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Candidate shortlist record form

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Our Candidate Shortlist Record Form template documents the shortlisting process, ensuring consistency and transparency in candidate selection during recruitment.

Reading time
How long to understand and implement this form?
5 mins
Word count
How many words in this form?
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What is a Candidate shortlist record form?

The purpose of this template is to provide a structured and organised format for recording essential details about shortlisted candidates in the recruitment process

By documenting qualifications, experience, skills, and diversity factors, it ensures fair and transparent decision-making.

This form serves as a concise reference, aiding recruiters in justifying selections while adhering to data protection regulations.

Best practice timescale for this to be issued
When should this form be issued?
As and when required
Applicable legal jurisdictions
In which jurisdictions can this form be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

All members of the interview panel should normally be involved in the short-listing process.

Each panel member is to read and rate independently each application on the short-listing form.

When completed, the panel should meet to reach consensus on those applications to be pursued.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Candidate shortlist record

Post title:  
[Post ref:]  

Consider each candidate against the criteria set out in the Person Specification and note how well they meet them and whether they should be short-listed.


2 = Fully met

1 = Partially met

0 = Not met/demonstrated

1 to 8 = Criteria as listed in the Person Specification (education, knowledge, relevant experience, skills/abilities evidenced on application form)

Candidates name 1 2 3 4 5 6 7 8 Total score Shortlist Y/N Comments


Completed by:  

Version: [1.0]

Issue date: [date]

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£ 9

Get much more with our
Job interview template toolkit:
Candidate shortlist record form
candidate shortlist record form