Hiring isn’t just about selecting the right person. It’s about how you treat everyone along the way.
And nothing erodes your employer brand faster than silence after an interview.
Candidates talk; especially when they’re ghosted. They share their experiences on LinkedIn, Glassdoor, Reddit. If you don’t close the loop, someone else will write your narrative.
This guide breaks down how to give interview feedback with professionalism, empathy, and consistency. We cover when to say more, when to say less, and why it matters.
Why most recruiters struggle with interview feedback
The uncomfortable truth? Many recruiters want to provide better interview feedback but are stuck in broken systems. Here's why:
- Recruiters are overloaded. Agency recruiters often work across dozens of roles simultaneously, all under sales KPIs. Giving feedback to candidates who won’t generate revenue doesn’t “count” toward their goals.
- Some recruiters are lazy. If a job post looks like a copy-pasted client description or ends with “if you haven’t heard from us in five days, assume rejection,” you’ve spotted a red flag.
- Feedback isn’t always available. Hiring managers often disengage once they’ve made a final decision, making it hard for recruiters to get real insights to share.
- First-past-the-post pressure. In contingency recruiting, speed beats depth. Whoever submits a candidate first “owns” them, which creates a culture of rushing resumes instead of building relationships.
The takeaway? A lack of feedback doesn’t always come from indifference. It often comes from operational dysfunction. But that’s not a good enough excuse.
Use the right interview feedback format at the right time
Here’s a simple guide for when to use email vs phone vs in-person feedback:
And here’s what candidates deserve at each stage:
- Early stage? Speed and clarity.
- Late stage? Personal, constructive feedback. This is even more important if they invested serious time prepping or presenting.
Interview feedback examples that build trust
Here are a few examples to use (and adapt) when informing candidates of your decision.
Rejection after screening call
“Thanks for taking the time to speak with us. After reviewing your experience against the role, we’ve decided to move forward with candidates who are a closer match at this time. We really appreciate your interest and encourage you to apply for future roles.”
Rejection after final round interview
“We enjoyed getting to know you and appreciate the time and effort you put into the process. We’ve chosen to move forward with another candidate who had more direct experience in [specific area]. However, we’d love to stay in touch about future opportunities.”
Constructive feedback example
“One piece of feedback that came up was presentation style. The team is looking for someone comfortable leading high-energy meetings, and your approach came across a bit more reserved. That’s not a flaw, but it’s something to consider if this type of role remains of interest.”
Offer call script
“Great news. We’d like to extend you an offer for the [Job Title] role. Based on our conversations, we’re confident you’ll be a great fit. I’ll send over the formal details by email, but wanted to connect first and walk through any questions you have.”
Don’t fake the “we’ll keep your resume” line
If a candidate was a strong contender, actually keep their resume on file. Tag them in your ATS. Set a reminder to follow up in three to six months.
The hiring process isn’t a one-time transaction. Today’s runner-up could be your next great hire.
Treat rejection with respect
The farther a candidate goes in your process, the more emotionally invested they are. A final-round rejection hurts. But how you deliver that job rejection email or call can build trust or ruin it.
Tips for giving tough feedback:
- Ask if they’re open to feedback before sharing it
- Be specific, not vague ("They went with someone else" isn’t helpful)
- Don’t sugarcoat or mislead to make yourself feel better
- Don’t guess if you don’t know the hiring manager’s reasoning, don’t speculate
And if someone reacts emotionally, stay calm. You’re not just representing yourself. You’re representing the company.
So what?
Clear, timely feedback is one of the most underrated parts of a great candidate experience. When you get it right:
- Candidates feel respected, even if they don’t get the job
- Your employer brand grows through word of mouth
- You create a talent pipeline that wants to work with you again
You’re not just hiring for one role. You’re building a reputation.
So don’t ghost. Don’t delay. And don’t forget the “human” in human resources.
