Hiring Process Procedure
Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: HR Department, Hiring Managers
Purpose
Establish a consistent hiring process to attract, evaluate, and onboard qualified candidates while ensuring legal compliance and fair treatment.
Hiring Process Overview
Requisition → Posting → Sourcing → Screening →
Interviewing → Selection → Offer → Onboarding
Step-by-Step Hiring Process
Step 1: Position Requisition
Hiring Manager Initiates:
- Complete Position Requisition Form
- Define job requirements:
- Job title and department
- Reporting structure
- Essential duties
- Required qualifications
- Preferred qualifications
- Compensation range
- Obtain approval (manager and HR)
- Submit to HR
Approval Required For:
- New positions
- Backfills
- Changes to job description
- Salary outside range
Step 2: Job Posting
HR Creates Posting:
- Write/update job description
- Include essential functions
- Note physical requirements
- List qualifications
- Include EEO statement
- Specify application process
Where to Post:
| Source | Best For |
|---|---|
| Company website | All positions |
| Indeed/ZipRecruiter | General positions |
| Professional/office | |
| Trade-specific sites | Skilled trades |
| Local job boards | Entry level |
| Trade schools | Apprentices |
| Employee referrals | All (often best) |
| Union halls | Union trades |
Posting Duration:
- Minimum 5-7 business days
- Longer for specialized positions
- May close early if filled
Step 3: Sourcing Candidates
Active Sourcing:
- Employee referral program
- Trade school outreach
- Industry networking
- Job fairs
- Social media
- Recruitment agencies (specialized)
Referral Program:
- Encourage employee referrals
- Offer referral bonus (after retention period)
- Track referral source
Step 4: Application Screening
Initial Screen:
- Review all applications
- Check minimum qualifications
- Review experience relevance
- Note certifications/licenses
- Flag best candidates
Phone Screen (15-30 minutes):
- Verify basic qualifications
- Confirm availability
- Discuss compensation expectations
- Explain position briefly
- Assess communication skills
- Schedule interview or decline
Document All:
- Screening criteria used
- Reason for advancement/decline
- Keep records 2+ years
Step 5: Interviewing
Types of Interviews:
| Type | When | Duration |
|---|---|---|
| Phone screen | Initial | 15-30 min |
| First interview | Qualified candidates | 30-60 min |
| Second interview | Finalists | 45-90 min |
| Skills assessment | If applicable | Varies |
Interview Panel:
- HR representative
- Hiring manager
- Team member (optional)
- Senior manager (for key positions)
Interview Questions:
DO Ask:
- Experience with specific tasks
- Behavioral questions (past situations)
- Technical knowledge
- Problem-solving scenarios
- Career goals
- Availability and schedule
DO NOT Ask:
- Age or date of birth
- Marital/family status
- Religion
- National origin
- Disability status
- Pregnancy status
- Arrest record (can ask about convictions in some contexts)
Behavioral Question Examples:
- "Tell me about a time you dealt with a difficult coworker."
- "Describe a situation where you had to meet a tight deadline."
- "Give an example of a safety issue you identified and resolved."
Scoring:
- Use consistent criteria
- Score each candidate
- Document feedback
- Compare objectively
Step 6: Background Check and Verification
After Conditional Offer:
Standard Checks:
- Employment verification (past employers)
- Reference checks (3 minimum)
- Criminal background (where permitted)
- Drug screening
- Driver's license check (if driving required)
- License/certification verification
For Certain Positions:
- Credit check (financial positions)
- Education verification
- Professional license verification
Legal Compliance:
- Follow FCRA requirements
- Provide required notices
- Obtain written consent
- Follow adverse action procedures
Step 7: Selection Decision
Decision Meeting:
- Review all qualified candidates
- Compare against criteria
- Discuss interview feedback
- Check references
- Consider team fit
- Make selection
Documentation:
- Document selection criteria
- Note reasons for selection
- Keep all interview notes
- Retain records 2+ years
Step 8: Job Offer
Verbal Offer:
- Extend verbal offer first
- Discuss start date
- Confirm compensation
- Answer questions
- Allow time to consider
Written Offer Letter:
- Position title
- Start date
- Compensation (salary/hourly)
- Work schedule
- Supervisor/department
- Benefits overview
- At-will statement
- Contingencies (background, drug test)
- Expiration date for acceptance
Offer Contingencies:
- Background check results
- Drug test results
- I-9 verification
- Reference verification
Step 9: Rejection Notifications
For Interviewed Candidates:
- Phone call preferred
- Thank them for interest
- Brief, professional
- Don't provide detailed reasons
- Encourage future applications
For Non-Interviewed:
- Email acceptable
- Template message
- Thank for application
- Position has been filled
Pre-Employment Documentation
Collect Before First Day:
Required:
- Signed offer letter
- I-9 documents (within 3 days of start)
- W-4 (Federal)
- State tax forms
- Direct deposit authorization
- Emergency contact form
If Applicable:
- Background check consent
- Drug test consent/results
- Driver's license copy
- Certifications/licenses copy
- Union documentation
- Non-compete/NDA (if required)
Job Offer Letter Template
[Company Letterhead]
[Date]
[Candidate Name]
[Address]
[City, State ZIP]
Dear [Name]:
We are pleased to offer you the position of [Job Title] at
[Company Name]. This offer is contingent upon successful
completion of background check and drug screening.
POSITION DETAILS:
Position: [Job Title]
Department: [Department]
Reports To: [Supervisor Name/Title]
Start Date: [Date]
Work Location: [Location/Site]
COMPENSATION:
☐ Salary: $_______ per year, paid [frequency]
☐ Hourly: $_______ per hour
Work Schedule: [Days/Hours]
BENEFITS:
You will be eligible for company benefits including:
- Health insurance (after [waiting period])
- Dental and vision insurance
- 401(k) retirement plan
- Paid time off
- [Other benefits]
Details will be provided during orientation.
EMPLOYMENT STATUS:
Employment with [Company] is "at-will," meaning either you
or the company may terminate employment at any time, with or
without cause or notice.
CONTINGENCIES:
This offer is contingent upon:
- Satisfactory background check
- Drug screening
- Verification of eligibility to work (I-9)
- [Other conditions]
Please indicate your acceptance by signing below and
returning this letter by [Date].
We look forward to having you join our team!
Sincerely,
_________________________
[Name]
[Title]
================================================================
ACCEPTANCE:
I accept this offer of employment and agree to the terms
outlined above. I understand employment is at-will.
Signature: _________________________ Date: _____________
Printed Name: _______________________________________
Start Date Confirmed: ________________________________
Hiring Metrics
Track:
- Time to fill (days from posting to start)
- Cost per hire
- Source effectiveness
- Offer acceptance rate
- 90-day retention rate
- Diversity metrics
Targets:
- Time to fill: < 30 days (standard), < 60 days (specialized)
- Offer acceptance: > 85%
- 90-day retention: > 90%
Legal Compliance
EEO Compliance:
- No discrimination based on protected classes
- Consistent criteria for all candidates
- Document decisions objectively
- Accommodate disabilities
FCRA (Background Checks):
- Written consent required
- Pre-adverse action notice
- Adverse action notice
- Copy of report to candidate
Immigration (I-9):
- Complete within 3 days of start
- Verify documents
- No document discrimination
- Retain per requirements
Related Documents
- Job Description Template
- Interview Evaluation Form
- Reference Check Form
- Background Check Consent
- Offer Letter Template
- Onboarding Checklist
Template provided by support.construction. Customize with your company information.