Interview feedback examples for hiring teams and candidates

These interview feedback examples cover the 3 situations hiring teams face: comments recorded for HR and the hiring manager, feedback given to a candidate after an interview, and requests for feedback from a candidate. Every sample follows 1 pattern: name the criterion, cite what the candidate said or did, then state a clear recommendation.

Interview feedback examples by audience

What is interview feedback?

Interview feedback The written record of how a candidate performed against the criteria for a role: a rating per criterion, the evidence behind each rating, and a recommendation. A shorter, candidate-facing version explains the outcome to the person who interviewed.

A job interview feedback sample in real life: rate 5 criteria from 1 to 5, quote 2 things the candidate said for each, and submit a Hire or No hire before seeing anyone else's notes. The recruiter turns that into a message.

How to write interview feedback in 5 steps

1. Take notes on what was said, not what you felt Capture answers and observable behaviour while the candidate is talking. The test: are the notes detailed enough to justify each rating later, to someone who was not in the room? Write "rolled back within 10 minutes, told support first", not "seems calm under pressure".
2. Rate straight after the interview Review your notes and rate each criterion as soon as the candidate leaves, before the next meeting overwrites the detail. Job interview feedback written a week later is mostly impression.
3. Attach evidence to every rating For each criterion give the rating, the answer that earned it, and why that answer merits that score. A rating with no example behind it is not defensible.
4. Take a clear stance End with Hire, No hire or a named next step, plus the 1 or 2 reasons that decided it. "Maybe" pushes your work onto the hiring manager.
5. Submit before you read anyone else's Each panellist rates independently. Then the panel compares notes, explores the basis for any disagreement, and reaches a consensus on the candidate.

Good feedback starts before the interview, with the criteria

Evaluation criteria for a role in The Cognitive: named parameters with weights that total 100.

Feedback is only comparable when every interviewer rates the same things. Agree 4 to 6 criteria and their weights before the first interview. In The Cognitive the criteria are fixed per role, while the interview questions adapt live to what each candidate says.

Positive interview feedback examples

Problem solving: 5 of 5. Asked 3 clarifying questions before proposing anything, then compared 2 options and explained why she rejected the cheaper one.

Rating, behaviour and reasoning in 2 sentences. A reader who was not in the room can see what actually happened.

"Great problem solver."

Communication: 4 of 5. Explained the migration plan to our non-technical panellist without jargon, and checked understanding twice.

Ties the rating to an observable moment and to who was in the room, so the hiring manager can weigh it.

"Very articulate, good communicator."

Ownership: 5 of 5. Described taking over a stalled vendor renewal that was not his, and named the 2 calls he made that week to close it.

A specific past action, told in the first person, with a result attached. Not a personality trait.

"Seems like a self-starter."

Role knowledge: 4 of 5. Walked through month-end close step by step and flagged the intercompany reconciliation risk before we asked.

The evidence is job-related and checkable against the requirements we wrote down before interviewing.

"Knows her stuff."

Collaboration: 4 of 5. Gave the other team's view of the conflict fairly, and said what he changed afterwards.

Looks for behaviour rather than likeability, which is what keeps similar-to-me bias out of the score.

"Would be fun to work with."

Recommendation: Hire. Met or exceeded 4 of 5 criteria. The only gap is people management, which this role does not need in year 1.

A clear stance, the deciding reasons, and an honest gap the next interviewer can pick up.

"Strong yes from me!"

Interview feedback comments: vague vs evidence-based

Negative and constructive interview feedback examples

Stakeholder management: 2 of 5. Both examples were about a team effort. Asked what he did personally, he described attending the meetings.

Rates what was demonstrated in the interview, not what the candidate may be capable of somewhere else.

"We were looking for an example where you personally led the stakeholder conversation."

Must-have not met: no experience running payroll in more than 1 country. Everything else at or above the bar.

Points to a requirement that was set before the interview, so the rejection is about the role, not the person.

"This role needs multi-country payroll experience from day 1, and that was the gap."

Communication: 2 of 5. Answers ran 6 to 8 minutes and did not reach a result. Needed 3 prompts to get to the outcome.

Describes observable behaviour with counts attached, rather than a judgement about personality.

"Shorter answers that end with the result would make your experience easier to assess."

Role understanding: 2 of 5. Described the job as account management. It is new-business sales, as the posting states.

A factual mismatch that anyone can verify against the job posting we published.

"The role is focused on new business, and your examples were mostly about existing accounts."

Recommendation: No hire for this level. Strong execution examples, none at the scope of a team lead. Would consider for senior analyst.

Separates "not this role" from "not ever", which is the part that turns out to be useful 6 months later.

"We would be glad to talk again about a senior analyst opening."

Analytical skills: 3 of 5. Correct approach to the case, but did not sanity-check the final number, which was off by a factor of 10.

Constructive interview feedback names the one thing that would have raised the score, so it can be acted on.

"Your approach was sound. Checking the final figure would have made it a strong answer."

Interview feedback template for HR and the hiring manager

CANDIDATE: [name]        ROLE: [role]
INTERVIEWER: [name]      DATE: [date]      STAGE: [stage]

RECOMMENDATION: [Strong hire / Hire / No hire / Strong no hire]
Deciding reasons (1 or 2 sentences):

RATINGS (1 to 5, with evidence)
1. [Criterion]: [n] of 5
   Evidence: what they said or did
2. [Criterion]: [n] of 5
   Evidence:
3. [Criterion]: [n] of 5
   Evidence:
4. [Criterion]: [n] of 5
   Evidence:

STRENGTHS (up to 3, each tied to a criterion)

CONCERNS OR GAPS (up to 3, each tied to a criterion)

TO PROBE AT THE NEXT STAGE

NOT ASSESSED IN THIS INTERVIEW

Technical interview feedback examples

Coding: 4 of 5. Working solution in 30 minutes with 1 hint. Wrote tests for 2 edge cases unprompted, and caught her own off-by-one error.

Time, hints and self-correction are exactly what a hiring manager asks about when they read the score.

System design: 3 of 5. Sensible service split. Did not address what happens when the queue backs up until prompted, then gave a reasonable answer.

Separates unprompted from prompted, which is the difference between depth and recall.

Debugging: 5 of 5. Reproduced the fault first, read the logs before the code, and named the rollback path before being asked.

Describes method rather than outcome, so it still means something when the puzzle changes.

Technical communication: 2 of 5. Correct answer, but could not explain the trade-off to the product manager on the panel in plain terms.

Rates a separate criterion separately, which is how you stop one strong answer lifting every other score.

Before the debrief

Rate alone first. The halo effect lets 1 strong answer lift every other score, and a confident colleague can do the same to a whole panel. Submit your ratings, then compare notes and work through the disagreements.

Unsuccessful interview feedback example: email to a candidate

Subject: Your interview for [role] at [company]

Hi [first name],

Thank you for the time you gave us on [date]. We have decided not to move forward with your application for [role].

You asked for feedback, so here it is. Your examples of [strength, e.g. running quarterly planning] were clear and specific, and the panel rated that highly. The gap for this role was [requirement, e.g. hands-on experience managing a team of 5 or more], which we need from the first month.

This is a decision about this role, not about your ability. If a [related role] opens, we would be glad to hear from you.

Best,
[name]

Giving interview feedback to candidates: do and avoid

Do

• Tell candidates at the interview what sort of feedback to expect, and when
• Give 1 or 2 reasons tied to the written requirements of the role
• Name a real strength, with the moment you noticed it
• Send it within a few days, while the interview is fresh for both sides
• Keep what you tell the candidate consistent with the internal record

Do not

• Comparing them with other candidates, named or not
• Commenting on personality, appearance, age, family, health or anything outside the job
• Vague phrases such as "not a fit", which explain nothing and invite a reply
• Promising a future role you are not in a position to offer
• Reopening the decision by email once it has been made

Positive interview feedback sample email

Subject: Next steps for [role] at [company]

Hi [first name],

Good news: we would like to invite you to [next stage].

Two things stood out to the panel. First, [specific moment, e.g. how you explained the pricing change to a non-finance audience]. Second, [specific moment]. Both map directly to what this role does every week.

At the next stage you will meet [names or roles], and the focus will be [topic]. It will take about [n] minutes.

[Scheduling line]

Best,
[name]

A sample interview feedback report, written from the interview itself

A scorecard from a Cognitive AI interview: each criterion out of 5, an overall score out of 100, and a recommendation.

For first-round screens, The Cognitive runs a live two-way AI video interview and writes a sample of interview feedback in this structure. Each criterion is scored out of 5, the overall score out of 100 is weighted from the role's evaluation criteria, and resume claims are marked verified, refuted or unclear with the evidence.

Interview feedback checklist: before you submit

• Written on the day of the interview
• Every rating has at least 1 thing the candidate said or did
• Each criterion rated separately, not all 3s
• A clear recommendation, with the 1 or 2 deciding reasons
• Nothing about age, family, health, accent, appearance or other non-job factors
• Gaps described against the role's requirements, not against other candidates
• "Not assessed" used where you did not cover a criterion
• Submitted before reading other interviewers' feedback

Interview feedback is a hiring record, so write it to be read

In the United States, the EEOC states that its regulations require employers to keep all personnel or employment records for 1 year. The underlying rule, 29 CFR 1602.14, names application forms and other records having to do with hiring. If a charge is filed, records relating to it must be kept until final disposition.

In the UK and the EU, a candidate can ask for a copy of the personal information you hold about them, and you normally have 1 month to respond, free of charge. Interview notes about a named person are part of that. Acas also advises UK employers to store interview notes and recordings securely and confidentially.

The practical rule follows from both: write every comment as if the candidate will read it, because they may. Rules differ by country and by state, and none of this is legal advice. Check retention periods and any feedback obligations with your own employment counsel.

How to ask for interview feedback: a request email

Subject: Thank you, and a quick question

Hi [name],

Thank you for letting me know, and for the time you and the team spent with me.

If you are able to share it, I would value 1 or 2 pieces of feedback on my interview. In particular, was there a skill or a piece of experience that would have made me a stronger candidate for [role]?

I understand if company policy means you cannot. Either way, I would be glad to be considered for future openings.

Best,
[name]

Build the rest of your interview process

Scorecard generator · Rubric generator · Interview kit · STAR method · What is a structured interview? · Panel interview guide

Frequently asked questions

How to give interview feedback to a hiring manager?

Lead with the recommendation, then the 1 or 2 reasons that decided it, then a rating and the evidence for each criterion, then what the next interviewer should probe. Keep it to what you observed rather than what you concluded about the person. Send it the same day, and before the debrief, so your view is on the record before the discussion moves it. The report template above is the shape to copy.

How to write interview feedback?

Follow 1 pattern: criterion, evidence, recommendation. Take notes on what was said during the interview, rate each criterion as soon as the candidate leaves, attach the answer that earned each rating, take a clear stance, and submit before you read anyone else's. That is also how to provide interview feedback quickly, since the writing takes minutes when the notes already hold the evidence.

How to document interview feedback for your hiring team?

Keep it in one place, usually your ATS, with one template and the same criteria for every interviewer on the role. Use a 1 to 5 scale with a required evidence field next to each rating, and ask for it on the day of the interview. Retain it: the EEOC states that its regulations require employers to keep personnel or employment records for 1 year, and longer if a charge is filed. Retention rules differ elsewhere, so check yours.

How to give interview feedback to HR, with examples?

HR needs a decision it can act on and explain. Write the rating, the evidence and the stance. A positive example: "Ownership: 5 of 5. Took over a stalled vendor renewal that was not his and named the 2 calls that closed it." A negative one: "Must-have not met: no multi-country payroll experience. Everything else at or above the bar." Note that interview feedback to HR is about the candidate against the criteria, not a review of the interview process.

What are some examples of positive interview feedback?

Internally: "Communication: 4 of 5. Explained the migration plan to our non-technical panellist without jargon and checked understanding twice." To the candidate: "The way you walked the panel through the pricing change without jargon stood out, and it maps to what this role does weekly." Good interview feedback examples are specific enough that the candidate knows what to repeat next time.

How to give feedback to interview candidate, with examples?

Give 1 real strength and 1 or 2 reasons tied to the requirements of the role, within a few days. No comparisons with other candidates, and nothing about personality, appearance or circumstances. Call late-stage candidates and email everyone else. For giving interview feedback to candidates, examples beat rules: the 2 email templates above are a candidate interview feedback sample you can adapt. Keep it consistent with the internal record.

How to ask for interview feedback?

Reply to the decision promptly, thank the interviewer for their time, and ask 1 specific question such as which skill or experience would have made you a stronger candidate. One question gets answered where a list gets ignored. Accept that some employers cannot share detail, and close by asking to be considered for future openings. The request email above is ready to send.

How do you get interview feedback from a candidate about your process?

Ask every interviewed candidate, hired or not, a short set of questions after the decision is communicated: was the process clear, were the interviewers prepared, was the timeline kept, what would you change. Keep it separate from the hiring decision and from any feedback you give them, so neither influences the other. This is also where feedback about a specific interviewer belongs.

Can an AI interview produce the interview feedback?

On The Cognitive it can, for the first-round screen. A live two-way AI video interview asks follow-up questions based on each answer, then produces a recording, a transcript and a scorecard: each criterion out of 5, an overall score out of 100 weighted from the role's evaluation criteria, resume claims marked verified, refuted or unclear with the evidence, and a recommendation label. The rubric is fixed per role while the questions adapt. A person reviews it and decides.

Do employers have to give interview feedback?

It depends on where you hire and on your own policy, so check with your employment counsel rather than assuming. What is clearer is the related right: candidates in the UK and the EU can ask for a copy of the personal information an employer holds about them, normally within 1 month and free of charge, and interview notes about a named person fall within that.

Explore: Scorecard generator · STAR method · What is a structured interview? · What is in an interview scorecard report · AI interviewer