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Job posting distribution checklist template

Where to post, what each posting must include, and a log to track it. Free for Canadian employers. Fill in the [HIGHLIGHTED] blanks and remove anything that doesn't apply.

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Checklist Identification and Administration

Checklist title	Applies to	Completed by (name/title)	Date	Location/department	Reviewed by	Review date
Job Posting Distribution Checklist	All external and internal job postings for [ORGANIZATION_NAME]	[OWNER_OR_MANAGER]	[EFFECTIVE_DATE]	[WORK_LOCATION] / Operations	[REPORTS_TO_TITLE]	[EFFECTIVE_DATE]

1. Scope & Owner

This checklist governs the review, authorization, publishing, and retirement of job vacancy notices across all internal and external recruitment channels for [ORGANIZATION_NAME]. The operational owner is [OWNER_OR_MANAGER].

1.1 How to Use This Checklist

Execute every verification step in sequential order prior to, during, and immediately following the distribution of a job posting.
Mark each item as "Complete", "Not complete", or "N/A".
Any item marked "N/A" requires a written business justification in the Notes column.
If any item fails verification ("Not complete"), pause the distribution process immediately and log the issue in Section 4 (Exceptions & Corrective Actions). Do not publish the posting until the corrective action is signed off by [OWNER_OR_MANAGER].

2. Required Checks

2.1 Phase 1: Pre-Distribution & Compliance Review

Pre-Distribution Verification Controls

#	Verification item	Required evidence	Responsible	Notes
1.1	Verify job vacancy authorization against approved operational headcount and budget.	Signed hiring requisition in [FILE_LOCATION]	[OWNER_OR_MANAGER]	Mandatory before drafting begins.
1.2	Confirm the job title and essential duties match the established occupational profile and national taxonomy.	Documented [NOC_CODE] and job specification	[OWNER_OR_MANAGER]	Standardises role leveling across postings.
1.3	Confirm all stated qualifications represent genuine bona fide occupational requirements rather than preferences.	Position analysis notes in [FILE_LOCATION]	[OWNER_OR_MANAGER]	Protects against human rights selection challenges.
1.4	Screen posting text to ensure removal of prohibited grounds, discriminatory criteria, and non-inclusive language.	Bias-screened job text draft	[OWNER_OR_MANAGER]	Exclude age, family status, or gendered phrasing.
1.5	Verify mandatory compensation disclosures align with jurisdictional wage transparency rules in [PROVINCE].	Published [SALARY_RANGE_MIN] to [SALARY_RANGE_MAX]	[OWNER_OR_MANAGER]	Include [PAY_FREQUENCY] and basic benefits.
1.6	Confirm inclusion of the standard accommodation statement for applicants with disabilities.	Standard accommodation clause in job draft	[OWNER_OR_MANAGER]	Provide direct contact method for requests.
1.7	Confirm employment type and work arrangement details are accurately specified.	Stated [EMPLOYMENT_TYPE] and [WORK_SCHEDULE]	[OWNER_OR_MANAGER]	Clarify remote, hybrid, or on-site status.

2.2 Phase 2: Channel Selection & Privacy Safeguards

Channel Selection and Candidate Privacy Verification

#	Verification item	Required evidence	Responsible	Notes
2.1	Confirm internal posting notice is issued to existing staff concurrently with or prior to external release.	Internal memo or notice saved in [FILE_LOCATION]	[OWNER_OR_MANAGER]	Adhere to internal promotion commitments.
2.2	Identify approved external distribution channels and job boards suitable for the target talent pool.	Media schedule and approved channel list	[OWNER_OR_MANAGER]	Avoid unapproved fee-based aggregators.
2.3	Confirm the job advertisement includes a formal candidate privacy and consent notice.	Privacy collection statement in posting	[OWNER_OR_MANAGER]	State personal data use and storage limits.
2.4	Designate a single, secure application intake channel to prevent fragmented candidate data.	Direct intake email address or [HRIS_NAME] URL	[OWNER_OR_MANAGER]	Prohibit submissions via personal messaging.
2.5	Confirm posting distribution deadlines and the official application closing date.	Defined closing date in posting text	[OWNER_OR_MANAGER]	Minimum duration: [N_BUSINESS_DAYS].
2.6	Obtain final distribution sign-off from designated operational leadership prior to publishing.	Approved sign-off record on [FORM_ID]	[REPORTS_TO_TITLE]	Mandatory stage-gate control.

2.3 Phase 3: Publication & Active Monitoring

Live Publication and Intake Monitoring Verification

#	Verification item	Required evidence	Responsible	Notes
3.1	Publish approved posting across selected primary job boards and company channels simultaneously.	Live URL links and board confirmation receipts	[OWNER_OR_MANAGER]	Execute simultaneously across platforms.
3.2	Audit all live postings within [N_BUSINESS_DAYS] to verify accurate text rendering and salary ranges.	Screenshot archive in [FILE_LOCATION]	[OWNER_OR_MANAGER]	Ensure third-party scrapers did not alter text.
3.3	Verify functional operation of all submission links, application forms, and intake routing.	Test application receipt confirmation	[OWNER_OR_MANAGER]	Run test profile through intake form.
3.4	Confirm incoming candidate inquiries and accommodation requests are monitored via the dedicated channel.	Monitored communications log in [FILE_LOCATION]	[OWNER_OR_MANAGER]	Check daily during open window.
3.5	Track distribution expenditures against the approved recruitment budget.	Invoice or vendor receipt in [FILE_LOCATION]	[OWNER_OR_MANAGER]	Reconcile posting fees immediately.
3.6	Maintain centralized application log to track candidate submission volumes and timestamps.	Candidate tracking log in [HRIS_NAME]	[OWNER_OR_MANAGER]	Ensures structured evaluation order.

2.4 Phase 4: Closing, Takedown & Records Retention

Post-Closing and Audit Trail Controls

#	Verification item	Required evidence	Responsible	Notes
4.1	Deactivate and remove the job posting across all public boards on the designated closing date.	Takedown confirmation notifications	[OWNER_OR_MANAGER]	Prevent receipt of out-of-window applications.
4.2	Issue standard acknowledgement notices to all applicants received prior to closing.	Automated or batch email delivery logs	[OWNER_OR_MANAGER]	Confirms receipt and next steps timeline.
4.3	Compile complete posting audit package including original draft, approvals, and board invoices.	Compiled audit file in [FILE_LOCATION]	[OWNER_OR_MANAGER]	Essential for defensible recruitment audit.
4.4	Verify candidate personal information is secured with restricted role-based access controls.	Permission validation log in [HRIS_NAME]	[OWNER_OR_MANAGER]	Restrict resume access to hiring evaluators.
4.5	Archive all recruitment records, postings, and applicant tracking files for [RETENTION_PERIOD].	Archived folder confirmation in [FILE_LOCATION]	[OWNER_OR_MANAGER]	Supports provincial compliance standards.
4.6	Finalize candidate intake disposition and transition hiring file to the candidate screening phase.	Screening transition sign-off on [FORM_ID]	[REPORTS_TO_TITLE]	Closes distribution phase officially.

3. Evidence & Records

All records generated during the job posting and distribution workflow must be retained in [FILE_LOCATION] or [HRIS_NAME].

Recruitment Record Management Table

Record Type	Description	Designated Storage Location	Access Level	Mandatory Retention Period
Job Posting Package	Final approved text, requisitions, and sign-offs	[FILE_LOCATION]	Hiring Evaluators	[RETENTION_PERIOD]
Distribution Proofs	Live links, screenshots, and board invoices	[FILE_LOCATION]	[OWNER_OR_MANAGER]	[RETENTION_PERIOD]
Candidate Application Files	Resumes, cover letters, and intake logs	[HRIS_NAME]	Restricted (Hiring Team)	[CANDIDATE_DATA_RETENTION_LIMIT]
Accommodation Logs	Inquiries and adjustments provided	Secure HR Folder	[OWNER_OR_MANAGER]	[RETENTION_PERIOD]

4. Exceptions & Corrective Actions

Any non-compliance, unauthorized alteration of posting details, missing salary disclosures, or failed distribution links must be documented below.

Corrective Action and Issue Resolution Log

Item #	Exception/finding	Root cause	Corrective action	Owner	Target date	Closed date
1.5	EXAMPLE — Third-party aggregator omitted mandatory salary range.	Incompatible RSS feed parsing script.	Manually re-entered [SALARY_RANGE_MIN] to [SALARY_RANGE_MAX] on board portal.	[OWNER_OR_MANAGER]	[EFFECTIVE_DATE]	[EFFECTIVE_DATE]
2.4	Candidate resume received at personal operational inbox.	Obsolete intake link listed on external forum.	Forwarded file to [FILE_LOCATION], purged from inbox, and updated link.	[OWNER_OR_MANAGER]	[EFFECTIVE_DATE]	[EFFECTIVE_DATE]
4.1	External job board remained active 48 hours post-closing.	Automated expiration setting defaulted to 30 days.	Submitted manual takedown request; confirmed board removal confirmation receipt.	[OWNER_OR_MANAGER]	[EFFECTIVE_DATE]	[EFFECTIVE_DATE]

5. Final Sign-off

5.1 Attestation Statement

By signing below, the Preparer, Reviewer, and Approver certify that all verification items above have been executed, all exceptions have been corrected, candidate personal data safeguards have been applied, and the job posting was distributed in accordance with established employment standards and human rights principles.

5.2 Sign-off Block

Preparer (Recruiter / Hiring Lead)
Printed Name: [EMPLOYEE_NAME]
Title: [OWNER_OR_MANAGER]
Signature: ____
Date: [EFFECTIVEDATE]

Reviewer (Operational Supervisor)
Printed Name: [MANAGER_NAME]
Title: [SUPERVISOR_TITLE]
Signature: ____
Date: [EFFECTIVEDATE]

Approver (Executive / Business Owner)
Printed Name: [OWNER_OR_MANAGER]
Title: [POLICY_OWNER_TITLE]
Signature: ____
Date: [EFFECTIVEDATE]

5.3 Retention Note

This completed checklist, along with associated distribution screenshots, approvals, and applicant intake logs, must be filed in [FILE_LOCATION] under recruitment folder reference [FORM_ID]-[JOB_TITLE] and retained for a minimum duration of [RETENTION_PERIOD].

What to fill in

Placeholder	What to enter	Who provides it	Required?
[CANDIDATE_DATA_RETENTION_LIMIT]	Maximum retention period for unsuccessful candidate files	Owner / Management	Yes
[EFFECTIVE_DATE]	Date checklist is completed or executed (DD-MMM-YYYY)	Document Preparer	Yes
[EMPLOYEE_NAME]	Full name of the person preparing the checklist	Document Preparer	Yes
[EMPLOYMENT_TYPE]	Type of employment (e.g., Full-time, Part-time, Casual)	Hiring Manager	Yes
[FILE_LOCATION]	Folder path or cloud storage directory for recruitment records	System Administrator	Yes
[FORM_ID]	Unique identifier or reference code for the recruitment form	Operations / Admin	Yes
[HRIS_NAME]	Name of recruitment or human resources software system	Operations / Admin	Yes
[JOB_TITLE]	Approved title of the vacant position	Hiring Manager	Yes
[MANAGER_NAME]	Full name of the reviewing manager	Reviewing Manager	Yes
[NOC_CODE]	National Occupational Classification 5-digit code	Hiring Lead	Yes
[N_BUSINESS_DAYS]	Minimum number of business days posting remains active	Owner / Management	Yes
[ORGANIZATION_NAME]	Legal or operating name of the employer	Owner / Management	Yes
[OWNER_OR_MANAGER]	Job title of the primary operational owner or business lead	Owner / Management	Yes
[PAY_FREQUENCY]	Frequency of wage payment (e.g., Hourly, Bi-weekly, Annual)	Payroll / Owner	Yes
[POLICY_OWNER_TITLE]	Title of executive or business owner approving the hire	Executive / Owner	Yes
[PROVINCE]	Canadian province or territory where the job is based	Hiring Manager	Yes
[REPORTS_TO_TITLE]	Title of the position overseeing this hiring process	Hiring Manager	Yes
[RETENTION_PERIOD]	Statutory or operational retention timeframe for recruitment files	Owner / Management	Yes
[SALARY_RANGE_MAX]	Maximum base pay or wage rate for the position	Owner / Management	Yes
[SALARY_RANGE_MIN]	Minimum base pay or wage rate for the position	Owner / Management	Yes
[SUPERVISOR_TITLE]	Title of the reviewing operational supervisor	Operations Lead	Yes
[WORK_LOCATION]	Physical work location, facility, or remote status	Hiring Manager	Yes
[WORK_SCHEDULE]	Standard hours of work and operational schedule	Hiring Manager	Yes

Official sources

Government and professional sources this template was checked against.

This template is general information for Canadian employers, not legal advice. Employment standards, human rights and privacy rules differ by province. Check them before you use it.

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