Recruitment Policy Templates
The recruitment policy templates below provide employers with a compliant, structured, consistent and transparent approach to hiring staff. All three policies emphasise non-discrimination and equal opportunities and help to ensure the provision of clear documentation such as job descriptions, right-to-work evidence and where appropriate DBS checks. They also provide for data protection and confidentiality of sensitive information.
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These templates have been drafted by employment lawyers and HR professionals with many years of practical experience in managing employment, and have been downloaded by employers, business owners and managers, HR consultants and other professionals including solicitors and business advisors.
What is the Scope of these Recruitment Templates?
The Recruitment Policy sets the general framework for fair recruitment and equality of opportunity covering the principles, procedures and guidelines that should be followed when recruiting and hiring employees. It applies to all current employees and all applicants, both internal and external. It encompasses all the stages of recruitment including job description creation, advertising, shortlisting, interviewing, selection and employment offers. The policy covers right-to-work checks and compliance with the Equality Act 2010 which provides protection for characteristics such as age, gender, race and disability from discrimination, and aims to promote fairness and equality in the workplace.
A number of other documents and procedures are referred to within the policy all of which are also available for download. We recommend that inclusivity and diversity compliance is supported by the Equal Opportunities Policy and the Equal Opportunities Recruitment Monitoring Form and Control Sheet.
The Recruitment Authorisation Form should be downloaded with the Recruitment Policy as it forms part of the formal recruitment process.
Complementing the main Recruitment Policy by expanding on its' core principles of fairness, legal compliance and inclusivity, the Employing Staff from Abroad Policy ensures that nationality and immigration status does not unjustly influence employment selection, and the Recruitment of Ex-Offenders Policy confirms that individuals with criminal records are not to be unfairly excluded.
These policies are supported by other documents within Recruitment Documents such as the Job Description Forms, Job Application Forms and Interview Guidance Notes & Letters.
What are the benefits of subscribing to Employment?
Subscription to Employment does not limit the subscriber/employer to downloading only these Recruitment Policy Templates but provides access to download any and all documents within Employment including the Employment Offer Letters referred to above and the Contracts of Employment to not only complete the recruitment process but also manage the full cycle of the employment relationship with employees.
Please link on the links below for all the templates within Recruitment Policies:
Recruitment Policy Templates is part of Employment. Just £38.50 + VAT provides unlimited downloads from Employment for 1 year.
Frequently Asked Questions
Do I need a written recruitment policy before I start hiring staff? +
No single law requires a written recruitment policy, but several overlapping legal duties apply the moment you advertise a vacancy. The Equality Act 2010 requires fair, non-discriminatory treatment at every stage, UK GDPR governs applicants' personal data and you must carry out right-to-work checks before employment begins. A written policy shows consistent, lawful procedures are in place and is a practical defence if a discrimination or data-protection complaint arises. The Simply-Docs Recruitment Policy Template sets out the general framework and can be tailored to your business.
I want to make sure my hiring process does not discriminate. What do I need to include in a recruitment policy? +
Under the Equality Act 2010, your recruitment process must not discriminate against applicants on any of the nine protected characteristics (age, disability, race, sex, religion or belief, sexual orientation, gender reassignment, pregnancy or maternity and marriage or civil partnership), at every stage: advert, shortlisting, interview questions and selection. You must also make reasonable adjustments for disabled candidates. A compliant policy sets objective, merit-based criteria, documents decisions consistently and confirms inclusive advertising. The Simply-Docs Recruitment Policy Template covers these principles, with the Equal Opportunities and Diversity Policy and Equal Opportunities Recruitment Monitoring Form as recommended companions.
What right-to-work checks must I carry out before someone starts work, and what happens if I get them wrong? +
All UK employers must check every new employee has the right to work in the UK before they start, regardless of nationality, under the Immigration, Asylum and Nationality Act 2006. A correctly completed check gives a statutory excuse against civil penalties; failing to evidence a compliant check risks up to £60,000 per illegal worker, and knowingly employing someone without the right to work is a criminal offence. The Simply-Docs Right to Work Guidance Notes explain manual and online checks, which documents to accept and how to copy and retain them, and the Recruitment Policy Template covers these checks within the hiring framework.
I am thinking of hiring someone from outside the UK. Which documents cover the process and what should my policy say? +
Employers hiring overseas nationals must verify the right to work using the Home Office online checking service or, where unavailable, acceptable original documents; roles requiring a sponsored visa need a sponsor licence and a Certificate of Sponsorship. Your recruitment policy should confirm, in line with the Equality Act 2010, that nationality and immigration status will not unjustly influence selection. The Simply-Docs Employing Staff from Abroad Policy complements the core Recruitment Policy on handling status fairly, while the Right to Work Guidance Notes explain which documents to check and how to record them.
Can I refuse to hire someone with a criminal record, and do I need a policy on this? +
Not all criminal records bar employment. Under the Rehabilitation of Offenders Act 1974 many convictions become spent, and an employer cannot reject a candidate over a spent conviction unless the role is legally exempt, such as work with children or vulnerable adults. A Disclosure and Barring Service check is only permitted for roles meeting specific legal criteria. Outside these exceptions, blanket exclusion risks tribunal claims. The Simply-Docs Recruitment of Ex-Offenders Policy provides a framework assessing convictions case-by-case, avoiding unfair exclusion while protecting the employer.
What should I do with applicant personal data collected during recruitment, and does my recruitment policy need to address this? +
Yes, your policy should address it. Recruitment collects personal data including CVs, application forms, interview notes and right-to-work documents, and UK GDPR and the Data Protection Act 2018 apply from the moment you collect it. Tell applicants how their data will be used, collect only what is necessary, store it securely and keep it no longer than needed. The Simply-Docs Recruitment Policy Template includes data protection and confidentiality provisions, and the Employee Referral Scheme Policy in this folder addresses confidentiality of referral information. Retain right-to-work check copies during employment and for two years after the person leaves.
