A screening call script is a short, fixed set of questions and prompts that a recruiter uses with every candidate in a first call. It has six parts: opening, role summary, must-have checks, motivation and availability, candidate questions and closing. A script makes calls shorter, fairer and easier to compare, and it leaves room for natural conversation.
Key takeaways
- Use the same script and the same must-have questions for every candidate for the same role.
- Keep the call to 15 to 25 minutes, with time for the candidate’s questions.
- Check must-haves with a request for an example. Do not accept a plain “yes” without detail.
- Record notes on a sheet during the call and score within 15 minutes after.
- Avoid questions about protected traits. Offer adjustments at the booking stage.
What a screening call is for
A first call has three jobs. It confirms that the candidate meets the basic must-haves. It checks practical facts such as location, availability and pay expectations. And it gives the candidate a clear picture of the role and process so that they can decide whether to continue. It is not a full interview, and it should not try to test every skill.
A script helps because recruiters handle many calls. Without one, each call drifts, questions vary and notes are hard to compare. With one, you can move through 8 to 10 calls in a day and still treat each person with attention. Pair the script with a screening sheet. See our guides to structured screening and screening at volume.
Before the call: preparation checklist
| Task | Detail |
|---|---|
| Read the role brief | Know the must-haves, nice-to-haves, pay range, hours, location and process |
| Read the CV | Mark two items to ask about and any unclear points |
| Prepare the sheet | One row per must-have, with fields for evidence and score |
| Book the call | Offer a choice of times, state the length and ask about adjustments |
| Prepare answers | Pay range, process, timeline, benefits, remote or office policy |
| Check the rules | Know what you cannot ask. See questions you cannot ask |
The six-part script
| Part | Time | Purpose |
|---|---|---|
| 1. Opening | 1 to 2 min | Put the candidate at ease and set the agenda |
| 2. Role summary | 2 min | Share the facts |
| 3. Must-have checks | 8 to 10 min | Collect evidence |
| 4. Motivation and practicalities | 3 to 5 min | Interest, availability, pay, notice |
| 5. Candidate questions | 3 to 5 min | Answer honestly |
| 6. Closing | 1 to 2 min | Explain next steps and the date |
Part 1: Opening
Hello [Name], this is [your name] from [company]. Thank you for making time. This call will take about [20] minutes. I will tell you a little about the role, ask some questions, and leave time for yours. I will take notes so that I do not miss anything. Is this still a good time?
Part 2: Role summary
The role is [title], on a team of [number]. The person will [two or three main tasks]. The hours are [hours], based [place or remote]. The pay range is [range]. The process has [number] steps and we plan to decide by [date]. Does that match what you expected?
Part 3: Must-have checks
Ask each must-have as a request for an example. Use the same wording for all candidates. Write the answer and score it right after the call. Use “tell me about” prompts and follow-ups.
| Must-have (example) | Main question | Follow-up | What a good answer includes |
|---|---|---|---|
| Customer support experience | Tell me about the support work you have done most recently. What did you handle each day? | How many customers or cases? What tools? | Specific tasks, volume, tools, outcome |
| Written communication | Tell me about a message you wrote that solved a customer problem. | What happened after? | A real example, clear action, result |
| Works to deadlines | Describe a busy period and how you managed your time. | What would you do differently? | Method, priorities, honest reflection |
| Uses the main tools | Which systems have you used, and for what? | How long did it take you to learn them? | Named tools, tasks, learning speed |
If an answer is general, ask for an example: “Can you give me a recent example?” If there is none, mark “unclear” or “no evidence”. Do not guess. The aim is to find evidence, not to catch people out.
Part 4: Motivation and practicalities
- “What interested you in this role?”
- “What are you looking for in your next role?”
- “Are you able to work the hours and the place described?”
- “What is your notice period or earliest start date?”
- “What pay range are you looking for?” (Check local laws first. Some US states and cities restrict questions about pay history. Ask about expectations, not current pay, unless the law allows it.)
- “Are you in other processes, and what is your timeline?” (This helps you plan. It is not a test.)
Part 5: Candidate questions
What questions do you have for me about the role, the team or the process?
Answer honestly. If you do not know, say you will find out and by when. Note what the candidate asks, because it shows what matters to them.
Part 6: Closing
Thank you, that was helpful. Here is what happens next: I will review my notes and contact you by [date] with a decision on the next step. If you need any adjustment for the next steps, please tell me. Do you have any final questions?
Notes sheet
| Field | What to write |
|---|---|
| Candidate, role, date, time | |
| Must-have 1 evidence | Facts and phrases, not opinions |
| Must-have 2 evidence | |
| Must-have 3 evidence | |
| Availability, notice, location | |
| Pay expectation (if asked) | |
| Questions asked by the candidate | |
| Score per must-have (1 to 4) | |
| Decision: move forward / hold / decline | |
| Reason in one line, job-related |
Do not note anything about age, health, family, religion, accent or looks. If the candidate shares such information, do not record it and do not use it. Keep the notes secure. In the UK and EU, a candidate may ask to see data held about them. See the ICO guidance on employment.
Tone and listening
- Smile when you speak. It changes your voice.
- Do not read the script in a flat voice. Know it well enough to ask naturally.
- Let silence work. Wait three seconds after a question before you prompt.
- Summarise key points back to the candidate to check understanding.
- Do not judge accent, speech style or background noise. They say nothing about the must-haves.
- Be honest about pay, process and timeline. Do not oversell.
A worked example (fictional)
This example is invented. A recruiter screens a candidate for a customer support role. After the opening and role summary, she asks: “Tell me about the support work you have done most recently.” The candidate says he handled about 40 tickets a day at an online shop, used a help desk tool and a chat tool, and wrote refund replies. She scores “customer support experience” 3, with the note “40 tickets a day, two tools, refund replies”. For “written communication” she asks for an example. He describes a reply to an angry customer that led to a replacement and a positive review. She scores 3 with the same detail. For “works to deadlines” the candidate gives a general answer. She asks a follow-up: “Can you tell me about a particular week?” He cannot give an example, so she scores 1 and notes “no example given when asked”. She moves him forward with a note to test deadline handling in the interview. Her notes total 12 lines and were scored within 10 minutes.
Adjustments and accessibility
In the booking message, write: “If you need any adjustment for this call, such as more time, a different format or captions, please tell us and we will arrange it.” Offer phone or video, and a written alternative if needed. If the candidate asks for questions in advance, send them. This is fair, and it does not harm the quality of your screening. For legal context, see Acas on recruitment in the UK and the EEOC on prohibited practices in the US. This is general information, not legal advice.
Common mistakes
| Mistake | Effect | Fix |
|---|---|---|
| Different questions for each candidate | Cannot compare | Use a script |
| Asking only yes/no questions | No evidence | Ask for examples |
| Talking more than the candidate | Little to score | Limit your part to five minutes |
| Judging voice or accent | Possible bias | Score only on the must-haves |
| Skipping notes | Memory errors | Write during the call |
| No next step stated | Candidate waits and doubts | State the date |
Handling difficult moments
| Situation | What to say | What to avoid |
|---|---|---|
| The candidate asks about pay and you cannot share it | “The range is [range]. I am not able to discuss exact figures at this stage, but I will confirm them before any offer.” | Dodging the question or inventing a number |
| The candidate does not meet a must-have | “Based on what you have told me, the role needs [skill], and I did not hear enough about that. I do not want to waste your time, so I will not move forward with your application at this stage.” | Vague promises of a later call |
| The candidate is nervous | “Take your time. We can come back to that question.” | Interrupting or finishing sentences |
| The candidate gives a very long answer | “Thank you, that is helpful. Let me move to the next question so we cover everything.” | Cutting them off sharply |
| The candidate asks personal questions about the team | “I can tell you about the work and the process. The hiring manager can say more in the interview.” | Sharing personal details of colleagues |
| The candidate shares health or family details | “Thank you. Let us return to the role.” | Following up on the topic or writing it in the notes |
| The candidate asks if the role is still open | Answer honestly based on the plan | Saying it is open when you have filled it |
Scoring and deciding after the call
- Within 15 minutes, fill in the scores and the one-line reason.
- Mark the candidate: move forward, hold or decline.
- Check your notes for any protected-trait information. Remove it.
- Send the next-step message within two working days. See fast interview feedback for templates.
- Add the candidate to your tracking sheet with the date and outcome.
Review the first ten calls together with the hiring manager. Check whether the questions separated strong from weak evidence and whether the time was right. Change the script if needed and apply the change to all later calls. Keep a version number and the date so that you can show which script you used for which candidates.
Adapting the script for different channels
| Channel | Change |
|---|---|
| Video call | Send the link in advance and check the connection. Do not judge the background |
| Phone only | Offer a call-back if the line is poor |
| Text or chat screening | Use the same questions in writing, with a time limit of two working days to reply |
| Voice recording by an automated tool | Tell the candidate how the data is used and give a human alternative on request |
If a tool records or analyses candidate speech, check the data protection and AI rules in your country first. People must make the hiring decision. This is general information, not legal advice.
Frequently asked questions
How long should a screening call be?
15 to 25 minutes is enough for most roles. Longer calls often repeat the interview.
Should I record the call?
Only if the law allows and the candidate agrees, and you have a reason and a retention rule. Notes are usually enough.
Can I ask for the candidate’s current salary?
Rules vary. Some places restrict it. Ask about expectations for the role, and check local law.
What if the candidate does not meet a must-have?
Say so clearly and kindly, and explain the next step. Do not prolong the call.
How do I keep calls fair across many candidates?
Use the same script, the same must-have questions, the same scale and the same notes sheet.
Related guides
- Hiring guides for recruiters and HR teams
- Structured screening: how to compare every applicant on the same evidence
- Screening at volume: a process for 500 applications
- How to write outreach messages candidates reply to
- All hiring guides for employers
- How to reduce time-to-hire without lowering quality
- Candidate experience: a practical checklist for recruiters
- How to write a candidate update email cadence
- How to schedule interviews faster
- How to run a hiring day or open day
This is general information, not legal advice.