As a recruiter, timely feedback from hiring managers is crucial to keep the recruitment process moving smoothly. Crafting a professional reminder email can help you get the feedback you need without being intrusive.
In this post, we provide templates for various scenarios, from gentle nudges to urgent requests. Understanding the art of follow-up ensures you maintain positive relationships while achieving your recruitment goals.
Table of contents
Crafting a Professional Reminder: The Art of Gentle Follow-Up
Gentle Reminder Email for Interview Feedback
Urgent Feedback Request Email
Follow-Up Email for Delayed Interview Feedback
Friendly Reminder Email for Interview Feedback
Formal Email Requesting Interview Feedback
Email Template for Feedback on Multiple Candidates
Pitfalls to Avoid in Reminder Emails
Download Hiring Manager Reminder Email for Pending Interview Feedbacks in multiple formats
Wrapping Up
Crafting a Professional Reminder: The Art of Gentle Follow-Up
Following up with hiring managers for interview feedback is a delicate task. You want to nudge them without sounding pushy, keeping the process moving while respecting their time; remember that candidate experience matters.
Start with a clear and concise subject line. Something like "Gentle Reminder: Feedback Needed for [Candidate Name] - [Job Title]" works well; it is direct and easy to understand.
Begin by acknowledging their busy schedule. A simple "I hope this email the hiring manager finds you well" shows empathy and understanding for their workload.
Clearly state the purpose of your email and the candidate's name and the position. Mention the interview date as a reference point so they can quickly recall the candidate.
Reiterate the importance of their feedback for the hiring decision. Highlight how their insights contribute to finding the best fit for the team and the company.
End with a polite and actionable closing. Offer assistance if they need anything and express your appreciation for their time and effort.
Gentle Reminder Email for Interview Feedback
This template serves as a polite nudge to hiring managers who may have forgotten to provide interview feedback. It's important to maintain a professional tone while expressing the urgency of receiving feedback.
Subject: Gentle Reminder: Interview Feedback for [Candidate Name] - [Job Title]
Hi [Hiring Manager Name],
Hope you're having a productive week!
Just a friendly nudge regarding the interview feedback for [Candidate Name], who interviewed for the [Job Title] position on [Date of Interview]. Your insights are really valuable in helping us move forward in the hiring process.
Having your feedback by [Date - e.g., tomorrow, EOD] would be greatly appreciated. This will help us make an informed decision and keep the candidate experience positive.
Please let me know if you have any questions or need any additional information from my end.
Thanks so much!
Best regards,
[Your Name] [Your Title] Adaface
Urgent Feedback Request Email
Use this template when feedback is required urgently to move forward with the recruitment process. It emphasizes the need for prompt action while maintaining a respectful tone.
Subject: Urgent: Interview Feedback Needed
Hi [Hiring Manager's Name],
I hope you're doing well. I'm reaching out to kindly request your feedback on the recent interview with [Candidate's Name]. Your insights are important to us and will help us make timely decisions in our hiring process.
Could you please share your thoughts by [specific date]? This will ensure we keep the candidate engaged and move forward efficiently.
Thank you for your attention to this matter. Let me know if you need any additional information.
Best regards,
[Your Name] [Your Position] [Your Contact Information]
Follow-Up Email for Delayed Interview Feedback
This template is ideal for situations where feedback has been delayed beyond the expected timeline. It helps in addressing the delay while gently reminding the hiring manager of the next steps in the selection process.
Subject: Gentle Reminder: Interview Feedback for [Candidate Name] - [Job Title]
Hi [Hiring Manager Name],
Hope you're having a productive week!
Just a friendly nudge regarding the interview feedback for [Candidate Name] who interviewed for the [Job Title] position on [Date of Interview]. The expected feedback deadline was [Original Deadline].
Your feedback is super important to keep the hiring process moving for this role. It helps us make informed decisions and keeps the candidate experience positive.
Could you please share your thoughts at your earliest convenience? If you need me to resend any materials (resume, interview notes, etc.), just let me know.
Thanks so much!
Best,
[Your Name] [Your Title] Adaface
Friendly Reminder Email for Interview Feedback
A more casual option, this template can be used to remind hiring managers in a friendly manner. It's suitable for organizations with a more relaxed communication style.
Subject: Gentle nudge: Interview feedback for [Candidate Name] - [Job Title]
Hi [Hiring Manager Name],
Hope you're having a productive week!
Just wanted to send a friendly reminder about providing your feedback on [Candidate Name]'s interview for the [Job Title] role, which took place on [Date of Interview]. Your insights are super helpful as we move forward in the hiring process.
Could you please share your thoughts by [Date]? You can access the candidate's profile and feedback form here: [Link to Candidate Profile/Feedback Form]
Let me know if you have any questions or need anything from my end. Happy to help!
Thanks so much!
Best,
[Your Name] [Your Title] Adaface
Formal Email Requesting Interview Feedback
This template is designed for formal communication settings, ensuring clarity and professionalism. It is structured to clearly request feedback while maintaining a courteous tone.
Subject: Gentle Reminder: Interview Feedback for [Candidate Name] - [Job Title]
Dear [Hiring Manager Name],
I hope this email finds you well.
I'm following up on the interview feedback request for [Candidate Name], who interviewed for the [Job Title] position on [Date of Interview]. Your insights are very important in helping us move forward with the hiring process.
To recap, [Candidate Name]'s resume and interview details can be accessed here: [Link to Candidate Profile/Information].
Could you please share your feedback by [Date - e.g., End of Day, Tomorrow]? This will allow us to keep the candidate informed and maintain momentum in our selection process.
Please let me know if you have any questions or require additional information. I'm happy to schedule a brief call to discuss the candidate further if that would be helpful.
Thank you for your time and consideration. We really appreciate your partnership in finding the best talent for our team!
Best regards,
[Your Name] [Your Title] [Your Contact Information]
Email Template for Feedback on Multiple Candidates
Use this template when seeking feedback on several candidates simultaneously. It helps streamline the feedback process, ensuring no candidate is overlooked during mass hiring.
Subject: Request for Feedback on Interviewed Candidates
Hi [Hiring Manager's Name],
I hope this message finds you well. I wanted to follow up on the interviews conducted recently and gather your feedback on the candidates we discussed. Your insights are valuable to us and will help us make informed decisions.
Here are the candidates we need feedback on:
[Candidate 1's Name]
- Position: [Position Title]
- Interview Date: [Date]
[Candidate 2's Name]
- Position: [Position Title]
- Interview Date: [Date]
[Candidate 3's Name]
- Position: [Position Title]
- Interview Date: [Date]
Please let us know your thoughts on their performance, strengths, areas for improvement, and overall fit for the role. If you need any additional information or have any questions, feel free to reach out.
Thank you for your time and support in this process.
Best regards,
[Your Name] [Your Position] [Your Contact Information]
Download Hiring Manager Reminder Email for Pending Interview Feedbacks in multiple formats
Pitfalls to Avoid in Reminder Emails
Sending reminder emails for interview feedback is a delicate task. Recruiters often make mistakes that can hinder the process or strain relationships with hiring managers.
- Overly aggressive tone: Some recruiters use demanding language or set unrealistic deadlines. This can create tension and make hiring managers less cooperative.
- Lack of context: Failing to include relevant details about the candidate or interview date. This forces the hiring manager to search for information, delaying their response.
- Poor timing: Sending reminders too soon or at inconvenient times. It's important to balance urgency with respect for the hiring manager's schedule.
- Neglecting personalization: Using generic templates without customizing for each hiring manager. Personalized emails are more likely to receive prompt attention and action.
- Forgetting to offer assistance: Not mentioning your availability to help or clarify any issues. Offering support can encourage faster feedback and improve collaboration.
Wrapping Up
Timely feedback is the cornerstone of an effective hiring process. By mastering the art of reminder emails, recruiters can keep the recruitment pipeline flowing smoothly and maintain positive relationships with hiring managers.
Remember, persistence and professionalism are key. Tailor your approach based on the situation and always aim to facilitate clear communication between all parties involved in the hiring decision.
Hiring Manager Reminder Email for Pending Interview Feedback FAQs
Why does every rejection email look the same?
Most rejection emails follow a standard format to ensure consistency and professionalism. However, personalization can improve the candidate experience.
Should you use AI to write your rejection emails?
AI can help draft rejection emails quickly, but human oversight is crucial to ensure empathy and personalization in communication.
What should you include in a feedback reminder email?
Include a polite request for feedback, mention the candidate's name, and specify the interview date to provide context and clarity.
How often should you follow up for interview feedback?
It's best to follow up once after a week of no response, then again after another week if necessary. Avoid excessive follow-ups to maintain professionalism.
How can you ensure prompt feedback from hiring managers?
Set expectations for feedback timelines during initial discussions and use reminder emails to keep the process on track without being intrusive.
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