Structured interview form and questionnaire

This structured interview form gives every candidate the same set of questions, in the same order, so you can compare applicants fairly before or after a first conversation. It gathers contact details, motivation, education and availability in two short pages.

What is this structured interview form for?

Use it as a pre-interview step when a role attracts many applicants, or as a written complement to a phone screen. Candidates choose the field that interests them most (design, development or implementation), describe themselves in a few words, explain why they want the job and your organisation, and say when they could start. Because the structured interview questions never change from one person to the next, your shortlist rests on comparable answers rather than on impressions.

Who is it for?

• Small businesses hiring without a dedicated HR team
• Recruiters screening a high volume of applicants for the same position
• Associations and schools selecting volunteers or trainees
• Agencies preparing a first round before meeting clients' candidates

How to adapt it in Mailpro

Edit the questions and introduction text, rename the fields of interest to match your own departments, and add your logo and colours. You can make some questions conditional, for example asking for a portfolio only when someone selects design, or let candidates attach a CV. Share the questionnaire through a link, a QR code on a job poster or inside a Mailpro newsletter; every answer arrives in Mailpro, ready to review.

Tips

• Keep the structured interview format consistent: decide in advance what a strong answer looks like for each open question.
• Limit the number of open questions so candidates write thoughtful answers rather than short ones.
• Keep the consent statement and state how long you keep application data.
• Reuse the same interview questionnaire template for each opening, changing only the role-specific wording.

Frequently asked questions

Does an interview questionnaire replace the actual interview?

No. It prepares the conversation: you arrive knowing the candidate's background and motivation, and can spend the meeting on deeper follow-up questions.

Can I use one structured interview form for several positions?

Yes. Duplicate the form for each opening and adjust the list of fields and the motivation questions, so answers stay comparable within each role.

Is the consent checkbox enough to meet data protection rules?

It is a good starting point, but it does not replace legal advice. Check which rules apply to recruitment data in your country and adapt the wording accordingly.

Questions in this template

1. First name
2. Last name
3. Age
4. Phone number
5. Your address
6. Email address
7. Which field are you most interested in?
   Design · Development · Implementation

1. How would you describe yourself in a few words?
2. Why are you applying for this position, and why do you want this job?
3. What is your educational background?
4. Why would you like to join our organization?
5. Anything else you would like to add?
6. When would you be available to start?
7. I agree to the use of my data for this application.