Free hiring template

Interview feedback form and evaluation template

A structured form for each interviewer to record evidence against the criteria, strengths, gaps, a recommendation, and feedback you could share with the candidate. Copy it or print one per interview.

What the form covers

Seven short sections, completed by each interviewer before the panel discussion.

Section	What to record
1. Interview details	Candidate, role, stage, interviewer, date, format, and any reasonable adjustments made.
2. Criteria assessed	Each criterion from the person specification with a 1 to 4 score and the evidence heard.
3. Strengths	Two or three specific strengths, each linked to a criterion and an example.
4. Gaps or risks	Where evidence was limited or missing, and whether it could be developed in post.
5. Questions for the next stage	What a later interviewer, test, or reference should check.
6. Recommendation	Progress, do not progress, or discuss, with a reason linked to the criteria.
7. Candidate feedback	Two or three sentences that could be shared with the candidate.

Weak feedback versus evidence-based feedback

Most unhelpful interview feedback is an impression rather than a record. Rewrite it as what the candidate said or did, which criterion it relates to, and how strong the evidence was.

Instead of	Write
Seemed confident and would fit in well.	Explained how she rebuilt the weekly rota after two leavers, cutting agency spend; strong evidence for rota planning (4).
Not very technical.	Could describe what the reporting dashboard showed but not how the data was prepared; limited evidence for data preparation (2).
Great energy, really liked him.	Gave two examples of resolving complaints on the phone, each with the outcome; good evidence for customer handling (3).
Probably too senior, might get bored.	Has managed teams of 20; asked about progression. Discuss at panel whether the role's scope matches expectations.

Completed example

A filled-in feedback form for a fictional operations coordinator candidate. Scores use the same 1 to 4 scale as the interview scoring sheet.

Interview feedback: Candidate B

Candidate: Candidate B   Role: Operations Coordinator   Stage: First interview
Recommendation: Progress to final interview

Strengths
- Planning and prioritising (4): Described how she rebuilt the weekly rota after two leavers, kept cover for all shifts, and reduced agency use over the following month.
- Stakeholder communication (3): Clear example of explaining a delivery delay to a client, including the follow-up email and agreed new date.

Gaps or risks
- Spreadsheet reporting (2): Comfortable reading reports but limited evidence of building them. Could be developed in post with training.

Questions for the next stage
- Ask for a specific example of building or changing a report, or use a short practical exercise.

Feedback that could be shared
"You gave clear, specific examples of planning under pressure and communicating with clients. We would like to explore your experience of building reports in more detail at the next stage."

Good practice

Writing interview feedback that holds up

Clear feedback makes the panel decision faster and gives you something useful to say when a candidate asks why. When the decision is made, the rejection email templates show how to pass it on respectfully.

Write evidence, not impressions

Record what the candidate said or did and which criterion it relates to. 'Good fit' or 'not polished' does not help the panel and is hard to defend.

Complete it before the panel meets

Independent feedback captures what each interviewer heard. Group discussion afterwards is more useful when it starts from separate evidence.

Leave out protected characteristics

Do not note age, family plans, health, religion, accent, or appearance. They are not job criteria, and the Equality Act 2010 protects candidates from discrimination during recruitment.

Assume the candidate may read it

Feedback forms are usually the candidate's personal data, and candidates can request them through a subject access request under UK GDPR.

Separate the decision from the score

A recommendation should follow from the scores and evidence. If it does not, write down why, such as a gap on an essential criterion.

Keep it for a set period

Store feedback with other recruitment records and delete it in line with your retention policy and privacy notice.

More free hiring templates

Person specification template

Set essential and desirable criteria, and how each one is assessed, before the vacancy goes live.

CV screening rubric template

Copy or print a recruiter intake and screening rubric for must-haves, evidence rules, red flags, and human review.

Competency-based interview questions

Competency and strengths-based questions with probes and anchored scoring guidance.

Interview scoring sheet

A weighted interview scorecard with a 1 to 4 rating scale and space for evidence.

Candidate rejection email templates

Respectful rejection emails for after CV screening and after interview, with a data retention line.

Related guides

UK GDPR screening checklist

Practical data protection questions for UK hiring teams.

Keep an audit trail of screening decisions

Record why candidates were progressed so decisions can be reviewed later.

Marxel features

Explainable screening, candidate evidence, notes, and team decision records in one workspace.

How Marxel works

From a hiring brief to a reviewed screening rubric and an evidence-backed shortlist.

Keep candidate evidence and decisions in one place

Marxel keeps screening reasoning, notes, and team decision context beside each candidate, so the whole hiring team can see why someone progressed.

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Frequently asked questions

What is an interview feedback form?

An interview feedback form is the record an interviewer completes after an interview. It captures the evidence heard against each criterion, scores, strengths, gaps, and a recommendation, so the hiring team can make and explain a consistent decision.

What is the difference between an interview feedback form and a scoring sheet?

A scoring sheet focuses on the score for each criterion and the weighted total. A feedback form adds the narrative: strengths, gaps, questions for the next stage, a recommendation, and feedback that could be shared with the candidate. Many teams use both, or combine them in one document.

Do employers have to give interview feedback in the UK?

There is no general legal requirement to give unsuccessful candidates feedback, although many employers do as good practice. Separately, candidates can request their personal data, including interview notes, through a subject access request under UK GDPR.

How long should interview feedback forms be kept?

Set a period in your retention policy and privacy notice and delete forms when it ends. Many UK employers keep unsuccessful candidates' recruitment records for around six months so they can respond to questions or claims, but the right period depends on your circumstances.

What should not be written on an interview evaluation form?

Avoid anything about protected characteristics such as age, disability, pregnancy, religion, race, or sexual orientation, and avoid vague judgements such as 'culture fit' without evidence. Stick to what the candidate said or did against the criteria.