Hiring interview notes template
Capture evidence you can explain in a debrief. Keep job-related observations separate from impressions, and leave the hiring decision with the people responsible for it.
Free template + filled example. No account required. How to use the Skill
- Made for
- Hiring
- Suggested conversation
- 30–60 minutes
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- Markdown · Prismical Skill
See the finished note.
Use this to document a structured interview against criteria set before the conversation. The fictional example concerns project coordination. It does not rank the candidate, infer personal traits, or make a hiring recommendation.
Notes / worked exampleHiring interview · Project coordination
Role criteria & question
Criterion: communicating project risks. Question: describe a time a dependency threatened a delivery plan.
Candidate’s example
Nico described a delayed vendor response and said they created a dependency list for the weekly project review.
Evidence relevant to the criterion
Nico said they named the dependency owner and explained the effect of the delay to the project lead.
Uncertainty & follow-up
The answer did not establish how the revised deadline was chosen. Follow up on the options considered and who made the decision.
Interviewer assessment for review
Assessment not completed. The interviewer needs to review the evidence against the agreed rubric.
Next process step
Avery will add the deadline-decision question to the debrief packet by Friday. No progression decision was made.
Read the source dialogue for this example
- Avery: For project risk communication, describe a time a dependency threatened delivery.
- Nico: A vendor response was late. I made a dependency list for our weekly project review.
- Nico: I named the dependency owner and explained the delay’s effect to our project lead.
- Avery: We have not covered how the revised deadline was chosen. I will add that question to the debrief packet by Friday.
- Avery: We will review the evidence against our rubric; no progression decision is being made in this call.
Start with a blank page.
Keep the useful structure.
Each field earns its place. Use the prompts as reminders, then replace them with your own meeting evidence.
Role criteria & question
Name the job-related criterion and the question asked. Use the same agreed criteria across candidates; avoid adding new criteria after hearing an answer.
Candidate’s example
Capture the situation and the candidate’s own actions. Attribute self-reported outcomes rather than presenting them as independently verified.
Evidence relevant to the criterion
Record the concrete behavior described. Avoid labels such as “culture fit” or inferred confidence, personality, or protected characteristics.
Uncertainty & follow-up
Identify missing detail that could change the evaluation. Do not fill gaps with assumptions about a candidate’s background or intentions.
Interviewer assessment for review
If your process requires a rating, use the approved rubric and link it to evidence. Keep AI-generated notes separate from a human assessment.
Next process step
Record only agreed interview-process actions. Do not imply an offer, rejection, or advancement unless an authorized person actually decided it.
# Hiring interview notes template Date: [add date] Participants: [add names] Purpose: [add purpose] ## Role criteria & question [Name the job-related criterion and the question asked. Use the same agreed criteria across candidates; avoid adding new criteria after hearing an answer.] ## Candidate’s example [Capture the situation and the candidate’s own actions. Attribute self-reported outcomes rather than presenting them as independently verified.] ## Evidence relevant to the criterion [Record the concrete behavior described. Avoid labels such as “culture fit” or inferred confidence, personality, or protected characteristics.] ## Uncertainty & follow-up [Identify missing detail that could change the evaluation. Do not fill gaps with assumptions about a candidate’s background or intentions.] ## Interviewer assessment for review [If your process requires a rating, use the approved rubric and link it to evidence. Keep AI-generated notes separate from a human assessment.] ## Next process step [Record only agreed interview-process actions. Do not imply an offer, rejection, or advancement unless an authorized person actually decided it.]
Make it part of the meeting.
Before · fix the criteria
Prepare job-related questions and the approved rubric before the interview. Agree recording consent and how notes will be stored and accessed.
During · capture examples, not labels
Ask for the situation, the candidate’s actions, and the outcome they report. Record uncertainty instead of inferring traits from tone, accent, appearance, or personal background.
After · conduct a human review
Check the notes against the source and your hiring process. An AI summary is not an employment decision; a responsible reviewer must assess the evidence under the approved criteria.
What to watch for
- Asking AI to rank candidates or infer personality from a transcript.
- Writing self-reported achievements as independently verified facts.
- Including irrelevant personal information in a hiring debrief.
Turn the template
into a Prismical Skill.
Import the file
Download the Skill JSON above. In Prismical, open Settings → Skills → Import and select the file. This downloads a file; it does not install anything automatically.
Run it on a note
Open the note with your meeting transcript. Run the imported Skill from the note dock. It asks for this template’s sections and appends the result for review.
Check before sharing
Verify quotes, owners, dates, and missing context against the transcript. AI can make mistakes. Keep the original note and follow your team’s sharing policy.
A few useful answers.
Practical details before you use this resource.
Does the Skill score candidates?
No. It organizes job-related evidence and open questions, and leaves assessment for a human reviewer using the approved rubric. It is not an automated candidate ranking or selection system.
Should every answer be recorded verbatim?
Usually the most useful record combines a faithful summary with short relevant quotes. Follow your organization’s consent, retention, and access policies, and exclude personal details that are irrelevant to the role.
Keep the work moving.
Useful next steps for the conversation you are preparing for.
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Explore resourceBring your next conversation
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