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Closing Files Checklist

1. Job Requisition Approval

Confirm the need for the position with the relevant department head.

Obtain necessary approvals from upper management or HR.

Update the job description to reflect current requirements.

2. Job Posting and Advertising

Determine the best platforms for posting the job (e.g., job boards, social media).

Create compelling job advertisements that highlight key responsibilities and qualifications.

Set a timeline for the application period and communicate it to stakeholders.

3. Application Screening

Develop criteria for evaluating resumes and applications.

Use applicant tracking software to manage incoming applications.

Shortlist candidates based on qualifications and experience.

4. Interview Process

Schedule interviews with shortlisted candidates and confirm attendance.

Prepare interview questions and evaluation forms for interviewers.

Conduct interviews and gather feedback from all participants.

5. Candidate Selection

Assess candidates based on interview performance and reference checks.

Discuss findings with the hiring team to reach a consensus.

Select the preferred candidate for the position.

6. Job Offer and Negotiation

Prepare a formal job offer letter outlining salary, benefits, and start date.

Present the offer to the candidate and be open to negotiations.

Confirm acceptance of the offer and document any agreed-upon modifications.

7. Pre-Hire Requirements

Conduct background checks and verify employment history.

Request necessary documentation (e.g., identification, certifications).

Ensure completion of any pre-employment assessments or tests.

8. Onboarding Preparation

Develop an onboarding plan that outlines key activities for the new hire.

Arrange training sessions and assign a mentor or buddy.

Prepare workspace and necessary equipment for the new employee.

9. Orientation and Integration

Schedule an orientation session to introduce the new hire to company culture and policies.

Facilitate introductions with team members and other departments.

Provide resources and materials to help the new employee acclimate.

10. Follow-Up and Feedback

Schedule regular check-ins during the initial weeks to address any concerns.

Gather feedback from the new hire about the onboarding experience.

Make adjustments to the onboarding process based on input received.

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