Free checklist template · Word

CV Shortlisting Checklist

A CV shortlisting checklist is a quick yes/no list a recruiter runs through for each CV before deciding to call the candidate. It is lighter than a scored screening form and suits high-volume hiring where speed matters but the basics must not be missed.

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[Company Logo][Company Name]

CV SHORTLISTING CHECKLIST

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

Step 1 – Eligibility

Required qualification present
Minimum years of experience met
Mandatory certification / licence present (if applicable)
Work authorisation / Indian citizen or valid permit

Step 2 – Role Relevance

Has worked in the same or related function
Industry background relevant to our business
At least [Number] of the must-have skills mentioned with evidence
Has handled similar scale (team size, revenue, volume)

Step 3 – Stability and Progression

Average tenure of [Number] year(s) or more
Gaps of more than 6 months noted for discussion
Shows growth in responsibility over time

Step 4 – Red Flags

No overlapping employment dates
Job titles consistent with responsibilities described
Contact details complete and valid
No duplicate application under different name or email

Step 5 – Practical Fit

Current location or willingness to relocate to [Work Location]
Notice period within [Number] days
Expected CTC likely within approved range
Available for shifts / travel if needed

Step 6 – Action

Shortlisted – schedule screening call
Keep in talent pool for future roles
Not shortlisted – send regret email

Remarks
Next action date

Recruiter
[HR Name]
Date: [Date]

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What this template includes

Eligibility checks grouped first so ineligible CVs are dropped quickly
Role relevance checks on industry, function and skills
Stability and gap checks
Red-flag checks for inconsistencies
Practical checks: location, notice period, CTC fit
Final action to move the CV forward

When to use it

High-volume roles such as sales, customer support or delivery
When hundreds of applications arrive from a single job post
Briefing interns or agency recruiters on what to look for
As a final check before sending a shortlist to the manager

How to customise this template

1Rewrite the role relevance items for each job family
2Set your own thresholds for notice period and CTC
3Print it as a one-page desk aid for the recruitment team
4Add a column in your ATS that mirrors this checklist

HR tips

Spend no more than two minutes per CV on the first pass
Shortlist slightly more than needed; some candidates will drop off
Do not reject based on college name alone
Keep the checklist the same for all CVs for one role to stay fair

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.
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Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

What is the difference between a CV shortlisting checklist and a resume screening form?+

The checklist is a fast yes/no filter. The screening form rates candidates on weighted criteria and is used when you need to rank them.

How many CVs should be shortlisted per position?+

Many recruiters share 5–8 relevant CVs per position with the hiring manager, but this varies with role difficulty.

What are common red flags in a CV?+

Unexplained gaps, overlapping dates, vague job descriptions, and claims that do not match the experience shown.

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[Company Logo][Company Name]
OFFER RELEASE CHECKLIST
Candidate Name:
[Candidate Name]
Position:
[Designation]
Recruiter:
[HR Name]
Offer Approval No.:
[Reference Number]
Phase 1 – Before Drafting (Recruiter)
- Offer approval form signed by all approvers
- Salary approval and CTC breakup final
- Joining date agreed verbally with candidate
- Candidate's legal name and address confirmed from ID
Phase 2 – Offer Letter Accuracy (HR Operations)
- Name, designation and grade correct
- CTC and annexure totals match approval
- Basic, HRA, PF and other components calculated correctly
- Joining date, work location and reporting manager correct
- Probation and notice period as per policy
- Special clauses reviewed and approved
- Acceptance deadline mentioned
- Signed by authorised signatory
Phase 3 – Release (Recruiter)
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[Company Logo][Company Name]
MANPOWER REQUISITION FORM
MRF No.:
[Reference Number]
Date of Request:
[Date]
Company:
[Company Name]
A. Requesting Department
Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location
B. Position Details
Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining
C. Reason for Requirement
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[Company Logo][Company Name]
REPLACEMENT HIRING REQUEST
Request No.:
[Reference Number]
Date:
[Date]
Department:
[Department]
Part A – Exiting Employee Details
Employee Name
Employee ID
Designation
Grade
Last Drawn CTC (₹ per annum)
Date of Resignation / Separation
Last Working Day
Work Location
Part B – Reason for Vacancy
- Resignation
- Termination
- Retirement
- Internal transfer / promotion
- End of fixed-term contract
- Other: [Specify]
Part C – Replacement Requirement
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[Company Logo][Company Name]
RECRUITMENT REQUISITION FORM
Requisition No.:
[Reference Number]
Linked MRF No.:
[MRF Number]
Date:
[Date]
1. Role Summary
Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)
2. Skills Brief
Must-Have Skills Good-to-Have Skills Deal-Breakers
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
[Skill] [Skill] [Condition]
3. Sourcing Plan
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[Company Logo][Company Name]
JOB OPENING FORM
Opening ID:
[Reference Number]
Linked Requisition No.:
[Requisition Number]
Date:
[Date]
Section 1 – Opening Details
Public Job Title
Internal Designation
Department
Number of Openings
Work Location / Remote / Hybrid
Employment Type
Experience Required
Qualification Required
Section 2 – Salary and Benefits Display
- Show salary range: ₹[Amount] – ₹[Amount] per annum
- Show 'Best in industry / Negotiable'
- Do not display salary
- Mention benefits: PF, health insurance, [Other]
Section 3 – Posting Schedule
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[Company Logo][Company Name]
JOB DESCRIPTION
Company:
[Company Name]
JD Code:
[Reference Number]
Version / Date:
[Version] / [Date]
1. Job Details
Field Details
Designation [Designation]
Department [Department]
Grade / Band [Grade]
Reports To [Reporting Manager]
Direct Reports [Number / None]
Location [Work Location]
Employment Type [Permanent / Contract]
2. Job Purpose
The [Designation] is responsible for [core purpose of the role] in order to [business outcome]. The role works closely with [teams / stakeholders] and contributes to [department goal].
3. Key Responsibilities
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Department
Cost Centre
Requested By (Name & Designation)
Reporting Manager for the Position
Work Location

Designation
Grade / Band
Number of Positions
Employment Type: Permanent / Fixed-Term / Contract / Apprentice
Shift / Working Hours
Target Date of Joining

Proposed Designation
Department / Function
Proposed Grade / Level
Reports To (Designation)
Direct Reports (if any)
Work Location
Number of Positions

Employee Name
Employee ID
Designation
Grade
Last Drawn CTC (₹ per annum)
Date of Resignation / Separation
Last Working Day
Work Location

Designation
Department
Number of Openings
Work Location
Reporting Manager
Approved CTC Range (₹ per annum)
Notice Period Acceptable (max days)

Must-Have Skills	Good-to-Have Skills	Deal-Breakers
[Skill]	[Skill]	[Condition]
[Skill]	[Skill]	[Condition]
[Skill]	[Skill]	[Condition]

Public Job Title
Internal Designation
Department
Number of Openings
Work Location / Remote / Hybrid
Employment Type
Experience Required
Qualification Required

Field	Details
Designation	[Designation]
Department	[Department]
Grade / Band	[Grade]
Reports To	[Reporting Manager]
Direct Reports	[Number / None]
Location	[Work Location]
Employment Type	[Permanent / Contract]

[Company Logo][Company Name]

JOB SPECIFICATION

Company:: [Company Name]
Designation:: [Designation]
Department:: [Department]
Date:: [Date]

1. Education and Certifications

Requirement	Essential	Desirable	Assessed By
Graduation / Diploma	[Degree]	[Degree]	Document check
Professional certification	[Certification]	[Certification]	Certificate
Licence / registration	[Licence]	-	Original verification

2. Experience

Requirement	Essential	Desirable	Assessed By
Total experience	[Years]	[Years]	Resume / reference
Domain / industry	[Domain]	[Domain]	Interview
Team handling	[Yes / No]	[Team size]	Interview

3. Technical Skills

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Job Specification Template

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