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Hiring Process Checklist

The hiring process is much more than simple LinkedIn posts; it entails important steps from finding and sorting applications to interviewing the best possible candidates that fit the job criteria. Yet, there isn’t a standard answer to how to hire employees. A hiring process checklist encompasses all the essential steps to comply with legal hiring norms and carry out a seamless and fruitful hiring process.

Purpose and Scope

Use the hiring process checklist to ensure you find the right fit for the job. Yes, the hiring process steps for the company hiring policy can be tedious and daunting, but breaking it down per the hiring process checklist gives you an idea about what to expect and how to do it. Since employers must fill critical positions, a hiring process checklist is important for companies of all scales and sizes. Leveraging this checklist will help attract, identify, and hire candidates with a skill set sought by the company. Developing and utilizing a hiring process checklist is the key to quick and efficient hiring. Having updated job descriptions in place and successful profiles ready helps streamline the process, wherein the current data-based technology ensures effective and smooth decision-making, helping you choose qualified candidates fast.

Sample Hiring Process Checklist

Here is a sample hiring process checklist to make the process easier and better informed for you:


1. Preparing for the Hiring Process

  • Define Job Requirements
  • Create a Job Description
  • Determine the Hiring Budget
  • Develop a Recruitment Strategy
  • Obtain Necessary Approvals


Firstly, identify the positions that you need to fill. Meet with the company’s internal Team to review openings and decide on the qualifications and experience required for the job description. Allocate a budget for the open positions, including signing bonus, relocation budget, and the timeline for each step in the hiring process.

An effective and attractive job description comprises an overview of the responsibilities, qualifications of the candidate, and company-related requirements for the vacant position. Write a job description that attracts people with skills essential to your company.

2. Sourcing and Attracting Candidates

  • Advertise Job Openings
  • Utilize Online Job Boards
  • Tap into Social Media Networks
  • Explore Professional Networks
  • Employee Referrals
  • Attend Job Fairs and Networking Events


The second step in the employee hiring process checklist is sourcing and attracting candidates via advertising the job description, salary, perks of working with you, and other benefits. It is important to take maximum advantage of job portals like LinkedIn and to use social media to amplify open positions.

You can cover more ground through employee referrals, attending job fairs, and networking events where you’re bound to find experienced and qualified candidates with potential advancement.

3. Screening and Selecting Candidates

  • Review Resumes and Applications
  • Conduct Phone Screenings
  • Schedule and Conduct Interviews
  • Assess Candidate Skills and Competencies
  • Check Candidate References
  • Perform Background Checks
  • Make a Hiring Decision


Once you are done advertising the vacant role, you’ll be met with multiple resumes and candidate messages indicating their interest in working for your company. It is important to designate some people to review the resumes and applications, conduct phone screenings, and schedule interviews.

Hiring is a step-by-step process with better decisions than directly hiring a candidate based on their resume. It is essential that your recruitment department cross-verifies the information provided by the candidate and performs background checks to ensure they don’t have a history of non-compliance or misdemeanor.


Pre-employment testing is one of the efficient steps in hiring employees effectively as it helps determine whether the candidate has the skill set and personality to succeed at your workplace and open role. This will help shortlist from a large pool of candidates and directly move on to potential hires that fit your job baseline and criteria. This step in the checklist helps save a lot of time.

4. Extending Job Offers

  • Determine Compensation and Benefits
  • Draft and Review Job Offer Letter
  • Negotiate with the Selected Candidate
  • Obtain Necessary Approvals
  • Present and Finalize Job Offer


Picking the best candidate is the next crucial step after interviewing and comparing the skill set of all candidates, determining who has the most potential to contribute to the vacant role positively. When you extend job offers to the selected candidates, discussing their salary, bonus, and other incentives beforehand is essential.

Their offer letter must comprise all essential details, including their job description in detail, company policies, the hierarchy of work, and the like. Obtain necessary approvals to ensure company policy compliance and finalize the job offer.

5. Onboarding and Integration

  • Prepare for New Hire’s Arrival
  • Complete Necessary Paperwork
  • Provide Orientation and Training
  • Assign a Mentor or Buddy
  • Set Clear Expectations and Goals
  • Introduce New Hires to the Team
  • Monitor and Support Integration Process


The onboarding and integration process is about briefing the candidates about workflow, deadlines, and clients and training them according to the company’s norms. It also includes completing the paperwork per legal standards and providing proper training to the candidates, which the department can do they’re working under, or by assigning a mentor to them.


The onboarding process helps the management, and the candidate set realistic expectations for what the new hires must accomplish and learn in the early days of their job. Most companies have a trial period to check on the candidate’s adaptation to the job. Additionally, the onboarding and integration process also entails making the new hire feel welcome in the company and giving them time to understand the equipment and resources of work.

Assess and monitor the new hire’s progress for three to six months and identify areas of improvement. Also, ensure they get proper training and mentorship whenever necessary.

A Start-to-Finish Recruitment Process Checklist

  1. Position Information:
    • Job title
    • Department
    • Reporting manager
    • Employment type (full-time, part-time, contract, etc.)
    • Job description and responsibilities
  2. Requisition Approval:
    • Date of requisition
    • Approving manager’s name
    • Budget approval
  3. Sourcing and Advertising:
    • Recruitment sources utilized (job boards, social media, employee referrals, etc.)
    • Advertising channels used
    • Posting dates
    • Costs associated with advertising
  4. Application Screening:
    • Date application received
    • Screening criteria
    • Applicant tracking system (ATS) used (if applicable)
    • Shortlisted candidates
  5. Interview Process:
    • Interview panel members
    • Interview dates and times
    • Types of interviews conducted (phone, video, in-person)
    • Interview questions and assessments
    • Candidate evaluation criteria
    • Interview feedback and ratings
  6. Reference Checks:
    • Reference check process
    • Reference check questions asked
    • Reference check outcomes
  7. Background Checks:
    • Background check vendor (if applicable)
    • Background check components (criminal record, employment verification, education verification, etc.)
    • Background check outcomes
  8. Offer and Negotiation:
    • Offer details (salary, benefits, start date, etc.)
    • Offer acceptance or negotiation process
    • Signed offer letter or contract
  9. Onboarding and Orientation:
    • Onboarding process and timeline
    • Orientation schedule
    • Required documentation and paperwork
  10. Recruitment Metrics and Analytics:
    • Number of applications received
    • Time-to-fill
    • Source effectiveness
    • Diversity metrics (if applicable)
    • Cost per hire

Since hiring is an extensive process, you must have a hiring process checklist to avoid overspending or not doing the right things to hire the best candidates. If you abide by the hiring process checklist, you’ll achieve potential hires and office harmony.

Improve the hiring process and make it quick and efficient by following the hiring process checklist. It’s something you can seldom go wrong with; it’s a streamlined process tried and tested by several organizations.

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