How to give feedback to unsuccessful job applicants

Letting hopeful job seekers know that they didn’t get the job isn’t easy, but it is an essential and important part of the recruitment process.

It’s a good idea to let unsuccessful applicants know about the outcome of their application as soon as you’re sure you won’t be hiring them. Doing this will at least mean they won’t be hanging on for your response for months on end, and they can then focus their efforts on other job prospects.

For job seekers who want it, there’s a way you can make the news of their lack of employment that much better for both you and for them – by giving them actionable feedback.

Why give feedback?

Some employers and recruiters are hesitant about giving feedback due to discomfort around telling applicants they were unsuccessful and fears of doing it wrong. However, when giving feedback is done well, it may actually provide many benefits for both your organisation and for unsuccessful applicants.

Feedback can be good for job candidates as it may help them to recognise what their strengths and weaknesses are in their applications and interviews – what they did well and what they need to improve on – and they can apply this feedback to ultimately become better candidates for future jobs. It helps if they are given actionable suggestions and advice about what they can do or strategies they could use to improve.

Getting feedback may also be helpful for providing closure to some candidates and help them be more understanding of the process that led to the result. With enough positive feedback mixed in with the constructive criticism, they are more likely to stay motivated to continue their job search.

You can be very helpful to others by giving feedback, but it is not a purely altruistic act.

By providing useful and timely feedback and giving the applicant a good recruitment experience, you can help ensure they will continue to view your organisation in a positive light. In turn, this could make them more likely to reapply to work with your organisation in the future (which could be especially great if they’ve improved their suitability since they last applied), or they could also potentially be a future customer or client. They may even recommend your organisation to others as a good place to apply for work, therefore building your brand and reputation in the process.

When to give feedback

It’s up to you when or if you give feedback, but it’s generally a good idea to give feedback when an unsuccessful candidate specifically asks for it. When you get in touch to let them know the news, you could mention to applicants that they could get in touch if they want any feedback.

Who to give feedback to and what form of communication to use

In many situations, it’s better to deliver the news that a candidate was unsuccessful and give them any feedback over the phone, rather than just emailing them. Doing this shows your willingness to talk to them in a genuine way, and it is less impersonal than an email. It’s a good idea to try to do this with candidates who made it further through the recruitment process and who did any kind of interview, such as a phone-screening interview, onsite interview, or video call.

However, if your organisation’s hiring process was lengthy with many applicants, and if there were any applicants who were rejected much earlier on in your recruitment process, it would be acceptable if you preferred to email them or send them a letter instead.

How to deliver the feedback

When giving feedback, keep it honest but also show empathy. It is good to mention both positive things you liked from the applicant and areas that they could improve on. Doing both will make it easier for them to digest the feedback and will also allow them to get a better understanding of their strengths and weaknesses.