Updated: March 2026 · By Álvaro Arrescurrenaga, CEO of Voicit
The recruitment and selection report is the document that transforms a hiring process into actionable data. Without it, every selection process starts from scratch: without metrics, without lessons learned, and without a way to demonstrate to the business that the HR team delivers measurable results. According to LinkedIn Talent SolutionsCompanies that document their selection processes reduce their time-to-hire by 25% in subsequent cycles.
It is a document that compiles and analyzes key data from a hiring process: number of candidates, recruitment sources, time spent on each phase, evaluation criteria, interview results, and final decision. Its objective is to measure the efficiency of the process, justify the decisions, and generate lessons learned for future hiring.
Content
📋 What is a recruitment and selection report and what is it used for?
A recruitment and selection report is not just a summary of the process — it is a strategic tool that serves several functions:
- Measuring efficiency: How long will it take us to fill the vacancy? How many candidates do we need to evaluate before making a hire?
- Optimize the budget: Which recruitment sources generate the best candidates? Are we investing in the right channels?
- Justifying decisions: Documenting why one candidate was chosen and not another is essential for compliance and for aligning the team.
- Improve future processes: Identify bottlenecks, phases that lead to abandonment, and opportunities for improvement.
- Report to management: Translate HR work into business metrics that the CEO and CFO understand (cost per hire, time-to-hire, quality of hire).
Without reports, the recruitment department operates blindly. With them, it becomes a strategic area of the business with data to support every decision.
📊 10 Essential Recruitment and Selection KPIs
These are the indicators that every recruitment report should include. You don't need all of them in every report—choose the most relevant ones based on the context:
| KPI | What does it measure? | Average benchmark | Why it matters |
| Time-to-hire | Days from publication to offer acceptance | 36 days | A lengthy process loses candidates |
| Time-to-fill | Days from vacancy request to start date | 42 days | Measure the total impact on the business |
| Cost per hire | Total expenditure (advertising + tools + HR time) | 4.700€ | Optimize recruiting budget |
| Source of candidates | Where do the candidates come from (LinkedIn, InfoJobs, referrals…) | It varies | Invest in the channels that work |
| Conversion rate by phase | % that passes from each stage to the next | It varies | Detect bottlenecks |
| Accepted bid rate | % of offers that the candidate accepts | 85-90% | If it's low, review compensation or employer branding. |
| Quality of hiring | New employee performance at 6-12 months | Subjective | The most important long-term KPI |
| Early dropout rate | Percentage that leaves the company before 12 months | 20% | It indicates errors in selection or onboarding |
| Diversity of candidates | Distribution by gender, age, origin | It varies | Legal compliance + improved performance |
| Candidate satisfaction | NPS or post-process survey | 40+ NPS | Employer branding and reputation |
📄 Recruitment and Selection Report Template
This is the structure of a professional selection interview report. Each section collects the key information you should document after interviewing a candidate:
Position [Title] | Date: [DD/MM/YYYY] | Interviewer: [Name] | [Name] | [Name] | [Name] | [Name] | [Name] | [Name Modality [In-person / Video call / Phone call]
1. Training
- Major, institution, and year of completion
- Relevant supplementary training (master's degrees, certifications, specialized courses)
2. Work experience
Professional journey in storytelling format: candidate's career path, progression, key achievements, and connection between past experiences and the current role.
Motivation for the project
- What attracted you to the company and the position?
- Level of prior knowledge about the company
- Alignment between their values and the company culture
4. Job Expectations
- What do you expect to find in the day-to-day of the role
- What kind of challenges are you looking for?
- How does it look contributing to the team
5. Reasons for job change
- Why did you leave (or have you left) your previous position
- What is missing in your current situation?
- Red flags or positive signals detected
6. Languages
- Language - Level (e.g. English C1, French B2)
- If evaluated during the interview: observed level vs. stated
7. Salary range
- Candidate's annual gross salary expectation
- Current salary or last salary (if you're willing to share)
- Indicated flexibility
8. Availability
- Geographic mobility: [Yes/No — details]
- Incorporation [Immediately / X weeks / specific date]
- Next interviews: [Availability]
9. Technical Skills for the Position
Evaluation of the specific technical competencies required for the role. Observed level in each (basic / intermediate / advanced).
10. Critical Incident Competency Report
Soft skills evaluation based on real-life situations described by the candidate during the interview (STAR method: Situation, Task, Action, Result). This allows for an assessment of how the candidate acts in concrete challenges, beyond what is stated on their CV.
Overall rating
- Result: [Suitable / Unsuitable / With reservations]
- Recommendation: [Advance to next stage / Discard / Second interview].
- Observations: [Additional interviewer notes]
Do you want to generate these reports automatically?
With Voicit, every interview becomes a structured report with AI. No more filling out templates by hand.
📂 5 types of selection reports
Not all reports are the same. Depending on the objective, you can create different variations:
| Report type | Aim | Main audience | Frequency |
| Process report | Document a specific vacancy | Hiring manager, HR team | For each vacancy |
| KPIs Report | Measuring the performance of the recruiting team | HR Director, CEO | Monthly / quarterly |
| Report from sources | Analyze ROI of each recruitment channel | HR, marketing | Quarterly |
| Diversity Report | Measuring inclusion in the process | Management, compliance | Semi-annual / annual |
| Candidate Report | Evaluate a specific candidate | Hiring manager | For each finalist |
The most common combination is the process report (per vacancy) + the KPIs report (monthly or quarterly for the team).
🔧 How to create the report step by step
Step 1: Define the metrics before opening the vacancy
Don't wait until the process is over to think about what to measure. Before publishing the offer, decide: which KPIs you'll track, which tools you'll use to capture data, and who will be responsible for documenting each phase.
Step 2: Record data at each stage of the funnel
Each time a candidate advances (or is rejected), record the date, reason, who made the decision, and the candidate's source. If you use an ATS (Greenhouse, Lever, Teamtailor), this should be automatic. If not, a spreadsheet with these columns will work.
Step 3: Document the interviews in detail
The candidate assessment section is the most valuable part of the report—and the most time-consuming. This is where AI makes a difference: instead of manually taking notes and writing 45-minute reports, tools like Voicit They automatically generate the report from the interview recording in 2-5 minutes.
Step 4: Analyze the funnel and detect bottlenecks
Review the conversion rates between stages. If you receive 200 applications but only 5 reach the interview stage, the problem may lie in the job description or the screening criteria. If 10 receive an offer but only 5 accept, review the compensation or employer branding.
Step 5: Write conclusions and lessons learned
The report isn't complete without a "lessons learned" section. Which channel worked best? Was the profile we were looking for realistic? Were there any phases that generated too much dropout? These lessons are what make each process better than the last.
🤖 How to automate recruitment reports with AI
The most tedious part of a selection report is documenting the interviews: transcribing notes, writing evaluations, and outlining each candidate's strengths and weaknesses. AI can automate 80% of this work.
- Automatic transcription: It records the interview and the AI generates the complete transcript with speaker identification.
- Interview reports: Based on the transcript, AI extracts assessed competencies, key responses, strengths, and areas for improvement.
- Candidate comparison: With standardized reports, comparing 10 candidates takes minutes instead of hours.
- Integration with ATS: The generated reports can be exported directly to the candidate tracking system.
Actual fact: Teams that automate interview documentation with AI report a 70% less administrative time and a significant improvement in the consistency of the reports — all candidates assessed with the same level of detail.
⚠️ Common mistakes in recruitment reports
- Do not document until the process is complete. If you wait until the selection process is over to write the report, you'll have missed most of the details. Document in real time.
- Use vague descriptions. "Good attitude" or "good profile" don't add anything. Use concrete facts: "3 years of experience managing teams of 10 people in the retail sector."
- Measure only time-to-hire. Speed matters, but the quality of the hiring process matters more. A fast process that results in turnover after six months is more expensive than a slow one that gets it right.
- Not analyzing recruitment sources. If you don't know which channels bring in the best candidates, you're throwing money away on the ones that don't work.
- Write reports that nobody reads. A 20-page report is useless if the hiring manager doesn't open it. Prioritize a one-page executive summary with the key data, and leave the details for those who need them.
❓ Frequently Asked Questions
What should a personnel selection report include?
A complete selection report includes: process data (position, dates, responsible parties), funnel metrics (candidates per stage, conversion rates), individual evaluation of each finalist candidate (skills, strengths, areas for improvement), analysis of recruitment sources, final decision with justification, and lessons learned for future processes.
How to write a selection interview report?
To create an interview report: (1) document the candidate's responses during the interview, (2) evaluate each competency on a scale of 1-5, (3) include concrete evidence (direct quotes), (4) add your overall assessment and recommendation. Tools like Voicit automate this process by generating the report using AI from the recording.
What KPIs are essential in a recruitment report?
The 5 essential KPIs are: time-to-hire (days from opening to hiring), cost per hire, funnel conversion rate (percentage of candidates who pass each stage), source quality (which channel provides the best candidates), and offer acceptance rate. This data allows for the optimization of future processes.
Can the creation of selection reports be automated?
Yes. AI tools like Voicit record the interview (in person or online), transcribe it, and automatically generate a structured report with customizable sections: education, experience, motivation, skills, salary range, and availability. It reduces documentation time from 30 minutes to 2 minutes per candidate.
What is the difference between a recruitment report and an interview report?
The recruitment report documents the entire selection process (metrics, sources, costs, decisions). The interview report is individual: it documents the evaluation of a specific candidate after the interview. Both are complementary—the interview report feeds into the overall recruitment report.
✅ Conclusion
The recruitment and selection report is the difference between an HR team that operates on intuition and one that operates on data. KPIs don't lie: Companies that document and analyze their selection processes hire faster, at a lower cost, and with better quality..
You don't need a perfect report—you need a consistent one. Start with the template in this article, measure the 4-5 most relevant KPIs for your team, and automate interview documentation with AI tools like VoicitIn 3 months you will have enough data to make strategic decisions about your selection process.
📚 Related Articles
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- CV screening with artificial intelligence: a complete guide 2026
- How to evaluate candidates' answers in an interview
