Free register template · Word

Candidate Joining Tracker

A candidate joining tracker follows every candidate who has accepted an offer until they actually join. It tracks resignation status, notice period, background verification, documents, weekly engagement calls and drop-off risk, helping recruiters protect their hires during long Indian notice periods.

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Preview of the register

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[Company Logo][Company Name]

CANDIDATE JOINING TRACKER

Company:: [Company Name]
Month:: [Month YYYY]
Owner:: [HR Name]

1. Offer and Notice Status

Candidate Name	Designation	Offer Date	Accepted On	Resignation Submitted	Notice Period (days)	Expected DOJ
[Candidate Name]	[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Yes / No]	[Days]	[DD/MM/YYYY]
[Candidate Name]	[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Yes / No]	[Days]	[DD/MM/YYYY]
[Candidate Name]	[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Yes / No]	[Days]	[DD/MM/YYYY]
[Candidate Name]	[Designation]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Yes / No]	[Days]	[DD/MM/YYYY]

2. Pre-joining Readiness

Candidate Name	BGV Status	Documents Received	Laptop / Assets	Email ID Created	Induction Batch
[Candidate Name]	[Initiated / Clear / Pending]	[Yes / Partial]	[Ready / Pending]	[Yes / No]	[Batch]
[Candidate Name]	[Status]	[Status]	[Status]	[Yes / No]	[Batch]
[Candidate Name]	[Status]	[Status]	[Status]	[Yes / No]	[Batch]

3. Engagement and Risk

Candidate Name	Last Call Date	Notes	Risk (Low / Medium / High)	Final Status
[Candidate Name]	[DD/MM/YYYY]	[Notes]	[Risk]	[Joined / Deferred / Dropped]
[Candidate Name]	[DD/MM/YYYY]	[Notes]	[Risk]	[Status]
[Candidate Name]	[DD/MM/YYYY]	[Notes]	[Risk]	[Status]

4. Monthly Summary

Offers Accepted	Joined	Deferred	Dropped	Offer-to-Join %
[Number]	[Number]	[Number]	[Number]	[%]

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What this template includes

Offer date, accepted date and expected joining date
Resignation submitted and accepted status
BGV and document collection status
Last engagement call date and notes
Drop-off risk rating
Final status: joined, deferred or dropped

When to use it

Managing offers where candidates serve 30–90 day notice periods
Weekly recruitment review meetings
Coordinating with IT, admin and onboarding teams
Forecasting how many hires will join this month

How to customise this template

1Convert to Excel with dropdowns for status columns
2Add columns for asset readiness and induction batch
3Colour-code risk (green, amber, red)
4Add a monthly summary row: offers, joined, dropped

HR tips

Call each candidate at least once a week during notice period
Treat a delay in resignation submission as a high drop-off signal
Involve the hiring manager in a call midway through notice period
Share joining instructions a week in advance

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

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Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is a joining tracker in HR?+

It is a register of all candidates who have accepted offers, tracking their progress until joining so HR can reduce drop-offs and plan onboarding.

How do you reduce offer drop-outs in India?+

Stay in regular touch, involve the manager, complete documentation early and address concerns quickly during the notice period.

What is offer-to-join ratio?+

It is the percentage of accepted offers that convert into actual joiners, and the tracker data helps calculate it.

All 50 recruitment & hiring →

[Company Logo][Company Name]
CANDIDATE APPLICATION FORM
Company:
[Company Name]
Position Applied For:
[Designation]
Date:
[Date]
1. Personal Details
Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)
2. Application Source
- Job portal
- Employee referral – Referred by: [Employee Name]
- Company website
- Consultant / agency
- Walk-in
- Campus
- Social media
3. Education
Form · Word
Candidate Application Form
Download .docx
[Company Logo][Company Name]
CANDIDATE SCREENING FORM
Position:
[Designation]
Candidate Name:
[Candidate Name]
Screened By:
[HR Name]
Date & Mode:
[Date] / [Phone / Video / In-person]
1. Basic Information
Current Employer
Current Designation
Total / Relevant Experience
Current CTC (₹ per annum)
Expected CTC (₹ per annum)
Notice Period (days) / Buy-out possible
Current Location / Willing to relocate
2. Screening Questions
1. Why are you looking for a change? [Answer]
2. Describe your current role and main responsibilities. [Answer]
3. What interests you about this role at [Company Name]? [Answer]
4. Role-fit question set by manager: [Question] – [Answer]
5. Are you interviewing elsewhere or holding any offers? [Answer]
6. Any constraints on shifts, travel or joining date? [Answer]
3. Rating
Form · Word
Candidate Screening Form
Download .docx

Full Name (as per ID)
Mobile Number
Email ID
Current City
Permanent City / State
Date of Birth
Willing to Relocate (Yes/No)

Current Employer
Current Designation
Total / Relevant Experience
Current CTC (₹ per annum)
Expected CTC (₹ per annum)
Notice Period (days) / Buy-out possible
Current Location / Willing to relocate

[Company Logo][Company Name]

CANDIDATE ASSESSMENT FORM

Candidate Name:: [Candidate Name]
Position:: [Designation]
Compiled By:: [HR Name]
Date:: [Date]

1. Test and Assignment Results

Assessment	Score	Cut-off	Result
Aptitude test	[Score]	[Cut-off]	[Pass / Fail]
Technical / skill test	[Score]	[Cut-off]	[Pass / Fail]
Assignment / case study	[Score]	[Cut-off]	[Pass / Fail]
Group discussion	[Score]	[Cut-off]	[Pass / Fail]

2. Consolidated Competency Ratings

Competency	Rating (1–5)	Source(s)	Comments
Functional / technical skill		[Round]
Problem solving		[Round]
Communication		[Round]
Collaboration		[Round]
Ownership and drive		[Round]
Values fit		[Round]

3. Reference Summary

Form · Word

Candidate Assessment Form

Download .docx

[Company Logo][Company Name]

CANDIDATE COMPARISON SHEET

Position:: [Designation]
Requisition No.:: [Requisition Number]
Prepared By:: [HR Name]
Date:: [Date]

1. Profile Comparison

Parameter	Candidate A	Candidate B	Candidate C
Name	[Candidate Name]	[Candidate Name]	[Candidate Name]
Current employer / designation	[Details]	[Details]	[Details]
Total / relevant experience	[Years]	[Years]	[Years]
Highest qualification	[Degree]	[Degree]	[Degree]
Current location	[City]	[City]	[City]

2. Score Comparison

Round	Candidate A	Candidate B	Candidate C
Test score	[Score]	[Score]	[Score]
Technical interview (out of 5)	[Score]	[Score]	[Score]
Manager interview (out of 5)	[Score]	[Score]	[Score]
HR interview (out of 5)	[Score]	[Score]	[Score]
Overall score	[Score]	[Score]	[Score]

3. Commercials and Availability

Template · Word

Candidate Comparison Sheet

Download .docx

Form · Word
Candidate Selection Form
Download .docx
[Company Logo][Company Name]
LETTER OF REGRET
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Candidate Name]
[Candidate Address]
[Email]
Subject: Your application for the position of [Designation]
Dear [Candidate Name],
Thank you for your interest in [Company Name] and for the time you spent with our team during the interview on [Date] for the position of [Designation] in our [Department] team.
After careful consideration of all applicants, we regret to inform you that we will not be proceeding with your application for this role. Our decision was based on the specific requirements of the position at this time, and we had a number of strong candidates to choose from.
Letter · Word
Candidate Rejection Letter
Download .docx
[Company Logo][Company Name]
CANDIDATE HOLD EMAIL
Subject: Update on your application for [Designation] – [Company Name]
Dear [Candidate Name],
Thank you for meeting our team on [Date] for the [Designation] role. We enjoyed our conversation and wanted to give you a quick update rather than leave you waiting.
Your application is currently on hold while we [complete interviews with the remaining shortlisted candidates / finalise the budget for the role / review the scope of the position with the leadership team]. You remain under active consideration and no final decision has been made.
We expect to share the next update with you on or before [Date]. If your situation changes in the meantime, for example if you receive another offer or your notice period changes, please let us know so we can try to move faster where possible.
We understand that waiting is not easy and truly appreciate your patience. For any questions, you can reach me at [Phone Number] or reply to this email.
Email template · Word
Candidate Hold Email
Download .docx

Candidate Name
Mobile / Email
Current Employer
Total Experience
Source of Hire

Round	Interviewer	Result
[Round 1]	[Name]	[Cleared]
[Round 2]	[Name]	[Cleared]
[Final]	[Name]	[Selected]

[Company Logo][Company Name]

CANDIDATE SALARY APPROVAL FORM

Approval Ref.:: [Reference Number]
Candidate Name:: [Candidate Name]
Position / Grade:: [Designation] / [Grade]
Date:: [Date]

1. Proposed CTC Breakup

Component	Monthly (₹)	Annual (₹)
Basic Salary	[Basic Salary]	[Amount]
HRA	[HRA]	[Amount]
Special / Other Allowances	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF contribution	[Amount]	[Amount]
Employer ESI (if applicable)	[Amount]	[Amount]
Gratuity provision	[Amount]	[Amount]
Annual variable / bonus	-	[Amount]
Total CTC	[Amount]	[CTC]

2. Band Position

Band Minimum (₹)	Mid-point (₹)	Band Maximum (₹)	Proposed (₹)	Compa-ratio
[Amount]	[Amount]	[Amount]	[CTC]	[Ratio]

3. Internal Parity

Form · Word

Candidate Salary Approval Form

Download .docx

Candidate Joining Tracker

Preview of the register

1. Offer and Notice Status

2. Pre-joining Readiness

3. Engagement and Risk

4. Monthly Summary

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

1. Personal Details

2. Application Source

3. Education

Candidate Application Form

1. Basic Information

2. Screening Questions

3. Rating

Candidate Screening Form

1. Test and Assignment Results

2. Consolidated Competency Ratings

3. Reference Summary

Candidate Assessment Form

1. Profile Comparison

2. Score Comparison

3. Commercials and Availability

Candidate Comparison Sheet

1. Candidate Details

2. Interview Summary

3. Offer Terms

Candidate Selection Form

Subject: Your application for the position of [Designation]

Candidate Rejection Letter

Subject: Update on your application for [Designation] – [Company Name]

Candidate Hold Email

1. Proposed CTC Breakup

2. Band Position

3. Internal Parity

Candidate Salary Approval Form

Candidate Joining Tracker

Preview of the register

1. Offer and Notice Status

2. Pre-joining Readiness

3. Engagement and Risk

4. Monthly Summary

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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