A useful screening note distinguishes what the candidate said, what the recruiter concluded, and what still needs confirmation. Put those in separate fields before turning the conversation into a recommendation. A polished sentence can otherwise make an untested interpretation look like evidence.
Use three fields for one claim
Consider this fictional screen for an implementation manager: the candidate says they prepared customer launch plans and attended weekly escalation meetings. That supports experience preparing plans and participating in escalations. It does not establish that they owned the implementation function.
| Field | Fictional note |
|---|---|
| Candidate statement | Prepared launch plans for six customer implementations |
| Recruiter interpretation | Relevant exposure to implementation planning |
| Unknown | Who approved scope changes and held delivery accountability? |
The number six describes this invented example, not a benchmark. In a real record, retain the source location that supports the statement. If the transcript is unclear, mark the claim for confirmation rather than guessing from the resume.
Turn interpretation into a follow-up
Ask a question that resolves the specific gap: “When a launch was delayed, which decisions were yours?” This is more useful than asking whether the candidate is a strong leader. Record the answer under the original claim so the next recruiter can see how the conclusion developed.
Do not treat every open field as a concern. “Not discussed” means the conversation did not establish the fact. “Candidate has not done this” requires an actual statement. Keep those states separate when you review a shortlist.
Review the note before shortening it
Compression is where distinctions often disappear. “Supported a team preparing launch plans” should not become “Led implementations.” Keep the candidate's action, its scope, and the missing detail even if the final write-up is shorter.
For each sentence, ask whether a colleague could explain its basis without calling the original interviewer. If not, restore the evidence or weaken the claim. A cautious, specific description is more useful than a confident label with no support.
Apply the structure to your workflow
OPM's structured interview guidance emphasizes job-related questions and consistent assessment. The three-field note above is our suggested editorial method, not an OPM form or an automated scoring system.
Start with the candidate screening notes template. Recruit Recap can produce custom recruiting write-ups from selected Meet, Teams, and Zoom meetings for recruiter review. Include separate evidence and open-question sections in your agreed format, then check the output against the conversation before sharing it.