Giving effective feedback is a crucial part of a recruitment professional's job, but it can often feel like walking a tightrope. You need to be honest and direct with candidates and hiring managers, yet you also want to maintain positive relationships and avoid coming across as harsh or overly critical. Mastering this skill can set you apart, helping you build trust and become a valued partner in the hiring process. This guide will provide you with practical tips and simple strategies to deliver feedback that is both constructive and kind.

Why Softening the Blow Matters in Recruiting

As a recruiter, you are the face of the company for many candidates. The way you communicate, especially when delivering difficult news or constructive criticism, directly impacts the candidate experience and your company's employer brand. A candidate who has a positive interaction, even when being rejected, is more likely to reapply in the future, recommend your company to others, or even become a customer.

For hiring managers, your feedback helps refine their interview process and clarify what they are looking for in a candidate. When delivered poorly, feedback can create tension, damage your rapport, and make the hiring manager less likely to trust your judgment. When delivered well, it strengthens your partnership and leads to better hiring outcomes. The goal isn't to sugarcoat the truth but to deliver it in a way that empowers, informs, and respects the person receiving it.

The Foundation: Prepare for the Conversation

Before you even think about picking up the phone or writing an email, a little preparation goes a long way. Spontaneous feedback, especially when it's negative, can easily come out wrong.

  1. Know Your Goal: What do you want the other person to take away from this conversation? Is it to help a candidate improve their interview skills? Is it to help a hiring manager see a blind spot in their assessment? Having a clear objective will keep your feedback focused and purposeful.
  2. Gather Specific Examples: Vague feedback is not helpful. Saying "The hiring manager thought you were a bit nervous" is less effective than "The hiring manager mentioned that you didn't make much eye contact and seemed to rush through your answers." Specific, observable behaviors are easier for people to understand and act upon. Avoid generalizations like "you were unprofessional" and instead point to a specific action, such as "Arriving 15 minutes late for the interview gave the impression that you weren't fully prepared."
  3. Check Your Mindset: Are you feeling frustrated or annoyed? If so, take a moment to reset. Your emotions can easily bleed into your tone. Approach the conversation with a genuine desire to help. Your intent will shine through and make the feedback easier to receive. Remember, you are a coach, not a critic.

Techniques for Delivering Feedback to Candidates

Giving feedback to candidates, especially those you are rejecting, requires a delicate touch. They are often personally invested and may be feeling vulnerable.

The "Sandwich" Method: A Classic for a Reason

The feedback sandwich is a popular technique that involves layering constructive criticism between two pieces of positive feedback. It helps cushion the blow and keeps the person receptive.

  • Top Slice (Positive): Start with something genuine and positive. This could be about their impressive resume, their enthusiasm, or a specific skill they demonstrated well.
    • Example: "First off, thank you so much for your time. The hiring team was really impressed with your portfolio and the depth of your experience in project management."
  • The Filling (Constructive Criticism): This is where you deliver the area for improvement. Be specific, objective, and focus on the behavior, not the person.
    • Example: "The area where the team felt there was a gap was in the hands-on experience with our specific software platform. They are looking for someone who can hit the ground running with that tool from day one."
  • Bottom Slice (Positive/Forward-Looking): End on a positive or encouraging note. You can reiterate their strengths or wish them well in their search.
    • Example: "Your communication skills are excellent, and I have no doubt you'll find a great role soon. We'll certainly keep your resume on file for future openings that are a better match for your skills."

Focus on the Role, Not the Person

When rejecting a candidate, frame the feedback around the specific needs of the role and the company, rather than the candidate's personal shortcomings. This makes the feedback less personal and easier to accept.

  • Instead of: "You weren't strategic enough."
  • Try: "The team is looking for someone with more experience in developing long-term strategic plans from scratch. The other candidate had a background that more closely aligned with that specific need for this role."

This shifts the focus from "You are not good enough" to "This role requires a different type of experience."

Offer Actionable Advice (When Appropriate)

If you have a good rapport with a candidate and believe they are open to it, you can offer a small piece of actionable advice.

  • Example: "One small tip for future interviews: When you were asked about your biggest weakness, your answer was a little generic. Hiring managers love to hear about a real challenge you faced and, more importantly, the specific steps you took to overcome it. It shows self-awareness and a growth mindset."

This kind of feedback can turn a rejection into a valuable learning experience, leaving the candidate with a positive impression of you and your company.

Techniques for Giving Feedback to Hiring Managers

Giving feedback to hiring managers can be even trickier. You need to be a strategic partner, but there's also a power dynamic to consider. The key is to position yourself as an ally who is helping them achieve their goals.

Use Data and Observations

Hiring managers respond well to data and objective observations. Instead of relying on your "gut feeling," present evidence.

  • Instead of: "You're being too picky."
  • Try: "We've presented 10 candidates who meet all the technical qualifications you listed, but none have moved to a second round. It might be helpful to revisit the 'must-haves' versus the 'nice-to-haves' to ensure we're not screening out potentially great candidates."
  • Instead of: "Your interview questions are all over the place."
  • Try: "I noticed in the feedback from the last few candidates that they were unclear about the day-to-day responsibilities of the role. Perhaps we could add a question that allows them to ask more about the team's current projects to give them a clearer picture."

Ask Questions to Guide Them

Sometimes, the best way to give feedback is to ask questions that lead the hiring manager to their own conclusions. This is less confrontational and more collaborative.

  • Example: If a hiring manager keeps changing the job requirements, you could ask: "The profile we're searching for seems to have evolved a bit since we started. Could we take 15 minutes to discuss what you've learned from the interviews so far and redefine our ideal candidate? This will help me bring you a more targeted group of people."

This approach makes them a part of the solution rather than the source of the problem.

Frame it as a Shared Goal

Always bring the conversation back to the mutual goal: making the best possible hire for the team and the company.

  • Example: "My goal is to find you a fantastic new team member as quickly as possible. To help me do that, could you share a bit more about why Candidate X didn't feel like the right fit? The more I understand your perspective, the better I can calibrate my search."

This reinforces that you are on the same team and working towards a common objective. It turns feedback from a criticism into a strategy session.

By preparing thoughtfully and using these simple, respectful techniques, you can transform feedback from a dreaded task into a powerful tool. You’ll not only improve hiring outcomes but also build stronger, more trusting relationships with both candidates and hiring managers, solidifying your role as an invaluable recruitment partner.