I use a candidate feedback email to answer three practical questions: what happened, what happens next, and when the candidate will hear from me again. The wording changes depending on the decision, but the standard stays the same: clear, timely, respectful, and based on approved information.
Positive decision email
Subject: Next steps for the [Role] position
Hi [Candidate Name],
Thank you for speaking with us about the [Role] position. We enjoyed learning about your experience with [specific topic], and we would like to move you to the next stage.
The next conversation will be with [name or team] and will focus on [topic]. Could you meet at [options]? I will send the agenda and meeting details once we confirm a time.
Best,
[Recruiter Name]
Rejection email
Subject: Update on your [Role] interview
Hi [Candidate Name],
Thank you for your time and preparation. We have decided not to move forward with your application for the [Role] position.
Your experience with [strength] was relevant. For this opening, we selected candidates whose background more closely matched [role requirement or current need]. I appreciate your interest in [Company] and wish you well.
Best,
[Recruiter Name]
Delay update email
Hi [Candidate Name],
I wanted to update you on the [Role] process. The team needs more time to complete its review, so the decision is taking longer than expected. I am sorry for the change in timing.
I will send another update by [date]. I do not have a final decision to share today, but I wanted you to hear that directly from me.
Thank you, [Recruiter Name]
Request for more information
Hi [Candidate Name],
Thank you for meeting with us. Before we complete our review, could you share a little more about your experience with [specific requirement]? A short example covering [detail one] and [detail two] would help the team assess the role-related question consistently.
Please send this by [date] if possible. I will let you know if anything else is needed.
Best, [Recruiter Name]
Email checklist
- Put the status or purpose near the beginning.
- Use the correct role title and candidate name.
- Give a realistic date for the next update.
- Connect feedback to evidence and job requirements.
- Share only information approved by the hiring team.
- Avoid personal judgments, comparisons, and promises you cannot keep.
I keep the message shorter than the internal debrief. The candidate needs a useful update, not a transcript of private interviewer notes.