The Unsuccessful Interview Feedback document is a crucial communication tool used across Canadian businesses to maintain professional relationships with job candidates and ensure legal compliance in the hiring process. It is typically generated after completing the interview process and making a final hiring decision, serving as an official record of the outcome while providing constructive feedback to candidates. This document must comply with Canadian federal and provincial legislation, including the Canadian Human Rights Act, provincial Human Rights Codes, and privacy laws such as PIPEDA. It should be drafted to avoid potential discrimination claims while maintaining transparency and professionalism in the hiring process. The feedback provided should focus on objective, job-related criteria and may include specific areas for improvement, making it a valuable tool for both legal compliance and candidate development.
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1. Letterhead and Date: Company letterhead including full contact details and the current date
2. Candidate's Contact Information: Full name and contact details of the candidate
3. Salutation: Professional greeting using the candidate's name
4. Appreciation Statement: Thank the candidate for their time and interest in the position
5. Position Reference: Clear reference to the specific position and interview date
6. Decision Communication: Clear but diplomatic communication of the unsuccessful outcome
7. Constructive Feedback: Specific, objective feedback about the candidate's qualifications and interview performance, focused on job-related criteria
8. Future Encouragement: Positive statement encouraging the candidate to apply for future positions if appropriate
9. Closing: Professional closing with signature block and contact information
1. Specific Skill Gaps: When appropriate and helpful, include specific areas where the candidate could improve their qualifications - only use when these gaps are objective and documentable
2. Alternative Positions: If there are other current openings that might be more suitable for the candidate's skill set
3. Request for Feedback: Optional invitation for the candidate to provide feedback on the interview process
4. Retention Period: Information about how long the candidate's information will be kept on file, if applicable
1. Interview Evaluation Form: Optional attachment showing the standardized evaluation criteria and scoring (if company policy allows sharing)
2. Candidate Feedback Form: Optional attachment providing detailed feedback in a structured format
3. Future Opportunities Information: Optional attachment with information about other positions or future opportunities
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