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Interview Report Template | Privacy Compliant

Generate a professional and privacy-compliant interview report. Detailed or summary template, structured and exportable to PDF.

7 min de lecture
Interview Report Template | Privacy Compliant

Sommaire

2 years max
Legal data retention duration
28%
Companies with documented process
10 min
Report writing time with template
Detailed + Summary
Available formats

Why write an interview report?

An interview report is the document that formalises a candidate's evaluation after a recruitment interview. It serves several essential functions: objectively recording observations while memories are fresh, facilitating collective debriefing between interviewers, justifying a decision if contested, and ensuring continuity if the process spans several weeks.

Data privacy laws strictly govern candidate data retention. An interview report contains personal data and must comply with strict rules: retention limited to 2 years maximum after last contact, factual and non-discriminatory content, and candidate right of access on request.

Our tool generates two formats suited to different needs: a detailed report (2-3 pages, for key roles) and a summary sheet (1 page, for screening interviews).

Générer une scorecard
Saisissez l'intitulé du poste pour générer une grille d'évaluation adaptée

Les compétences de la scorecard seront adaptées automatiquement au type de poste

Structure of a detailed report

Sections of a professional interview report (2-3 pages)

  • Header and identification

    Candidate name, applied position, date and location, duration, interviewer name

  • Background summary

    Summary of relevant background for the role (3-5 lines, factual)

  • Technical competency evaluation

    Score on 5 and comment for each technical competency evaluated

  • Behavioural competency evaluation

    Concrete examples collected, score and analysis by soft skill

  • Motivation and career project

    Reasons for application, company knowledge, project alignment

  • Identified strengths

    3-5 concrete strengths, illustrated by examples from the interview

  • Points of concern

    Legitimate questions about gaps or inconsistencies, stated factually

  • Opinion and recommendation

    Clear recommendation: Advance / Review / Do not advance + justification

0/8 effectué(s)0%

Privacy law and interview reports: obligations

Privacy obligations for candidate data

Retention period: 2 years maximum after last contact with the candidate (or end of recruitment process). Authorised content: only professional information related to the role. No mention of physical appearance, accent, apparent health status, or any personal characteristic unrelated to competencies. Right of access: any candidate can request to see their interview report. Respond within one month. Security: interview reports must be stored securely, accessible only to people involved in recruitment. Best practice: inform candidates at the start of the process that data will be collected and retained.

What to write vs avoid in a report

Compliant vs problematic wording

CritèreTo avoid (discriminatory or subjective)To use (factual and objective)
AppearanceWell-presented candidate, clean appearanceAnswered clearly and professionally
NationalityPronounced foreign accentFluid and precise oral expression
AgeYoung / senior candidate, adaptation risk3 years experience with required tools
EmotionShy, uncomfortable, lacking confidenceShort answers, few developed examples
FamilyMentioned having children(Not to mention — irrelevant data)

FAQ interview reports

Can a candidate request to read their interview report?
Yes, under data protection laws, any candidate has the right to access their personal data, including interview reports. The company must respond within one month. This is another reason to ensure interview reports are written factually and non-discriminatorily. A candidate reading their report and finding discriminatory mentions can file a complaint or lawsuit.
Should you write a report for phone screening interviews?
For phone screening interviews (15-20 min), a half-page summary sheet suffices. It includes: candidate motivations, competency level on key criteria, availability, salary expectations and your recommendation (proceed to in-person interview or not). This is sufficient to document the decision and facilitate follow-up. For in-depth interviews (60-90 min), the detailed template is recommended.
How soon after the interview should you write the report?
Ideally within 30 minutes of the interview, while memories are fresh. At most within 24 hours. Beyond that, memory reconstitutes and biases recall: you'll remember the first impression and last 5 minutes but forget concrete examples from the middle. Our template facilitates quick writing with pre-structured sections you fill in immediately after the interview.
How to manage handwritten notes taken during the interview?
Handwritten notes taken during interviews also constitute personal data subject to data protection laws. Two compliant options: either destroy them after writing the formal digital report, or keep them with the report in a secure candidate file and delete them after 2 years. Avoid noting personal elements (appearance, clothing style) you wouldn't include in the official report.

Generate your interview report template

Detailed or summary format, privacy-compliant, exportable to PDF. Document your interviews professionally.

Create my reportGenerate my evaluation scorecard

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