Interview Notes: Best Practices To Follow (+Free Templates)

These notes typically include observations, responses, and key points discussed during interviews, ensuring that HR’s evaluation of candidates is comprehensive and objective. These notes capture candidates’ qualifications, skills, experiences, and overall fit for open roles, providing references to aid in the decision-making process.

Interview notes also present an official record for reference in case any questions or disputes arise about the hiring process. They offer transparency and accountability in determining if the recruitment process is conducted methodically and candidates are evaluated fairly. This is especially important if a candidate questions their interview outcome or if a company must address legal or compliance considerations.

Pre-screening stage
During the pre-screening stage, an HR professional takes notes based on résumé reviews, phone screenings, key qualifications and experiences, and any potential red flags. These notes help filter out unqualified candidates and ensure only suitable candidates proceed to the next stage.

Screening interviews
During screening interviews, HR records detailed notes on candidates’ responses to standard questions, evaluating their basic qualifications, cultural fit, culture add, and interest in open positions. These notes are then shared with the hiring manager, providing them with a comprehensive overview of each candidate.

Initial assessment tests
HR is responsible for documenting the results and any other observations about each candidate’s performance if the recruitment process includes any initial assessments or skills evaluations. This information is crucial for the hiring manager to understand candidates’ capabilities and suitability for different roles.

Reference checks
Detailed notes on feedback from candidates’ previous employers and colleagues are one of the most critical steps in the recruitment process. These notes are essential for verifying the candidate’s background and can counter possible biases. For example, if a candidate’s previous employers or managers express vastly differing opinions of them, you would need to conduct further research before taking the next steps.

Onboarding discussions
During the final stages of the hiring process, HR may discuss each candidate’s salary expectations, availability, and onboarding logistics. Notes from these discussions are essential to ensure a smooth transition for new hires and align their expectations with the company’s.

Technical interviews

A hiring manager takes notes during technical interview rounds on candidates’ skills, problem-solving abilities, and technical knowledge. These are crucial for assessing a candidate’s suitability for the technical aspects of a role and for comparing different candidates’ hard skills and experience.

Additionally, reviewing notes after a technical interview can reveal gaps that were not apparent initially due to the candidate’s ability to appear more knowledgeable than they were.

Behavioral interviews

In behavioral interviews, a hiring manager documents candidates’ responses to situational questions, evaluating their past behavior and potential fit within the company culture. This shows how candidates might perform in real-world scenarios.

Panel interviews

When multiple interviewers are involved, the hiring manager often leads the panel and takes notes on the collective feedback and observations. This ensures the consideration of all perspectives and a balanced view of each candidate.

Case study evaluations

Hiring managers might conduct case study interviews for problem-solving and strategic thinking roles. During these interviews, they take detailed notes on each candidate’s approach, thought process, and proposed solutions to assess their analytical and strategic capabilities.

Final interviews

During the final interview round, typically with senior leadership or the hiring manager, comprehensive notes are taken to capture the final impressions and any additional questions or concerns raised. These notes play a key role in the final decision-making process and in negotiating the offer.

1. Prepare well before the interview
2. Create a structured interview template
3. Practice active listening and engagement
4. Use abbreviations and symbols
5. Highlight key points and quotes
6. Review and edit notes post-interview
7. Collaborate with your hiring team

Step 1: Enter your notes into an interview evaluation form
Step 2: Organize notes based on specific criteria
Step 3: Highlight key competencies and skills
Step 4: Use rating scales
Step 5: Conduct a comparative analysis of the candidates
Step 6: Hold a debriefing session with the hiring manager
Step 7: Help hiring managers maintain objectivity and fairness
Step 8: Document final decisions and feedback

Taking notes during job interviews also requires you to be attentive to interviewees, get detailed information about them, and offer them constructive feedback. This goes a long way toward improving the candidate experience and, as such, can boost your company’s public image among job seekers.