Handling a phone or in-person interview where it becomes painfully clear that the candidate is unlikely to get the job is a delicate situation. As an interviewer, you want to be respectful and empathetic, while also being honest, concise, and preserving the candidate’s dignity. It’s commendable to want to strike this balance, especially since candidates often internally realize their performance isn’t strong, and everyone wants to wrap up rather than drag things out unnecessarily.

One practical, specific approach is to acknowledge the candidate’s effort sincerely without making empty compliments about their qualifications. For example, toward the end of the interview, you might say something like:
“Thanks for taking the time to speak with me today-I really appreciate your interest and preparation.”
This expresses respect and gratitude for their time and effort without any judgment on their performance.

If you feel comfortable, you can also gently set the tone for closure by saying something like:
“At this point, I don’t think there’s a strong alignment with what we need for this role, but I do appreciate you considering this opportunity. I wish you the best in your job search and future endeavors.”
This statement is honest, clear, and still kind. You acknowledge there are fit concerns-something the candidate often senses-and close with a genuine best wish. It’s better than either silence or vague “we’ll be in touch” promises that feel disingenuous.

If the candidate asks for feedback after such a closing, it’s okay to offer a brief, gentle insight-perhaps focusing on skill gaps or areas for growth rather than personal shortcomings (e.g., “We were looking for more experience with [specific skill], which is especially important for this role.”). But if providing feedback is uncomfortable or not part of your process, you can politely decline without being rude, for instance, “Thank you for asking-I’m not able to provide detailed feedback, but I encourage you to keep honing your skills and experiences.”

In in-person interviews, the same principles apply, but body language and tone make an even bigger difference. A warm smile and a handshake (or respectful goodbye) reinforce your genuine good wishes. If you want, you can end with a neutral but positive statement like, “It was valuable to learn about your background. I’m confident you’ll find the right fit soon.” This leaves the candidate feeling respected and hopeful without false promises.

Ultimately, the key is to be clear, concise, and respectful-expressing appreciation for the candidate’s time and wishing them well, while avoiding platitudes that feel untrue. This approach conveys empathy without sacrificing honesty and ensures that both interviewer and candidate leave the conversation with dignity intact.