Clear and constructive feedback helps applicants understand how their application was assessed, why they did not progress and how they can improve for future employment opportunities. It supports continuous learning, enhances the applicant experience and strengthens an agency’s reputation.
Here are some ways you can go about giving feedback to applicants.
- Respond promptly and respectfully to requests for feedback following the approval of the recruitment decision.
- Explain the recruitment process including how the assessment was conducted and, where appropriate, the level of competition (such as the number of applications received or applicants shortlisted).
- Use positive, neutral and constructive language; and offer suggestions for improving future applications such as “Next time you might like to…”.
- Be factual and evidence based, focusing on how the applicant’s evidence compared to the requirements of the role.
- Avoid coaching and detailed instruction on how to write a resume or application unless it is directly relevant to how the application was assessed.
- Maintain confidentiality by not disclosing information about other applicants, hiring team discussions or comparative assessments.
- Listen to and acknowledge questions or concerns by the applicant and invite further clarification where appropriate.
- Thank applicants for their interest in the role and the agency, and wish them success in future employment opportunities.
- Deliver feedback professionally whether provided verbally or in writing.
- Ensure messaging is consistent across applicants.
- Document feedback discussions and key points provided, particularly where feedback is given verbally to support transparency and manage potential review of breach claims.
- Escalate complex, sensitive or disputed feedback matters to the human resources team for guidance where required.
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