A candidate should not have to repeat the same basic information at every stage because the hiring team lost context. A recruiter handover helps the next interviewer understand what has been explored, what remains uncertain and what action is due.
The handover should be concise and job-related. It is not an invitation to copy every conversation, share unnecessary personal details or pass along an unexplained recommendation as if it were established fact.
Start with the role and current stage
Identify the vacancy, its current brief and the stage the candidate has reached. Note any confirmed change in role scope or process that affects the next conversation. Link to the approved source record rather than creating several conflicting copies.
Include the next action, its owner and any confirmed date. “Interview to be arranged” is less useful than a clear statement of who will offer times and what information they need first.
Summarise evidence against the requirements
Use the criteria agreed in the hiring brief. For each relevant requirement, record the example discussed and what the candidate said they contributed.
Separate observation from interpretation. “Candidate described coordinating weekly schedules for a service team” gives the interviewer evidence to explore. “Excellent operator” is a broad judgement that does not explain its basis.
Mark open questions clearly
If a capability has not been assessed, label it as such. Do not turn an unanswered question into an assumed weakness. Ask the next interviewer to clarify a specific point, such as how the candidate handled conflicting requests or checked the accuracy of a report.
Avoid asking every interviewer to repeat the full screening call. Assign a purpose to each stage and use the structured-question guide to make that purpose practical.
Include only necessary practical information
Record confirmed interview arrangements and relevant questions about the advertised working pattern. Handle sensitive information through the organisation’s approved processes with access limited to people who need it.
Do not include speculation about personal circumstances or information unrelated to the work. Check that attachments, shared links and calendar notes do not expose private records to a wider group than intended.
Use a short handover template
Role and brief version: [vacancy and confirmed scope].
Current stage: [completed stage and date].
Evidence explored: [requirement, example and source note].
Open questions: [specific points for the next conversation].
Candidate commitments: [information or action genuinely agreed].
Next action: [owner, task and confirmed timing].
Keep the source record updated after the next step so the template does not become another abandoned copy.
Check the handover works for both sides
Ask the next interviewer whether they had enough information and ask the recruiter whether the resulting notes addressed the open questions. If the handover repeatedly fails, review ownership and stage design rather than adding more fields automatically.
OpenDoor’s employer workspace helps organise applications and hiring stages. A clear handover process makes that organisation useful by ensuring each next action has context and an accountable owner.
