Most recruitment delays start with an unclear brief.
If the recruiter doesn’t understand the role outcome, what’s truly non-negotiable, what “good” looks like at day 30/90, and how decisions will be made, you’ll often get slow shortlists, mismatched candidates, and longer time-to-fill.
Need help recruiting for ongoing roles? Permanent Recruitment
Key takeaways
- A clear brief reduces back-and-forth and improves shortlist quality.
- Limit “must-haves” to 3–5 true non-negotiables.
- Define success outcomes (first 90 days) to reduce “culture fit” guessing.
- Set a decision timeline before you start sourcing.
The one-page recruitment brief template (copy/paste)
Copy this into a doc and fill it out with the hiring manager + key stakeholders before you brief a recruiter.
Section A: Role basics
- Role title:
- Business unit / site:
- Location (and travel requirements):
- Employment type: full-time / part-time / fixed-term (and expected tenure)
- Reporting line:
- Team size / direct reports (if any):
- Start date (ideal / latest acceptable):
Section B: Why the role exists
- The problem this role solves:
- Top 3 outcomes expected in the first 90 days:
- What success looks like at 12 months:
Section C: Scope and responsibilities
- Core responsibilities (5–8 bullets):
- Key stakeholders (internal/external):
- Tools/systems used:
Section D: Must-haves vs nice-to-haves
Must-haves (no compromise):
Nice-to-haves (trade-offs allowed):
Deal-breakers (do not submit if):
Section E: Skills, experience, and requirements
- Years of experience: guidance, not a barrier
- Qualifications: mandatory / preferred
- Licences/tickets: mandatory / preferred
- Safety/compliance requirements:
- Background checks (if required):
Section F: Compensation and benefits
- Pay range (or band):
- Bonus / allowances (if applicable):
- Super, vehicle, tools, travel support (if applicable):
- Flexibility / roster expectations:
Section G: Candidate profile (helps sourcing)
- Backgrounds that tend to succeed:
- Backgrounds that tend to struggle:
- Competitors or adjacent industries to target:
Section H: Process and decision-making
- Interview stages:
- Who interviews (names/roles):
- Assessment tasks (if any):
- Reference checks: yes/no (who owns it)
- Offer approvals (who signs off):
- Target timeline:
- Brief approved by:
- Shortlist by:
- Interviews by:
- Offer by:
Section I: Employer value proposition
- Why a good candidate would join:
- What makes this role/team unique:
- Growth opportunities:
Optional: a short “why now” paragraph
What’s changing in the business that makes this role urgent?
Common mistakes (and quick fixes)
Mistake 1: “We need someone ASAP” with no decision timeline
Fix: set a shortlist date and an interview window, and pre-book time in calendars.
Mistake 2: Too many “must-haves”
Fix: list 3–5 true non-negotiables. Everything else is a trade-off.
Mistake 3: No clarity on pay
Fix: provide a range or band early. It saves everyone time.
Mistake 4: Vague “culture fit”
Fix: define behaviours and values in observable terms (e.g. “runs pre-starts”, “documents hazards”, “coaches apprentices”).
Where this template fits
This recruitment brief template supports multiple service areas:
Still deciding on the hiring model? Read: Labour Hire vs Permanent Recruitment: Choosing the Right Hiring Model
Planning a ramp-up? Use the pillar template: Workforce Planning Template (90 Days)
FAQ
Should the brief include a strict number of years of experience?
Use it as guidance, not a hard filter. Focus on capability, outcomes, and requirements.
Should we include the pay range in the brief?
Yes. A range improves candidate fit and speeds up the process.
How long should a recruitment brief take to complete?
If stakeholders are aligned, 20–40 minutes is realistic. The time saved later is significant.
Next step
If you want a faster shortlist with better fit, use this template and engage a recruitment partner: Permanent Recruitment
General information only: this article provides general information and is not legal advice.
