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Recruiting template

Applicant Questionnaire Template

An applicant questionnaire asks every applicant the same short set of questions, so you can check the must-haves before an interview and arrive at the interview knowing more. Pick the version for your stage below, fill in your details and copy it into your form builder or applicant tracking system.

Applicant Questionnaire Template

Fill in your details

Every version below updates as you type. A field left empty stays as a [placeholder] in the text you copy.

Email versions open straight in your email app with the subject and text filled in. You add the recipient there.

Your company and sender details are remembered, so the next template starts with them filled in.

Note

The rules on what you can ask applicants differ by country and state, for example on disability and health, criminal records and pay history. Check your questions against local rules before you send them. This template is not legal advice.

Pre-screening questionnaire

When to use it: Straight after someone applies, to check the must-haves before anyone spends time on a call.

[Company name]: [Job title] Pre-screening questions Thank you for applying. These questions help us check the basics before we arrange a call. There are no trick questions. 1. Are you legally entitled to work in [Country of work]? Yes [ ] No [ ] 2. Will you need a visa or sponsorship to work for us, now or in the future? Yes [ ] No [ ] 3. This role is based at [Place of work]. Does that work for you? Yes [ ] No [ ] I'd like to discuss it [ ] 4. The pay range for this role is [Pay range]. Does that work for you? Yes [ ] No [ ] I'd like to discuss it [ ] 5. This role needs [Must-have requirement]. Do you have this? Yes [ ] No [ ] If yes, tell us briefly where and for how long: ______________________________ 6. When could you start, or what is your notice period? ______________________________ 7. In two or three sentences, why does this role interest you? ______________________________ 8. Our interview process includes [Interview format]. Will you need any adjustments for it? No [ ] Yes [ ] If yes, what would help? ____________

Pre-interview questionnaire

When to use it: After shortlisting and before the first interview, so the interviewer knows what the candidate wants to talk about and how to set up the interview.

[Company name]: [Job title] Before your interview Thank you for your time so far, [Candidate name]. Your next step is [Interview format]. These questions help us make the most of it. Please complete them by [Complete by]. 1. How do you pronounce your name, and what would you like us to call you? ______________________________ 2. Which dates and times suit you for the interview over the next two weeks? ______________________________ 3. Will you need any adjustments for the interview, such as extra time, captions or a different format? ______________________________ 4. What interests you most about this role at [Company name]? ______________________________ 5. Which piece of work from the last few years would you most like to talk about, and why? ______________________________ 6. What would you want to have achieved in your first six months in this role? ______________________________ 7. What questions would you like us to answer in the interview? ______________________________

Skills screening questionnaire

When to use it: When you want short written answers to questions based on the real work, so you can compare applicants on the work itself.

[Company name]: [Job title] Skills questions Please answer each question in a few sentences, as you would at work. There is no right length and no single right answer: we want to see how you think about the work. Please complete them by [Complete by]. 1. [Skills question 1] ______________________________ 2. [Skills question 2] ______________________________ 3. [Skills question 3] ______________________________ 4. Is there anything you would need to know before answering any of these for real? Tell us what you would ask. ______________________________ If you need any adjustments, such as more time or a different format, email [Your name] before you start.

Hourly and high-volume applicant questionnaire

When to use it: Retail, hospitality, warehouse, delivery or contact centre hiring, where you screen many applicants quickly on availability and practical needs.

[Company name]: [Job title] at [Place of work] Quick questions It takes about [Time it takes]. Tick the answers that fit. 1. Are you 18 or over? (Some roles here have a minimum age.) Yes [ ] No [ ] 2. Are you legally entitled to work in [Country of work]? Yes [ ] No [ ] 3. Which days can you work? Mon [ ] Tue [ ] Wed [ ] Thu [ ] Fri [ ] Sat [ ] Sun [ ] 4. Which shifts can you work? Early [ ] Day [ ] Late [ ] Night [ ] 5. How many hours a week are you looking for? ______________________________ 6. Can you get to [Place of work] for the shifts you ticked? Yes [ ] No [ ] Not sure [ ] 7. The pay for this role is [Pay range]. Does that work for you? Yes [ ] No [ ] 8. When could you start? ______________________________ 9. Have you done similar work before? If yes, where? ______________________________ 10. Do you need any adjustments for the interview? No [ ] Yes [ ] If yes, what would help? ____________

Questionnaire invitation email

When to use it: The email that sends the applicant a link to any of the questionnaires above.

SubjectNext step for the [Job title] role at [Company name]: a few questions

Hi [Candidate name], Thank you for applying for the [Job title] role at [Company name]. The next step is a short questionnaire, so we can learn a bit more about you before we arrange [Interview format]. Link: [Questionnaire link] Time it takes: about [Time it takes] Please complete it by: [Complete by] There's nothing to prepare. Answer as you would in a conversation; short answers are fine. If you need any adjustments, or the link doesn't work, reply to this email and I'll help. We'll be in touch once we've read your answers. Best wishes, [Your name] [Your job title], [Company name]

How to use this template

  • 1Decide what you need to know before an interview, and ask only that. Each question should either rule someone out or tell the interviewer something useful.
  • 2Pick the version for your stage: pre-screening straight after applying, pre-interview after shortlisting, skills questions to compare applicants on the work, or the hourly version for high-volume roles.
  • 3Write the skills questions from the job description, based on real situations the person will face in the first months.
  • 4Decide in advance which answers move someone forward, and apply the same rule to everyone. If a "no" will not end the application, do not treat it as a knockout question.
  • 5Send it with the questionnaire invitation email, tell the applicant how long it takes, and reply to everyone once you have read the answers.

Mistakes to avoid

  • Too many questions, so good applicants drop out before the end.
  • Asking for the same information as the application form or CV.
  • Knockout questions that are not real requirements, which screen out people who could do the job.
  • Asking about health, disability, age, family or pay history where local rules restrict those questions. Ask about adjustments for the interview instead.
  • Hiding the pay range and then asking applicants whether they accept it.
  • Sending the questionnaire and then going quiet, so applicants never hear what happened to their answers.

Questions

What is a pre-screening questionnaire?

A short set of questions sent straight after someone applies to check the must-haves, such as right to work, location, availability, pay and one key requirement, before anyone spends time on a call.

What should a pre-interview questionnaire include?

How to pronounce and address the candidate, when they can interview, any adjustments they need, what interests them about the role, the work they want to discuss and the questions they want answered.

What are good screening questions for job applicants?

Questions tied to real requirements: right to work, location or commute, start date, the pay range, one or two must-have skills, and a short written question based on the actual work. Avoid questions you would not use to decide.

How long should an applicant questionnaire be?

As short as you can make it while still getting what you need to decide. Tell applicants how long it takes before they start, and check that figure by completing it yourself.

What questions should I not ask job applicants?

Anything unrelated to the job, such as age, religion, marital status or family plans. In the US, disability questions before an offer are prohibited under the ADA, though you may ask whether an applicant needs an accommodation for the hiring process. In the UK, health questions are restricted during recruitment.

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