Application or interview feedback (unsuccessful) letter template
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If you need to inform a candidate that they didn't pass to the next interview stage, send this model letter to provide feedback and thank them for their time.
- 1 page / 179 words.
- Last updated 02/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Application or interview feedback (unsuccessful) letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Position of [job title]
Thank you for taking the time to apply for the [position] role at [company]. We were impressed with your skills and experience, and appreciate your interest in joining our team.
After careful consideration of all applicants, we regret to inform you that we have decided not to proceed with your application at this time.
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An application or interview feedback (unsuccessful) letter is sent to a job applicant who has been unsuccessful in their job application or interview. The purpose of this letter is to provide constructive feedback to the applicant about why they were not successful, as well as to thank them for their interest in the position and to encourage them to apply for other opportunities in the future.
The feedback should be specific, honest, and constructive, highlighting areas where the applicant performed well and areas where they could improve in the future. The letter should also be written in a professional and courteous tone, expressing appreciation for the time and effort the applicant put into the application or interview process.
It is important to note that feedback should only be provided if the applicant has requested it or if it is part of the company's standard hiring process. Some applicants may not want feedback, and it is important to respect their wishes in this regard.
It is usually delivered to the Candidate by the Employer / HR.
It should be actioned as soon as reasonably practical after an application has been received, or an interview has taken place.
Compliance
Compliance
This Application or interview feedback (unsuccessful) letter template incorporates relevant UK laws and HR standards, including those listed below:
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Equality Act 2010: Ensures that applicants are treated fairly and without discrimination during the application process based on protected characteristics such as age, gender, race, disability, religion, and sexual orientation.
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Data Protection Act 2018: Requires organisations to handle and process applicant data securely and in accordance with data protection principles, ensuring confidentiality and compliance with privacy laws.
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Employment Rights Act 1996: Imposes a duty on employers to provide written terms and conditions of employment, which may include acknowledgment of job applications as part of the recruitment process.
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General Data Protection Regulation (GDPR): Provides guidelines for the lawful processing of personal data, requiring organisations to obtain explicit consent from applicants for storing and processing their personal information.
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Human Rights Act 1998: Protects the right to privacy and a fair and just recruitment process, ensuring that applicants are treated with dignity and respect throughout the application process.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Application or interview feedback (unsuccessful) letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
