Updated: June 2026 · By Álvaro Arrescurrenaga, CEO of Voicit
The recruitment and selection report is what separates an HR team that hires by intuition from one that backs it up with data. Without it, every process starts from scratch: no metrics, no lessons learned, and no way to justify decisions. And this isn't just theory: according to LinkedIn Talent SolutionsCompanies that document their processes reduce a 25% of your time-to-hire in the following ones.
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.
What you take away from this guide:
Before we begin, a promise: this guide is made for help you complete your reportIt's not about selling you anything. You get the template, the KPIs, and the complete step-by-step guide—free and without registration—even if you don't use any tools. Towards the end, we'll transparently explain how to automate the most tedious part if you're interested; and if not, you'll leave with the work done.
Content
- What is a report and what is it used for?
- 10 Essential Recruitment KPIs and…
- Recruitment report template…
- Example of a completed report
- Selection templates according to the case of…
- How to assess skills in the report
- 5 types of selection reports
- How to create the report step by step
- How to automate recruitment reports…
- Common mistakes in recruitment reports…
- Frequently Asked Questions
- Conclusion
📋 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.
📊 What KPIs should a selection report include? (10 essentials)
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 |
The KPI of cost of hiring It's often underestimated because only advertising costs are considered. To calculate it accurately (including HR hours, tools, and the opportunity cost of the open position), review how the real cost of the recruitment process.
The conversion rates that every selection report should record phase by phase.
Source: SHRM and LinkedIn benchmarks · illustrative values.
📄 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 assessment based on real-life situations described by the candidate during the interview. It relies on the BEI interview (Behavioral Event Interview) and in the STAR method (Situation, Task, Action, Result) to assess how the candidate acts in the face of specific challenges, beyond what is stated in their CV. For each competency evaluated (leadership, teamwork, problem-solving, etc.), the reported critical incident and the observed behavioral indicator are noted.
Overall rating
- Result: [Suitable / Unsuitable / With reservations]
- Recommendation: [Advance to next stage / Discard / Second interview].
- Observations: [Additional interviewer notes]
⬇️ Download the free template
Editable selection interview report template, ready to use with the 10 sections of this guide. No registration required.
📝 Example of a completed selection report
An empty template doesn't always make the level of detail that you are looking for. This is what the previous template looks like after a real interview (fictitious candidate for a position of B2B Sales):
Position B2B Sales | Date: 04/06/2026 | Interviewer: Marta Ruiz | Modality Video call
1. Training
- Bachelor's Degree in Business Administration (University of Deusto, 2018). B2B Consultative Selling Course (2022).
2. Work experience
5 years in B2B software sales. The last 3 as an Account Executive at a scale-up SaaS, managing 30-60 day sales cycles and a portfolio of approximately 40 accounts. Exceeded quota in 4 of the last 5 quarters.
5. Reasons for job change
- It seeks to sell a product with technical differentiation (today it sells a "commodity" product). Positive signal: Motivation for growth, not escape. No red flags.
9. Technical Skills for the Position
- Prospecting and consultative selling — advanced · CRM (HubSpot) — advanced · Negotiation of closures — intermediate-advanced
10. Critical Incident Competence (STAR) — Resilience
Situation: It lost its largest account (18% of its share) mid-quarter. Task: recover the number without lowering margins. Action: It reactivated 12 dormant opportunities in the pipeline and asked for pre-sales help for 3 technical demos. Result: It closed the quarter with a 104% market share. Behavioral indicator observed: high level — acts with autonomy and method in the face of adversity.
Overall rating
- Result: Suitable
- Recommendation: Proceed to second interview with the hiring manager
- Observations: Strong and ambitious profile. Confirm salary expectations (stated flexibility) and cultural fit with the sales team.
🗂️ Selection templates according to use case
The template above covers the general interview report, but a complete selection process requires different documents depending on the stage and objective. Here are the most useful templates and where to find each one, along with a detailed guide:
AI Interview Report
To automatically document interviews from the recording, without taking handwritten notes.
Competency-based assessment (BEI)
To measure behavioral competencies with BEI questions and objective indicators.
Scorecard and STAR method
To score and compare the responses of several candidates using a common rubric.
Interview notes
To capture what's important in real time during the interview, without losing track.
CV screening
To filter and prioritize applications before moving on to the interview phase.
Psychometric tests
To assess skills and personality and incorporate the results into the report.
Question bank by competency
To structure the interview with questions aligned to each competency of the position.
Recording consent
To record interviews in compliance with the GDPR, with ready-made consent templates.
Not sure which phase to document first? Start with the 7-phase recruitment process to place each template at its appropriate point in the funnel.
🎯 How to assess skills in the report
The most difficult part of a selection report is not the objective data (education, languages, salary) but the competency assessmentDoes this candidate lead well? Does he know how to work in a team? How does he react under pressure? Evaluating this "by sight" is where the most biases creep in.
The most reliable approach is to separate two types of skills and document them separately:
- Technical skills (hard skills): Job-specific knowledge and tools are assessed based on an observed level (basic/intermediate/advanced) and, if applicable, a technical test.
- Behavioral competencies (soft skills): Leadership, communication, problem-solving, and adaptability are not asked directly—they are inferred from real-life situations the candidate has experienced.
For behavioral competencies, the method with the best evidence is the critical incident interview. Instead of asking "Are you a good leader?", you ask for a specific example ("Tell me about a situation where you had to turn around a demotivated team") and analyze the response using the STAR framework. Each response is translated into a behavioral indicator measurable that is included in the report.
Once the indicators are defined, AI can help you consistently evaluate them using the interview transcript — provided you configure it properly. assessing skills without the model hallucinating and rely solely on what the candidate actually said.
📂 What types of selection reports exist? (5 models)
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.
In what format can I download the selection report template?
You can copy the template structure from this article directly into Word, Google Docs, or Notion and save it as a reusable template in Word (.docx) or PDF format. The advantage of having it in an editable document is that you can adapt it to each position. If you want to avoid filling it out manually, AI tools like Voicit generate the pre-structured report from the interview recording.
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.
