Hiring Manager Intake Form Template
A hiring manager intake form is a short questionnaire a recruiter and hiring manager complete together at the start of a search, capturing the role's requirements, must-have skills, ideal profile, interview process and timeline. Use it to replace vague briefs with a clear, shared definition of the role, so sourcing starts on target from day one.
Use this intake form to kick off every new search. Sitting down with the hiring manager to complete it replaces a one-line request with a clear, agreed definition of the role — must-haves, ideal profile, process and timeline. That shared brief is what lets sourcing start accurately on day one instead of after two wasted weeks.
Role Basics
Job title: [Title] | Team / department: [Team]
Reports to: [Manager Name, Title] | Direct reports: [number, if any]
Employment type: [Full-time / Part-time / Contract]
Location and work model: [Onsite / Hybrid / Remote — and where]
Salary range and level: [min-max, band]
The Business Need
Why does this role exist — new headcount or backfill? [Answer]
What are the top three outcomes this person must deliver in year one? [1, 2, 3]
What happens if the role stays unfilled? [impact]
How does this role fit into the team and wider goals? [Answer]
Must-Haves vs Nice-to-Haves
Non-negotiable skills / experience: [list]
Nice-to-have skills: [list]
Deal-breakers that should screen a candidate out: [list]
Which requirements are we flexible on for the right person? [Answer]
The Ideal Candidate
Where do people like this work today? [target companies / industries]
What titles might they currently hold? [title variations to search]
What would make a candidate say yes to us — the pitch? [selling points]
Any recent examples of a great (or poor) hire for a similar role? [Answer]
Interview Process & Panel
Stages and format: [screen, task, panel — order and length]
Who interviews and what each person assesses: [Name — focus]
Key competencies to score and the rubric: [list]
Who makes the final decision? [Name]
Logistics & Sign-off
Target start date: [Date] | Desired time-to-fill: [X weeks]
Hiring manager availability for interviews: [days / times]
Budget and approvals in place? [Yes / No — details]
Recruiter: [Name] | Hiring manager: [Name] | Date agreed: [Date]
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How to use this template
- Book a 30-45 minute kickoff meeting with the hiring manager and fill the form in live, not by email.
- Push for specifics on must-haves versus nice-to-haves — this is where most misaligned searches go wrong.
- Capture the candidate pitch and target companies so sourcing and outreach can start immediately.
- Agree the interview stages, scorecard and decision-maker before any candidate enters the process.
- Share the completed form back to the manager to confirm, then use it as the single source of truth for the search.
Tips
More free templates
Related tools & guides
Hiring Manager Intake Form Template — FAQs
What is a hiring manager intake form?
Why hold an intake meeting instead of emailing questions?
What's the difference between an intake form and a recruitment plan?
How long should an intake meeting take?
Send this from your ATS instead of an email thread
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