When to use this interview evaluation form template
This interview evaluation form template is for hiring managers and branch managers who interview often and need consistent notes. Fill it in during or right after each interview, before you talk to anyone else about the candidate. That keeps your first impression honest and stops the loudest voice in the debrief from deciding the outcome. If you want the background on why structured scoring works, read our explainer on what an interview scorecard is.
How to use the form
- 1 Set the criteria before interviews start Pick the competencies and role prompts for the job. Every interviewer for that role uses the same version.
- 2 Share the scale definitions Make sure everyone reads the rating scale the same way. A rating means nothing if each manager has a different bar.
- 3 Score independently Each interviewer completes the form alone, with evidence for every rating, before the debrief.
- 4 Make a recommendation Commit to a clear hire or no-hire call. Avoid fence-sitting.
- 5 Debrief and decide Compare forms, discuss gaps in evidence, and decide quickly so good candidates do not drift away.
Copy-ready interview evaluation templates
Use these five blocks together as a full form, or pull the sections you need. Replace anything in [brackets].
Template 1: Core competencies rating section
Candidate: [Candidate name] Role: [Job title] Location: [Branch or site] Interviewer: [Your name] Date: [Interview date] Rate each competency using the scale definitions. Write one piece of evidence for each rating. Communication: [Rating] Evidence: [What the candidate said or did] Reliability and follow-through: [Rating] Evidence: [Example the candidate gave] Problem solving: [Rating] Evidence: [How they worked through a real situation] Customer or team focus: [Rating] Evidence: [Example] [Role-specific competency]: [Rating] Evidence: [Example]
Keep the list short. Fewer competencies, scored with real evidence, beat a long list scored on gut feel.
Template 2: Role-specific question prompts
Role: [Job title] Prompt 1: Tell me about a time you [core task of the role, e.g. handled a busy shift short-staffed]. What did you do first? What to listen for: [Specific behavior you want to see] Prompt 2: Walk me through how you would [common situation at this location]. What to listen for: [Steps, judgment, priorities] Prompt 3: Describe a mistake you made at work in a role like [similar role]. What changed afterward? What to listen for: [Ownership, learning] Prompt 4: [Question about a must-have skill for this role] What to listen for: [Evidence of the skill] Follow-up to use on any prompt: What exactly did you do? What was the result?
Ask every candidate for the role the same prompts in the same order.
Template 3: Rating scale definitions
Strong: Gave a specific, relevant example with clear actions and results. Would perform this well from day one. Meets: Gave a relevant example with some detail. Would perform this well with normal onboarding. Partial: Answer was general or only partly relevant. Would need [coaching area] to perform. Not shown: No relevant example, or the answer raised a concern. Note the concern: [Concern] Rule for interviewers: If you cannot write the evidence, you cannot give the rating.
Template 4: Overall recommendation and notes
Overall recommendation (choose one): [ ] Strong hire [ ] Hire [ ] No hire [ ] Strong no hire Top strengths for this role: [Strength and the evidence behind it] Main concerns or gaps: [Concern and the evidence behind it] Questions the next interviewer should probe: [Open question] Availability and logistics noted: [Start date, shift preferences, location preference] Signed: [Interviewer name] Date: [Date]
Template 5: Debrief summary sheet
Role: [Job title] Candidate: [Candidate name] Interviewers: [Names] Recommendations submitted: [Interviewer 1]: [Recommendation] [Interviewer 2]: [Recommendation] Where ratings agree: [Competencies] Where ratings differ: [Competency and the evidence each side cited] Decision: [Offer / Reject / Next round] Owner of next step: [Name] Candidate contacted by: [Date]
Debrief tips for hiring managers
- Collect every form before anyone speaks. Independent scores first, discussion second.
- Start with the competencies where ratings differ. Agreement needs little airtime.
- Ask for evidence, not adjectives. "Seemed sharp" is not a reason to hire.
- Name one owner for the next step and a date to contact the candidate.
- Keep the debrief short. A quick, clear decision respects the candidate and protects your pipeline.
For more on keeping interviews moving without lowering the bar, see how hiring managers can interview faster. If you are building a consistent process across several branches, training your managers to interview is the next step.
Customization tips
| Hiring situation | What to change |
|---|---|
| High-volume hourly roles | Cut to three or four competencies and two prompts. Speed matters more than depth. |
| Multi-location hiring | Keep competencies identical across sites. Add a location line and a prompt about local conditions. |
| Sales or quota roles | Swap in selling competencies. Our sales rep rating sheets are a good starting point. |
| Supervisor or lead roles | Add a competency for coaching others and a prompt about handling a conflict on the team. |
Store your final version alongside your other forms in the recruiting template library so every manager pulls the same copy. When interviews are booked through interview scheduling and calendar tools, managers know exactly when each form is due, and roles and permissions help control who can see completed evaluations.
What to avoid
- Rating without evidence. Every score needs a note behind it.
- Changing questions between candidates for the same role.
- Reading other interviewers' feedback before you submit your own.
- Writing about personal details that have nothing to do with the job. Stick to what the candidate said and did.
- Leaving the recommendation blank or marking everything in the middle.
- Waiting days to fill in the form. Notes fade fast.
Put consistent interviews on every hiring manager's calendar
See how ATS Mako brings interview scheduling, candidate ranking and onboarding into one branded system. Book a demo.