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Recruiting template

Phone Screen Script and Interview Questions

A phone screen is a short first call that checks whether a candidate meets the must-haves and wants the job before you book a full interview. The scripts below give you the opening, the phone screening interview questions and the close for five common situations: fill in your details and copy one.

Phone Screen Script and Interview Questions

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Note

Rules on what you can ask candidates differ by country and state, for example on salary history and protected characteristics. Check the questions against local law; this is not legal advice.

Recruiter phone screen script

When to use it: The standard first call from a recruiter to an applicant, covering motivation, must-haves, logistics and the next step.

Before the call Have the CV and the job description open. Note the two must-haves: [First must-have]; [Second must-have]. Opening "Hi [Candidate name], it's [Recruiter or screener name] from [Company name]. Is now still a good time? Thanks. We've got [Length of the call]. I'll tell you a little about the role, ask you some questions about your experience and what you're looking for, and leave time for your questions. Does that work?" The role in one minute "The [Job title] role is in our [Team], reporting to [Hiring manager]. The job is mainly [The role in one sentence]. It's based at [Location and work arrangement]." Questions 1. What made you apply for this role? 2. Tell me about your current or most recent job. What are you responsible for day to day? 3. The role needs [First must-have]. Can you tell me about your experience of that? 4. It also needs [Second must-have]. Where have you used that in your work? 5. Tell me about a time you dealt with [A core task of the role], or something close to it. What did you do? 6. What are you looking for in your next role that you don't have now? 7. The role is based at [Location and work arrangement]. Does that work for you? 8. What notice period would you need to give? 9. The pay range for the role is [Pay range]. Does that fit what you're looking for? 10. Are you interviewing anywhere else at the moment? Is there any timing we should know about? Their questions "What would you like to know about the role, the team or [Company name]?" Close "Thank you, that's really helpful. The next step would be [Next step]. I'll be in touch by [When you will be in touch] either way. If anything comes up before then, reply to my email." Notes Must-have 1 met: Yes / No / Unclear Must-have 2 met: Yes / No / Unclear Location and notice period work: Yes / No Recommendation: Move forward / Hold / Decline

Hiring manager phone screen

When to use it: The hiring manager runs the first call and wants to spend most of it on the work itself.

Opening "Hi [Candidate name], I'm [Hiring manager], and I lead the [Team] at [Company name]. Thanks for making time. I'd like to spend most of our [Length of the call] on the work you've done and how you'd approach this role, and then answer your questions." The role, from the manager "The [Job title] role is mainly [The role in one sentence]. Over the first few months, the most important thing will be [what success looks like early on]." Questions 1. Walk me through a piece of work from the last year that you're proud of. What was your part in it? 2. In this role you'd regularly be [A core task of the role]. How would you go about it? 3. What would you need from me as a manager to do your best work? 4. Tell me about a time you got something wrong at work. What happened next? 5. The role needs [First must-have]. What's the hardest situation you've handled where you needed that? 6. What would you want to learn or get better at in your next role? 7. What questions do you have about the team or the work? Close "Thanks, [Candidate name]. You'll hear from [Recruiter or screener name] by [When you will be in touch] about next steps." Notes for [Recruiter or screener name] Strengths seen: Concerns or gaps: Questions to cover in the next stage: Recommendation: Move forward / Hold / Decline

Hourly or high-volume phone screen

When to use it: Shift-based or hourly roles with many applicants, where the call mainly confirms availability, logistics and basic fit.

Opening "Hi [Candidate name], it's [Recruiter or screener name] from [Company name] about your application for [Job title]. Have you got [Length of the call] now for a few quick questions? Great." The role "The job is [The role in one sentence], at [Location and work arrangement]. The shifts are [Shift pattern], and the pay is [Pay range]." Questions 1. Does that shift pattern work for you? Are there any days or times you can't do? 2. How would you get to [Location and work arrangement] for an early or late shift? 3. When could you start? 4. Tell me about a job, or anything else, where you had to turn up on time every day. How did you manage it? 5. Tell me about a time you helped a customer or someone else who was unhappy. What did you do? 6. This role needs [First must-have]. Have you done that before? 7. What made you apply to [Company name]? 8. Do you have any questions about the job? Close "Thanks, [Candidate name]. The next step is [Next step]. You'll hear from us by [When you will be in touch]." Notes Available for the shift pattern: Yes / Partly / No Can get to the site: Yes / No Earliest start date: Recommendation: Move forward / Hold / Decline

Phone screen for a sourced candidate

When to use it: A candidate you approached, who did not apply, so the call starts with why you contacted them and what is in it for them.

Opening "Hi [Candidate name], it's [Recruiter or screener name] from [Company name]. Thanks for replying to my message. As I mentioned, I'd like to tell you about a role and hear what you're looking for. There's no pressure: if it isn't right, that's fine. We've got [Length of the call]." Why we contacted them "I got in touch because of [what in their background stood out]. We're hiring a [Job title] in our [Team], and the work is mainly [The role in one sentence]." Questions 1. What's keeping you busy in your current role? 2. What would have to be true for you to consider a move in the next few months? 3. What do you enjoy most about your work now, and what would you happily do less of? 4. The role needs [First must-have]. How much of that are you doing at the moment? 5. Tell me about a time you dealt with [A core task of the role], or something like it. 6. The role is based at [Location and work arrangement], and the pay range is [Pay range]. How does that compare with what you'd need? 7. What notice period would you have? 8. What would you want to know before deciding whether to go further? Close "Thanks for being open with me. If you're interested, the next step is [Next step]. I'll send you the full job description today. Have a think, and I'll check in with you by [When you will be in touch]. If it's a yes before then, just reply and I'll set it up." Notes Interest level: High / Open / Low Main motivations: Concerns to address: Recommendation: Move forward / Keep in touch / Decline

Phone screen notes template

When to use it: A one-page record to fill in during or straight after any phone screen, so every screener writes up the same things.

PHONE SCREEN NOTES Candidate: [Candidate name] Role: [Job title], [Team] Screened by: [Recruiter or screener name], [Recruiter or screener job title] Call length: [Length of the call] Must-haves [First must-have]: Met / Not met / Unclear Evidence: [Second must-have]: Met / Not met / Unclear Evidence: Core task: [A core task of the role] What they said they would do, or did before: Motivation for this role: Logistics Location ([Location and work arrangement]) works: Yes / No Notice period or earliest start: Pay range ([Pay range]) fits their expectations: Yes / No / Not discussed Other processes and deadlines: Questions they asked: Concerns to cover in the next stage: Recommendation: Move forward / Hold / Decline Reason, in one sentence: Next step agreed: [Next step] Candidate told they will hear back by: [When you will be in touch]

How to use this template

  • 1Choose the script for the call: a recruiter screen, a hiring manager screen, an hourly or high-volume role, or a candidate you sourced.
  • 2Agree the two must-haves with the hiring manager before the first call, and put them in the fields above. Every candidate for the role should be screened against the same two.
  • 3Book a fixed slot and tell the candidate how long it is. Aim for them to do most of the talking.
  • 4Say the pay range on the call if you can. It saves both sides a later interview that cannot end in a hire.
  • 5Fill in the notes template straight after the call, and tell the candidate when they will hear back.

Mistakes to avoid

  • Asking about past salary. Some places ban it: ask what the candidate is looking for instead.
  • Asking about age, family plans, health or other protected characteristics, even in small talk.
  • Talking about the company for most of the call and learning little about the candidate.
  • Screening each candidate against different things, so the shortlist cannot be compared.
  • Ending the call without a next step or a date by which the candidate will hear back.

Questions

What questions are asked in a phone screen?

Why the candidate applied, what they do in their current role, whether they meet the role’s must-haves, how they have handled a core task of the job, what they want next, and logistics such as location, notice period and pay expectations.

What should a recruiter phone screen script include?

An opening that sets out how long the call is and what it will cover, a one-minute summary of the role, eight to ten questions, time for the candidate’s questions and a close that names the next step and when they will hear back.

How long should a phone screen be?

Long enough to check the must-haves and answer the candidate’s questions, and no longer. Set the length when you book the call and keep to it.

Can I ask about salary in a phone screen?

You can share the pay range and ask what the candidate is looking for. Asking about their past salary is restricted in some places: California’s Labor Code section 432.3, for example, bars employers from seeking an applicant’s salary history. Check the rules where you hire.

What is the difference between a recruiter screen and a hiring manager screen?

A recruiter screen checks motivation, must-haves and logistics. A hiring manager screen spends more of the call on the work itself and how the candidate would approach it.

Should I use a phone screen template for every candidate?

Yes. The same questions and the same notes make candidates easier to compare and the decision easier to explain, and they help each screener cover the same ground.

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