Taking Notes During the Screening and Interview Process

Even if you only interview one person, you'll need to take notes regarding every candidate’s qualifications. The notes you shouldn't take are as important as the ones you should. During the interview, and afterwards, never make any notes about an applicant that could be considered discriminatory, even if you're just noting physical characteristics to help you keep track of who’s who.

Be specific about what you record in your notes. For example, a white male applicant for a receptionist job comes to the interview in a suit and tie. A black female shows up in torn jeans and a T-shirt. It’s legally defensible not to hire the black female because of her clothing choice. But the documented reason for rejecting her should be that "the applicant appeared for the interview in torn jeans and a T-shirt." Don't just write a general comment about her appearance.

If an applicant volunteers information about topics such as marital or family status, origin, age, or religious affiliation, you should politely ignore it. don't respond to it and don't follow up on it. Definitely do not include it in your notes. Such information could be used to prove you discriminated if the notation concerns the applicant’s status as a member of a protected group.

Preparing a written outline of questions that you also use for taking notes may help you conduct an interview. It also helps you avoid recording information that could be perceived as discriminatory.