Developing an effective interview feedback template: A guide for recruiters

Recruiters juggle numerous responsibilities, from sourcing candidates to managing hiring processes.

Yet, one challenge persists: providing timely and meaningful feedback to candidates post-interview. Often, this critical step gets sidelined in the rush to move forward.

Luckily, a well crafted interview feedback template bridges the gap between candidate expectations and recruiter evaluations. It ensures that candidates leave with a positive experience, regardless of the outcome.

Let’s uncover how a well-structured feedback template can refine your recruitment process with tips to create the right one on your own!

What is interview feedback and why should you prioritize it?

Imagine being a candidate who invested time and effort preparing for an interview. You have showcased your skills, answered questions, and perhaps even presented a case study. What happens next?

Without feedback, candidates are left in the dark. They don’t know what went well, where they need improvement, or whether they fit the role well. This lack of closure leads to a negative candidate experience.

Interview feedback is a structured evaluation provided to candidates after their interview. It provides valuable insights into the candidate’s performance, strengths, and weaknesses.

Here’s why you must prioritize it:

• Transparency and respect: Providing interview feedback demonstrates transparency and respect for candidates’ efforts and time. It shows that the hiring process is fair and open.

• Candidate growth: Feedback gives candidates a chance to learn and grow. Constructive criticism helps them understand their strengths and areas that need improvement, enabling them to perform better in future interviews.

• Positive candidate experience: Even when candidates don’t land the job, feedback contributes to a positive candidate experience. It leaves them with a sense of closure and respect, which can influence their perception of the company.

• Professional reputation: Consistently offering feedback enhances the professional reputation of the organization. Candidates are more likely to recommend the company to others, even if they weren’t selected if they had a positive experience.

• Continuous improvement: Feedback is not just for candidates; it’s a valuable resource for recruiters. It provides insights into the effectiveness of the interview process and areas that need refinement, contributing to ongoing process improvement.

6 must-haves in an interview feedback form

1. Candidate information

Candidate information is the foundation of your feedback template. It ensures clarity by specifying who the feedback is about and which position they applied for.

Include the candidate’s name, contact details, and the job title they interviewed for. This basic information sets the stage for precise and targeted feedback.

2. Interviewer details

Knowing who conducted the interview is essential for accountability. It helps candidates understand who provided the feedback and who to contact for further discussions.

3. Assessment criteria

Clearly defining the criteria or skills assessed during the interview makes the feedback focused and relevant. It helps candidates understand the basis of the evaluation.

List the criteria or skills you evaluated, such as communication skills, technical expertise, or problem-solving abilities. Further, rate the candidate for each specific criterion. This would enlighten them on the areas they were best in and areas that were not satisfactory.

4. Strengths and weaknesses

Providing insights into strengths and weaknesses gives candidates an overall view of their performance. It acknowledges what they did well and where they can improve.

5. Recommendations

Offering recommendations allows candidates to know how to improve. It turns feedback into a roadmap for their development.

Provide specific suggestions or steps that the candidate can take to address weaknesses or build on strengths mentioned in the feedback.

6. Overall evaluation

Why it Matters:

An overall evaluation or rating gives candidates a quick snapshot of their performance. It simplifies the feedback and helps candidates gauge their overall fit for the role.

How to Implement:

Include a summary or rating, such as “Excellent,” “Good,” “Satisfactory,” or “Needs Improvement.” This concise assessment offers clarity and leaves candidates with a clear impression.

7 benefits of using interview feedback templates

1. Consistency

Maintaining consistency in the interview process is crucial for fair and equitable candidate evaluations.

An interview feedback template provides a structured framework that ensures all candidates are assessed using the same criteria and format.

This consistency helps make objective hiring decisions based on a level playing field.

It prevents biases that can arise when interviewers approach feedback in varied ways, thus promoting a more inclusive recruitment process.

2. Efficiency

The recruitment process often demands the coordination of numerous interviews and assessments.

Feedback templates streamline this process by offering a standardized format. Interviewers can focus on the content of the feedback rather than formatting, making the process more time-efficient.

This efficiency is especially valuable when multiple candidates are being evaluated simultaneously, as it reduces administrative burdens.

3. Clarity and detail

Constructive feedback is most beneficial when it’s clear and detailed. Interview feedback templates prompt interviewers to provide specific comments and examples related to a candidate’s performance.

This level of detail allows candidates to understand not only where they excelled but also where they need improvement.

Clear, detailed feedback turns the assessment into a valuable learning opportunity for candidates.

4. Focus on relevant criteria

Different job roles require different skills and attributes.

Customizable interview feedback templates enable organizations to tailor feedback to align with the specific criteria most relevant to the position.

This ensures that feedback addresses the key competencies required for success in the role, making it more meaningful and actionable for candidates.

5. Legal compliance

Legal compliance in recruitment is essential to prevent discrimination and bias.

Interview feedback templates can include predefined criteria and standardized language, reducing the risk of unintentional bias in feedback.

This proactive approach helps organizations adhere to legal requirements and maintain a fair and legally defensible hiring process.

6. Professionalism

Using interview feedback templates showcases professionalism and attention to detail in the recruitment process.

It conveys to candidates that their evaluation is a well-organized and structured part of the hiring process.

This professionalism enhances the organization’s reputation and fosters a positive perception among candidates, regardless of the interview outcome.

7. Positive candidate experience

Every candidate’s interaction shapes their perception of the company. Clear, constructive feedback delivered through templates contributes to a positive candidate experience.

Even if candidates are not selected for the position, they are more likely to view the company favorably if they receive respectful and detailed feedback.

A positive experience encourages candidates to maintain a connection with the organization and consider future opportunities.

5 “DONT’S” for an effective feedback template

1. Don’t make it overly generic

Avoid using a one-size-fits-all template that doesn’t allow for customization. An overly generic template lacks the flexibility needed to assess candidates accurately.

It may lead to irrelevant or misleading feedback that doesn’t align with the job’s demands.

Each job role may require specific assessment criteria, so ensure your template can be tailored accordingly. Provide options for interviewers to customize or select relevant criteria based on the role being assessed.

2. Don’t use ambiguous language

Steer clear of vague or subjective language in the feedback template.

It can confuse both interviewers and candidates. Ambiguous feedback lacks the specificity needed for candidates to understand their strengths and areas for improvement.

Hence, encourage using concrete examples and quantifiable observations to support assessments.

3. Don’t make it too long or complicated

Keep the template concise and straightforward. Long and complex templates can overwhelm interviewers and may discourage them from providing feedback.

Ensure that the template is user-friendly, encouraging interviewers to provide feedback willingly and promptly.

Simplicity enhances efficiency and ensures that the feedback process remains a valuable part of the hiring process.

4. Don’t neglect training

Simply providing a template isn’t enough. Ensure that interviewers are trained on how to use it effectively.

These programs should cover the use of feedback templates, best practices in providing feedback, recognizing and mitigating bias, and legal compliance in hiring.

5. Don’t exclude candidate self-assessment

While the interviewer’s perspective is essential, don’t disregard the candidate’s self-assessment. Include a section where candidates can provide their insights on the interview.

Candidates appreciate the opportunity to actively participate in their evaluation, fostering a positive candidate experience.

With these quick tips on crafting the right interview feedback templates, you’re all set to enhancing your candidate experience and employer brand.

Happy recruiting!

Author’s Bio

Recruit CRM is on a mission to help recruiters across the world streamline their recruiting process using our intuitive and easy-to-use cloud-based ATS + CRM software. Check out our ebook “101 recruiting power boosters to ace your hiring in 2023” for expert recruiting tips and advice.