gh-bandofai-puerto-plugins-operations/skills/human-resources/SKILL.md

HR Recruitment Skill

Professional recruitment patterns and best practices for candidate evaluation, job postings, interview coordination, and hiring pipeline management.

Version: 1.0 Last Updated: January 2025

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Overview

This skill provides battle-tested templates, rubrics, and guidelines for professional HR recruitment activities. Following these patterns ensures consistent, high-quality, and inclusive hiring processes.

Core Principles:

• Evidence-based evaluation: Base assessments on objective criteria
• Inclusive language: Attract diverse talent
• Professional communication: Respectful and timely
• Structured process: Consistent candidate experience
• Data privacy: Protect candidate information

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Part 1: Resume Screening

Screening Rubric

Use this rubric to evaluate candidates objectively:

Scoring System (0-10 scale)

Experience Match (0-3 points):

• 3: Exceeds required years and highly relevant roles
• 2: Meets required years with relevant experience
• 1: Slightly below requirements but transferable skills
• 0: Insufficient relevant experience

Skills Match (0-3 points):

• 3: Has all required + most preferred skills
• 2: Has all required skills
• 1: Has most required skills, missing some
• 0: Missing critical required skills

Education & Certifications (0-2 points):

• 2: Exceeds education requirements with relevant certs
• 1: Meets education requirements
• 0: Does not meet minimum education requirements

Achievements & Impact (0-2 points):

• 2: Clear evidence of significant achievements and impact
• 1: Some achievements mentioned
• 0: No notable achievements or quantifiable results

Total Score Interpretation:

• 8-10: Strong Fit - Move to interview immediately
• 6-7: Potential Fit - Review more carefully, possibly phone screen
• 4-5: Borderline - Consider if candidate pool is limited
• 0-3: Not a Fit - Politely decline

Resume Analysis Checklist

When screening a resume, extract and evaluate:

Contact Information:

• Full name
• Email address
• Phone number
• LinkedIn profile (if provided)
• Location/timezone

Experience Section:

• Years of relevant experience
• Company names and reputation
• Job titles and progression
• Responsibilities (what they did)
• Achievements (what they accomplished)
• Technologies/tools used
• Team size and leadership experience

Skills Section:

• Technical skills (if applicable)
• Soft skills
• Languages spoken
• Tools and platforms
• Domain expertise

Education:

• Degrees obtained
• Institutions attended
• Graduation dates
• Relevant coursework
• GPA (if recent graduate and included)
• Certifications and training

Red Flags to Watch For:

• ⚠️ Frequent job changes (every 6-12 months) without clear reason
• ⚠️ Employment gaps (note but don't automatically disqualify)
• ⚠️ Vague or generic descriptions
• ⚠️ Lack of progression or growth
• ⚠️ Typos and grammatical errors
• ⚠️ Exaggerations or inconsistencies

Green Flags:

• ✅ Clear career progression
• ✅ Quantified achievements (increased X by Y%)
• ✅ Relevant keywords matching job description
• ✅ Leadership or mentorship experience
• ✅ Continuous learning (certifications, courses)
• ✅ Industry recognition (awards, speaking engagements)

Screening Output Template

# Resume Screening Report

**Candidate**: [Full Name]
**Position Applied For**: [Job Title]
**Application Date**: [Date]
**Screened By**: HR Recruiter Agent
**Screening Date**: [Date]

---

## Executive Summary

**Overall Score**: [X/10]
**Assessment**: [Strong Fit / Potential Fit / Borderline / Not a Fit]
**Recommendation**: [Proceed to interview / Phone screen / Decline / Request more info]

---

## Candidate Profile

**Contact**:
- Email: [email]
- Phone: [phone]
- LinkedIn: [URL]
- Location: [location]

**Experience Level**: [Entry / Mid / Senior / Principal]
**Years of Relevant Experience**: [X years]

---

## Detailed Evaluation

### Experience Match: [X/3]

**Relevant Roles**:
- [Role 1] at [Company] ([Duration])
  - Key responsibilities: [...]
  - Achievements: [...]
- [Role 2] at [Company] ([Duration])
  - Key responsibilities: [...]
  - Achievements: [...]

**Assessment**: [How well their experience aligns with role requirements]

### Skills Match: [X/3]

**Required Skills**:
- ✅ [Skill 1] - Evidence: [where demonstrated]
- ✅ [Skill 2] - Evidence: [where demonstrated]
- ❌ [Skill 3] - Not evident

**Preferred Skills**:
- ✅ [Skill 1] - Evidence: [where demonstrated]
- ⚠️ [Skill 2] - Unclear/limited evidence

**Assessment**: [How well their skills match requirements]

### Education & Certifications: [X/2]

**Education**:
- [Degree] in [Field] from [Institution] ([Year])

**Certifications**:
- [Certification 1]
- [Certification 2]

**Assessment**: [How education supports role requirements]

### Achievements & Impact: [X/2]

**Notable Achievements**:
- [Achievement 1 with quantifiable impact]
- [Achievement 2 with quantifiable impact]
- [Achievement 3 with quantifiable impact]

**Assessment**: [Evidence of high performance and impact]

---

## Strengths

1. **[Strength 1]**: [Explanation with evidence]
2. **[Strength 2]**: [Explanation with evidence]
3. **[Strength 3]**: [Explanation with evidence]

## Areas of Concern

1. **[Concern 1]**: [Explanation and potential mitigation]
2. **[Concern 2]**: [Explanation and potential mitigation]

*(If no concerns, state "No significant concerns identified")*

---

## Interview Recommendations

**If proceeding to interview, focus on**:
1. [Question/area to explore based on resume]
2. [Question/area to explore based on resume]
3. [Question/area to clarify or validate]

**Suggested Interview Panel**:
- [Role 1] - Technical evaluation
- [Role 2] - Culture fit and soft skills
- [Role 3] - Leadership assessment (if applicable)

---

## Next Steps

**Immediate Action**: [What to do next]
**Timeline**: [Suggested timeline for next steps]
**Notes**: [Any additional context or considerations]

---

Part 2: Job Description Creation

Job Description Best Practices

Structure: Every job description should follow this proven structure:

1. About the Company (50-150 words)

   • Mission and values
   • What makes the company unique
   • Culture highlights
   • Impact/market position

2. The Role (50-100 words)

   • What they'll do
   • Why it matters
   • Who they'll work with
   • What success looks like

3. Responsibilities (5-8 bullet points)

   • Start with action verbs
   • Be specific and concrete
   • Focus on impact, not just tasks
   • Order by importance

4. Required Qualifications (4-6 items)

   • Truly must-have only
   • Be realistic (avoid wish lists)
   • Include years of experience if relevant
   • Specify technical requirements clearly

5. Preferred Qualifications (3-5 items)

   • Nice-to-haves
   • Growth areas
   • Bonus skills

6. What We Offer (5-8 items)

   • Compensation (range if possible)
   • Benefits
   • Growth opportunities
   • Work arrangement
   • Unique perks

7. Diversity Statement

   • Commitment to inclusion
   • Equal opportunity employer statement

8. How to Apply

   • Application process
   • Timeline expectations
   • Point of contact

Inclusive Language Guidelines

DO USE:

• ✅ Gender-neutral terms: "they/them", "folks", "team members"
• ✅ "Minimum of X years" instead of "X+ years"
• ✅ "Encouraged to apply" instead of "must have"
• ✅ "You'll thrive if" instead of "ideal candidate is"
• ✅ "Salary range: $X-Y" (transparency)
• ✅ "Remote/hybrid/flexible" (clarity on work arrangement)

AVOID:

• ❌ Gendered language: "he/she", "guys", "rockstar", "ninja"
• ❌ Age indicators: "recent graduate", "digital native", "experienced professional"
• ❌ Unnecessarily exclusionary: "must have degree from top university"
• ❌ Aggressive tone: "elite", "cutthroat", "competitive"
• ❌ Vague requirements: "excellent communication skills" without context
• ❌ Long lists that discourage applicants

Research shows:

• Women apply when they meet 100% of qualifications
• Men apply when they meet 60% of qualifications
• Solution: Keep required qualifications realistic and use "preferred" section

Job Description Templates

Template: Software Engineering Role

# [Job Title] at [Company Name]

## About [Company Name]

[Company name] is [what we do] serving [who we serve]. We believe [core value/mission]. Our team of [size] is building [product/service] that [impact]. We're backed by [investors if applicable] and have [traction/achievement].

Our culture values [value 1], [value 2], and [value 3]. We're a [remote/hybrid/in-office] team committed to [cultural highlight].

## The Role

As a [Job Title], you'll [primary responsibility] to [outcome/impact]. You'll work closely with [teams/roles] to [collaboration aspect]. This role is critical because [why it matters].

Success in this role means [measurable outcome 1], [measurable outcome 2], and [measurable outcome 3].

## Responsibilities

- Design and implement [specific technical area] using [technologies]
- Collaborate with [teams] to [specific outcome]
- Lead [initiative/project type] from concept to production
- Contribute to architectural decisions and technical strategy
- Mentor [junior engineers/team members] and conduct code reviews
- Participate in [agile ceremonies/planning/on-call rotation]
- Optimize [performance/scalability/reliability] of [system/component]

## Required Qualifications

- [X]+ years of experience in software development
- Strong proficiency in [primary language/technology]
- Experience building [type of systems: web apps, APIs, distributed systems, etc.]
- Understanding of [fundamental concepts: algorithms, data structures, etc.]
- Demonstrated ability to [key capability: ship quality code, debug complex issues, etc.]
- Excellent communication and collaboration skills

## Preferred Qualifications

- Experience with [specific technology/framework]
- Background in [domain: fintech, healthcare, etc.]
- Contributions to open source projects
- Experience with [DevOps/testing/security/etc.]
- Previous work in [type of environment: startup, high-growth, etc.]

## What We Offer

- Competitive compensation: [salary range] + equity
- Comprehensive health insurance (medical, dental, vision)
- [X] weeks PTO + company holidays
- [401k/retirement plan] with [match if applicable]
- Professional development budget ($[X]/year)
- [Remote/hybrid] work with flexible hours
- [Home office stipend for remote workers]
- [Unique perk 1: unlimited books, conference attendance, etc.]
- [Unique perk 2]

## Our Commitment to Diversity

[Company name] is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

We encourage applications from candidates of all backgrounds and experiences.

## How to Apply

Send your resume and a brief note about why you're interested to [email] or apply through [application system]. Please include links to your GitHub, portfolio, or relevant projects if available.

We review applications on a rolling basis and aim to respond within [X] business days. Our interview process typically takes [X] weeks and includes [brief overview of stages].

Questions? Contact [name/email].

Template: Marketing Role

# [Marketing Role] at [Company Name]

## About [Company Name]

[Company description focused on market position, mission, and impact]

## The Role

As a [Marketing Role], you'll [primary responsibility] to [business outcome]. You'll own [specific area: campaigns, content, brand, etc.] and work with [cross-functional partners] to [achieve goal].

This role is perfect for someone who [ideal characteristics related to the work, not demographics].

## Responsibilities

- Develop and execute [type of marketing: content, demand gen, brand, etc.] strategies
- Create compelling [deliverables: content, campaigns, messaging] for [audiences]
- Analyze [metrics] and optimize [campaigns/programs] for [KPIs]
- Collaborate with [Sales/Product/Design] to [achieve business goals]
- Manage [budget/vendors/tools] to maximize ROI
- Build and nurture relationships with [stakeholders: customers, partners, etc.]
- Report on [performance] and provide insights to [leadership/team]

## Required Qualifications

- [X]+ years of experience in [marketing discipline]
- Proven track record of [specific achievement: growing pipeline, increasing engagement, etc.]
- Experience with [tools: HubSpot, Salesforce, Google Analytics, etc.]
- Strong [writing/analytical/creative] skills with portfolio demonstrating [outcomes]
- Data-driven approach to [decision-making/optimization]
- Ability to [manage multiple projects/work independently/lead cross-functional initiatives]

## Preferred Qualifications

- Experience in [industry: B2B SaaS, consumer tech, etc.]
- Background in [specific skill: SEO, paid advertising, event marketing, etc.]
- Familiarity with [emerging trend/technology]
- Experience managing [agencies/contractors/direct reports]

## What We Offer

[Same structure as engineering template, tailored to company]

## Our Commitment to Diversity

[Same as above]

## How to Apply

[Same structure as above, may request portfolio or work samples]

Template: Sales Role

# [Sales Role] at [Company Name]

## About [Company Name]

[Company description emphasizing market opportunity and growth]

## The Role

As a [Sales Role], you'll [primary responsibility: build pipeline, close deals, expand accounts] in [territory/segment]. You'll be responsible for [quota/target] and work with [teams] to [achieve revenue goals].

This is an opportunity to [career growth aspect: join early, scale team, own territory, etc.].

## Responsibilities

- Generate new business through [prospecting methods]
- Conduct [discovery calls/demos/presentations] for [buyer personas]
- Navigate complex sales cycles with [multiple stakeholders/enterprise accounts]
- Partner with [Solutions Engineering/Customer Success] to [ensure customer success]
- Maintain accurate forecasting and pipeline management in [CRM]
- Exceed [quarterly/annual] quota of [$ amount or range if possible]
- Represent [company] at [industry events/conferences/networking]

## Required Qualifications

- [X]+ years of [sales experience: closing new business, account management, etc.]
- Proven track record of [meeting/exceeding quota, closing $X deals, etc.]
- Experience selling [product type: SaaS, enterprise software, services, etc.]
- Strong understanding of [sales methodology: MEDDIC, Challenger, etc.]
- Excellent [presentation/negotiation/relationship-building] skills
- Proficiency with [CRM: Salesforce, HubSpot, etc.]

## Preferred Qualifications

- Experience in [industry vertical]
- Existing network of [buyer personas/decision-makers]
- Background selling to [company size: enterprise, mid-market, SMB]
- [Relevant certification or training]

## What We Offer

- Base salary: [range] + uncapped commission (OTE: [range])
- [Accelerators/bonuses for overachievement]
- Comprehensive benefits [list key benefits]
- [Sales enablement: training, tools, support]
- Clear path to [career advancement opportunities]
- [Work arrangement]

## Our Commitment to Diversity

[Same as above]

## How to Apply

[Application instructions, may request cover letter highlighting sales achievements]

Job Description Quality Checklist

Before publishing a job description:

• Clarity: Role and expectations are crystal clear
• Accuracy: Requirements are realistic and truly needed
• Inclusive: Language reviewed for bias (use online tools if available)
• Compelling: Highlights why someone would want this job
• Transparent: Compensation range included (if company policy allows)
• Scannable: Uses headers, bullets, short paragraphs
• Branded: Reflects company voice and culture
• Proofread: No typos or grammatical errors
• Actionable: Clear application process
• Complete: All required sections included

---

Part 3: Interview Coordination

Scheduling Best Practices

Timeline:

• Respond to applications within 2 business days
• Schedule first interview within 1 week of screening pass
• Provide at least 48 hours notice for interviews
• Send reminders 24 hours before interview
• Follow up within 2 business days after interview

Logistics:

• Offer 3 time slot options when scheduling
• Include timezone in all scheduling communications
• Provide dial-in/video link at least 24 hours in advance
• Test technology before interview
• Have backup communication method (phone number)

Candidate Experience:

• Set clear expectations for interview format and duration
• Provide interviewer names and titles in advance
• Share preparation materials or topics to review
• Confirm receipt of confirmation
• Make rescheduling easy if needed

Interview Coordination Email Templates

Initial Interview Invitation

Subject: Interview Invitation - [Position] at [Company]

Dear [Candidate First Name],

Thank you for applying to the [Position] role at [Company]. We were impressed with your background and experience, particularly [specific highlight from their resume].

We would like to invite you to interview with our team. Please let me know which of the following times works best for you:

Option 1: [Day, Date] at [Time] [Timezone]
Option 2: [Day, Date] at [Time] [Timezone]
Option 3: [Day, Date] at [Time] [Timezone]

If none of these times work, please suggest a few alternatives and I'll do my best to accommodate.

**Interview Details:**
- Format: [Video call / Phone / In-person]
- Duration: [X minutes]
- Interviewer(s): [Name(s) and Title(s)]

**What to Expect:**
[Brief 2-3 sentence overview of interview format: behavioral questions, technical discussion, case study, etc.]

**How to Prepare:**
- Please review [company website/product/materials]
- Prepare to discuss [specific experiences or topics]
- Bring questions about the role, team, and company

I'll send a calendar invitation with video link once you confirm your availability. Please confirm by [date, give at least 2 days].

Looking forward to speaking with you!

Best regards,
[Your Name]
[Title]
[Company]
[Email]
[Phone]

Confirmation with Details

Subject: Confirmed: Interview for [Position] on [Date] at [Time]

Dear [Candidate First Name],

This email confirms your upcoming interview for the [Position] role.

**Interview Details:**
- Date: [Day, Full Date]
- Time: [Time] [Timezone]
- Duration: [X minutes]
- Format: [Video call / Phone / In-person]

[IF VIDEO]
**Video Call Link:** [Link]
**Meeting ID:** [ID if applicable]
**Passcode:** [Passcode if applicable]

Please test your connection a few minutes before the interview. If you have technical difficulties, call [phone number].

[IF IN-PERSON]
**Location:**
[Company Name]
[Full Address]
[Floor/Suite]
[Parking/Transit instructions]

Please arrive 10 minutes early. When you arrive, [check-in instructions].

**You'll be meeting with:**
- [Interviewer 1 Name], [Title] - [LinkedIn if public]
- [Interviewer 2 Name], [Title] - [LinkedIn if public]

**Interview Format:**
[More detailed overview: "The first 30 minutes will be behavioral questions about your experience. The second 30 minutes will be a technical discussion where we'll explore..."]

**Preparation:**
- Review: [specific materials/links]
- Prepare examples of: [specific experiences]
- Bring: [anything they should bring]

**What Happens Next:**
After the interview, we'll [process: discuss internally, follow up within X days, etc.].

If you need to reschedule for any reason, please let me know as soon as possible. Otherwise, I'll see you on [date]!

If you have any questions before the interview, feel free to reach out.

Best regards,
[Your Name]
[Title]
[Email]
[Phone]

Interview Reminder (24 hours before)

Subject: Reminder: Interview Tomorrow for [Position] at [Time]

Hi [Candidate First Name],

Just a friendly reminder about your interview tomorrow:

**When:** [Day, Date] at [Time] [Timezone]
**Where:** [Video link / Address]
**Who:** [Interviewer Names]
**Duration:** [X minutes]

[IF VIDEO]
**Join Link:** [Link]

Please join a few minutes early to test your audio/video.

[IF IN-PERSON]
Please arrive 10 minutes early at [address]. [Brief access instructions]

Looking forward to our conversation!

Best,
[Your Name]

Post-Interview Follow-Up

Subject: Thank You - [Position] Interview

Dear [Candidate First Name],

Thank you for taking the time to interview for the [Position] role yesterday/today. It was great learning more about your experience with [specific topic discussed].

[Optional: Personal note about something memorable from the interview - shows you were engaged]

**Next Steps:**
- We're interviewing candidates through [date]
- We'll be in touch by [specific date] with an update
- [If applicable: You'll hear from us to schedule the next round / We'll let you know our decision]

In the meantime, if you have any questions, please don't hesitate to reach out.

Best regards,
[Your Name]
[Title]

Interview Question Banks

Behavioral Questions (STAR format)

General:

• Tell me about a time when you faced a significant challenge at work. How did you handle it?
• Describe a situation where you had to work with a difficult team member. What did you do?
• Give me an example of a goal you set and how you achieved it.
• Tell me about a time you failed. What did you learn?
• Describe a situation where you had to prioritize multiple competing tasks.

Leadership:

• Tell me about a time you had to influence others without direct authority.
• Describe a situation where you had to give difficult feedback.
• Give an example of how you've developed or mentored someone.
• Tell me about a time you had to make an unpopular decision.

Problem-Solving:

• Describe a complex problem you solved. Walk me through your approach.
• Tell me about a time you had to make a decision with incomplete information.
• Give an example of when you used data to drive a decision.

Collaboration:

• Tell me about a successful cross-functional project you led or contributed to.
• Describe a time when you had to compromise to achieve a team goal.
• Give an example of how you've handled conflict within a team.

Technical Questions (by Role)

Software Engineering:

• Explain [concept: OOP, REST APIs, database normalization, etc.]
• How would you design [system: URL shortener, rate limiter, notification system, etc.]?
• What's the time complexity of [algorithm]?
• How would you debug [scenario]?
• Walk me through how you'd approach [technical challenge]

Marketing:

• How would you develop a go-to-market strategy for [product/feature]?
• Explain how you measure the success of [campaign type]
• How would you prioritize [list of marketing initiatives] with limited budget?
• Walk me through your process for [content creation/campaign planning/etc.]

Sales:

• Walk me through your sales process from prospecting to close.
• How do you handle objections about [price/competition/timing]?
• Tell me about your largest deal. How did you win it?
• How do you research and qualify prospects?

---

Part 4: Candidate Communication

Communication Principles

1. Timeliness: Respond within 2 business days
2. Clarity: Be specific, avoid ambiguity
3. Respect: Professional and courteous tone
4. Personalization: Use names, reference specifics
5. Transparency: Set clear expectations
6. Consistency: Use templates but customize

Email Template Library

Application Acknowledgment

Subject: Application Received - [Position] at [Company]

Dear [Candidate First Name],

Thank you for your interest in the [Position] role at [Company]. We've received your application and wanted to confirm it's under review.

Our team carefully reviews every application. We expect to complete our initial review by [date] and will reach out if your background matches what we're looking for.

In the meantime, feel free to explore [company website/blog/product] to learn more about our team and mission.

Best regards,
[Your Name]
[Title]
[Company]

Request for Additional Information

Subject: Re: [Position] Application - Additional Information Needed

Dear [Candidate First Name],

Thank you for your application for the [Position] role. We're interested in learning more about your background.

Could you please provide [specific information needed]:
- [Item 1]
- [Item 2]

Please send this information by [date, give at least 3-4 days] so we can continue reviewing your application.

If you have any questions, feel free to reach out.

Best regards,
[Your Name]

Rejection - Pre-Interview

Subject: Re: [Position] Application at [Company]

Dear [Candidate First Name],

Thank you for your interest in the [Position] role at [Company] and for taking the time to apply.

After careful review, we've decided to move forward with other candidates whose experience more closely aligns with our current needs. This was a difficult decision given the quality of applications we received.

[Optional: Specific encouragement if appropriate]
We were particularly impressed by [specific aspect of their background]. While this role isn't the right fit, we encourage you to check our careers page for other opportunities that may be a better match.

We'll keep your resume on file and reach out if a suitable position opens up in the future.

We wish you the best in your job search.

Best regards,
[Your Name]
[Title]
[Company]

Rejection - Post-Interview (Thoughtful Version)

Subject: Re: [Position] Interview - Update

Dear [Candidate First Name],

Thank you again for taking the time to interview for the [Position] role and for the thoughtful conversation about [specific topic from interview].

After careful consideration and discussions with the team, we've decided to move forward with another candidate whose [specific reason: technical background in X, experience with Y] more closely matches our immediate needs.

[Optional: Constructive feedback if appropriate and candidate seems receptive]
We were impressed by [specific strength]. For future opportunities, developing expertise in [area] could strengthen your candidacy for similar roles.

This was a difficult decision - you have [positive quality: a strong background, impressive achievements, etc.]. We'll keep your information on file and encourage you to apply for future positions that align with your skills.

Thank you again for your time and interest in [Company]. We wish you success in your job search.

Best regards,
[Your Name]
[Title]

Offer Letter (Email Accompanying Formal Offer)

Subject: Job Offer - [Position] at [Company]

Dear [Candidate First Name],

On behalf of [Company], I'm delighted to extend an offer for you to join our team as [Position]!

Please find attached the formal offer letter with full details. Here's a summary:

**Position:** [Job Title]
**Start Date:** [Proposed Date]
**Compensation:** [Base Salary] + [equity/bonus details]
**Benefits:** [Key highlights]
**Location:** [Office/Remote/Hybrid]

**Next Steps:**
1. Review the attached offer letter carefully
2. Let me know if you have any questions
3. Sign and return by [deadline, typically 3-5 business days]

[If applicable:]
To help with your decision, I'm happy to arrange calls with [team members] or provide additional information about [benefits/relocation/etc.].

We're excited about the possibility of you joining [Company] and believe you'll make a significant impact on [team/project/mission].

Please confirm receipt of this email and let me know if you'd like to discuss anything.

Congratulations!

Best regards,
[Your Name]
[Title]
[Company]
[Phone]

Offer Acceptance Confirmation

Subject: Welcome to [Company]!

Dear [Candidate First Name],

Wonderful! We're thrilled that you've accepted our offer and will be joining [Company] as [Position].

**Your Start Date:** [Date]

**Before Your First Day:**
- [Action 1: Complete background check, submit documents, etc.]
- [Action 2: Onboarding survey, tech setup, etc.]
- [Action 3: Review materials, etc.]

**What to Expect:**
On your first day, [brief overview of first day/week]. You'll be working closely with [manager/team] on [initial projects/onboarding].

I'll be in touch before your start date with additional details about [logistics: office access, tech setup, schedule, etc.].

If you have any questions in the meantime, don't hesitate to reach out.

Looking forward to welcoming you to the team!

Best regards,
[Your Name]

---

Part 5: Pipeline Management

Pipeline Data Structure

Use this JSON structure for tracking candidates:

{
  "pipeline_version": "1.0",
  "last_updated": "2025-01-19T10:30:00Z",
  "positions": [
    {
      "job_id": "JOB-001",
      "title": "Senior Software Engineer",
      "department": "Engineering",
      "status": "open",
      "opened_date": "2025-01-10",
      "target_fill_date": "2025-03-01",
      "hiring_manager": "Jane Smith"
    }
  ],
  "candidates": [
    {
      "id": "CAND-001",
      "name": "John Doe",
      "email": "john.doe@example.com",
      "phone": "+1-555-0123",
      "position_id": "JOB-001",
      "status": "interviewing",
      "stage": "technical_interview",
      "source": "LinkedIn",
      "applied_date": "2025-01-15",
      "last_updated": "2025-01-18",
      "screening_score": 8.5,
      "interview_dates": [
        {
          "date": "2025-01-17",
          "type": "phone_screen",
          "interviewer": "HR Recruiter",
          "outcome": "pass",
          "notes": "Strong communication, relevant experience"
        }
      ],
      "next_steps": "Schedule technical interview with engineering team",
      "notes": "Referred by current employee. Excited about mission.",
      "resume_url": ".claude/recruitment/resumes/john-doe-resume.pdf",
      "screening_report": ".claude/recruitment/screenings/john-doe-screening.md"
    }
  ]
}

Status Definitions

Position Statuses:

• open: Actively recruiting
• on_hold: Temporarily paused
• filled: Position filled
• closed: Position canceled

Candidate Statuses:

• applied: New application received
• screening: Resume under review
• screening_passed: Passed initial screening
• screening_declined: Did not meet requirements
• interviewing: In interview process
• interview_completed: All interviews finished
• offer_pending: Preparing offer
• offer_extended: Offer sent to candidate
• offer_accepted: Candidate accepted offer
• offer_declined: Candidate declined offer
• hired: Onboarding started
• withdrawn: Candidate withdrew application
• declined: Company decided not to proceed

Interview Stages:

• phone_screen: Initial phone conversation
• technical_interview: Technical/functional assessment
• behavioral_interview: Culture and behavioral fit
• panel_interview: Multiple interviewers
• final_interview: Final round with leadership
• reference_check: Checking references

Pipeline Operations

Add New Candidate:

# Add candidate to pipeline
jq '.candidates += [{
  "id": "CAND-'$(date +%s)'",
  "name": "'"$CANDIDATE_NAME"'",
  "email": "'"$CANDIDATE_EMAIL"'",
  "position_id": "'"$POSITION_ID"'",
  "status": "applied",
  "applied_date": "'"$(date +%Y-%m-%d)"'",
  "last_updated": "'"$(date +%Y-%m-%dT%H:%M:%SZ)"'"
}]' pipeline.json > tmp && mv tmp pipeline.json

Update Candidate Status:

# Update status
jq '(.candidates[] | select(.id=="'"$CAND_ID"'")) |= (
  .status = "'"$NEW_STATUS"'" |
  .last_updated = "'"$(date +%Y-%m-%dT%H:%M:%SZ)"'" |
  .next_steps = "'"$NEXT_STEPS"'"
)' pipeline.json > tmp && mv tmp pipeline.json

Add Interview Record:

# Add interview
jq '(.candidates[] | select(.id=="'"$CAND_ID"'").interview_dates) += [{
  "date": "'"$(date +%Y-%m-%d)"'",
  "type": "'"$INTERVIEW_TYPE"'",
  "interviewer": "'"$INTERVIEWER"'",
  "outcome": "'"$OUTCOME"'",
  "notes": "'"$NOTES"'"
}]' pipeline.json > tmp && mv tmp pipeline.json

Pipeline Reports

Weekly Pipeline Summary:

# Recruitment Pipeline Report
**Week of:** [Date]
**Generated:** [Timestamp]

## Overview
- **Open Positions:** [X]
- **Active Candidates:** [X]
- **Interviews This Week:** [X]
- **Offers Extended:** [X]
- **Hires:** [X]

## By Position
### [Position 1]
- Applications: [X new] ([X total])
- Screening: [X passed] / [X reviewed]
- Interviewing: [X candidates]
- Status: [On track / Needs attention]

### [Position 2]
[Same structure]

## Candidate Pipeline Status
| Status | Count |
|--------|-------|
| Applied | [X] |
| Screening | [X] |
| Interviewing | [X] |
| Offer Pending | [X] |
| Offer Extended | [X] |

## Action Items
- [ ] [Action 1]
- [ ] [Action 2]

## Notes
[Any additional context]

---

Part 6: Diversity & Inclusion

Inclusive Hiring Checklist

Job Postings:

• Language checked for bias (use tools: Textio, Gender Decoder)
• Requirements are truly required (not wish lists)
• Inclusive benefits highlighted (parental leave, flexibility)
• Diverse team photos if using imagery
• Accessible application process

Sourcing:

• Post to diverse job boards
• Partner with diversity-focused organizations
• Employee referrals from diverse employees encouraged
• Proactive outreach to underrepresented groups
• Remove identifying information for blind screening (if applicable)

Screening:

• Standardized evaluation rubric used
• Multiple reviewers to reduce individual bias
• Focus on skills and achievements, not pedigree
• Consider non-traditional backgrounds and career paths
• Give credit for transferable skills

Interviewing:

• Consistent interview questions across candidates
• Diverse interview panels
• Interviewers trained on unconscious bias
• Structured scoring rubrics
• Accommodate candidate needs (timing, accessibility)

Decision-Making:

• Documented evaluation criteria
• Compare candidates against role, not each other
• Question gut feelings with evidence
• Ensure diverse finalist pools
• Leadership buy-in on diversity goals

Unconscious Bias Awareness

Common Biases to Watch For:

1. Affinity Bias: Favoring candidates similar to ourselves

   • Mitigation: Diverse interview panels, structured evaluations

2. Halo Effect: One positive trait influences overall assessment

   • Mitigation: Evaluate each criterion independently

3. Confirmation Bias: Seeking information that confirms initial impression

   • Mitigation: Blind screening, devil's advocate reviews

4. Recency Bias: Remembering recent candidates better

   • Mitigation: Document evaluations immediately, compare side-by-side

5. Attribution Bias: Attributing success to circumstances for some, ability for others

   • Mitigation: Ask same questions about context and contribution

Inclusive Language Guide:

Replace → With:

• "Cultural fit" → "Values alignment" or "Team collaboration"
• "Aggressive" → "Results-driven" or "Assertive"
• "Rockstar/Ninja" → "Skilled" or "Expert"
• "Recent graduate" → "Early career" or remove entirely
• "Native English speaker" → "Strong communication skills"
• "Strong work ethic" → "Consistent track record of meeting deadlines"

---

Part 7: Legal and Compliance

What You CAN Ask

• ✅ Are you authorized to work in [country]?
• ✅ Can you perform the essential functions of this job with or without accommodation?
• ✅ Are you available to work [hours/schedule]?
• ✅ Have you ever worked for this company before?

What You CANNOT Ask

• ❌ Age, date of birth
• ❌ Marital status, family plans
• ❌ National origin, citizenship (beyond work authorization)
• ❌ Disabilities or health conditions
• ❌ Religion, religious holidays
• ❌ Arrest record (vs. conviction record - varies by jurisdiction)
• ❌ Financial situation (in most jurisdictions)

Data Privacy and Retention

Candidate Data Handling:

• Collect only necessary information
• Store securely (encrypted, access-controlled)
• Retain for [X months/years per company policy]
• Delete upon candidate request (GDPR "right to be forgotten")
• Do not share with third parties without consent

Compliance Considerations:

• GDPR (EU): Consent required, right to access/delete
• CCPA (California): Disclosure of data collection practices
• EEOC (US): Record-keeping for compliance reporting
• Check local regulations in your jurisdiction

---

Part 8: Quality Assurance

Self-Check Before Completing Tasks

Resume Screening:

• Scoring rubric applied consistently
• Evidence cited for each evaluation point
• Recommendation is clear and justified
• No assumptions about demographics
• Professional tone maintained

Job Descriptions:

• Run through inclusive language checker
• Requirements are realistic
• Compensation transparency (if policy allows)
• Proofread (no errors)
• Company values reflected

Communications:

• Personalized (uses candidate name, specifics)
• Tone is professional and respectful
• Next steps are clear
• Timeline provided
• Proofread

Pipeline Updates:

• Status is current
• Next steps documented
• Interview feedback captured
• JSON is valid
• Timestamps updated

---

Appendix: Quick Reference

Key Metrics to Track

Time-to-Fill: Days from job posting to offer acceptance Time-to-Interview: Days from application to first interview Application-to-Interview Rate: % of applicants who get interviewed Interview-to-Offer Rate: % of interviewed candidates who get offers Offer Acceptance Rate: % of offers accepted Source Effectiveness: Which sources produce best candidates Diversity Metrics: Representation at each stage of funnel

Common Mistakes to Avoid

1. ❌ Using same template without personalization
2. ❌ Leaving candidates without updates for weeks
3. ❌ Writing job descriptions as wish lists
4. ❌ Making snap judgments in first 30 seconds of resume review
5. ❌ Asking illegal or inappropriate questions
6. ❌ Not documenting decisions (hard to improve)
7. ❌ Ghosting candidates (damages employer brand)
8. ❌ Rushing due process to fill role quickly

Resources for Continuous Learning

• Tools: Textio (inclusive language), Greenhouse/Lever (ATS), Calendly (scheduling)
• Communities: HR.com, SHRM, recruiting subreddits
• Books: "Who: The A Method for Hiring" by Geoff Smart
• Training: Unconscious bias training, behavioral interviewing courses

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End of Recruitment Skill Guide

Remember: Great recruitment is about finding the right match between candidate and role, while providing a respectful and professional experience for everyone involved. Use these patterns as a foundation, but adapt to your company's unique culture and values.