Hiring & Interviewing: the full procedure
A fair, repeatable recruiting process — job post, screen, structured interview, references, offer.
- Applies to: Owner / hiring manager.
- Frequency: Each open role.
- Scope: Covers recruiting through offer. Anti-discrimination and employment-law specifics vary by jurisdiction — screen against your local law / HR advisor.
What you need
- Job description template
- Structured interview + scoring sheet
The procedure, step by step
- Write a clear job description — Define the role, responsibilities, requirements, schedule, and pay range (set to at least the local minimum and the market).
- Post and source — Post to relevant job boards/channels and your network.
- Screen against the requirements — Review applications against the must-haves; shortlist consistently, not on gut.
- Run a structured interview — Ask every candidate the same core (behavioral) questions and score on a standard sheet to reduce bias. Keep questions job-related — screen them against local anti-discrimination law.
- Check references — Verify history and performance with references before offering.
- Make a written offer — Extend a written offer (role, pay, start date, conditions) and confirm acceptance before onboarding.
Quality check before you finish
- Clear JD with requirements + pay range.
- Posted and sourced.
- Applications screened consistently.
- Same structured questions + scoring for all.
- References checked.
- Written offer made and accepted.
This is a free, source-anchored standard operating procedure (SOP) you can print and hand to staff. It documents the work sequence for a Any Small Business business — not safety or regulatory rulings, which defer to the cited authorities, the applicable code, and your own health-and-safety plan. Open the tool above to print it, toggle ink-saver, or (with a free ToolFluency Business account) edit it to match your own workflow.
Sources
- U.S. SBA — Hire & Manage Employees (sba.gov)
- SHRM — Hiring Process Checklist & Structured Interview Toolkit (shrm.org)
- SCORE — Employees & Contractors / HR 101 (score.org)
About Free Hiring & Interviewing SOP
Free printable hiring SOP: write the job post, screen applicants, run a structured interview, check references, and make the offer — a fair, repeatable recruiting process.
How to use
- Read the full procedure top to bottom before the work — the SOP runs in order and each step builds on the last.
- Toggle Ink-saver (black & white) for a cheaper mono print for the binder; leave it off for the full-color version.
- Click Print SOP to print or save as PDF. Print one per crew, laminate it for the binder, or attach it to the job in your scheduling system.
- Train new hires on it and have staff sign off. Found something out of date? Use the feedback link — flagged SOPs are re-researched against the source list.
Frequently asked questions
What is the hiring process step by step?
Write a clear job description, post it, screen applications against the requirements, run a structured interview (same core questions and a scoring sheet for every candidate), check references, then make a written offer. Structure and consistent scoring make hiring fairer and reduce bias.
What can you not ask in an interview?
Avoid questions about protected characteristics (age, race, religion, national origin, disability, family status, etc.) — keep questions job-related. The specifics are set by anti-discrimination law that varies by jurisdiction, so screen your interview questions against your local employment law or an HR advisor.
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