Recruiting Toolkit

Everything you need to attract and hire great candidates.

© 2019 Namely, Inc.

TA B L E O F C O N T E N T S

INTRODUCTION 3

POSTING A JOB OPENING 4

SCREENING APPLICANTS 14

INTERVIEWING CANDIDATES 20

PRE-EMPLOYMENT ASSESSMENTS 25

CHECKING REFERENCES 29

MAKING AN OFFER 33

CONCLUSION 35

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INTRODUCTION

Recruiters are responsible for finding and hiring their organizations’ most
valuable assets: employees. But such a big responsibility comes with a price.
Screening resumes, conducting phone interviews, scheduling site visits, and
extending offers only begins to scratch the surface of a recruiter’s busy day-to-
day. Even with such a full plate, recruiters still manage to find the right person
for the job and seal the deal.

Whether you’re posting a job opening or making an offer, these resources

and templates can help your team at all stages of the hiring process. Here’s to
spending less time scheduling and more time finding great talent.

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Posting a
Job Opening

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POSTING A JOB OPENING

When a hiring manager approaches you with a new open role, it’s important to
first collect all the information needed to make a quality hire. While 80 percent of
recruiters believe they have a good understanding of the positions they’re recruiting
for, 61 percent of hiring managers would disagree.

Sourcing the wrong candidates not only wastes your time, but also extends your
average time to hire. Put an end to that disconnect by organizing a new role
kickoff meeting with the hiring manager to set expectations, review core skills and
competencies, and draft a detailed job description. Here are some resources to help
get you and your hiring manager on the same page and ensure you know exactly
who an ideal candidate is.

Job Kickoff Worksheet

When a hiring manager approaches you with a new role, use a job kickoff worksheet
or set up a meeting to fill it out together. The sheet covers everything from the role’s
title to the interview structure, so everyone’s in agreement and you have everything
you need to find the right person for the job.

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 JOB KICKOFF WORKSHEET
Page 1 of 5

Complete the New Job Kickoff Worksheet with the below information. Once
complete, review with your recruiter.

Define Job Basics

Job Title:
Department:
Location:
Role Level:
Exempt / Non-Exempt Status:

Number of Job(s) to Hire:

Budget Salary Recommendation:
New Job or Backfill:

Hiring Manager:
Recruiter:
Requisition Number:
Target Start Date:
Projected Hire Date:
 JOB KICKOFF WORKSHEET
Page 2 of 5

Identify the team and responsibilities.

What will this person’s role and responsibilities be?

How will success be measured for this role?

Who will the candidate be working with?

Who will the candidate report to?

Tell us how to sell this job.

How should employees sell this job to candidates?

What are the challenges of this position?

How is taking this job a good career move?

What will the candidate learn in this role?

 JOB KICKOFF WORKSHEET
Page 3 of 5

Job Competencies

If this is a brand new role, specify the top 5 competencies that you are looking for in
a candidate (e.g. Attention to Detail, Communicates Effectively, Drives Results, etc.).

1.

2.

3.

4.

5.
 JOB KICKOFF WORKSHEET
Page 4 of 5

Job Skills and Questions

Identify the technical skills required for this role and write questions that will
evaluate those skills in the adjacent column.

Hard Skill Interview Question

Ex: Excel Ex: Tell me about a time when you

used Excel to solve a problem at work?
1.

2.

3.

4.

5.
 JOB KICKOFF WORKSHEET
Page 5 of 5

Define Interview Structure

In the chart below, outline the interview type, duration, and who will conduct the
interview. Typically, a candidate has a phone screen with a recruiter, a phone
screen with the hiring manager, and then an on-site interview with potential team
members, managers, and cross-functional co-workers.

Interview Type Duration Interviewer

Ex: Recruiter Screen 30 minutes Recruiter
Ex: Phone Interview 30 minutes Hiring Manager

Will an case study, take-home test, or presentation be required? (Check one)

Yes No

Would you like an interview panel debrief after the onsite interview? (Check one)
Yes No
POSTING A JOB OPENING

Job Description Template

Using the information from the Job Kickoff Worksheet, draft the new role’s job
description. Aside from including the role’s day-to-day responsibilities and
necessary skills, be sure to highlight what makes working at your company so
great. Use this job description template to describe your new role and attract the
perfect candidates:

Tips:

• Start each line with an action verb in the present tense (e.g. drive, manage)
• Avoid gendered language and keep your job description gender-neutral
• Describe exciting and interesting things, but don’t exaggerate
• Avoid using internal jargon
• Keep bullet points short and sweet

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 JOB DESCRIPTION TEMPLATE
Page 1 of 2

Job Title:
Department:
Location:

About the Role

3 - 4 sentences about the position

Responsibilities
Example: Screen, interview, and evaluate candidates for all levels of positions.

•
 JOB DESCRIPTION TEMPLATE
Page 2 of 2

Requirements
Example: At least 3 years experience in a HR or Talent Acquisition role.

Nice to Have
Example: Experience using an ATS and a can-do attitude.

About the Company

Share 2-4 sentences about what makes your company a great place to work.
Screening
Resumes

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SCREENING RESUMES

If you’re lucky enough to have a large job applicant pool, odds are there are more
than a few qualified candidates hiding in that hefty pile of resumes. That said, if you’re
unlucky enough to have to sift through a large applicant pool, you have your work cut
out for you. One way to deal with that kind of volume is to know exactly what to look
for. One study found that most recruiters only spend six seconds evaluating a resume.

Regardless of how long you spend screening an applicant, here are some things to
keep an eye out for:

1. Relevant Experience. After speaking with your hiring manager and completing
the Job Kickoff Worksheet, you will know how many years of experience the
position demands and if there’s any flexibility in those terms. Scan the resume for
relevant experience and see if a candidate is underqualified, qualified, or even
overqualified.

2. Competencies. See if the candidate’s resume speaks to the hard and soft skills
mentioned in the job description. If their expertise matches up with the role’s
requirements, it may be time to schedule a phone screen.

3. Industry Knowledge. If the position requires applicants to have experience in your

company’s industry, scan their resume for similar. If an applicant currently works for
a competitor, be mindful of non-compete and poaching agreements.

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 SCREENING RESUMES

4. Experience at a Similar Sized Company. Another factor you might want to consider
is whether a candidate has worked for a company similar in size and resources to
your own. An applicant who has only worked for large corporate companies might
have a hard time adjusting to life at a small 15-person start-up.

5. Red Flags. Is the candidate overqualified or located in a different city? Do they

have any significant gaps in employment? While these aren’t necessarily deal
breakers, make a note of your concerns and be sure to ask the candidate about
them if you choose to move them forward in the process.

6. Something Unusual. More of the same doesn’t bring about change. If you have
the flexibility, consider finding candidates with atypical experience who might bring
fresh perspectives and innovative ideas to your team.

Phone Screen Interviews

Now that you’ve identified your strongest candidates on paper, it’s time to see if
they can “talk the talk.” Schedule short phone interviews to vet your top picks before
passing them on to the hiring manager.

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SCREENING RESUMES

EMAIL TEMPLATE

Recruiter Phone Screen Request Template

Subject: [Company Name] | [Candidate’s Name], Let’s Chat!

Email Body:
Hi [Candidate Name],

Thanks for your interest in the [Position Name] at [Company Name]! I would
love to set up a time to speak with you in more detail about this position and
what you’re looking for in a new opportunity.

If interested, please let me know your availability for a phone call in the next
few days. Looking forward to hearing from you!

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SCREENING RESUMES

EMAIL TEMPLATE

Phone Interview Confirmation Template

Subject: [Company Name] | Interview Confirmation

Email Body:
Hi [Candidate Name],

Thanks for submitting your availability to speak about the [Position Title].

You’re confirmed for your interview on:

[Date] [Time and Time Zone]: [Interviewer’s Name]

Let us know if you have any other questions before your interview. Until then!

EMAIL TEMPLATE

Hiring Manager Phone Interview Request

Subject: [Candidate’s Name], next steps with [Company Name]!

Email Body:

Hi [Candidate Name],

Thanks for speaking with me the other day! As a next step, we would like for you
to speak with another member of the team for a 30-minute phone interview.

Please let me know when you’re available this week and I will schedule a time for
you to chat with [Hiring Manager Name].

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SCREENING RESUMES

EMAIL TEMPLATE

Phone Interview Rejection Email

Subject: [Company Name] | Interview Follow-Up

Email Body:
Hi [Candidate Name],

Thank you for speaking with [Recruiter/Hiring Manager Name] a few days ago.
While [she/he/they] enjoyed your conversation, the hiring team has decided to
move forward with a few other candidates in our pipeline.

I did want to stress that this was a hard decision to reach, as we thought your
background was great, but this decision says much more about us as a company
and who we need to hire, than it does about your skill set.

As you can imagine, our hiring needs are constantly changing. I’ll be sure to keep
your resume on file and will reach back out if we feel your experience is a better fit
for another position in the future.

Please feel free to stay in touch.

Fingers crossed the call goes well and you don’t have to send the last email
template. Instead, if both you and the hiring manager liked the applicant, it’s time
to bring them on-site to meet the team.

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Interviewing
Candidates

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I N T E R V I E W I N G C A N D I DAT E S

Once you’ve handpicked a few front-runners from your applicant pool, it’s time to
learn more about them. Oftentimes, what’s on paper doesn’t tell the full story. But
before you go asking candidates to “Tell me a little about yourself,” here are some
tips to help you spot superstar talent during the interview process.

Structured Interview Process

During the interview process, you want to ensure every applicant has an equal
opportunity to prove their strengths. In addition to training your interviewers on
unconscious bias, you can also adopt a structured interview process to help you
steer clear of common hiring pitfalls and give every applicant a fair chance. Here are
some frequently asked questions about this approach.

What is a structured interview process?

A structured interview process aims to give every candidate a level playing field.
Instead of letting interviewers just ask candidates whatever comes to mind, a
structured process includes standardized interview questions. Every question ties
back to a core skill, competency, or company value so interviewers can compare
candidates fairly. These designed questions provide more insight into candidates’
skills and are strong predictors of actual job performance.

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I N T E R V I E W I N G C A N D I DAT E S

How do I introduce a structured interview process at my organization?

• Review the hard skills, soft skills, and company values that you want a
candidate to possess and embody.
• Create a set of interview questions that will help you evaluate a candidate’s
competencies outlined in the step above.
• Define a scoring system and what makes a poor, ok, and good answer.
Scores can be out of 1 to 5, or however your team wishes to define it.
• Review questions and scoring criteria with your interview team.
• After interviews, have each interviewer rate each candidate’s answers.
• Schedule a team meeting to debrief, if desired.

Here’s an example of the scoring matrix:

Skill Question
What is a time when a direct report came to you with an
Leadership
innovative idea? How did you handle the situation?

Weak Answer Average Answer Strong Answer

(Score: 1 to 2) (Score: 3) (Score: 4 to 5)

• Vague answer • Shares a relevant, • Shares a relevant,

• Unable to provide detailed story detailed story that
concrete details • Shares the moderate highlights their
• Fails to describe the impact of their actions leadership experience
impact of their actions • Approaches challenges
with an open mind
• Supports direct reports
professional growth

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I N T E R V I E W I N G C A N D I DAT E S

Interview Questions Ideas

Looking to mix up your interviews? We asked hiring managers and recruiters to

share their favorite interview questions. Here are the twelve questions they claim
help separate top talent from the rest of the pack:

1. Why should I hire you?

2. How do you see yourself contributing to our company’s culture?
3. What gets you out of bed every morning? What motivates you?
4. Describe the management style that gets the best work from you.
5. What is the culture like at your current company?
6. What is your leadership style?
7. What does working at a startup mean to you?
8. How long would it take for you to respond to our offer?
9. What is your ‘hot button?’ What makes you mad?
10. What interests you about our company?
11. Why do you consider yourself a suitable candidate for this position?
12. Tell me what inspired you to apply to this company.

Pro Tip:
Some questions are off-limits during an interview. Be mindful not to ask any
questions that might reveal personal information about a candidate and potentially
introduce bias to the interview process.

Avoid asking any questions that would reveal a candidate’s:

• Age • Nationality/Ethnicity
• Religion • Gender
• Marital Status • Disability/Pregnancy

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I N T E R V I E W I N G C A N D I DAT E S

While applicant tracking systems and interview scheduling software can help streamline
your daily workflow, there are no shortcuts when it comes to adding a human touch during
the hiring process. To help you save time in your day, personalize these email templates
when scheduling candidate interviews.

EMAIL TEMPLATE

On-Site Interview Confirmation Interview Template

Subject: [Company Name] | Interview Confirmation

Email Body:
Hi [Candidate Name],

We’re looking forward to meeting you in person! Your onsite interview is

confirmed for [Date] starting at [Time and Time Zone] where your schedule will
be as follows:
[Time - Time, Time Zone]: [Interviewer Name] - [Job Title]
[Time - Time, Time Zone]: [Interviewer Name] - [Job Title]

Location:
[Office Address]

Important notes:
[Share any directions or building security instructions, as needed]

If you’re running late or something comes up, please send over an email and I
will let the team know. Please try to arrive 10 minutes early so we can get you
properly set up for the interviews. Please don’t hesitate to reach out with any
questions!

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Pre-Employment
Assessments

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PRE-EMPLOYMENT ASSESSMENTS

Now that you’ve heard from your candidates, it’s time to put their skills to the test.
Using a pre-employment assessment, like a case study, a personality test, or work
sample test, is a great way to evaluate a candidate’s ability to perform the job in
question. Partner with the position’s hiring manager to communicate assessment
expectations, deadlines, and evaluations. Here are some templates you can use to
share pre-hiring assessments with your candidates and provide feedback:

EMAIL TEMPLATE

Pre-Interview Assessment Request Template

Subject: [Company Name] | Next steps!

Email Body:

Hi [Candidate Name],

Thank you again for your interest in [Company Name]! We loved learning more
about you. It would be great if you could complete the attached assessment as the
next step in our process.

You can find the instructions and guidelines for the assessment attached to this
email [or share a link to the assessment if it’s online]. Please complete the exercise
within [Number] days of receiving this email and [reply to this email with your
completed excercise].

A member of our team will connect with you once we’ve reviewed your
assessment and a decision has been made concerning advancement to the next
stage of the process.

Feel free to reach out if you have any questions and best of luck!

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PRE-EMPLOYMENT ASSESSMENTS

EMAIL TEMPLATE

Pre-Interview Assessment, Positive Feedback Template

Subject: Next Steps with [Company Name]

Email Body:
Hi [Candidate Name],

Thanks again for submitting the take-home assessment! [Hiring Manager’s Name]
enjoyed reading your submission and had positive feedback.

As such, we would like to invite you to come back onsite to meet with some other
members of the team. If you’re interested, please provide us with a few days and
times that work best with your schedule. Please account for [Number] hours to
interview with everyone.

Once we have your availability, [Recruiter Name] will send over your confirmed
interview schedule. Thank you!

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PRE-EMPLOYMENT ASSESSMENTS

EMAIL TEMPLATE

Recruiter Phone Screen Request Template

Subject: [Company Name] | [Candidate’s Name], Let’s Chat!

Email Body:
Hi [Candidate Name],

Thanks for your interest in the [Position Name] at [Company Name]! I would love to
set up a time to speak with you in more detail about this position and what you’re
looking for in a new opportunity.

If interested, please let me know your availability for a phone call in the next few
days. Looking forward to hearing from you!

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Checking
References

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 CHECKING REFERENCES

If your company is considering hiring a candidate, the last step in the process is to
do your due diligence. Ask the candidate for a list of past or current co-workers or
managers who can vouch for their skills. Since the candidate has handpicked each
reference, odds are they will offer nothing but praise. That said, reference calls are
a valuable way to verify information and gain insight into your candidate’s working
style. Here’s how to request references and get the most out of your conversations:

EMAIL TEMPLATE

Reference Request Template

If your candidate did not already share their references’ information during
the application process, send them a quick note requesting names, contact
information, and working relationship. Here’s a sample email you can use:

Subject: [Company Name] | References Request

Email Body:
Hi [Candidate Name],

I am pleased to inform you that you have been identified as a finalist for the
[Position title] position. Please provide 2-3 professional references (i.e. former
manager, teammate, direct report, etc.) at your earliest convenience.

Please include the following information:

• First and last name
• When/where you worked together
• Work relationship
• Phone number (if available)
• Email

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CHECKING REFERENCES

EMAIL TEMPLATE

Reference Reachout Template

Once you have reference information, reach out and schedule a quick call.
Be sure to identify yourself, share your candidate’s name, and state the
position they are being considered for. Here’s an email template you can
use when reaching out for the first time:

Subject: Reference for [Candidate Name]

Email Body:
Hi [Reference Name],

I hope you’re doing well! [Candidate’s Name] is being considered for a

[Position Title] position within our company and [he/she/they] shared your
information with me as a reference. I’d love to connect with you this week if
you have time to spare?

Please let me know what time works with your schedule and the best number
to reach you.

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 CHECKING REFERENCES

Sample Reference Call Questions

Don’t dismiss reference checks as a formality. Before you decide whether to extend
an offer, use this opportunity to learn more about your candidate’s experiences and
address any concerns you may have. Here are some sample questions to get your
conversation started, but feel free to cater questions to each reference and their
relationship to the candidate.

1. How do you know [Candidate’s Name]? How long did you work together?
2. During the time that you and he/she worked together, what was your
working relationship like?
3. What are some of their strengths?
4. What are some of their weaknesses?
5. How do they handle receiving feedback?
6. Are they easy to work with? How did they get along with co-workers and
management? Anything else to elaborate on?
7. Would you hire them again? Why or why not?
8. Is there anything else we should know about?

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Making an Offer

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MAKING AN OFFER

Being able to share exciting news is arguably the best part of recruiting. But before
you start celebrating, here are some tips to deliver a meaningful offer and ensure
your candidate accepts:

1. Deliver the news over the phone. Good news deserves to be shared the
right way. Inform candidates of the exciting news over the phone so you
share your enthusiasm and gauge their reaction to the offer.
2. Explain the offer extensively. Make sure your potential new employee can
picture themselves in their new role. Walk them through their new salary,
benefits, office perks, and bonus or commission eligibility so they know
all the details of their compensation package. Be sure to send the offer in
writing after your call, so they can refer back to it.
3. Answer any questions. A candidate might have questions for you regarding
their offer or another aspect of employment. Do your best to answer their
questions in a timely manner or connect them with someone else on your
team who can.
4. Give them time. A life-changing offer can be a lot to process on a short
phone call. Give the candidate a few days to think over the offer, ask
outstanding questions, and come to a decision.
5. Be prepared for a counter offer. Upon hearing the news of a rival job offer,
a candidate’s current employer might do everything they can to keep them
around.
6. Get ready to negotiate. Aside from asking for a higher salary, candidates
might request more vacation days, company equity, or benefits. Connect
with a hiring manager and your finance team to see how you can sweeten
the deal without breaking the bank.
7. Follow up. After your agreed upon timeline, get your candidate back on
the phone and see what they have decided. If they accept, send over the
formal offer letter, employment agreement, employee handbook, proprietary
information and inventions agreement (PIIA), arbitration agreement, or any
other documents your company requires for employment.
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Conclusion

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CONCLUSION

Whether your company is gearing up for a period of high growth or is just filling a few
open positions, the pressure is always on to hire great talent. From clearly defining
hiring expectations to collecting meaningful interview feedback, these resources can
help empower you to make more informed hiring decisions and find the right person
for the job the first time around.

Once you’ve attracted, interviewed, and decided on your top candidate, all that’s left
to do is extend an offer and onboard them. For help knowing exactly what critical
compliance and documents your new hire need to sign on day one, download our
Onboarding Toolkit.

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 A B O U T N A M E LY

Namely is the first HR platform that employees

actually love to use. Namely’s award-winning,
powerful, easy-to-use technology allows compa-
nies to handle all of their HR, payroll, time man-
agement, and benefits in one place. Coupled with
dedicated account support, every Namely client
gets the software and service they need to deliver
great HR and a strong, engaged company culture.
Namely is used by over 1,000 clients with over
175,000 employees globally.

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