Top tips for providing interview feedback to HR in a sample email

Are you struggling to draft an email providing interview feedback to HR? Worry not, because I have got you covered! With ample experience in handling HR queries, I have compiled a sample email that captures the essence of interview feedback. Whether you are a seasoned professional or a new HR manager, you can find examples and edit them as needed to ensure the feedback aligns with your unique requirements. So, without further ado, let’s delve into this crucial aspect of the hiring process. Providing constructive feedback is vital to shaping the skills and competencies of prospective candidates, but it is equally important to strike the right balance between positive and negative feedback. In this article, we undertake a comprehensive approach to providing feedback to HR that ensures constructive criticism while motivating candidates to strive for excellence.

The Ultimate Guide to Structuring Interview Feedback to HR

Interviewing candidates for a job is a crucial process in any organization. However, it is not just enough to conduct the interviews, but it is equally essential to provide a detailed report to HR on the feedback collected during the interview. Many companies do not have a standard format or structure for providing interview feedback, which can lead to confusion and delay in the hiring process. In this article, we will provide you with the ultimate guide to structuring interview feedback to HR.

Start by addressing the person receiving the feedback. Begin the email by writing the name of the HR personnel or team to whom you are sending the interview feedback. This is a courteous way of introducing the email and making sure it arrives in the right inbox.

The next step is to provide a brief summary of the candidate’s background. This information should include the candidate’s name, position applied for, and their current or previous employment history. You can add any other relevant information that will help HR to identify the candidate. This summary will act as an introduction to the feedback and ensure that HR knows which candidate you are referring to.

Moving on, it is crucial to provide feedback that is detailed and specific. HR needs to know what led you to form your opinion about the candidate. Provide examples of the candidate’s strengths and weaknesses, and if possible, give examples of how the candidate demonstrated these traits during the interview. Remember, your job is to provide an accurate report that will help HR make an informed decision about whether to hire the candidate or not.

It is also essential to categorize the feedback into various sections that will make it easier for HR to read and understand. These sections can be skills, qualifications, personality, communication, or any other relevant category. By doing this, HR will be able to assess the candidate’s profile better and compare it with other candidates who were interviewed.

If the candidate was unsuccessful, it is essential to provide constructive feedback that the candidate can use to improve their chances in future job interviews. Provide feedback on areas where the candidate needs to improve on, and give suggestions on how they can improve on those areas. By providing constructive feedback, you are helping the candidate to grow and develop their skills.

In conclusion, structuring interview feedback to HR is a crucial step in the hiring process. By following the steps outlined in this article, you will provide HR with detailed and accurate feedback that will help them make an informed decision. Remember to address the person receiving the feedback, provide a brief summary of the candidate, be specific and detailed, categorize the feedback, and provide constructive feedback if the candidate was unsuccessful. With these guidelines, you will be able to provide interview feedback that is professional, informative, and helps to improve the quality of candidates selected for the position.

Interview Feedback to HR Sample Email

Recommendation for a Promising Candidate

Dear HR Team,

I had the pleasure of interviewing Jane Doe for the position of Marketing Manager at our company, and I highly recommend her for the role. Jane demonstrated exceptional professionalism, marketing knowledge, and problem-solving skills that make her a perfect fit for our team.

During the interview, Jane impressed us with her ability to create and execute effective marketing strategies. She also demonstrated her experience in lead generation, data analysis, and customer segmentation. I believe that her combination of skills and experience will be an asset to our team.

Thank you for considering my feedback on Jane’s interview performance. I strongly believe that she will excel in the role and contribute positively to our organization.


[Your Name]

Concerns About a Candidate

Dear HR Team,

I recently interviewed John Smith for the role of Sales Associate, and I would like to express some concerns about his suitability for the position. I was impressed with his enthusiasm and communication skills, but I have reservations about his ability to meet our sales targets and work independently.

During the interview, John seemed to struggle with questions about self-motivation and sales performance. He also gave vague answers about his previous sales achievements, which raised some red flags. While John’s personality and communication skills are admirable, I am unsure if he has the required skills and experience for the role.

Thank you for considering my feedback on John’s interview performance. I think it would be worth considering other candidates who have a stronger track record in meeting sales targets and working under minimal supervision.


[Your Name]

Shortlisting Exceptional Candidates

Dear HR Team,

I recently had the pleasure of interviewing several candidates for the role of Human Resources Manager at our company, and I am thrilled to recommend two exceptional candidates for your consideration.

The first candidate, Mary Johnson, impressed us with her extensive experience in HR management, employee relations, and policy development. She brings a wealth of knowledge and expertise that will undoubtedly benefit our team.

The second candidate, Sarah Davis, stood out for her exceptional communication skills, strategic thinking, and leadership potential. She has an impressive track record of managing complex HR projects and implementing innovative solutions to HR challenges.

Both candidates possess a unique set of skills, experience, and qualifications that make them suitable for the role. I strongly recommend shortlisting them for further consideration.

Thank you for considering my feedback on these outstanding candidates. I believe that they will be an asset to our organization.


[Your Name]

Feedback on Interview Process

Dear HR Team,

I recently participated in the interview process for the position of IT Support Specialist at our company. I wanted to share my thoughts and feedback on the selection process.

Firstly, I want to commend the HR team for organizing a well-structured and efficient interview process. The pre-screening, phone interview, and in-person interview were all well-coordinated and facilitated a smooth hiring process.

However, I would suggest that the HR team consider providing more information about the job requirements and expectations upfront. During the interviews, some candidates seemed unclear about the role’s scope and what was required to perform it effectively. Providing more clarity about these aspects can help candidates better prepare for the interview and ensure that the selected candidate is the best fit for the role.

Thank you for considering my feedback on the interview process. I believe that with some small adjustments, we can continue to improve our hiring practices and attract top talent to our organization.


[Your Name]

Recommendation for a Team Leader

Dear HR Team,

I had the opportunity to interview Jenny Lee for the position of Team Leader for our marketing department, and I would like to strongly recommend her for the position. Jenny showed a remarkable combination of leadership skills, communication, and strategic thinking that make her an ideal candidate for the role.

During the interview, Jenny demonstrated a flair for optimizing team performance, handling interpersonal conflicts, setting objectives, and achieving goals. She also has in-depth knowledge of the marketing industry, a keen eye for detail, and the ability to work under stress.

Jenny’s proactive approach to leadership, combined with her drive and enthusiasm, make her an ideal candidate for the role. I am confident that under her leadership, our marketing department will thrive and achieve even greater successes.

Thank you for considering my feedback on Jenny’s interview performance. I believe she would be an excellent addition to our team.


[Your Name]

Feedback on Interviewee’s Cultural Fit

Dear HR Team,

I recently interviewed a candidate for the position of Graphic Designer, and I would like to offer some feedback regarding their cultural fit within our organization. While the candidate possessed the necessary skills and experience, I believe that they may not be a good fit for our company’s culture.

During the interview, the candidate displayed a lack of enthusiasm for our company’s mission and values. They also seemed indifferent to our organizational structure and the creative processes we follow. As an employee in a creative field, we need someone who has a passion for our organization and the work we do, and the candidate did not demonstrate this.

In summary, I believe that while the candidate is skilled and experienced, their culture fit may not align with our company’s values and vision. I recommend that the HR team consider this factor when making their selection decision.


[Your Name]

Feedback on Improving the Interview Process

Dear HR Team,

I recently had the opportunity to participate in the interview process for the position of Content Writer at our company. I wanted to offer some feedback on how we can improve the interview process.

Firstly, I would recommend including a written skills test as part of the process. Testing practical writing abilities provides a clear indicator of an applicant’s abilities, especially since written content is essential in our line of work.

Second, I would advise providing more information about the role’s specific requirements and expectations in advance. This will give applicants greater clarity about the position and help them tailor their preparation and responses to the interview accordingly.

Lastly, I suggest that we standardize interview questions and prioritize consistency. After all, this method will allow us to have a fair and objective process of hiring qualified and deserving applicants.

Thank you for considering my feedback on the interview process. I hope these suggestions help improve our processes, and I look forward to participating in future interviews.


[Your Name]

Tips for Providing Effective Interview Feedback to HR

Providing feedback to HR about an interview can be a delicate process that requires care and attention. Whether you are a hiring manager or a member of the interview panel, it is important to approach the task of providing feedback in a way that is constructive and helpful for both HR and the candidate. Here are some tips to help you provide effective interview feedback:

  • Be specific: Provide specific examples of what the candidate did well and areas where they could improve. Vague feedback is not helpful and can be frustrating for HR and the candidate.
  • Focus on behaviors, not personality traits: Avoid generalizations or assumptions about someone’s personality. Focus instead on specific behaviors or actions that you observed during the interview.
  • Be objective: Avoid biases or preconceived notions about the candidate, such as their age, gender, or race.
  • Stick to the facts: Only provide feedback on what you observed during the interview. Do not speculate on what the candidate might be like in other situations or roles.
  • Use a neutral tone: Avoid judgment or criticism. Instead, provide feedback in a neutral, factual way that is easy for HR to understand and act on.

In addition to these tips, it can also be helpful to provide feedback in a timely manner. Waiting too long after an interview can make it difficult to remember the specifics of what happened, and it can delay the hiring process. If possible, try to provide feedback within a day or two of the interview. Finally, remember that feedback is a two-way process. HR may have questions or concerns about the feedback you provide, and it’s important to be open to their input and to work together to find the best candidate for the job.

FAQs related to Interview Feedback to HR

What is interview feedback?

Interview feedback is the communication provided by the interviewer or hiring manager to the HR department regarding a candidate’s performance during the interview process.

Why is interview feedback important?

Interview feedback is crucial for HR departments to understand the strengths and weaknesses of the candidates, to ensure the right candidate is selected for the job.

What should be included in interview feedback?

Interview feedback should include insights into the candidate’s job skills, fit for the company culture, communication skills, responsiveness, reliability, and more, which will help HR make a more informed decision.

When should interview feedback be provided?

Interview feedback should be provided as soon as possible, once the hiring manager or interviewer has collected all the necessary information about the candidate’s performance.

How should interview feedback be delivered?

Interview feedback should be delivered in a constructive and objective manner, highlighting both the strengths and areas for improvement of the candidate.

What should the tone of interview feedback be?

The tone of interview feedback should be professional, neutral, and objective, avoiding any personal biases or subjective opinions.

Who should provide interview feedback?

Interview feedback should be provided by the hiring manager or the interviewer who directly interacted with the candidate, as they have the most accurate and relevant information about the candidate’s performance.

Can a candidate request interview feedback?

Yes, candidates have the right to request interview feedback, and HR departments should provide constructive and objective feedback that can help candidates improve their performance in the future.

What are the benefits of providing interview feedback?

Providing interview feedback can help improve the company’s reputation, candidate experience, and attract better talent, as well as support learning and development for candidates and HR professionals.

How can interview feedback be used to improve the recruitment process?

Interview feedback can be used by HR departments to improve their recruitment and hiring processes by identifying patterns, trends, and areas for improvement, as well as leveraging the strengths of candidates to improve future hiring decisions.

Stay in Touch!

Well, there you have it! I hope you found this article helpful and informative in crafting your own interview feedback email for HR. Remember, providing feedback not only helps the company make better hiring decisions but also shows that you are a proactive and helpful team player. Thanks for taking the time to read, and be sure to check back for more practical tips and advice in the future!