after an interview can help candidates understand where they can improve in their interview performance. Here are eight examples of constructive feedback tailored to specific areas:

  1. Description of Past Experiences: "While discussing your previous roles, more specific examples of your contributions to projects would help us understand your impact better. Next time, consider detailing a project where you played a key role in achieving a positive outcome."
  2. Cultural Fit: "We appreciate your skills and experience. However, demonstrating how you align with our company values and culture, perhaps by sharing examples of collaborative or innovative work, could strengthen your application."
  3. Modesty: "It's clear you've achieved a lot. In future interviews, don't hesitate to take credit for your work. Sharing your achievements confidently helps us see the full extent of your contributions."
  4. Succinct Answers: "Your depth of knowledge is impressive. Striving for more concise answers could help keep the interview focused and allow more time to cover a broader range of topics."
  5. Handling Stress: "Interviews can be stressful, and it's okay to take a moment to think before answering. Practicing stress management techniques may help you appear more composed and confident in your responses."
  6. Preparation and Questions Asked: "Your interest in the role is evident. For future interviews, researching the company and role more thoroughly could enable you to ask more targeted questions, showing your genuine interest and initiative."
  7. Concrete and Measurable Results to Showcase: "When discussing your achievements, including specific metrics or outcomes (like sales increased by X% or customer satisfaction improved by Y%) can make your contributions more tangible and impactful."
  8. Elevator Pitch: "Crafting a concise elevator pitch about your professional background and aspirations can help you make a memorable first impression. Consider highlighting your key achievements and how they align with the role you're applying for."

Constructive Ways to Deliver Negative Interview Feedback

Delivering negative feedback is challenging but necessary for a candidate's growth. Here are eight examples of how to constructively address common issues:

  1. Lack of Preparation: "We noticed you seemed unfamiliar with some aspects of our company and the role. For future interviews, taking time to research the company and understand the job description can help you better align your skills and experiences with what we're looking for."
  2. Negative Attitude: "While it's essential to be honest, approaching interactions with recruiters with a more positive tone can make a significant difference. Recruiters are here to help find a fit between your skills and our needs, and a cooperative attitude can enhance the interview experience for both parties."
  3. Lack of Enthusiasm: "Your skills and experience are impressive; however, expressing more enthusiasm for the role and the opportunity to contribute to our team can better demonstrate your interest and engagement."
  4. Unclear Communication: "Being concise and clear in your responses helps us understand your accomplishments and how they're relevant to the position. Practicing your answers or focusing on key points can improve how your message is received."
  5. Too Much Stress: "It's natural to feel stressed during an interview, but finding ways to manage your stress can help you present yourself more confidently. Consider practicing relaxation techniques before your next interview to help stay calm and focused."
  6. Not Owning Failures and Weaknesses: "Everyone has areas for improvement. Acknowledging these and discussing how you're working to address them shows self-awareness and a commitment to professional growth. It's an opportunity to demonstrate resilience and determination."
  7. Interruption: "Allowing the interviewer to finish their questions before responding ensures you fully understand what's being asked and provides an opportunity to give thoughtful, relevant answers. Practicing active listening can be beneficial."
  8. Lack of Honesty: "Honesty is crucial in building trust with potential employers. If there are discrepancies in your resume or answers, it's important to be upfront and clarify any misunderstandings. Transparency is valued and can set a strong foundation for your professional relationships."

Template of Email Interview Feedback

A interview feedback template allows you to provide consistent, structured, and personalized communication to every candidate. Below is a fill-in-the-blank template that you can copy/paste and personalize for your own use :

Subject: Interview Feedback - [Candidate’s Name]

Dear [Candidate’s Name],

Thank you for taking the time to interview with us for the [Job Title] position. We appreciate your interest in joining our team and the effort you put into the application process.

After careful consideration and review, we wanted to share some feedback from your interview. Our goal is to provide you with insights that can support your professional development.

Strengths:

  • We were impressed with [specific strength, e.g., your in-depth knowledge of industry trends], which clearly shows your [related skill or attribute, e.g., dedication to continuous learning].
  • Your [another strength, e.g., positive attitude and enthusiasm] stood out and made our conversation engaging and insightful.

Areas for Improvement:

  • [Area for improvement, e.g., Providing more concrete examples of past projects]: Offering specific instances where you [suggested action, e.g., led a team to achieve a particular outcome] could help illustrate your skills and impact more effectively.
  • [Another area for improvement, e.g., Familiarity with specific software/technology]: Gaining further experience with [related software/technology] could enhance your proficiency and effectiveness in roles like the one you applied for.

We encourage you to [suggested action, e.g., continue building on your strengths and consider our suggestions for improvement]. While we will not be moving forward with your application for this position, we genuinely hope you find this feedback useful for your future endeavors.

Please feel free to keep in touch and consider applying for future openings that match your skills and experience more closely. We wish you all the best in your job search and professional journey.

Should you have any questions or wish to discuss this feedback further, please do not hesitate to reach out.

Best regards,

[Your Name][Your Job Title][Your Company][Your Contact Information]

More precise and fair feedback : sharing interview evaluation forms

To provide even more transparent and fair feedback, you might create and share an interview evaluation grid. You can structure this evaluation form around several key criteria, each with specific sub-criteria. For each, you'll assign a score from 1 to 5 and provide personalized comments to offer clear, actionable feedback.

You can leverage our interview evaluation form template to do this. Or structure manually your grid based on these elements :

1. Technical Skills (Specific to the Position)

  • Level of Technical Skills: Evaluate how well the candidate's technical abilities match the job requirements.
  • Mastery of Necessary Tools/Software: Assess the candidate's proficiency with tools and software essential for the position.

2. Soft Skills

  • Leadership: Consider the candidate's ability to lead projects or teams, even in an informal capacity.
  • Stress Management: Gauge the candidate's ability to handle pressure and manage stress effectively.
  • Teamwork: Assess how well the candidate appears to work with others.
  • Communication: Evaluate both verbal and non-verbal communication skills.

3. Professional Experience

  • Achievements and Impact in Previous Positions: Look for concrete examples of the candidate's contributions and their impact.
  • Relevance of Experience to the Position: Determine how the candidate's past experiences prepare them for the role they've applied for.

4. Knowledge of the Company and Position

  • Understanding of Position Challenges: Assess the candidate's grasp of the challenges and responsibilities of the role.
  • Knowledge of the Company: Evaluate how well the candidate understands your company's mission, values, and goals.

5. Motivation and Professional Aspirations

  • Motivation for the Position: Gauge the candidate's enthusiasm for the role and the company.
  • Alignment of Career Objectives with the Position: Determine how the position fits into the candidate's career path and goals.

6. Fit with Company Culture

  • Understanding and Sharing of Company Values: Assess whether the candidate's values and work style align with your company's culture.

Alongside these scores, include comments that provide specific examples or observations from the interview. These comments are invaluable for candidates, offering them clear guidance on their strengths and areas for improvement.

This grid will allows candidates to understand exactly how their performance was assessed, providing them with actionable insights regardless of the outcome of their application.

Generate a Personalized Feedback for Each Candidate: Noota Helps

Dreaming of sharing fast and clear feedback to all your candidates in the click of a button?

Noota.io helps you set up a smoother, more objective, and beneficial feedback process for both you and your candidates :

  • Automated Transcription and Analysis: Right after an interview, Noota automatically transcribes the conversation. This means you won't miss any detail. Using this transcript, Noota highlights key points and skills discussed during the interview, ensuring your feedback covers all bases.
  • Objective Scoring System: Noota evaluates the interviewee’s responses against the job criteria you set, such as technical ability or communication skills. This system reduces bias and ensures each candidate is judged fairly based on their interview performance.
  • Customizable Feedback Templates: You can create feedback templates in Noota tailored to different job roles or interview stages. Noota automatically fills these templates with insights from the interview, making your feedback personal and relevant.
  • Easy Feedback Distribution: Once the feedback is ready, sharing it with candidates is just a click away. Noota can send feedback directly via email or a secure link, ensuring candidates get prompt and constructive insights.

You want to provide all your candidates with valuable insights, while reinforcing your company's commitment to fairness and transparency ?Try Noota for free.

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