Tips for hiring managers: how to write a reference and give feedback
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David Bryant
Co-Director of Guardian Jobs
How to write references and give feedback as a hiring manager
Honesty and transparency go a long way in the hiring process. Candidates applying for jobs want to know how their interview performance was received and what went wrong if they didn’t get the job.?
At the same time, employers want to know that the candidate they've hired is the real deal, and references are the best way to get authentic and impartial testimonials from an objective previous employer.?
This two-way communication is a vital part of recruitment. Sharing positive and transparent feedback gives a positive impression of your company and may encourage an unsuccessful candidate to apply again in future.?
This newsletter shares three of our latest articles on feedback and references, giving you all the information you need to improve this dynamic in your hiring rounds.
How to write an employment reference letter
When you hire a new employee or they decide to leave your organisation, references are standard practice. For the hiring manager, it is a great opportunity to learn more about the candidate they’re looking to recruit. For the outgoing boss, it is a chance to express in honest terms how the employee performed during their time with the company.
An employment reference letter is typically around three to five paragraphs in length, and sets out why the previous employer believes the candidate would be a strong candidate to hire. The employer has discretion over how much detail to include, but giving specific examples of the candidate’s skills in action is usually helpful.
As a reference also reflects the employee’s character, it should also speak to the candidate's personal qualities. Did they show outstanding leadership during their tenure? Were they? an office favourite? Did clients enjoy working with them? These nuggets of information are great for reference letters and can reassure a hiring manager they’ve made the right choice.
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How to give great interview feedback
For candidates of all experience levels, job interviews can be a nerve-wracking process. They take a lot of preparation and commitment, yet it can be frustrating when you receive little to no feedback about your performance after the interview.
While hiring managers aren’t obliged to give interview feedback to all candidates, it can send a positive message to candidates and leave a lasting impression. The closure and respect gained may encourage them to apply again, and it can support an organisation’s brand image.?
Interview feedback will often be concise, but it can include:
As a hiring manager, providing timely and objective feedback can help candidates throughout the hiring process. Consistent communication lets them know exactly where they stand, and while rejection always stings, great interview feedback can lessen the blow.
Candidate rejection email templates post-interview
Hiring managers often find it difficult to reject suitably qualified candidates. Choosing between two equally talented people can often be tough, and delivering the bad news to the unsuccessful candidate is never easy.?
However, job rejection emails provide much-needed clarity and prevent candidates from being kept in limbo. They avoid the dreaded post-interview employer ghosting and offer the candidate transparency regarding their application.?
When writing a rejection email, you should, as a hiring manager:
It is not strictly necessary to provide feedback in a rejection email, but an email to let the candidate know their application isn’t being progressed further after an interview stage is a decent and respectful way to close the process. It can allow them to move forward with other opportunities and provide closure.