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HR Interview Feedback Form

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HR Interview Feedback Form

This form is to be completed by the interviewer immediately following the interview. All responses must reflect objective, job-related observations. The information recorded herein will be used for employment decisions and maintained in accordance with applicable confidentiality and non-discrimination policies.

Personal Information — Candidate

Candidate Name:

Phone:    Email:

Position & Interview Details

Hiring Manager:

Interview Date:    Interview Time:

In-person    Video    Phone    Other:

Interviewer Information

Employment History (recorded from candidate)

Title:    Dates Employed From: To:

Title:    Dates Employed From: To:

Education

Graduation Date:    Major:

References (Provided by Candidate)

Phone:    Email:

Phone:    Email:

Phone:    Email:

Interview Assessment — Competency Ratings & Comments

Use a 1-5 scale where 1 = Unacceptable, 3 = Meets expectations, 5 = Exceptional.

Rating:    Examples / Evidence:

Rating:    Examples / Evidence:

Rating:    Examples / Evidence:

Rating:    Examples / Evidence:

Rating:    Examples / Evidence:

Rating:    Examples / Evidence:

Strengths, Areas for Development & Notes

Overall Recommendation

Select one option that best reflects your hiring recommendation (select only one).

Strongly Recommend    Recommend    Consider / Second Review    Hold for Further Review    Do Not Recommend

Background Checks & References — Authorization

I recommend that HR proceed with background checks and reference checks as appropriate for the position.

References Contacted:

Legal & Administrative Notices

Equal Opportunity Statement: The assessment recorded on this form must be based solely on job-related criteria and in compliance with the employer's non-discrimination policies. Evaluations that reference protected characteristics are prohibited and will be removed from consideration.

Confidentiality: The contents of this form are confidential and are distributed only to individuals involved in hiring decisions and recordkeeping. This information must not be disclosed outside authorized personnel.

Interviewer Certification: By checking the box below and signing, I certify that the feedback provided is accurate, complete, and based only on job-related factors. I confirm compliance with applicable non-discrimination and privacy policies.

Interviewer certifies the above statement

Applicant Certification Acknowledgment

Applicant Certification Text: "I certify that all information provided in connection with my application and interview is true and complete to the best of my knowledge. I understand that any misrepresentation may result in withdrawal of an offer or termination of employment."

Candidate Confirmed Certification:    Candidate verbally acknowledged certification to interviewer

Final Comments / Recommendation Rationale (Required)

Interviewer Name:

Signature:

Date:

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What the HR Interview Feedback Form Is and When It’s Used

The HR Interview Feedback Form is a standardized internal record used to document interviewer observations, candidate responses, skills assessments, cultural fit notes, and recommended next steps. Employers use it to capture comparable, objective feedback across multiple interviewers and stages, support hiring decisions, and create an auditable hiring trail. When completed promptly and consistently, the form reduces bias, improves recordkeeping for compliance or defense of hiring decisions, and feeds structured data into applicant tracking systems and personnel files.

Why a Consistent Feedback Form Matters for Hiring Decisions

A structured feedback form helps compare candidates fairly, documents decision rationale, and minimizes memory-based bias.

Why a Consistent Feedback Form Matters for Hiring Decisions

Who Completes and Reviews This Form

Interviewers, HR coordinators, and hiring managers typically complete or review the HR Interview Feedback Form soon after each interview.

  • Hiring managers use the form to record role-fit recommendations and final hiring decisions.
  • Interview panel members record competency ratings and candidate examples to support scoring.
  • HR or recruiting staff centralize forms for applicant tracking and compliance review.

Recruiting teams keep completed forms in the candidate file and share summaries with hiring panels and compensation approvers.

Essential Sections to Include on the Form

A professional HR Interview Feedback Form groups objective ratings and free-text observations, and it captures logistical metadata to maintain an auditable hiring record.

Candidate ID

Unique candidate identifier, role applied for, and recruiter name; enables matching to ATS records and avoids duplicate files.

Interviewer Info

Interviewer name, title, department, and relationship to role; documents who assessed the candidate and supports conflict-of-interest review.

Ratings Grid

Standardized numeric or scale ratings (e.g., 1–5) for core competencies such as technical skills, communication, problem solving, and culture fit.

Behavioral Evidence

Concise examples or notes tied to each rating showing what the candidate said or did; supports defensibility of scores.

Recommendation

Clear next-step designation (hire, no-hire, second interview, hire-with-conditions) and rationale for the choice.

Date & Signature

Completion date and interviewer signature or e-signature plus any authentication used, ensuring attribution and auditability.

Step-by-Step: Complete and Submit the Form

Follow these steps immediately after the interview to ensure accurate and timely records.

  • 01
    Open the Form: Access the form in the ATS or HR folder.
  • 02
    Fill Required Fields: Complete candidate and interview metadata first.
  • 03
    Record Ratings: Enter standardized scores for each competency.
  • 04
    Sign and Submit: Add signature, date, and route to HR or hiring manager.

Typical Workflow for Online Completion and Routing

A common digital workflow reduces delays and preserves an audit record for each completed form.

  • Upload or Open: Open the template in the HR system or document platform.
  • Auto-Populate: Pull candidate and job data from the ATS where available.
  • Complete Fields: Enter ratings and notes; attach interview materials if needed.
  • Route Automatically: Send the completed form to HR and hiring manager via the platform.

How to Configure an Online Feedback Workflow

Configure fields, authentication, and routing so completed forms feed automatically into HR systems.

Field Configuration
Candidate Lookup Connect ATS to populate name and requisition.
Required Fields Mark key fields mandatory to avoid incomplete records.
Authentication Use email or SSO to attribute the signer.
Routing Auto-send to HR and hiring manager on completion.

Technical Options for Digital Completion and eSubmission

Choose a platform that supports fillable PDFs, audit trails, and signer attribution to meet internal controls.

  • Document Formats: PDF and DOCX are commonly supported.
  • Authentication: Email, SSO, or two-factor methods available.
  • Audit Trail: Platform logs timestamps and IP addresses.

Verify the platform’s compliance posture for your industry (for example, HIPAA for healthcare) and preserve completed forms in the authorized records system.

Recommended Timelines for Completion and Review

Timely completion protects hiring cadence and creates dependable records; use these internal deadlines as a baseline.

Form Completion Deadline:

Submit within 48 hours of the interview to preserve accuracy.

Hiring Manager Review:

Review submitted feedback within three business days.

Offer Decision Window:

Aim to finalize offers within 7–14 days after final interviews.

Retention Trigger Date:

Start retention counting from the form completion date.

Dispute Response Timeline:

HR should investigate candidate disputes within 10 business days.

Common Pitfalls to Avoid When Completing the Form

  • Using vague language such as 'seemed fine' instead of specific examples reduces defensibility in hiring disputes.
  • Delaying entry increases memory errors; late submissions often lack the behavioral evidence needed to justify ratings.
  • Mixing subjective impressions with factual observations without labeling each can lead to inconsistency across interviewers.
  • Failing to sign or authenticate the form can weaken the audit trail and complicate future verification.

Information to Protect on Completed Forms

Personal Data: Candidate PII such as SSN, DOB, or address must be protected.
Health Information: Medical details are PHI and require HIPAA safeguards.
Sensitive Notes: Background-check results and references need restricted access.
Authentication Logs: Signer attribution and timestamps must be retained securely.
Audit Trail: Maintain detailed event history for each form.
Access Controls: Role-based permissions limit who can view or edit.

Risks When Forms Are Incomplete or Mishandled

Hiring Bias: Unstandardized notes increase discrimination risk.
Regulatory Exposure: Improper PHI handling can cause HIPAA violations.
Record Integrity: Unsigned forms weaken the audit trail.
Legal Discovery: Incomplete records complicate litigation response.
Data Breach: Poor access controls raise breach risk.
Operational Delay: Late submissions slow hiring and onboarding.

Common eSignature Pricing and Feature Snapshot for HR Forms

This vendor snapshot highlights starting prices and a few feature considerations relevant to HR interview form workflows; signNow appears first in the comparison.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes (BAA available) Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions about the HR Interview Feedback Form

Answers to common questions about completing, signing, storing, and legally relying on interview feedback forms.


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