Asking for feedback, even after rejection, shows you value candidate experience. It's a great way to improve your hiring process and employer branding.
We've put together email templates you can use to request feedback from candidates. These templates cover different rejection scenarios, ensuring you get insights to refine your recruitment strategies.
Table of contents
Crafting a Professional and Empathetic Feedback Request
Rejection email template for specific requirements
Rejection email template for budgetary or organizational changes
Rejection email template: Not moving forward with an interview
Rejection email template: After an early-stage interview
Candidate email rejection template: After an interview, including specific feedback
Rejection email template: Post interview (without feedback)
Pitfalls to Avoid in Candidate Feedback Requests
Download Email Template to Request Feedback From Candidates After an Interviews in multiple formats
Wrapping Up
Crafting a Professional and Empathetic Feedback Request
Requesting feedback from candidates after an interview is a delicate process. It requires a balance of professionalism and empathy to ensure candidates feel valued and heard.
Start with a warm greeting and express gratitude for their time. This sets a positive tone and shows appreciation for their participation in the interview process.
Clearly state the purpose of your email. Explain that you're seeking feedback to improve your recruitment process and enhance the candidate experience.
Keep the request concise and easy to respond to. Provide specific questions or areas you'd like feedback on, but limit it to 2-3 key points to avoid overwhelming the candidate.
Assure candidates that their feedback is confidential and will not affect their application. This encourages honest responses and builds trust in your organization.
Close with a polite sign-off and include your contact information. This leaves the door open for further communication if the candidate has additional thoughts or questions.
Rejection email template for specific requirements
When a candidate doesn't meet specific job requirements, it's important to communicate this clearly and professionally. This template helps you craft a message that explains why the candidate isn't a fit for the current role while leaving the door open for future opportunities.
Subject: Thank You for Your Interest in [Job Title] at [Company Name]
Hi [Candidate's Name],
Thank you for taking the time to interview for the [Job Title] position with us at [Company Name]. We appreciate your interest in joining our team and the effort you put into the interview process.
After careful consideration, we have decided to move forward with another candidate who more closely aligns with the specific requirements for this role. This was not an easy decision, as we were impressed by your skills and experiences.
We want to encourage you to apply for future openings that match your qualifications. We will keep your resume on file and reach out if we find a position that fits your profile.
Thank you once again for your interest in [Company Name]. We wish you all the best in your job search and future professional endeavors.
Warm regards,
[Your Full Name]
[Your Job Title]
[Company Name]
[Contact Information]
Rejection email template for budgetary or organizational changes
Sometimes, rejections occur due to internal changes rather than candidate qualifications. This template guides you in explaining organizational shifts or budget constraints that have led to the decision, maintaining transparency and professionalism.
Subject: Update on Your Application Process
Hi [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.
After careful consideration, we have decided to pause the hiring process for this role due to recent changes in our organizational structure and budgetary plans. This decision is not a reflection of your skills or qualifications, which we found impressive.
We value the effort you put into the interview process and would like to keep your resume on file for future opportunities that align with your expertise.
Thank you once again for your interest in [Company Name]. We wish you all the best in your job search and future endeavors.
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Rejection email template: Not moving forward with an interview
When deciding not to proceed with an interview after initial screening, it's crucial to inform candidates promptly and courteously. This template offers a concise way to communicate this decision while appreciating the candidate's interest in your company.
Subject: Update on Your Application for [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We appreciate you sharing your experience and qualifications with us.
After careful consideration, we've decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this role. This decision was a difficult one, as we were impressed with many aspects of your profile.
We understand that this news may be disappointing. We encourage you to apply for other suitable positions at [Company Name] in the future.
We wish you the best of luck in your job search.
Sincerely,
The [Company Name] Team
Rejection email template: After an early-stage interview
Following an initial interview, if a candidate isn't selected to move forward, it's important to provide timely feedback. This template helps you craft a respectful message that acknowledges the candidate's time and effort while clearly stating the outcome.
Subject: Thank You for Your Time
Hi [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 interview process.
After careful consideration, we have decided to move forward with other candidates for this role. This decision was not easy, as we had many qualified applicants.
We value the time you invested in the interview, and we encourage you to apply for future openings that match your skills and interests.
Thank you again for your interest in [Company Name]. We wish you all the best in your job search and future professional endeavors.
Best regards,
[Your Name] [Your Position] [Company Name] [Contact Information]
Candidate email rejection template: After an interview, including specific feedback
Providing constructive feedback after an interview can be valuable for candidates, even in rejection. This template guides you in offering specific, helpful insights about the interview performance or qualifications, fostering a positive candidate experience.
Subject: Following Up on Your Interview for [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name] on [Date of Interview]. We appreciate you sharing your experience and insights with us.
After careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this role.
We understand that this news may be disappointing. We wanted to provide you with some specific feedback based on your interview:
- [Specific Feedback Point 1 - e.g., "Your technical skills in [Specific Skill] are impressive, but we were looking for someone with more experience in [Different Skill]."]
- [Specific Feedback Point 2 - e.g., "You presented your experience with [Project/Technology] well. To improve, consider quantifying your results and impact in future interviews."]
- [Specific Feedback Point 3 - e.g., "Your enthusiasm for [Industry/Company] was evident. Next time, try to connect your passion more directly to the specific role and its responsibilities."]
We encourage you to apply for other suitable positions at [Company Name] in the future. You can view our open roles at [Link to Careers Page].
We wish you the best of luck in your job search!
Sincerely,
[Your Name] [Your Title] [Company Name]
Rejection email template: Post interview (without feedback)
In situations where detailed feedback isn't possible or appropriate, a concise yet courteous rejection is necessary. This template helps you communicate the decision respectfully without going into specifics, maintaining professionalism throughout the process.
Subject: Update on Your Application for [Job Title] at [Company Name]
Dear [Candidate Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name]. We appreciate you sharing your experience and qualifications with us.
After careful consideration, we have decided to move forward with other candidates whose qualifications and experience more closely align with the specific requirements of this role.
This decision was a difficult one, as we were impressed with many aspects of your profile. Please know that your application was carefully reviewed.
We wish you the best of luck in your job search.
Sincerely,
The [Company Name] Team
Download Email Template to Request Feedback From Candidates After an Interviews in multiple formats
Pitfalls to Avoid in Candidate Feedback Requests
Requesting feedback from candidates after an interview is a valuable practice, but recruiters often stumble in their approach. Let's explore some common mistakes to steer clear of when crafting these important emails.
Generic, impersonal messages: Many recruiters send out cookie-cutter emails that fail to engage candidates. Personalize your message by mentioning specific details from the interview or candidate experience.
Overwhelming candidates with questions: Bombarding interviewees with a long list of questions can be off-putting. Stick to 2-3 key areas you want feedback on, making it easy for candidates to respond.
Poor timing: Sending feedback requests too late after the interview can lead to less accurate or thoughtful responses. Aim to send your email within 24-48 hours of the interview while the experience is still fresh.
Lack of clarity on next steps: Failing to provide information about the hiring process moving forward can leave candidates in limbo. Clearly outline what they can expect next, even if it's just a timeline for further updates.
Wrapping Up
Effective feedback requests are a cornerstone of a positive candidate experience. By using these templates and following best practices, you can gather valuable insights while maintaining professionalism and empathy.
Remember to tailor each message to your company's voice and the specific candidate's situation. Consistently seeking and acting on feedback will help refine your recruitment process and enhance your employer brand over time.
Email Template to Request Feedback From Candidates After an Interview FAQs
Why should I request feedback from rejected candidates?
Requesting feedback demonstrates that you value candidates' opinions. It can provide insights into areas where your hiring process can be improved, ultimately enhancing your talent branding and attracting better candidates in the future.
What should I include in a candidate feedback request email?
Keep the email concise and professional. Express gratitude for their time, clearly state the purpose of your request, and provide a specific timeframe for them to submit their feedback. Consider using candidate experience surveys to collect feedback.
How can I use candidate feedback to improve my hiring process?
Analyze the feedback to identify recurring themes or areas of concern. Use this data to make adjustments to your recruitment strategies, interview process, or communication methods. This continuous improvement cycle can lead to a more effective and candidate-friendly hiring experience.
What are some common pitfalls to avoid when requesting candidate feedback?
Avoid being defensive or argumentative in your response to feedback. Ensure anonymity if promised, and don't pressure candidates to provide feedback if they are uncomfortable doing so. Focus on constructive criticism and use it as an opportunity to learn and grow.
Should I offer incentives for candidates to provide feedback?
While incentives can increase response rates, they may also bias the feedback received. Consider whether the potential for biased feedback outweighs the benefits of increased participation. If you do offer incentives, ensure they are reasonable and transparent.
How do I handle negative feedback from candidates?
Acknowledge the candidate's concerns and express your commitment to addressing them. Investigate the issues raised and take appropriate action to resolve them. Communicate any changes made as a result of the feedback to show candidates that their opinions are valued.
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