Phone screen script template

Table 1: SOP Identification

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1. Purpose & Scope

1.1 Purpose

This standard operating procedure defines the end-to-end process for conducting structured, consistent, and defensible phone screens for candidate pre-qualification. The objective is to verify basic job alignment, work authorization, availability, and compensation expectations while eliminating bias and adhering to evidence-based recruitment principles and inclusive hiring frameworks.

1.2 Scope

This procedure applies to all hiring activities conducted by [ORGANIZATION_NAME] across all job titles and operational locations in [PROVINCE]. It covers all individuals conducting candidate screening, including [OWNER_OR_MANAGER], hiring supervisors, and administrative personnel. Job profiles and baseline screening criteria must reflect the standardized duties associated with the relevant National Occupational Classification profile.

1.3 Definitions and Abbreviations

Table 2: Definitions and Abbreviations

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2. Roles & Responsibilities

Table 3: Roles and Responsibilities Matrix

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3. Step-by-Step Procedure

3.1 Pre-Screen Preparation

1. Open [HRIS_NAME] and pull the approved job requisition for the specific [JOB_TITLE].
2. Review the core duties and qualifications aligned with the relevant NOC code.
3. Access the candidate application record in [HRIS_NAME] or candidate intake folder in [FILE_LOCATION].
4. Confirm whether the candidate requested any accommodation for the phone screen. If an accommodation was requested, implement the required operational adjustment prior to the call.
5. Launch the call at the scheduled time using [PHONE_SYSTEM].

3.2 Spoken Phone Screen Script

The screener must deliver the interview using the standardized script below. Text in italics indicates stage directions. Text in quotation marks must be read verbatim or adapted only to insert specific job details.

Introduction & Verification

Ensure you are in a quiet, confidential space. Dial the candidate. When the candidate answers, speak clearly and in a professional tone.

"Hello [EMPLOYEE_NAME], this is [MANAGER_NAME] calling from [ORGANIZATION_NAME]. We scheduled our initial phone screen for the [JOB_TITLE] position today. Is this still a good time for a [CALL_DURATION_MINUTES]-minute conversation?"

If YES: "Excellent. The purpose of this call is to tell you a bit about [ORGANIZATION_NAME] and the [JOB_TITLE] role, learn about your background, confirm a few administrative details, and answer any questions you have. At the end, I will explain our next steps."

If NO: "I understand. Let us reschedule for a time that suits you better. What date and time within the next [N_BUSINESS_DAYS] business days work best?" [Record new time in [HRIS_NAME] and end call.]

Core Eligibility & Schedule Alignment

Deliver the standard pre-qualification questions. Record factual notes directly into [HRIS_NAME].

"First, I have three quick administrative confirmation questions: 1. Are you legally authorized to work in Canada for [ORGANIZATION_NAME]?" 2. The standard schedule for this role is [WORK_SCHEDULE] at our [WORK_LOCATION] location. Does that schedule and work location work for you?" 3. If selected, what is your anticipated start date or notice period with your current employer?"

Experience & Functional Fit

Ask the job-specific competency questions established during requisition setup.

"Thank you. Now, looking at your background: 1. What interested you in applying for the [JOB_TITLE] role with [ORGANIZATION_NAME]?" 2. Please walk me through your recent experience performing [PRIMARY_JOB_TASK] as outlined in the job posting." 3. This position requires regular use of [SYSTEM_OR_TOOL]. What is your hands-on experience using this or similar systems?"

Compensation Alignment

Confirm salary expectations without asking historical compensation.

"For this position, our budgeted compensation range is [SALARY_RANGE_MIN] to [SALARY_RANGE_MAX] per year, based on experience, paid on a [PAY_FREQUENCY] schedule. Does this align with your compensation expectations?"

Candidate Questions & Closing

Open the floor for questions and state the timeline.

"We have a few minutes left. What questions do you have for me about the role or [ORGANIZATION_NAME]?"

Answer questions factually using approved job requisition information. Do not make promises regarding employment offers or terms.

"Thank you for your time today, [EMPLOYEE_NAME]. We are completing initial screens through the end of the week. You will hear back from us by [NEXT_STEPS_DATE] regarding the status of your application. Have a great day."

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3.3 Response Branching and Triage

Table 4: Candidate Response Branch Table

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3.4 Prohibited Inquiries and Human Rights Guardrails

To prevent systemic bias and maintain compliance with human rights and employment standards principles, screeners must never ask questions related to protected human rights grounds.

Table 5: Prohibited vs. Permitted Interview Inquiries

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4. Controls & Exceptions

4.1 Quality Checks and Tolerances

Table 6: Quality Checks and Tolerances

4.2 Privacy and Personal Information Safeguards

1. All candidate notes, resumes, and interview responses are personal information and must be protected against unauthorized access.
2. Screeners must record notes directly into [HRIS_NAME] or the secure folder located at [FILE_LOCATION].
3. Paper notes or unencrypted local documents containing candidate personal information must not be retained on local drives or open desks.
4. Candidate records must only be shared with personnel directly involved in the selection decision for the specific [JOB_TITLE].

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5. Records & Review

5.1 Recordkeeping and Retention

1. The completed screening score sheet and candidate profile must be stored in [HRIS_NAME] under the candidate's unique record identifier.
2. Candidate records, including interview notes and application materials, must be retained for [RETENTION_PERIOD] following the completion of the recruitment competition to support defensibility and workforce metrics reporting.
3. Following the expiration of [RETENTION_PERIOD], recruitment records must be securely deleted or shredded in accordance with organizational information security protocols.

5.2 Training and Competency

1. Target Group: All hiring supervisors, recruitment coordinators, and [OWNER_OR_MANAGER].
2. Delivery Format: A 30-minute operational briefing and mock screen review conducted by [POLICY_OWNER_TITLE].
3. Competency Confirmation: Trainee must conduct one supervised screen with [POLICY_OWNER_TITLE] achieving full adherence on the quality checklist.
4. Record Retention: Training completion dates and sign-off records are logged in [FILE_LOCATION] and kept for the duration of employment plus [RETENTION_PERIOD].

5.3 Revision History

Table 7: Document Revision History

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What to fill in

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