Recruitment Policies and Procedures

One of the first steps in planning for the recruitment of employees in to the organization is to establish proper policies and procedures. A recruitment policy indicates the organization’s code of conduct in this area of activity. A typical policy statement for recruitment may run thus:

Recruitment Policy Statement:

In its recruitment activities, the company will:

1) Advertise all vacancies internally.
2) Reply to every job promptly
3) Inform job applicants the basic details and job conditions of every job advertised,
4) Process all applications with efficiency and courtesy.
5) Seek candidates on the basis of their qualifications.
6) Aim to ensure that every person invited for the interview will be given a fair and thorough hearing

The company will not:

1) Discriminate unfairly against potential applicants on the basis of sex, race, religion, caste etc.
2) Knowingly name any false or exaggerated claims in its recruitment literature or job advertisement

Once the recruitment policy is made explicit, The Company can evolve a detailed procedure to make the whole exercise systematic. Such a systematic approach will enable people within (or outside) the organization to follow a predictable path. The recruitment procedures should, however, be flexible enough to permit HR departments to respond quickly to demands made on them by various departments and by potential candidates. Recruitment it should be remembered is a marketing activity as well as a public relations exercise. When recruiting people, organizations are going out into their external environment and competing with others for suitable candidates. Such activities therefore should be conducted in a manner that sustains or enhances the prestige and public image of the organization concerned. Fair and objective recruitment policies and standards would add to the image of the organization in the long run. One way in which managers engage in recruiting people can follow a systematic approach is to adopt a checklist such as the one given below:

Questions to be addressed while hiring People:

1) Has the vacancy been agreed by a responsible manager?
2) Is there an up to date job description for the vacancy?
3) What are the conditions of employment for the vacancy (salary, hours of work, fringe benefits, perquisite holidays etc)?
4) Has a personnel specification/ candidates profile (in terms of physique, intelligence, aptitude, qualifications, experience etc) been prepared?
5) Has a notice of the vacancy been circulated internally?
6) Has a job advertisement been agreed? Have details of the vacancy been forwarded to relevant agencies?
7) Do all the arrangements for drawing up a short list of candidates?
8) What about the interweaving dates and arrangement for selection of candidates?
9) Have the short listed candidates or wait listed candidates been informed sufficiently in advance and asked to furnish detailed references?
10) Have unsuitable candidates or wait listed candidates been informed of their positions in a polite way thanking them or their interest and attendance?

Recruitment in Indian Experiences:

The experiential guide brought out by Business today Jan 7-21 1996, summarizing the results of a path breaking survey of Indian industries, commented thus about the recruitment function. Woven in to strategic planning, recruitment no longer involves short term vacancy filling measures or the annual ritual of campus recruitment. Translating corporate strategies into a manpower plan and developing a log term hiring program accordingly corporations are tracking down people with the combination of knowledge, experience skills and behavior best suited to achieving the company’s objectives

What do Indian companies expect from job seekers?

The expectations of recruiters are inextricably intertwined with the corporate culture in which they operate.

Source: HRM VSP

  • Colgopisingh

    Very informative and useful. Thanx

  • kshantaram

    the recruitment policy document/guidelines could include role of hr in eliminating applications that do not match the job description and the specifications like qualifications, age, experience, compensation bracket etc so that only those who qualify are forwarded to the functional head for further consideration – at the same time the functional head too need to stick to the specifications once drawn up and approved not favouring any candidate or making things flexible for candidates.

    moreover, a policy needs to be drawn up on candidates referred by other managers/employees or outsiders – only those who match the specifications would be entertained by hr to uphold the standards not extending any favouritism.

    candidates be given sufficient notice to plan and appear for the interview rather than calling them overnight. the policy on reimbursement of travel fare, local conveyance expenses, boarding and lodging too needs to be in place not handling on a case to case basis in a discretionary/arbitary manner.

    policy/practice on written tests, psychometric tests, assessment centers, panel interviews, group discussions, need to be clear and handled systematically and consistently.

    interviews be conducted at a neutral place like a conference room so that all panel members experience the same independence while assessing the candidates – not having the need and the clash where to meet, whether in the office of the functional head, hr office, etc – thus invoking a professional culture with mutual respect and dignity among the panel members. all panel members have a common vision of the company’s vision and values, roles, hr policies, etc able to achieve appropriate consensus.

    each panel member could rate the candidate independently while hr would study major deviations if any and sort out differences by a discussion with the panel with the final consensus.

    approval of the selection could be done by the authorised person through a brief meeting with the panelists so that collective views could be factored, and quality assurance on people selection is monitored effectively within the policy framework not leaving things to chance people not colluding with each other not able to disagree with each other openly. ideally there could be a senior panel to process the shortlisted candidates for maintaining corporate quality in recruitment – could be time worth investing rather than regret later for overall low quality and productivity; this could also lead to framing appropriate selection and compensation reviews from time to time with the support of the senior management.

    recruitment policy be accompanied by appropriate on-boarding policy and procedures and performance reviews during the probation period as well as policies on rewarding outstanding performance during the probation period or on completion of probation, and things like early confirmation on the job for deserving people promoting talent and as a retention strategy. timely confirmation of an employee on due date without a single day’s delay could be part of the policy – while decision to extend the probation/training period too need to be conveyed duly.

    effective facilities management for the new recruits like providing seating arrangements, the phone, the car, the stationary, the i-card, etc need to be part of the recruitment policy avoiding any inconvenience to the new recruitment upon joining, while the systems need to be geared up.

    hope these observations/suggestions would help strengthen recruitment processes further helping the employer brand, employee engagement and retention.

    humble regards,


  • Chithramtab

    Chithra – MTAB


    Goodmorning to all,

    Thankyou very much for valuable message. Can any one tell me What is the difference of HR & IR

    T. Chithra

  • Subashshelar

    The above information related to recruitment policies and procedure is very useful to know and add more in our system to improve.


  • Arumugom

    Good article