You've just finished interviewing a promising candidate, and you're thrilled with their qualifications and potential. It's now time to let them know how well they did and keep them engaged in the hiring process. Sending a positive interview feedback email is a powerful way to do just that. It goes beyond simply acknowledging their application and strengthens your company's image as a professional and caring employer.
Why Send a Positive Interview Feedback Email?
Beyond being a professional courtesy, there are several compelling reasons to send a positive interview feedback email:
- Reinforces a positive impression: A positive email can solidify the positive impression you made during the interview, reaffirming the candidate's interest and enthusiasm.
- Keeps the candidate engaged: Promptly sending a follow-up email shows you're genuinely interested and actively considering them for the position, preventing them from losing interest and moving on to other opportunities.
- Strengthens your employer brand: A positive and personalized email showcases your company as an organization that values its candidates and invests in the hiring process.
- Provides valuable feedback: The email can offer constructive feedback, highlighting the candidate's strengths and areas for potential growth, helping them improve for future interviews.
- Maintains transparency: By outlining the next steps in the hiring process, you build trust and transparency with the candidate, creating a positive experience even if they are not selected.
Structure of a Positive Interview Feedback Email
A well-structured positive interview feedback email follows a clear and concise format:
1. Subject Line:
- Clear and concise: Use a subject line that clearly indicates the purpose of the email, such as "Interview Feedback – [Candidate Name]" or "Following Up on Your Interview for [Job Title]".
- Personalized: Avoid generic subject lines like "Interview Update" or "Thank You".
2. Greeting:
- Warm and personalized: Start with a warm and friendly greeting, addressing the candidate by their name. For example, "Dear [Candidate Name]".
3. Opening Paragraph:
- Express gratitude: Start by thanking the candidate for their time and interest in the position.
- Reinforce positive impression: Briefly mention something specific you enjoyed about the interview, such as their qualifications, enthusiasm, or insights.
- Mention next steps: Briefly outline the next steps in the hiring process, such as a second interview or a decision timeline.
4. Body Paragraphs:
- Highlight strengths: Delve into specific examples of the candidate's strengths that impressed you during the interview. Be concrete and provide specific details, such as:
- "Your deep understanding of [industry/technology] and your experience with [specific software] were particularly impressive."
- "I was very interested to hear about your experience in [previous role] and how you successfully [achieved a specific result]."
- Offer constructive feedback (optional): If appropriate, you can offer gentle feedback on areas for potential growth, but keep it constructive and supportive. For example:
- "While your presentation skills are excellent, I suggest you practice your responses to [specific interview question]."
- "Your passion for [company/industry] is evident, and you might benefit from exploring [specific resource/training] to further enhance your expertise."
5. Closing Paragraph:
- Reaffirm interest: Reiterate your interest in the candidate and your excitement about their potential.
- Provide a clear call to action: Encourage the candidate to reach out with any questions and confirm that they are aware of the next steps.
- Express appreciation: End with a sincere expression of appreciation for their time and interest.
6. Closing:
- Professional sign-off: Use a professional sign-off like "Sincerely" or "Best regards", followed by your name and title.
Positive Interview Feedback Email Template
Here is a sample template for a positive interview feedback email that you can adapt to your needs:
Subject: Interview Feedback - [Candidate Name]
Dear [Candidate Name],
Thank you for taking the time to interview for the [Job Title] position at [Company Name] on [Date]. It was a pleasure meeting you and learning more about your skills and experience.
I was particularly impressed with your [mention specific strength]. Your [explain how the strength impressed you] demonstrates a strong understanding of [industry/technology/skill].
We are currently evaluating all candidates and will be in touch within [timeframe] to let you know our next steps. In the meantime, please do not hesitate to contact me if you have any questions.
Thank you again for your interest in [Company Name]. We look forward to continuing this conversation.
Sincerely,
[Your Name] [Your Title]
Example Positive Interview Feedback Email
Let's look at a real-world example of a positive interview feedback email:
Subject: Interview Feedback - Sarah Jones
Dear Sarah,
Thank you for taking the time to interview for the Marketing Manager position at Acme Marketing yesterday. It was a pleasure meeting you and learning more about your marketing expertise and experience.
I was particularly impressed with your insights into social media marketing and your ability to analyze data and develop effective campaigns. Your experience leading a team of marketers at your previous company was also highly relevant to this role.
We are currently evaluating all candidates and will be in touch within a week to let you know our next steps. In the meantime, please do not hesitate to reach out if you have any questions.
Thank you again for your interest in Acme Marketing. We look forward to continuing this conversation.
Sincerely,
John Smith Head of Marketing
Tips for Writing Effective Positive Interview Feedback Emails
- Be prompt: Send the email promptly after the interview, ideally within 24-48 hours.
- Be personalized: Tailor the email to the specific candidate and their qualifications.
- Be positive: Focus on the candidate's strengths and their positive contributions to the interview.
- Be concise: Keep the email brief and to the point.
- Proofread carefully: Ensure the email is free of grammatical errors and typos.
Additional Considerations
- Email etiquette: Follow proper email etiquette by using professional language, clear formatting, and a professional tone.
- Candidate confidentiality: Ensure you are not disclosing any confidential information about other candidates or the company during the interview process.
- Legal compliance: Be aware of any legal requirements related to employment discrimination or hiring practices.
FAQs
1. What if the candidate wasn't a great fit for the role?
It's still important to send a positive and professional email, even if the candidate wasn't a perfect fit. Thank them for their time and interest, and briefly explain why they weren't selected. You can also offer constructive feedback, focusing on their strengths and areas for improvement.
2. Should I offer specific examples of the candidate's strengths in the email?
Yes, providing specific examples of the candidate's strengths makes the email more personalized and reinforces the positive impression you made during the interview.
3. What if the candidate is not selected for the position?
Even if the candidate is not selected for the current position, you can still send a positive email to keep them engaged and build a relationship for future opportunities.
4. Is it okay to mention other candidates in the email?
It's generally not recommended to mention other candidates in the email, as this can be perceived as unprofessional or even insensitive.
5. What if the candidate asks for feedback on their interview performance?
If the candidate requests feedback, offer constructive and supportive feedback on their strengths and areas for improvement. Be specific and avoid general comments.
Conclusion
Sending a positive interview feedback email is a simple yet powerful gesture that goes a long way in creating a positive candidate experience. By reinforcing your interest, highlighting their strengths, and providing clear next steps, you demonstrate your professionalism and commitment to the hiring process. Remember, a well-written email can solidify the positive impression you made during the interview and keep the candidate engaged throughout the selection process, ultimately strengthening your employer brand and attracting top talent.