Recruiter Intake Meeting Preparation

Prepare like a pro, and think about your next hire with care. Review these questions, and call your HRBP or recruiter to help you craft and plan.

At the beginning of every position search, the goal is to provide the Recruiter specific direction such that they will be able to discern and evaluate quality candidates that could do the job and provide the highest quality service to the hiring manager for the most efficient process as possible.  This is real value to the hiring manager who can then focus on evaluating the BEST candidate of the smaller, most qualified candidate pool.

As a result, the purpose of this tool is to assist the recruiter in gathering relevant information from the hiring manager in order to conduct an efficient candidate search. This tool is designed to maximize all resources involved in the search process and ensure that the search moves forward in the right direction by providing detailed information about the position.

The questions are written in a voice as if a recruiter was asking them to the hiring manager.

Inefficient searches typically happen due to one of two causes,
1.  The hiring manager has unintentionally not thought enough about the position and thereby provides a lack of direction to the recruiter or
2.  The recruiter is unaware of changes to the business but thinks they understand the role and rushes to move forward without critical details.

This document looks to remove those inefficiencies early on.

It is a best practice at the beginning of every search to: 

  1.  Set hiring manager expectations as to the recruiting process and the level of services the recruiter provides 
  2. Discuss what has gone well or what needs improvement over past searches 
  3. Provide a timeline for when the recruiter will provide the hiring manager candidates 
  4. Offer an assessment of the candidate market to correct any misconceptions 
  5. Outline what the hiring manager can expect of the recruiter services and communication preferences 
  6. Clarify how the hiring manager gets involved in the interview process 
  7. Clarify what the recruiter needs from the hiring manager in order to succeed  
  8. Map out a plan B to escalate the search if things go off track

Line of Business Profile

  • Tell me about the business line (aka product, service, division) this position focuses on and how much direct experience you need in this line?

Competition Profile

  • Who are the major competitors in your market? What are you doing to compete?
  • Do you prefer to hire from competitors?
  • Are there competitors you prefer NOT to hire from?
  • How do you measure your function compared to the competition?

Success Factors

  • How do you measure success for your team?
  • What should the new hire be accomplishing in the first 90 days? 6 months? 1 year?
  • Who is the most successful person you have? Why is that person successful? Should we emulate some of their characteristics?
  • What do you do to help people achieve their goals?

Career Track

  • What are the career tracks from this position?
  • How long do people typically stay in this role before advancing?

Department Profile   

  • What is the skill set of the department members?
  • What kind of skill sets would be complimentary? What different skill sets would you like to see which would strengthen the function?
  • How does the department operate? What are the protocols?
  • What is the tenure of the department managers?
  • How does your department interact or rely on other departments? Are there synergies or relationships that the candidate pool should be aware of?
  • Is it a collaborative environment or more oriented toward individual contribution?

Manager Profile

  • Tell me about your management style.
  • How long have you been in your position, and why does that help the candidate?
  • How would you explain your experience in role to the candidate?

Technical Skills

  • Tell me about those things that you consider “must haves” in this job.
  • Tell me what skills and experiences are “nice to have” in this job.
  • Could you train on any of the “must haves” if the candidate possesses all the other traits?

Training and Development

  • How much and what kind of training is typically completed in this role?
  • Do you expect people to be constantly learning? How do you enable that?
  • Do you have personal development plans for people?


  • How do you reward top performers?


  • What is your budget for base pay and incentives?
  • If you found the perfect candidate who is outside the salary range, would you consider?


  • Will you offer relocation if it becomes necessary to recruit outside the area? Is there a budget for this?


  • How much travel is required in this position?

Referrals / Sourcing Suggestions

  • Is there anyone in your network you would like me to consider for this role?
  • Has your team been approached about who they might know or recommend for this role?
  • Are there special spifs or monies available for special referral programs for hard to fill positions?
  • Job boards? Hints? What have you heard as being successful? Recruiters to consider (if required)?

Professional Associations

  • Do you belong to any associations that I can network with?
  • What are some of the common associations these kinds of professionals may be members of?


  • When will you make yourself available for interviews?
  • What is the most efficient way to access your time/calendar?
  • Would you like to pre schedule interviews at this time and then we will schedule candidates appropriately?
  • At the time we schedule an interview, I will also schedule a feedback session immediately following the interview, will that work for you?


  • What do you think is a reasonable timeframe to provide candidate feedback on resumes and applicants?


  • How are weekly updates regarding the status of your position. Does this meet your need for status update/communication?
  • Do you prefer to communicate by email/phone/IM?

Candidate Treatment

  • Are you willing to manage communication with applicants throughout the process by dispositioning them?
  • Will you consider all submitted candidates for review?
  • Will you help prepare offer details?
  • What applicant Q&A will you build specifically for this position?
  • What will be the explanation of the recruiting process we will provide to the candidate?

Interview Team

  • Have you announced the need to your internal team and explained the reasoning behind your need to hire for this position?
  • Who is on the interview team?
  • Will you invite team members and explain their role in the interview process?


  • How do you want to manage offers?