Hiring Process Template: The Recruitment Tool You Need

The hiring process template is your guide to hiring AND retaining top talent in your company.

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Hiring Process Template: The Recruitment Tool You Need

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What is the hiring process?

The hiring process is your roadmap for bringing new top talent into your business.

It’s a series of steps that help you find, attract, and onboard the best candidates.

Think of it as your game plan to ensure you’re not just filling positions but bringing on people who fit your company culture and goals. From defining the job role to making sure your new hire feels at home, each step is crucial for building a strong team.

Why would our buiness need a hiring process?

According to a study by Glassdoor, companies with a robust onboarding process improve new hire retention by 82% and productivity by over 70%. This trend has been seen for some years.

That puts things in perspective. Every company needs a hiring process for the growth and success of the business and a hiring process template can be a lifesaver. It provides a clear, repeatable framework that saves time, minimizes mistakes, and improves hiring results.

Here’s how a template can help you:

  • Streamline your efforts: Keep everything organized and on track.
  • Ensure consistency and fairness: Treat all candidates equally.
  • Enhance the candidate experience: Make a great impression.
  • Reduce time-to-hire: Fill positions faster.
  • Increase your chances of finding top talent: Attract and hire the best.

By following a template, your hiring managers and HR team can make smarter, data-driven decisions, leading to better hires.

Mads Faurholt-Jorgensen on How to master recruiting

Use our templates to fast-track your documentation

Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.

What are the Stages of the Hiring Process?

1. Identify the Hiring Need

Assess your company’s needs and determine the specific requirements for the new role.

2. Job Posting: Definition and Research

Clearly define the job responsibilities, required skills, and qualifications. Research similar job postings to ensure competitiveness.

3. Advertise the Position

Write a compelling job description that attracts the right candidates. Highlight what makes your company a great place to work.

4. Post and Promote the Job

Use various channels like job boards, social media, employee referrals, and recruitment agencies to reach potential candidates.

5. Screening Candidates

Review resumes and cover letters to shortlist candidates who meet the job requirements.

6. Interviewing

Conduct initial interviews, either by phone or video, to further assess candidates’ suitability for the role.

7. Applicant Assessment

Implement skills tests and other assessments to evaluate candidates’ abilities related to the job.

8. Job Interview Email Template

Prepare and send interview invitations with all necessary details, ensuring clear and professional communication.

9. Background and Reference Checks

Verify the candidate’s background, including past employment and professional references, to confirm their suitability.

10. Job Offer

Present a formal job offer, including salary, benefits, and any other terms and conditions.

11. Hiring

Once the offer is accepted, complete any remaining paperwork and formalities to officially hire the candidate.

12. Onboarding

Develop a comprehensive onboarding plan to integrate the new hire smoothly into your organization.

What are some best practices for the hiring process?

How do some brands win at their recruitment and hiring process and others not?

Here are some best practices from the top players to help you nail the process!

  • Define Clear Criteria: Establish specific qualifications, experience, and skills required for the role to ensure a targeted recruitment effort.
  • Leverage Technology: Use applicant tracking systems (ATS) to manage applications efficiently and video interviewing tools to save time and resources. Some great technologies that we use to manage our hiring process are TeamTailor and LinkedIn. We also recommend specific onboarding software like Whale for onboarding and training.
  • Involve Multiple Stakeholders: Incorporate input from various team members to get a holistic view of each candidate’s suitability.
  • Maintain Communication: Keep candidates informed throughout the process to enhance their experience and keep them engaged.
  • Focus on Diversity and Inclusion: Implement strategies to attract a diverse pool of candidates and create an inclusive hiring process.
  • Let your brand shine: Let your brand shine in your hiring process all the way from your job description to your interviews, hiring letter, and onboarding. Here’s an example of how we do this at Whale

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

🌈 Are you ready to deep dive into 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
  • Go-getters


📌 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

What are common mistakes in the hiring process?

Sadly having a great hiring process is not as common practice as it should be.

Make sure you don’t make these common mistakes which could end up affecting your employer brand;

  • Not communicating the process to applicants.
  • Allowing the process to take months.
  • Not making a final decision.
  • Ghosting candidates in the process – yes, you’d be surprised how often this happens.
  • Not having a stellar onboarding process to follow up.
  • Expecting applicants and candidates to go through a neverending interview process.
  • Not having a defined  process.
  • Not declining candidates who were not success.

The job offer in the hiring process

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 thrilled to offer you the position of [Job Title] at [Company Name].

We were impressed with your qualifications and presentation during the interview process and are excited by your potential contribution to the team.

As such, we would formally like to offer you the position [Job Title], which 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 by [date]. 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]

Bottom line?

Implementing a robust hiring process can significantly enhance your recruitment efforts, leading to better hiring decisions, better employee experience and ultimately driving business growth.

By following the stages and best practices outlined, you can ensure a streamlined, fair, and effective hiring process that attracts top talent and fosters a positive candidate experience.

FAQs on the hiring process

The duration can vary depending on the role and industry, but a typical hiring process might take between 4 to 6 weeks. It’s crucial to balance thoroughness with efficiency to avoid losing top candidates.

Maintain clear and timely communication, provide feedback, and ensure a smooth and respectful interview process. Personalizing interactions and showing appreciation for the candidates’ efforts can also make a significant difference.

Both are crucial. Cultural fit ensures that the new hire aligns with the company’s values and work environment, while diversity brings different perspectives and innovation. Balancing both can lead to a more harmonious and productive workplace.

Use our templates to fast-track your documentation

Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.

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