Hiring Process Template

This template is your guide to hiring the best talent for open roles in your company.

Job Posting

Define the role:

  • Job Title
  • Job Responsibilities (what this person will do)
    • [Primary responsibility/task]
    • [Secondary responsibility/task]
    • [Additional responsibility/task]
  • Qualifications needed
    • [Skills and competencies required, e.g., technical skills, communication skills, etc.]
    • [Any specific certifications or licenses required]
  • Desired Experience
    • [Education level required]
    • [Years of experience]

Research salary and benefits:

  • Salary offered
  • Benefits included
    • [E.g. how many days holiday, WFM/hybrid working, healthcare etc.]

TIP Take a look at what salary other companies are offering for similar roles, alongside any other benefits.


Write a full job description:

Create a job description that clearly and concisely outlines the job responsibilities, qualifications, and desired experience. Add in a touch of personality wherever possible – remember that you’re also marketing your business here.

Example job posting:

About Us:

  • [Company Name] is a [industry/type]-focused company dedicated to [brief description of company mission or focus]. Our team is driven by innovation, collaboration, and a commitment to excellence. As we continue to grow, we are seeking a [Job Title] to join our dynamic team.

Key Responsibilities:

  • [Primary responsibility/task]
  • [Secondary responsibility/task]
  • [Additional responsibility/task]


  • [Education level required]
  • [Years of experience]
  • [Skills and competencies required, e.g., technical skills, communication skills, etc.]
  • [Any specific certifications or licenses required]

Key Requirements:

  • [List any specific requirements such as availability for travel, ability to work in a team, etc.]

What We Offer:

  • Competitive salary
  • Health, dental, and vision insurance
  • [Other benefits or perks offered]

How to Apply:

  • Interested candidates are encouraged to [provide application instructions, such as submitting a resume and cover letter to a specific email address or applying through a company website].

Deadline for Application:

  • [Include a deadline if applicable]
  • [Optional: Add a brief statement about the company culture, values, or any awards/recognition received.] Make sure you use language aimed at enticing and attracting the right applicants.

Post the job:

  • The company website
  • LinkedIn
  • Relevant job boards including

Promote the job:

🌟 Exciting News! 🌟
[Your Company Name] is on the lookout for passionate and talented individuals to join our dynamic team! 🚀

🌈 Are you ready to embark on a journey of innovation and growth? We want YOU! 🚀

🔍 Positions available in [Department/Team]:
[Job Title 1]
[Job Title 2]
[Job Title 3]

✨ Why join us?
Collaborative and inclusive work environment
Opportunities for professional development
Cutting-edge projects and technologies
Competitive compensation and benefits

👥 Who are we looking for?
Creative minds
Team players
Problem solvers

📌 How to apply:
[Include application process – link to careers page, email address, etc.]

📢 Spread the word! Tag someone who would be a great fit or share this post to help us find the next rockstar team member. 🌟
#JoinOurTeam #NowHiring #JobOpportunity #CareerGrowth #TeamWork #ApplyNow #WeAreHiring

Follow up:

Once the applications start rolling in, follow up with potential candidates and start setting up interviews.

Technology for hiring

Some great technologies that we use to manage our hiring process are TeamTailor and LinkedIn.


These are the steps we take to screen candidates. We utilize (Technology name E.g. TeamTailor) to help screen candidates throughout the hiring process.

Read through the submissions for accuracy and consistency:
Keep an eye out for any typos, inconsistencies or gaps in the candidate’s work experience.

Assess the candidate’s qualifications:
Does the candidate have the required qualifications and skills for the position.
Give a score to this. For example, if the candidate meets all qualification requirements, award 10 out of 10.

This makes it easier to keep track of different candidates.

Evaluate the candidate’s experience:
Get a feel for their experience, and consider whether it aligns with the role that you’re advertising.

Once again award each candidate a number from 0 (no experience) to 10 (most experience) to reflect the level of experience. Cross-reference the resume with other sources:

Review any resources candidates have provided, including;

  • Online porfolios
  • Social media profiles
  • Google search

This will give added insight into the candidate.



Get ready for the interview by making sure you’re up to date with the job description, the candidate’s resume and any other information that will be useful.

Prepare a list of questions for the first interview which could include;

  • What interests you about this position and our company?
  • Can you walk me / us through your resume?
  • Describe a challenging situation you faced at work and how you dealt with it?
  • What unique skillset do you bring to this position?
  • How do you handle feedback?
  • What questions do you have for me / us?

TIP – it’s best to ask open ended questions.

Introduce yourself:

Start the interview by introducing yourself, the company, and the role that you are interviewing for.

Hi, I’m (name and title)

I’ve been with (Company name) for (length of tenure) and today I’d like to give you some context on the role we’re hiring for, as well as (Company name).

Remember this is as much an interview for the company as it is for the candidate, so give them a good understanding of the culture and what it’s like to work there.

Best interviewing practice

  1. Listen
    Give the candidate all the time they need to respond to a question, listening to their answers with your full attention.

  2. Follow up
    Ask follow-up questions wherever necessary to get a better understanding of their answers.

  3. Clarify
    If there’s anything that you’re unclear about, don’t worry about rephrasing the question, or asking them to clarify their answer.

  4. Summarize
    Before ending the interview, summarize the conversation and ask if the candidate has any additional questions or comments.

  5. Say thank you
    At the end of the interview, thank the candidate for coming and give them a timeframe of when they should expect to hear from you.

    Don’t forget to outline next steps

Job Interview Email Template

Subject Line: Invitation to Interview for [Job Title]

Dear [Candidate Name],

We are pleased to invite you to an interview for the [job title] position with [company name].

The interview is scheduled for [date and time] at [location]. Please arrive 15 minutes early to complete the necessary paperwork.

During the interview, we will ask you a series of questions to assess your skills and experience. We will also provide an opportunity for you to ask questions about the role and the company.

If you are unable to make the scheduled time, please let us know as soon as possible so we can arrange a new time that works for both of us.

We look forward to meeting you and discussing this exciting opportunity.

Best regards,

[Company Name]

Background and Reference Checks

Search online:

Search online including the following to determine if the candidate has any red flags in their background;

  • Online porfolios
  • Social media profiles
  • Google search

Verify educational credentials:

Verify the candidate’s educational credentials with the schools they attended.

Ask for confirmation that they attended the institution, as well as any degrees or other credentials that they earned.

Conduct a criminal background check:

Conduct a criminal check through (online or physical agency)
Include any state and federal databases as part of the search.

Request references:

Request references from the candidate’s former employers, asking for them to confirm the dates that they worked there, as well as their job title and general responsibilities.

Dear xxx

I’m writing in relation to our interest in hiring (candidate name) for the position of (position).

We were wondering if you would be willing to confirm the dates that he / she worked at (their company name) as well a their job title and general responsibilities.

Thank you kindly.
Your name and title

Check professional licenses:

As the candidate for copies of any professional licenses. Make sure to verify that the candidate has these and that they’re all up-to-date.

Check credit history:

Depending on the position, you may also need to check the candidate’s credit history. This will give you an idea of their financial responsibility, which can be important for certain positions.

Job offer

Get in touch with the candidate:

Get in touch with the candidate as soon as possible after their interview, either by phone or email.

Subject Line: Job Offer for [Job Title] at [Company Name]

Dear [Name],

We are delighted to offer you the position of [Job Title] at [Company Name].

We are impressed with your qualifications and look forward to your contributions to the team. This position offers an annual salary of [$X], with a start date of [date].

To accept the offer, please sign and date the enclosed Job Offer Agreement and return it to us. We’ll also need you to complete the onboarding paperwork.

If you have any questions, please don’t hesitate to reach out. We look forward to having you aboard!

Best Regards,

[Company Name]

Be prepared to negotiate:

Some candidates may want to negotiate the terms of your offer, so be prepared to answer any questions they have and be ready and willing to compromise.

Follow up:

Follow up with any decision in writing, via email and/or letter.
Also give them additional time to come back to you with any feedback or questions.

Decline candidates who will not be proceeding

Don’t forget to send letters to those candidates who reached the final stage but who you have decided to decline.

Subject: Re: Application for [Job Title] – [Candidate’s Name]

Dear [Candidate’s Name],

I trust this message finds you well. We appreciate the time and effort you invested in the interview process for the [Job Title] position at [Your Company Name].
After careful consideration, we regret to inform you that we have chosen to move forward with another candidate whose skills and experience more closely align with our current needs.

We genuinely value the insights and perspectives you shared during the interview process. While we were impressed with your qualifications, we had to make a difficult decision based on the specific requirements of the role.

Thank you once again for your interest in joining [Your Company Name]. We wish you the very best in your job search and future endeavors.

Best regards,

[Your Full Name]
[Your Title]
[Your Company Name]
[Your Contact Information]

Crafted by Whale

Hiring Process Template