25 Recruiting Tools and Documents Every Company Should Have

Erin Engstrom • April 20, 2021

Like anything in life, hiring success depends on planning and preparation. Recruiters and talent acquisition professionals have to use the right tools and resources in order to find and evaluate great candidates who can help the company achieve its goals.

This article outlines 25 tools, documents and resources every recruiting team should have in their arsenal:

  1. Hiring roadmap
    If your company has ambitious growth plans, you need to know what roles you’re going to have to hire for and when. Completing a hiring roadmap helps your recruiting team with planning and prioritization. Check out our guide “How to Create and Execute a Long-Term Hiring Roadmap.”
  2. Recruiting budget
    In addition to having a long-term hiring roadmap, you need to know the total amount of funds you’ll have available to execute it. A quarterly or annual recruiting budget helps you form a viable recruiting plan.
  3. Hiring pipeline report
    It’s always helpful to know what sources deliver the most candidates and how far they progress through your hiring process. Insight into your hiring pipeline gives you the opportunity to fine-tune your company’s hiring process. Download our “Hiring Pipeline Audit” and identify how your end-to-end process can be improved.
  4. Compliance checklist
    One of the most important parts of hiring is being aware of and complying with anti-discrimination laws. If you fail to do so, your company is vulnerable to a lawsuit from or penalty. Our “Hiring Laws and Compliance Checklist” gives U.S. companies an overview of the laws they’re subject to.
  5. Careers website
    Every company should have a section of their website devoted to listing open roles and providing an overview of what it’s like to be an employee. Check out “Elements of a Great Careers Website” and learn what well-known brands include on their careers site.
  6. Job description template
    Job descriptions should, of course, be tailored to the role but it doesn’t hurt to have a partially completed template you can fill in. It can include your company overview, employee perks and have an open space for the required skills and experience for the role. 
  7. Job profile
    Before hiring for any role, you should sit down with the hiring manager and build a profile for the ideal candidates they’re looking for. You can learn what specific skills and background they’re seeking and use those details to complete the job description.
  8. Application screening questions
    Modern online applications let you include open-ended questions, helping you learn a bit more about each candidate up front. You can use the details gathered in your meeting with the hiring manager to come up with a few questions for screening applicants.
  9. Job boards list
    Job boards are the obvious place to post open jobs but there are so many to choose from and some are best for specific types of roles. Having a list of job boards handy for the different roles on your hiring roadmap will help your team stay on track.
  10. Social media account
    Broadcasting your job openings on social media never hurts so be sure your recruiting team has access to your corporate accounts or communicates with your social media manager. You can also consider having devoted recruiting accounts but that might be best for when you’re hiring for a lot of roles.
  11. Employee experience content
    A recruitment video, interviews with employees and blog posts on company news all help attract promising candidates. You can post this content on your company careers website and share it on social media so people get an idea of what’s great about being an employee. Download our employer branding guide and learn how to create and share recruiting content.
  12. Prospecting templates
    Instead of hoping the right candidates apply to your jobs, you can find the right people and pitch your opportunity. The right messaging is key to capture their attention so pre-written emails can be a helpful resource. We’ve created a few templates and prospecting tips your team can use.
  13. Employee referral program
    Incentivizing your current employees to recommend their contacts for jobs can have a huge payoff. However, it’s important to clearly outline your policy so your staff knows who they can refer and how they’re rewarded. Our employee referral program template can help you create an easy-to-understand policy.
  14. Recruiting agency audit
    If your company currently works with a recruiting agency or is considering partnering with one, you need to ensure they add value to your hiring efforts. Check out our “Recruiting Agency Audit” and determine if you need an external firm.
  15. Applicant rejection message
    You should always let a rejected candidate know your team has reviewed their application and passed on them so they can move on with their life. Your Applicant Tracking System (ATS) should automatically send a message with a click-of-a-button.
  16. Video chat software
    Doing an initial interview over the phone works fine but video chat lets you speak with candidates face-to-face. Choose your prefered video chat software so every hiring team member knows what to install on their computers.
  17. Interviewee instructions
    Preparing candidates for the in-person interview helps them feel comfortable and ready to answer your questions. Have instructions ready to email a few days prior to the interview consisting of directions to your office, a schedule of who they’ll meet with and for how long and what they should wear.
  18. Candidate evaluation rubric
    It’s important hiring team members consistently evaluate candidates on criteria important to the role. You should provide each interviewer with a rubric they can use to rate each of the candidate’s qualifications on a numerical scale and write their final thoughts.
  19. Interview questions list
    “Winging it” when interviewing someone is never a good idea. Hiring team members should come prepared with questions to ask so they can form a thorough and fair opinion on the candidate. Our guide on situational and behavioral interview questions can help you figure out what to ask.
  20. Interviewee rejection message
    Once again, you should notify candidates when they’re no longer under consideration for the job. However, the rejection message sent to candidates who made it the interview stage should include a little about why you’re not hiring them.
  21. Selection criteria
    When it comes time to make a hiring decision, the people involved should know exactly what to take into account. You can use the job profile and candidate evaluation rubric to create a list of all the factors the hiring committee should consider.
  22. Background check provider
    Before you make an employment offer final, you’ll likely need to run a background check on the new hire. Be sure you have a background check provider available so you can easily take care of this formality.
  23. Current employee salaries/compensation standards
    It’s crucial to offer a new hire a fair salary that aligns with that of their peers. You should have a list available of each current employees’ compensation so you know what makes sense. Our guide to determining salary and compensation can help you with this important step.
  24. Employee Handbook
    Providing a new hire a company handbook ensures they’ll understand all your company’s policies. If you don’t yet have a handbook, this checklist consists of everything it should include.
  25. Onboarding Checklist
    Onboarding a new employee is the final step in the hiring process. Spend a day or two teaching them everything they need to know about being an employee of your company before they start their job. Our “Onboarding Checklist” outlines what you should include.

Source: Erin Engstrom

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