Interview Guidance Notes and Interview Letter Templates
This sub-folder provides a range of template letters which can be adapted for use during different stages of the interview process and Interview Guidance Notes on the structure and content of an interview.
Great care has to be taken in deciding on the questions you will ask at interview both in terms of avoiding potentially discriminatory questions about, for instance, child care arrangements, but also in ensuing that you are asking relevant questions which will help you make an informed decision about recruiting the best person for the job.
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Frequently Asked Questions
What do I need to include when inviting a shortlisted candidate to interview? +
Your invitation to interview letter should confirm the date, time, location and expected duration of the interview, the format it will take and who will be conducting it. It should also ask the candidate to confirm attendance and invite them to request any reasonable adjustments they may need as a disabled person, which is a legal duty under the Equality Act 2010. The Simply-Docs Invitation to Interview Letter template covers these points and can be adapted for in-person or remote interviews.
Which interview questions are unlawful under UK equality law and how do I avoid them? +
Under the Equality Act 2010, do not ask questions relating to a protected characteristic such as age, disability, race, sex, religion, sexual orientation, pregnancy or maternity, unless a narrow statutory exception applies. Asking about childcare arrangements, health conditions or family plans can give rise to an Employment Tribunal claim even without discriminatory intent. Focus instead on the skills, competencies and experience the role requires. The Simply-Docs Interview Guidance Notes set out a legally sound interview structure and explain what you can and cannot ask.
Can I ask a candidate about their health or disability before making a job offer? +
Generally no. Section 60 of the Equality Act 2010 restricts employers from asking about an applicant's health or disability before a job offer is made. Limited exceptions let you ask what you need to make reasonable adjustments for the interview or assessment process, or to establish whether the candidate can carry out a function intrinsic to the role. Do not ask broad health questions to assess general suitability. The Simply-Docs Interview Guidance Notes address this restriction and help you structure your interview within the law.
Why should I use a scored interview assessment form rather than just making notes? +
A scored interview assessment form helps you evaluate every candidate against the same job-related criteria, which reduces the risk of unconscious bias and makes it easier to justify your selection decision objectively. It also provides contemporaneous documentation that can be decisive evidence if a rejected candidate brings an Employment Tribunal claim for discrimination. The Simply-Docs Interview Assessment Form provides a ready-made structure for recording scores and notes consistently across all candidates.
Do I have to tell an unsuccessful candidate why they were rejected? +
There is no general legal obligation to give a rejected candidate detailed written reasons for rejection. However, you must retain interview notes and a clear written record of the reasons for your decision. A candidate who believes they were unlawfully discriminated against can bring a claim in the Employment Tribunal, and absence of documentation can allow a tribunal to infer the stated reasons were not genuine. The Simply-Docs sub-folder includes a Rejection of Employment Application Pre-Interview letter and a Rejection of Application Post-Interview letter, drafted to be professional and neutral.
What is the difference between the pre-interview and post-interview rejection letters in this sub-folder? +
The distinction is the recruitment stage: the Rejection of Employment Application Pre-Interview letter notifies candidates who applied but were not shortlisted for interview, while the Rejection of Application Post-Interview letter follows an unsuccessful interview. Both are professional and neutral, helping you avoid wording later relied upon as evidence of discriminatory reasoning and maintaining consistent, legally appropriate records throughout the process.
