Employee Recruitment and Selection Policy Sample

This Employee Recruitment and Selection Policy template is a good foundation for laying down your company’s policy in respect to staff recruitment. It should be adapted to your local needs and circumstances.

The Principle

Our company is committed to an effective recruitment process that attracts the best talent while adhering to company and legal policies of equal opportunity employment.

The Employee Recruitment Policy outlines the guidelines for our managers and recruiting officials to enable them to attract and select the best candidates and preserve the integrity of the hiring process.


All employees who are involved in hiring for the company, including potential candidates, are affected and bound by the policy.

The Policy Highlights

Recruitment and Selection Process

The general steps used by the hiring managers are:

  • Identify an opening or new position within the company.
  • Decide to fill the position internally or hire externally.
  • Review and update the job description or create one if it’s a new position in the company.
  • Compose an ad for the position.
  • Identify the appropriate platform for posting the ad; internal or external.
  • Decide on selection process and timeframe.
  • Review resumes already in the company database.
  • Consider passive candidates and contact them.
  • Shortlisted candidates will be taken through the selection process.
  • Select the most suitable candidates.
  • Conduct background checks.
  • Select the candidate chosen to join the company.
  • Give an offer letter indicating the effective date.
  • Issue the contract letter once the candidate accepts the offer.
  • Issue a confirmation letter after the candidate successfully completes the probation.

These stages can be merged or may overlap at the convenience of the hiring managers. However, the first five stages are mandatory for the hiring process.

Advertising Internally

An opportunity can be advertised internally before the company seeks external candidates. For internal advertisement the managers should:

  • Set a deadline for receiving applications
  • Alert the employees to the opening(s) through company communication outlets such as newsletters, emails or announcements from departmental heads. There is also a possibility of using the Applicant Tracking System’s automated emails.

Crafting a Job Description

Job ads should include a full description of the role. The ad should be clear and accurately capture the profile of the position. The ad should include:

  • A quick summary of the company’s mission.
  • A brief description of the purpose of the role in the company.
  • A list of the principal objectives of the position.
  • A summary of principal requirements.
  • Application procedure and any documentation that may accompany applications.
  • Deadline for submitting applications.

Job ads are official communications that must depict our corporate image in every respect; from style and tone to presentation. The language must be professional and polite and must abstain from any form of bias.

Employee Selection Process

Our standard hiring process can be adapted to suit the requirements of a specific role. The standard process has the following stages:

  • Screening of resumes.
  • Phone screening.
  • Assignment.
  • Interview.

Extra stages can be added (while some can be removed), at the discretion of the hiring manager and depending on the position being recruited for. For example, a manager can choose to add these


  • Assessment centers.
  • Group interviews.
  • Competency selection tests.
  • Referrals evaluation.

However, the resume screening and interview steps must be adhered to.

Giving Candidates Interview Results

Candidates need to know the results of their interview and hiring managers should always communicate with the candidates and update them accordingly. It would be injurious to our employer brand if candidates sit for an interview and are not informed of their results.

Hiring managers are also encouraged to send interview feedback to the candidates, and ensure that such feedback is professionally presented, brief, and respectful. It may be important to cross-check with HR whether there is a prospect of legal action.

Canceling an Offer

Sometimes, an offer of employment has to be revoked, in which case an official communication should be done detailing the reasons. The reasons must be legitimate.

Legitimate causes for revoking offers include:

  • Candidate cannot take up the position because he or she is not legally allowed to work for the company at a certain location.
  • Candidate presented false references or otherwise misled the company on a substantive issue during the recruitment process.
  • Candidate fails to accept the offer within the deadline indicated in the offer letter and without a valid reason.

Whenever this happens, hiring managers and HR must inform the candidates as soon as possible.

Download this policy sample:

Google Doc – Letter
PDF Document – Letter (.pdf)
Microsoft Word – Letter (.docx)
OpenDocument Format – Letter (.odt)
Rich Text Format – Letter (.rtf)
Plain Text – Letter (.txt)
Google Doc – A4
PDF Document – A4 (.pdf)
Microsoft Word – A4 (.docx)
OpenDocument Format – A4 (.odt)
Rich Text Format – A4 (.rtf)
Plain Text – A4 (.txt)

Disclaimer: This information is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor World Manager will assume any legal liability that may arise from the use of this information.

The best companies use World Manager to train staff, maintain standards, and set the company up on the road to success.