Recruitment Process Checklist

Inconsistent recruitment processes produce inconsistent hiring decisions. They also create legal risk and leave candidates with a bad experience of your organisation. Use this checklist for every hire. It does not matter how senior or junior the role is.

Before You Advertise

Confirm headcount approval from the relevant manager, finance, or HRDefine the role clearly: responsibilities, objectives, and what success looks like in 12 monthsWrite a job description using the approved templateAgree on salary range and confirm it is approved and competitiveDefine essential vs desirable criteria. Keep the essential list honest and short.Decide on interview format, number of stages, and who is involvedSet a target timeline: advert close date, interview dates, offerConsider internal candidates before going external

Advertising and Sourcing

Post on relevant job boards within your approved budgetShare the role internally and encourage referralsBrief any agencies with a clear written brief including salary rangeReview the job advert for language that could be inadvertently discriminatoryConfirm the application process is accessible to all candidates

Shortlisting

Screen all applications against the essential criteria onlyUse consistent scoring criteria across every applicationKeep a clear record of shortlisting decisionsHave at least two people involved in shortlisting where possibleSend acknowledgements to all applicants promptlyNotify unsuccessful shortlisting-stage candidates in a reasonable timeframe

Interviews

Prepare a structured interview guide with consistent questions for all candidatesInclude at least one behavioural question for each key requirementBrief every interviewer before the day. Do not show up and wing it.Take notes during interviews and keep them on fileScore candidates immediately after each interview using agreed criteriaDo not ask about age, family situation, health, or other protected characteristicsGive every candidate time to ask their own questions

Decision

Debrief with all interviewers using scoring criteria, not gut feelMake a clear, documented hiring decisionMake sure the decision can be justified against objective criteriaAgree on start date and offer details before making the verbal offer

Offer and Pre-Employment

Make a verbal offer and confirm acceptance before issuing paperworkIssue the written offer letter and contract promptlyComplete right to work checks before the employee startsComplete reference checks, at least two professional referencesBegin onboarding preparation using the onboarding checklistNotify unsuccessful final-stage candidates promptly and respectfullyClose the role on all job boards and inform any agencies

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