July 1, 2023

How to conduct an interview: documents and information you need


In recruiting, conducting an interview is one of the critical tasks because a successful job interview is already half the success. And it is not a secret that such an interview cannot be offhand. 


A recruiting agency should do a lot of preparatory work for the recruiter to be ready to interview a candidate.


Here is some helpful information for recruiters concerning the recruiting process in general and conducting interviews in particular.

What documents are necessary at the preparatory stage


Recruiting documentation usually includes the following documents that help recruiters both prepare for the interview and conduct it at a reasonable level:

  1. detailed information from the client with a description of the company;
  2. detailed information from the client with a description of the vacancy and detailed requirements for the candidate;
  3. a job application;
  4. a list of recommended questions;
  5. a list of possible responses in case of refusal;
  6. a list of possible responses in case of approval.

Introductory steps


In the example of OnHires, we can follow the processes at the preparatory stage of the recruiting process.


After the heads of OnHires have agreed with the new client, they arrange a general recruiting team call. At this team meeting, either the CEO or the head recruiter presents the new client and tells about the general requirements for the candidates for recruiting.


Then the head recruiter chooses one or more recruiters for this project, or they propose their candidacy themselves.


After that, the head of the recruiting team or the CEO provides the recruiters with more detailed information about the specialists they have to find for the company.


Just after that, the participants of this project create a job application, add the vacancies to the ATS and post them on all the necessary resources such as the own job portal of OnHires, large site-aggregators of job offers, and specialized sites with vacancies.


Throughout the recruiting process, the sourcers and recruiters work together closely. The sourcers look for the candidates, and the recruiters prepare for interviews.

Guides and eBooks at their best

The useful materials that clarify how to build efficient recruiting & HR processes
Download for free

What we should include in a job application


A job application is a kind of project in which the tight cooperation of all its participants is crucial. It is 30% of the recruiting process. We base it on the information collected from the client with a description of the vacancy and compulsory requirements for the candidate.


It includes detailed information about what exactly candidate a company requires: what qualifications, work experience, professional skills, and, possibly, some additional skills the potential employee has to have.

The information about the company for which OnHires will find new employees with the description of the company's specialization, structure, work processes, and other essential moments helps form the proper job application.

What questions we may ask at the interview


There are fundamental questions that recruiters usually ask at a job interview. These questions may be about the candidate’s education, personal qualities, and plans for their personal development.

For example, the recruiters who work for OnHires may ask such questions:


- Could you tell me about your work experience?
- What is your specialization?
- What salary level do you expect?


Also, there may be some specific questions concerning particular professional skills the company requires from the candidate.

What to say if the candidate does not meet the company’s demands


Mainly, a recruiting company has its list of such responses. For instance, recruiters who work for OnHires may reply like this:


Thank you for the interview. Unfortunately, at the moment, we have no vacancy that matches your skills, but let us be in touch, and we will contact you as soon as we have a new vacancy that may be interesting to you.


The candidate may not meet the demands for different reasons. For instance, if there is incorrect information about the candidate’s work experience in the candidate’s CV, they cannot prove it at the interview. Their level of language is inadequate. Or the candidate has no particular skills needed for the position. Possibly, the candidate demonstrates some negative characteristics and behaves rudely and impolitely during the interview. The candidate gives answers to the recruiter’s questions that may not match the company's policy.

What to tell if the candidate meets the needs of the company


Recruiters who work for OnHires might reply like this: 


Thank you for the interview. I think you are the right person for us. We will contact you soon and speak over the next step.


Depending on the vacancy, the next step may vary. The candidate receives a test task to perform or has an interview with the head recruiter of OnHires or another top manager. They also may have a so-called “technical interview” based mainly on the technical aspects of the position.

The final steps before the interview


As soon as the recruiting team has chosen the candidate for the interview, the recruiter assigned to conduct the interview examines the candidate's CV and checks the websites of the companies the candidate worked for previously and the candidate’s social networks.

When all the preparatory work is over, it is the high time for the recruiter to examine the checklist and make sure they are ready to conduct the interview successfully:


- I have all the necessary information to represent my own company adequately;
- I have all the necessary information to present the client’s company’s specifications, strategy, mission, and structure;
- I know for sure what perks and benefits we can offer the candidate for this position;
- I can present and explain all the aspects of this position like the role, duties, and requirements;
- I have prepared the interview questions that fully reflect the skills and work experience the position requires;
- I have studied the candidate’s CV.