How to Write a Positive Interview Feedback Email

Published on
November 21, 2023
Sending interview feedback is a courteous gesture and a crucial step in maintaining a positive and professional relationship with candidates. 

Sending interview feedback is a courteous gesture and a crucial step in maintaining a positive and professional relationship with candidates. 

Whether you're a hiring manager, HR professional, or recruiter, providing constructive and positive feedback after an interview can leave a lasting impression. 

In this article, we'll discuss the best practices for writing a positive interview feedback email, share some things to remember, and provide a sample template to help you get started.

Things to Remember for Sending Positive Interview Feedback

  • Timeliness: Timely feedback is essential. Candidates are often anxious to hear about the outcome of their interviews, so try to send your feedback within a day or two of the interview. This demonstrates your organization's respect for their time and effort.
  • Be Specific: When giving feedback, be specific about what the candidate did well. Highlight their strengths, skills, and qualities that impressed you during the interview. Vague or generic feedback doesn't provide value and can be discouraging.
  • Constructive Criticism: If there are areas where the candidate can improve, provide constructive criticism. Be discreet and respectful in your approach, focusing on how they can enhance their qualifications rather than dwelling on shortcomings.
  • Personalization: Tailor your feedback to the individual candidate. Mention aspects of the interview or their qualifications that stood out in their case. This personal touch can make your email more meaningful.
  • Encouragement: Encourage the candidate to continue their job search and express your appreciation for their interest in your organization. A positive and encouraging tone can leave a lasting impression and encourage them to apply for future positions.

Best Practices for Writing a Positive Interview Feedback Email

  • Start with a Warm Greeting: Begin your email with a polite and warm greeting to set a positive tone. Address the candidate by their name.
  • Express Appreciation: Express gratitude for the candidate's interest in the position and the time they invested in the interview process.
  • Highlight Strengths: Mention the candidate's strengths, skills, and qualities that impressed you during the interview. Be specific and provide examples to reinforce your feedback.
  • Offer Constructive Criticism: If applicable, offer constructive criticism diplomatically. Focus on areas where the candidate can improve and provide suggestions for growth.
  • Be Professional: Maintain a professional and respectful tone throughout the email. Avoid any negative or critical language.
  • Encourage Future Engagement: Express your interest in staying connected with the candidate for future opportunities. Let them know that you value their skills and experience.

Sample Template for Writing a Positive Interview Feedback Email

Subject: Interview Feedback for [Position Title]

Dear [Candidate's Name],

I hope this email finds you well. I am writing to express my gratitude for your interest in the [Position Title] role at [Company Name] and for participating in the recent interview.

During the interview, I was genuinely impressed by your [mention specific strengths and qualities, e.g., communication skills, problem-solving abilities, enthusiasm]. Your [mention specific accomplishments or experiences] stood out as a testament to your qualifications.

While you showcased many strengths, I also wanted to provide constructive feedback. [Provide specific, constructive feedback on areas where the candidate can improve]. You will further enhance your qualifications with continued development in these areas.

I encourage you to pursue opportunities that align with your skills and aspirations. Your talent and dedication are assets, and I look forward to the possibility of connecting again for future opportunities at [Company Name].

Again, Thank you for your time and interest in [Company Name]. Please feel free to reach out if you have any questions or want to discuss your interview further.

Warm regards,

[Your Name]

[Your Title]

[Company Name]

[Contact Information]


Positive interview feedback is an essential part of the hiring process that can leave a positive impression on candidates, even if they were not selected for the position. 

Following the best practices presented in this article, you can create a professional and meaningful interview feedback email demonstrating your organization's respect and appreciation for candidates. 

Remember to be specific, constructive, and encouraging in your feedback to help candidates grow in their careers.

About the author
Shiva Prabhakaran

Shiva is a subject matter expert in communication, marketing, productivity, and learning systems. He has previously contributed to many blogs and newsletters, including Validated, Mental Models, HackerNoon, and several brands. You can find Shiva on LinkedIn or email him at shiva(at)

Try Routine today

Sign up and get started for free.