Screening evidence
Screening notes: separate facts, inferences, and unknowns
A useful screening note distinguishes what the candidate said, what the recruiter concluded, and what still needs confirmation.
Read article →The Recruit Recap journal
Recruiting guides.
Practical templates.
Screening notes, client intake briefs and candidate submittal templates for US recruiting agencies. Use the guides to evaluate AI note takers and review the information your team shares.
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Screening evidence
Screening evidence
How to record candidate compensation expectations clearly
Record compensation expectations with currency, pay period, compensation type, and any conditions the candidate stated.
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Candidate availability: distinguish interview times from start dates
Separate interview availability, notice expectations, and a possible start date in candidate notes.
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Candidate motivation notes without guessing intent
Write candidate motivation notes using the reasons the candidate actually gives, the role conditions they prioritize, and the questions they still have.
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How to verify project ownership in a recruiting screen
To understand project ownership, ask what the candidate personally decided, delivered, and remained accountable for.
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Resolve differences between a resume and interview notes
When a resume and interview answer differ, record both versions, identify the specific discrepancy, and ask the candidate to clarify.
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Candidate follow-up notes: give every open question an owner
A follow-up note should say what needs to happen, who owns it, when it is due, and what will count as completion.
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Technical screening notes for recruiters: record evidence precisely
Technical screening notes should describe the candidate's actual use of a technology, the work they performed, and the depth still to be assessed.
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How to document an exploratory candidate conversation
An exploratory candidate conversation should record interest, relevant experience, constraints, and the next step the person agreed to.
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A practical review process for AI-generated screening notes
Review AI-generated screening notes by checking consequential facts first: identity, speaker attribution, experience, compensation expectations, dates, and agreed actions.
Read article →Client intake
Client intake
Turn a client intake into a recruiting role scorecard
A recruiting role scorecard translates a client's requirements into evidence the team can look for consistently.
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Must-have vs preferred requirements: resolve them at intake
Treat a must-have requirement as something the client can explain in relation to the work and evaluate consistently.
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Document stakeholder disagreements in a recruiting intake
When client stakeholders disagree, record each position, the consequence for the search, and who will make the decision.
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Client intake compensation notes: capture the approved budget
Record the client's compensation budget with currency, pay period, components, approval status, and any unresolved conditions.
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Clarify remote and hybrid work requirements during intake
A remote or hybrid label is insufficient for a recruiting brief.
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A change log for recruiting search briefs
A recruiting search brief needs a change log when requirements, budget, process, or timing change after launch.
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Client intake follow-up email: confirm decisions and open questions
A client intake follow-up email should confirm the agreed brief, isolate unresolved questions, and assign the next actions.
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A recruiting intake agenda that ends with usable decisions
Build a recruiting intake agenda around the decisions needed to start a search: role outcomes, essential evidence, practical constraints, interview process, and ownership.
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Run a client calibration meeting using candidate evidence
A client calibration meeting should test whether the agreed brief is producing the evidence the client needs.
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Client account handoff brief for recruiting agencies
A client account handoff brief should let another recruiter understand the active search, the confirmed requirements, recent decisions, and the next commitments.
Read article →Candidate submittals
Candidate submittals
Candidate submittal email template for client introductions
A candidate submittal email should explain why the person is relevant to the specific role, identify material open questions, and ask for a clear next step.
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Write a candidate executive summary that preserves the evidence
A candidate executive summary should connect relevant experience to the role in a short, factual opening.
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Candidate evidence matrix: connect a write-up to the role
A candidate evidence matrix places the role requirement, relevant candidate statement, and remaining question side by side.
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Internal screening notes vs a client-facing candidate write-up
Internal screening notes support the recruiting team's work; a client-facing write-up should contain the relevant, reviewed information the client needs for the role.
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Candidate shortlist comparison template for client review
A shortlist comparison should use the same role criteria and level of evidence for each candidate.
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Candidate submittal quality checklist before sending
Before sending a candidate submittal, check identity, role relevance, evidence, practical details, audience suitability, and the next action.
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How to correct a candidate submittal after it was sent
If a candidate submittal contains an error, verify the correct information, identify every affected recipient and copy, and send a clear correction through the agency's normal process.
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Capture client feedback on a candidate submittal
Client feedback is useful when it identifies the role criterion, the evidence that informed the response, and the next action.
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Contract candidate submittals: details to confirm before sharing
A contract candidate submittal should preserve assignment-specific details such as expected availability, duration, work arrangement, and clearly labeled rate information.
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Executive search candidate briefs: show scope and open questions
An executive search candidate brief should make leadership scope, decision authority, organizational context, and unresolved questions visible.
Read article →ATS handoffs
ATS handoffs
ATS field mapping worksheet for recruiting meeting notes
An ATS field mapping worksheet defines where each reviewed piece of meeting information should go, what format the destination accepts, and who checks the result.
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Match meeting notes to the right candidate record
Before transferring meeting notes, verify the candidate identity and the relevant role or opportunity.
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ATS notes vs structured fields: choose the right destination
Use an ATS note for narrative context and a structured field when the agency has a defined value, meaning, and workflow for it.
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Prevent duplicate ATS notes when a handoff is retried
An ATS handoff needs a defined retry rule so an uncertain response does not create duplicate notes.
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Test permissions before sharing recruiting notes through an ATS
Test an ATS handoff using the access roles that will actually use it.
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Make corrected meeting notes reach the ATS record
When a reviewed meeting note changes, verify whether the correction reaches the ATS and any other destination that used the earlier value.
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Interview feedback vs meeting notes in an ATS
Meeting notes describe a conversation; interview feedback records an evaluator's assessment against the role and stage.
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Troubleshoot a recruiting note that did not reach the ATS
When a note does not appear where expected, check source completion, destination identity, permissions, transfer status, and the actual record before retrying.
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Keep source, date, and reviewer context in recruiting notes
A useful recruiting note identifies the conversation it came from, when the information was stated, and who reviewed it.
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An acceptance test plan for recruiting note handoffs
Before accepting a recruiting note integration, test normal use, ambiguous records, missing information, permission failures, retries, and corrections.
Read article →Meeting workflows
Meeting workflows
Google Meet recruiting notes: plan capture, review, and sharing
For recruiting calls on Google Meet, decide how notes will be captured, who will receive them, and how the conversation becomes a reviewed recruiting record.
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Microsoft Teams recruiting notes: test the final write-up
When evaluating recruiting notes for Microsoft Teams meetings, test the final output against your agency's screening or intake format.
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Zoom candidate screens: a practical note-taking workflow
For a Zoom candidate screen, prepare the required recruiting sections, verify the approved capture method, and review the resulting note before sharing it.
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Phone vs video recruiting notes: verify capture before buying
Choose a recruiting note-taking workflow by the calls your team actually makes.
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What to do when a recruiting meeting bot cannot join
If a meeting bot cannot join, confirm the selected meeting and the host's approved settings, then use the agency's fallback note process if capture remains unavailable.
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Review speaker attribution in recruiting meeting notes
In a recruiting meeting with several people, verify who made each consequential statement.
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Interview debrief notes template for recruiting teams
Interview debrief notes should connect each evaluation to job-related evidence, preserve disagreements, and record the decision and next action.
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Reference check notes: preserve context and attribution
Reference check notes should identify the reference's working relationship to the candidate, the job-related question asked, the response, and any limits on what the reference could observe.
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Recruiting business development call notes that support the next step
Business development notes for a recruiting agency should capture the prospective client's problem, the status of the hiring need, the people involved, and the next agreed action.
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Candidate offer conversations: distinguish questions from acceptance
An offer-conversation recap should distinguish the terms discussed, the candidate's questions, the response they actually gave, and the next authorized step.
Read article →Buying and rollout
Buying and rollout
A recruiting AI note taker pilot plan for agency teams
Pilot a recruiting AI note taker on a small set of representative, approved conversations and evaluate the finished work.
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AI note taker cost worksheet for recruiting agencies
Estimate an AI note taker's total cost using subscription charges, covered usage, setup effort, review work, and any handoff work that remains.
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Test AI recruiting note accuracy with a known conversation
Test note accuracy with an approved conversation whose important facts, conditions, and unknowns are known in advance.
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Write clear instructions for a custom recruiting note template
A custom recruiting note template should define each section, the evidence it may contain, how to handle unknowns, and what the reviewer must confirm.
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Roll out an AI note taker across a recruiting agency
Roll out an AI note taker by workflow, with clear owners for setup, review, exceptions, and support.
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Measure recruiter note review time without overstating savings
Measure the time from usable source material to an approved, correctly stored recruiting record.
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Manual vs automated ATS handoff: choose based on the workflow
Choose between a manual and automated ATS handoff by comparing accuracy, effort, exception handling, and the stability of the required mapping.
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Questions to ask in a recruiting AI note taker demo
Use an AI note taker demo to verify your agency's call types, output requirements, review process, and destination.
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Why recruiters are not using an AI note taker: a diagnostic guide
When recruiters are not using a note-taking tool, identify where the workflow breaks before adding reminders or more training.
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A weekly recruiting note quality audit for team leaders
A weekly note quality audit should inspect a manageable sample for factual accuracy, useful evidence, clear unknowns, and a correct handoff.
Read article →Workflow checklists
Recruiting templates
Recruiting templates
Recruitment client intake meeting template: agree the brief before screening
Agree role requirements, preferences and open decisions with this recruitment client intake template, worked example and practical handoff checklist.
Read article →Recruiting templates
Candidate screening notes template: capture evidence you can use
Use a candidate screening notes template that separates evidence, recruiter interpretation and open questions. Includes a fictional example and review checklist.
Read article →Recruiting templates
Candidate submittal template: turn a screen into a useful client write-up
Use an evidence-led candidate submittal template with a worked example, review checklist and practical guidance for recruiting agencies.
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