Interview Feedback Form Examples for Different Roles (Five Ready-to-Use Forms)

A good interview feedback form lists three to six criteria taken from the job, uses one rating scale with written definitions, asks for evidence before the score, and ends with a clear recommendation. This guide gives five complete examples for entry-level, technical, manager, sales and customer support roles, plus a method for combining feedback fairly.

What a feedback form is for

A feedback form turns an interviewer's impression into a record the team can compare. Without one, feedback arrives as chat messages such as seemed nice or not sure, and the loudest or most senior voice decides. A form makes each interviewer assess the same things, in writing, before they talk to each other. That protects candidates from inconsistent treatment and protects the company when someone asks why a decision was made. It also saves time, because the debrief becomes a comparison of evidence rather than a discussion of feelings. A form is not a replacement for judgement. It is a structure for judgement. Keep it short enough that interviewers actually complete it the same day, since memory fades fast. The examples below are starting points to copy and edit, and each should be matched to the real must-haves for your job. For a free template and more detail on the tool side, see /interview-feedback-form. Rules on what you may ask and record about candidates differ by country, so check local law and avoid recording protected characteristics.

The rating scale and the rules that make it work

Use one scale across every form so scores can be compared. A four-point scale avoids the safe middle. Example scale:

Write the definition beside each number on the form itself. Add a separate box for no evidence, used when the topic did not come up, so a blank is not mistaken for a low score. Rules for interviewers: write the evidence first, then the score. Quote or summarise what the candidate said or did. Score only the criteria on the form. Do not comment on appearance, accent, age, family plans, health or anything unrelated to the work. Submit your form before reading anyone else's. These rules matter more than the exact wording of the questions, and the final recommendation uses a simple set: strong yes, yes, no, strong no.

Example 1: entry-level role form

Use for juniors, graduates and first-job candidates, where experience is limited and potential matters. Header: Candidate name, role, interviewer, date, interview stage. The criteria, what to look for and the 1 to 4 score are laid out in the table.

Add an evidence box under each row. Closing: concerns to explore next, recommendation (strong yes, yes, no, strong no), one-sentence reason. Tip: judge entry-level candidates on examples from any part of life, not only paid work.

Example 2: technical role form

Use for developers, analysts and engineers. Header as before, plus the exercise or topic used. The criteria are in the table, each with an evidence box and a 1 to 4 score.

Closing: what you tested and did not, concerns, the level you would place them at with evidence, recommendation, one-sentence reason. Tip: score the work shown in the interview, not the candidate's confidence. Make the exercise the same for everyone, keep it short and fair, and do not set unpaid work that is really a free project. Check how long it takes and be clear about what you expect.

Example 3: manager role form

Use for team leads, supervisors and department heads. Criterion 1, Leading people: examples of setting direction, giving feedback, coaching or handling poor performance. Evidence box, score 1 to 4. Criterion 2, Delivering results: goals owned, how they planned, measured and adjusted. Evidence box, score 1 to 4. Criterion 3, Decision making: a hard decision with incomplete information, how they decided and what they learned. Evidence box, score 1 to 4. Criterion 4, Hiring and developing others: how they select, onboard and grow people. Evidence box, score 1 to 4. Criterion 5, Working across the business: handling conflict with peers, communicating up and out. Evidence box, score 1 to 4. Criterion 6, Domain knowledge needed for the team. Evidence box, score 1 to 4. Closing: how the team might experience them, concerns, references to check, recommendation, one-sentence reason. Tip: ask for specific past examples and what the candidate personally did, not what the team did. Probe for the difference between we and I. Ask about mistakes as well as successes. Where the role has reports, consider letting a future team member join one stage using the same form.

Example 4: sales role form

Use for sales representatives and account executives. Criterion 1, Discovery and listening: how they ask questions, how well they find the real need in a role play or a past example. Evidence box, score 1 to 4. Criterion 2, Communication and persuasion: clear, concise, adapts to the listener, handles objections without arguing. Evidence box, score 1 to 4. Criterion 3, Results and drive: targets, how they define success, what they did when behind. Use the numbers the candidate gives and note that they are self-reported, to be checked at references. Evidence box, score 1 to 4. Criterion 4, Process and follow-up: how they plan, track pipeline, use a customer system and follow up. Evidence box, score 1 to 4. Criterion 5, Resilience and coachability: how they handle rejection and feedback. Evidence box, score 1 to 4. Criterion 6, Product or market fit: understanding of your buyers and sales cycle. Evidence box, score 1 to 4. Closing: concerns, whether the earnings structure and targets were explained and understood, recommendation, one-sentence reason. Tip: use the same role play for every candidate, give the same briefing, and score the behaviour, not the charm. Do not let a smooth talker outrank evidence of results.

Example 5: customer support role form

Use for support agents, service desk staff and customer success assistants. Criterion 1, Empathy and tone: how they respond to an upset customer in a role play, written or spoken. Evidence box, score 1 to 4. Criterion 2, Clear written and spoken communication: plain language, correct, concise. Consider a short written reply exercise. Evidence box, score 1 to 4. Criterion 3, Problem solving under pressure: how they find the cause, check facts, and decide when to escalate. Evidence box, score 1 to 4. Criterion 4, Product and tool learning: how quickly they pick up systems, examples of learning a tool. Evidence box, score 1 to 4. Criterion 5, Reliability and handling volume: staying accurate in repetitive work, handling a queue, working shifts if relevant. Evidence box, score 1 to 4. Closing: concerns, availability and shift fit, any accessibility or adjustment needs raised by the candidate and handled under your local rules, recommendation, one-sentence reason. Tip: do not mark down accents or dialects. Score clarity and care, not style. Use the same scenario for each candidate and tell them in advance that you will use one.

How to combine feedback fairly

The main ways to combine scores compare as follows.

Recommended method: everyone submits written scores and evidence before the debrief. The lead lays out scores by criterion side by side. The team discusses only the criteria where interviewers differ by two or more points, looking at the evidence. Then each person confirms or changes their recommendation, and the hiring manager decides. Record the reason in a sentence. Keep the forms, because they are the record of how you reached the decision, and keep them for as long as your local rules and policy allow.

Worked example with example numbers

These numbers are examples only. Three interviewers score a support agent candidate on five criteria, weighted before the interviews: empathy 3, written communication 3, problem solving 2, learning 1, reliability 1, total weight 10. Interviewer A scores 4, 3, 3, 3, 3. Interviewer B scores 3, 3, 2, 3, 3. Interviewer C scores 4, 2, 3, 4, 3. The scores are in the table.

The weighted score is (3.7 x 3 + 2.7 x 3 + 2.7 x 2 + 3.3 x 1 + 3.0 x 1) / 10, about 3.1 out of 4, so just above the bar. The disagreement is on written communication, where Interviewer C gave a 2. In the debrief C points to the evidence: two unclear sentences in the reply exercise and an unfinished answer. A and B reread the exercise and agree there were issues but note the candidate wrote under time pressure. The team recommends a yes with a condition: a short written task as the next step. The decision rests on evidence, recorded in two lines on the file.

Common mistakes, and who this is not for

Mistakes: forms with ten or more criteria that nobody finishes. Unclear scales where a 3 means different things to different people. Scoring before writing evidence. Asking different candidates different questions without a reason. Reading other people's scores first. Treating an average as a decision. Recording opinions on personality or fit with no evidence, which often hides bias. Asking about family plans, age, health or other protected topics, which many countries restrict. Not storing the forms. Who this is not for: very small teams hiring once in a while may find a one-page version enough, and in a short conversation with a candidate for a casual role, a full form is overkill. If you want fixed-question structured interviews for a regulated role, take advice on local requirements. Rules differ by country, so check local law about what you may ask and keep. For the surrounding steps, see the offer side at /offer-letter-template and the overall software view at /recruitment-software.

Where Rezumz fits

Rezumz includes interview scorecards, so each interviewer fills in the same criteria and the team sees every interviewer's feedback side by side, with the team's decision recorded afterwards. Scorecards sit alongside the job, the ranked CVs and the offer, so the record of a hire stays in one place. People make every decision. It suits small and mid-size hiring teams, with the Team plan for four or more recruiters. It does not suit large enterprises that need deep HRIS or payroll links, and it does not do one-click multiposting to job boards. Prices: a free plan with 2 free candidate analyses, $29 a month, $199 a year, or a limited $499 lifetime option. Team is $79 a month or $699 a year for up to 10 teammates. See /pricing and the live demo at /demo. You can also copy any of the five forms above into a document or spreadsheet and use them without any software at all.