Quick answer: A good interview feedback email names one real strength and, if it’s a no, one real reason tied to the job, in under 100 words. Send it within a day or two of the interview, not weeks later. Skip generic lines like “you interviewed well” that could describe anyone, and never give a reason you’re not sure is actually true.
Do candidates actually want interview feedback?
Most do, even the ones you’re turning down. What they don’t want is silence followed by a form email that reads like it was written for someone else.
The Candidate Experience Benchmark Research (CandE) program, covering 150 organizations and 240,000 candidates in its 2023 results, found that poor communication, or never receiving feedback at all, was among the top reasons candidates withdrew from hiring processes entirely. Feedback isn’t a courtesy add-on. For a lot of candidates it’s the difference between leaving with a decent impression of your company and leaving with none.
What should the feedback actually say?
Name one thing you noticed that’s true, and keep it specific to this candidate, not a line you’d write for anyone.
- A strength: “Your answer on [specific topic] showed you’d actually done this before.”
- A reason, only for a no: “We need someone with more hands-on experience managing a team this size, and that’s the gap we saw.”
Leave out personality comments entirely. “Not a culture fit” tells the candidate nothing they can use and exposes you if they ever ask for specifics. A reason about a skill, a certification, or years of hands-on experience with something concrete is safer and more useful to everyone.
Interview feedback email templates
Three versions, for the three outcomes you actually deal with. Replace everything in brackets.
Moving forward (pass, with one strength named)
Subject: Your interview for [Job Title] at [Company]
Hi [Name],
Thanks for the interview on [day]. I wanted to follow up quickly: we'd like to move you to the next step.
One thing that stood out was [specific strength, tied to something they said or showed].
I'll be in touch by [date] with details on [next step].
[Your name]
[Company]Not moving forward (fail, with one honest reason)
Subject: Your interview for [Job Title] at [Company]
Hi [Name],
Thanks for taking the time to interview for [Job Title]. We've decided not to move forward.
The deciding factor was [one specific, job-related reason]. That's not a reflection of your ability generally, and I appreciate the time you put in.
Wishing you luck with the search.
[Your name]
[Company]Still deciding (an honest update, not silence)
Subject: Update on your interview for [Job Title]
Hi [Name],
Just a quick note so you're not left wondering: we're still finishing interviews for [Job Title] and expect to decide by [date].
I'll reach out either way once we know. Thanks for your patience.
[Your name]
[Company]That third template matters more than people think. A candidate who hears “we’re still deciding, here’s a date” rarely feels ghosted. A candidate who hears nothing for two weeks usually does, even if you were planning to follow up all along.
What if a candidate replies asking for more detail?
Answer honestly, but don’t turn it into a debate. One clear sentence of elaboration is fair. A back and forth defending the decision usually isn’t worth it for either side.
Subject: Re: Your interview for [Job Title] at [Company]
Hi [Name],
Happy to add a bit more: [one honest, specific sentence, e.g. "we needed someone who'd already managed a team of this size, and that experience wasn't there yet"].
I know that's not the answer you were hoping for, and I appreciate you asking directly rather than wondering.
[Your name]
[Company]If a candidate pushes back and asks you to reconsider, it’s fine to say the decision is final. You don’t owe a second review just because someone disagrees with the first one.
How soon should the feedback go out?
Within a day or two of the interview, while it’s still fresh for both of you. For the broader rule on response timing across every stage, not just feedback, see how long to respond to candidates after an interview. For the full timing breakdown by stage, including how a final round differs from a first call, see rejection email after interview.
If you’re not sure yet and need more time, send the “still deciding” template rather than nothing. A dated update costs you one email and buys you real patience from the candidate.
Should interview feedback ever be verbal instead?
For a finalist who did two or three rounds, yes, call first. A candidate who invested that much time deserves to hear the news from a person, with the email following to put it in writing.
For an early phone screen, email is fine on its own. Matching the format to the stage is covered in more depth in how many candidates to interview, which looks at why the volume of people you’re talking to at each stage changes how much personal attention each one can reasonably get.
Where should this feedback live?
On the candidate’s record, not just in a sent folder. Write the reason down before you send the email, not after, so the internal record and the candidate’s inbox match. Every stage change and comment is logged on the candidate record with who and when, so the note that explains a decision lives with the rest of that person’s record instead of in a sent folder nobody can search later.
Frequently asked questions
Should you give candidates interview feedback by email?
Yes, a short one. Candidates who completed a real interview earn more than a template rejection, but you don't owe them a performance review either. One honest sentence about what moved the decision is enough.
What should an interview feedback email include?
The decision stated plainly, one specific strength you actually noticed, and if it's a no, one specific job-related reason. Skip generic lines like 'you interviewed well' that could apply to anyone.
Is it risky to give candidates a reason for rejection?
Only if the reason is vague, personal, or not actually true. A reason tied to the job, like required experience with a specific tool or team size, is low risk and often appreciated. A reason about someone's personality or demeanor is the one to avoid.