Best Template for Job Interview Report

One of our most important responsibilities as hiring managers and recruiters is to effectively evaluate job candidates during the interview process. A well-designed job interview report is one powerful tool that can help us with this task. In this article, we will discuss the significance of job interview reports, offer advice on creating a template, discuss the key elements to include, provide formatting tips, and highlight the advantages of using a job interview report template.


What is a Job Interview Report?

A job interview report is a comprehensive document that summarizes the interview process and provides an evaluation of the candidate's performance. It serves as a valuable resource for decision-making and offers insights into the candidate's qualifications, strengths, weaknesses, and overall fit for the role. A well-written job interview report ensures consistency in evaluation and helps in making informed hiring decisions.

Importance of Job Interview Reports

Objective Evaluation:

Job interview reports provide candidates with a structured and objective evaluation. They eliminate subjectivity and bias, maintaining an equal and uniform evaluation process.

Comparative Analysis:

Job interview reports help to compare candidates. They serve as a resource for assessing and comparing strengths, weaknesses, and overall fit, allowing for more informed hiring decisions.

Legal Compliance:

Job interview reports serve as legal documentation of the hiring process, ensuring that employment laws and regulations are followed. They show fair and unbiased evaluation.

Candidate Evaluation and Selection:

Job interview reports contain critical information about the qualifications, skills, experiences, and performance of candidates. They allow for thorough evaluations and informed decisions about their fit for the position.

Future Reference:

Job interview transcripts are a useful resource for future reference and comparison. They evaluate a candidate's progress and development over time, which aids in future opportunities within the organisation.

Creating a Job Interview Report Template

Design and Structure: It is important to consider the design and structure that will best serve the evaluation process when creating a job interview report template. The template should have an organised structure that allows interviewers to provide a thorough overview of the candidate's performance. Sections for candidate information, interview details, assessment criteria, strengths and weaknesses, and recommendations should be included.

Agency Reporting Template:

[Recruitment Agency's Logo]


Company Name
Company Address
City. State. ZIP Code

Subject: Job Interview Report - [Candidate Name]

Dear [Company Name] Team,

I am writing to provide a comprehensive report on the Job interview conducted with [Candidate Name] for the position at our company. We appreciate the opportunity to assess the candidate's suitability for the role and would like to share our findings.

Candidate information:

Candidate Name: [Candidate Name]
Position Applied for: [Job Title]
Interview Date: [Interview Date]
Interviewer(s): [Recruiter's Name] and [Other Interviewers, if applicable]
Interview Assessment:

Overall Printing:
[Provide a brief overview of the candidate's overall performance and impression during the interview]

Skills and Qualifications:
[Evaluate the candidate's skills, qualifications, and relevant experience in relation to the job requirements. Provide specific examples or instances that demonstrate their competence]

Cultural Fit:
[Assess how well the candidate's values, work style, and personality align with your company's culture. Consider their adaptability, teamwork, and alignment with the organization's mission and values]

Communication skills:
[Evaluate the candidate's verbal and written communication skills, including their ability to articulate ideas, active listening, clarity, and professionalism]

Technical Skills:
[Assess the candidate's proficiency in the required technical skills for the position. Mention any specific tools, languages, or systems they are familiar with and evaluate their level of expertise]

Highlight the candidate's notable strengths that make them a strong fit for the role Provide specific examples or instances that demonstrate these strengths]

Areas for Development:
[Identify any areas where the candidate may need improvement or development. Focus on constructive feedback rather than criticism and provide suggestions for how they can address these areas]


Based on the interview assessment, we recommend [candidate Name] as the potential candidate for the [Job Title] position. Their skills, qualification and cultural fit make them a promising choice for vour organization. We believe they have the potential to contribute positively to your team.

Please note that this recommendation is based on our assessment and should be considered alongside other factors relevant to your hiring decision.

If you required any further information or would like to discuss the recommendation in more detail, please feel free to reach out us. We value our partnership with your company and look forward to assisting you further in the recruitment process.

[Your Name]
[Recruiter's Title]
[Recruitment Agency's Name]
[Contact Information]

Company Based Reporting Template:

[Your Company's Logo]


[Company Name]
[Company Address]
[City, State, ZIP Code]

Dear [Company Name] Team,

Subject: Candidate Recommendation

I am writing to recommend an exceptional candidate I recently interviewed for a position within our company. After carefully evaluating their qualifications, skills, and fit for our organization, I believe this individual would be an excellent addition to our team.

Candidate Information:

Candidate Name: [Candidate Name]
Position Applied for: [Job Title]
Interview Date: Interview Date
Interviewer(s): [Your Name] and [Other Interviewers, if applicable]

[Provide a brief summary of the candidate's qualifications, skills, and experience]

[Highlight the candidate's notable strenaths and how they align with our company's requirements. Provide specific examples or instances that demonstrate these strength]

Experience and Qualifications:
[Evaluate the candidate's relevant work experience, education, and qualifications. Assess how well their background aligns with our company's needs]

Technical Skills:
[Assess the candidate's proficiency in the required technical skills for the role. Mention any specific tools, languages, or systems they are familiar with and evaluate their level of expertise]

Cultural Fit:
[Assess how well the candidate's values, work style, and personality align with our company culture. Consider their adaptability, flexibility, and alignment with our organization's mission and values]

Based on my assessment, I highly recommend considering [Candidate Name] for the [Job Title] position. Their skills, experience, and cultural fit make them a strong candidate who has the potential to contribute significantly to our company's success.

I am available to discuss this recommendation further or provide additional information as needed. Thank you for considering my recommendation, and I look forward to your decision.

[Your Name]
[Your Title]
[Contact Information

Key Elements to Include in a Job Interview Report

1. Candidate Information: The job interview report should start with the candidate's name, contact information, and the position for which they are applying. This section establishes the context for the evaluation and serves as a quick reference for future use.

2. Interview Details: Include the interview date, time, and location. Mention the names and roles of the interviewers as well. This information ensures that the report is well-documented and that it can be easily compared if necessary.

3. Assessment Criteria: Define the requirements by which the candidate will be evaluated. Technical skills, communication abilities, problem-solving abilities, teamwork, and any other relevant qualities or skills required for the position may be included.

4. Strengths and Weaknesses: Based on the candidate's performance during the interview, provide an honest assessment of their strengths and weaknesses. Highlight specific examples or situations to back up your assessment. Be positive in your feedback and, where appropriate, offer suggestions for improvement.

5. Recommendations: Finish the job interview report by making recommendations about the candidate's suitability for the position. Give reasons why the candidate is a good fit. If there are any concerns, list them along with recommendations for further evaluation or areas for improvement.

Formatting Tips for Job Interview Reports

1. Clear and Concise Language: To ensure that the report is easy to read and understand, use clear and concise language. Avoid using jargon or technical terms that not all readers will understand. To effectively communicate your evaluation, use simple language.

2. Clear and Consistent Formatting: Keep a consistent and clear formatting style throughout the report. Use a readable font (such as Arial or Times New Roman) and keep headings, subheadings, and body text at the same font size. Formatting consistency improves the report's visual appeal and readability.

3. Organized Sections with Headings: Divide the job interview report into sections with separate headings. This helps in the organisation of the content and allows the reader to effortlessly read the report. To indicate the order of information, use appropriate heading levels (e.g., H1, H2, H3).

4. Bullet Points and Numbered Lists: To present information clearly and improve readability, use bullet points and numbered lists. When listing strengths, weaknesses, recommendations, or key points, use bullet points. Numbered lists are useful for outlining step-by-step processes or ranking candidates according to criteria.

5. Proofread for Grammar and Spelling: Before submitting the job interview report, carefully proofread it for grammar and spelling errors. Typos or errors may take away from the report's professionalism. Throughout the document, use proper grammar, spelling, and punctuation.

Benefits of Using a Job Interview Report Template

1. Standardization of Evaluation: Companies can ensure consistency in evaluating candidates by using a job interview report template. The set sections and criteria guide interviewers in uniformly capturing relevant information, making objective comparison of candidates easier.

2. Efficient Evaluation Process: A well-designed template makes the evaluation process easier. Instead of worrying about how to structure the report, interviewers may focus on evaluating candidates' performance. Throughout the hiring process, this saves time and improves efficiency.

3. Improved Collaboration: A standard template promotes better collaboration among the hiring team members. Having multiple interviewers contribute their observations ensures a thorough evaluation of the candidate. Collaboration results in more accurate assessments and minimises bias.

4. Future Reference and Comparison: Job interview reports are a useful resource for future hiring needs. They allow recruiters to compare candidates for different positions, track candidate improvements or growth, and make data-driven decisions over time.


Job interview reports are critical tools for effectively evaluating candidates during the hiring process. Hiring managers can streamline the evaluation process, ensure consistency, and make informed decisions by creating a well-structured template that includes key elements and follows to formatting best practises. Using job interview reports helps organizations by standardising evaluation, improving collaboration, and providing useful data for future reference.

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Q1. How long should a job interview report be?

A job interview report should be concise and to the point, typically ranging from one to three pages, depending on the complexity of the role and the depth of the evaluation.

Q2. Can I customize a job interview report template?

Absolutely! Job interview report templates can be customized to align with the specific needs and requirements of your organization. Tailoring the template to your evaluation criteria ensures its relevance and effectiveness.

Q3. Should I include personal opinions in the report?

While the job interview report should reflect your professional assessment, it is important to focus on objective observations and evidence-based evaluations rather than personal opinions or biases.

Q4. Are job interview reports confidential?

Yes, job interview reports are considered confidential and should only be shared with relevant stakeholders involved in the hiring process. Adhering to privacy and data protection guidelines is crucial.

Q5. Can job interview reports be shared with candidates?

Typically, job interview reports are for internal use only and are not shared with candidates. However, organizations may choose to provide feedback summaries or high-level observations to candidates as part of the hiring process, keeping confidentiality and privacy in mind.

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