Adapt this checklist to your role, location, and legal obligations. Assign one owner and target date to each item.
Define the role
- [ ] Write the business need and the outcome expected from the role.
- [ ] Agree on responsibilities, required skills, location, employment type, and compensation range.
- [ ] Review the job description for unclear language and unnecessary requirements.
- [ ] Confirm applicable posting, pay-transparency, privacy, and recordkeeping obligations.
Publish and collect applications
- [ ] Choose channels appropriate to the role and post to each channel directly or with a distribution tool you have verified.
- [ ] Decide where applications will be received and who monitors them.
- [ ] Acknowledge applications using a tested email process.
- [ ] Record source and current status consistently.
Review and interview
- [ ] Define review criteria before reading applications.
- [ ] Use the same role-relevant questions for comparable interviews.
- [ ] Coordinate times through email, a calendar tool, or a verified self-scheduling product.
- [ ] Record evidence and feedback promptly; avoid sensitive or irrelevant notes.
Decide and communicate
- [ ] Identify the decision owner and deadline.
- [ ] Document the job-related basis for the decision.
- [ ] Send the selected candidate complete offer details through an appropriate channel.
- [ ] Notify other candidates according to the communication process you established.
Close and retain records appropriately
- [ ] Mark the role closed or filled in each system where it appears.
- [ ] Complete onboarding handoff.
- [ ] Retain or delete candidate data according to applicable policy and law.