A weekly note quality audit should inspect a manageable sample for factual accuracy, useful evidence, clear unknowns, and a correct handoff. Use the findings to improve templates and training, not to create an unsupported league table of recruiters or candidates.
Choose a defined sample
Include the conversation types the team actually uses. Record how the sample was selected, its size, and any excluded records. A convenience sample can identify issues but should not be presented as a precise agency-wide error rate.
| Check | Question for the reviewer |
|---|---|
| Evidence | Does the key claim match the source? |
| Interpretation | Are conclusions distinct from candidate statements? |
| Practical details | Are dates, amounts, and conditions correct? |
| Unknowns | Is missing information represented honestly? |
| Handoff | Is the current record in the right destination? |
Use the agency's approved access process and keep candidate information within authorized systems.
Record the type of correction
Fictional finding: three reviewed notes use “available” without specifying interview availability or start timing. The useful action is to split the template field and train reviewers on the distinction. Merely reporting “three errors” does not tell the team how to improve.
Separate formatting issues from mistakes that could materially affect a client or candidate conversation. Prioritize corrections accordingly and repair affected records through the normal process.
Check whether earlier fixes worked
Keep a short action log with the issue, owner, change, and follow-up result. Revisit a template change on comparable conversations. If the issue persists, inspect the underlying source and workflow rather than repeatedly rewriting the same instruction.
Do not infer causation from a small before-and-after sample. A different mix of calls or reviewers may affect the result. State what you observed and what remains uncertain.
Share the lesson safely
Use fictional or publication-cleared examples in training material. Explain the correction in terms of evidence and workflow rather than personal blame. The aim is for the next recruiter to recognize the same issue before sharing a note.
Combine the AI note review checklist with source-context fields. Recruit Recap helps organize selected meeting conversations into custom write-ups for review. This audit is an agency management practice, not an automated quality score or a claim that the product independently verifies every statement.