How to Give Candidates Feedback When They Didn’t Get the Job
TJ Kastning
Giving feedback to rejected candidates is a delicate but necessary step in the hiring process. When done correctly, it preserves relationships, enhances your company’s reputation, and keeps potential future hires engaged.
However, expect some resistance. Candidates had enough confidence to apply, so some will be disappointed, and others may even push back. Your goal isn’t to debate—it’s to provide closure while keeping the conversation professional.
Keep It Brief & Professional
🛑 Don’t over-explain. The more details you provide, the more room there is for debate. Keep the message focused.
✅ Example:
“We truly appreciate your time and effort in this process. After careful consideration, we’ve decided to move forward with another candidate whose experience was a closer fit for this role.”
That’s it—no long-winded explanations or breakdowns of their shortcomings.
Make It About the Hired Candidate, Not the Rejected One
Instead of pointing out what they lacked, shift the focus to what the hired candidate brought to the table.
🚫 What NOT to say:
“You didn’t have enough leadership experience, and your technical skills weren’t strong enough.”
✅ Better approach:
“We ultimately chose a candidate with extensive leadership experience in a similar role, which was a key priority for us.”
This keeps the message neutral and avoids unnecessary criticism.
Expect Pushback & Stay Neutral
Some candidates will want to debate the decision or defend themselves. Stay professional and avoid engaging in an argument.
🔹 If they push back:
“I understand this isn’t the news you were hoping for. We had to make a tough decision, and we truly appreciate your time in the process.”
🔹 If they ask for details:
“We were looking for more direct experience in X, and the selected candidate had that background.”
Your job isn’t to justify the decision—it’s to close the conversation professionally.
Should You Offer Constructive Feedback?
Be careful. Only provide feedback if you believe the candidate will take it well and benefit from it.
🔹 Example for a close runner-up:
“You have strong experience, and we really enjoyed meeting you. One way to strengthen your interviews could be providing more specific examples of your leadership in past projects. We’d love to stay in touch for future opportunities.”
If the candidate wasn’t close, keep it general and positive rather than offering specific critiques.
End on a Positive Note
Even if they didn’t get this job, they might be a fit in the future. Leave them with a good impression.
✅ “We truly appreciate your time and effort and wish you the best moving forward. Let’s stay in touch for future opportunities!”
This keeps the door open and preserves the relationship.
Key Takeaways
✅ Keep it brief – Over-explaining invites unnecessary debate.
✅ Make it about the hired candidate – Not about what the rejected candidate lacked.
✅ Stay neutral if they push back – You don’t need to justify the decision.
✅ Offer feedback cautiously – Only if they will genuinely benefit from it.
✅ End positively – Keep the door open for future opportunities.
Want to Improve Your Hiring Process?
Hiring decisions are tough, and handling rejected candidates professionally is just one part of getting it right. Let’s build a stronger hiring process that ensures better decisions and maintains great candidate relationships.
📅 Schedule an exploratory call with Ambassador Group today:
👉 Book a time here
Your next great hire is out there—let’s make sure you don’t miss them. 🚀
