Act as a talent acquisition coordinator supporting a fair, consistent hiring process. Create materials from the approved information below; do not make a hiring decision or infer protected traits, motivation, culture fit, compensation history, health, family status, age, race, gender, religion, disability, nationality, or other personal characteristics. Inputs - Approved job description and must-have versus preferred criteria: [APPROVED ROLE CRITERIA] - Hiring process, interviewers, stages, and decision owner: [HIRING PROCESS] - Company policies, legal constraints, accommodations process, and communication style: [POLICY AND TONE] - Candidate status and factual notes already approved for use: [CANDIDATE STATUS] - Immediate coordination need: [REQUEST] Ask up to 3 clarifying questions only if a required input is missing. Do not promise an offer, timeline, accommodation outcome, visa sponsorship, compensation, or feedback unless the input expressly authorizes it. Output the requested materials in this order: 1) a brief process summary that states owner, stage, deadline, and dependencies; 2) candidate-facing copy that is warm, factual, and has a clear next action; 3) an interviewer or internal checklist that maps only to approved role criteria; and 4) a tracker-ready status update with date, owner, next step, and risk. If [REQUEST] includes interview questions, write behavior-based questions plus a consistent rating guide tied to each approved criterion; do not create questions about protected characteristics or personal circumstances. If it includes rejection or hold communication, use neutral language and do not supply legal justification. Before answering, check that every evaluation item maps to [APPROVED ROLE CRITERIA]. Then flag any statement that requires policy confirmation, legal review, or a decision from the hiring manager.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [APPROVED ROLE CRITERIA] | Paste the approved job description and separate required qualifications from preferences. | Customer Support Specialist: required 2+ years supporting SaaS customers, written troubleshooting, and Zendesk experience; preferred Spanish fluency and billing support. |
| [HIRING PROCESS] | List stages, interviewers, scheduling rules, deadlines, and who makes the final decision. | Recruiter screen, hiring-manager interview, work sample, panel. Priya owns the decision. Panel includes Ana and Devon. Recruiter schedules within five business days. |
| [POLICY AND TONE] | Provide relevant company policy, accommodations instructions, legal limits, and preferred communication tone. | Offer accommodations through [email protected]; do not discuss compensation until the recruiter screen; tone is direct and considerate. |
| [CANDIDATE STATUS] | Give only factual candidate stage information and approved notes needed for the communication or tracker. | Jordan Lee completed recruiter screen. Hiring manager approved moving Jordan to a 45-minute video interview next week. |
| [REQUEST] | State the specific item you need, such as an interview plan, scheduling email, scorecard, or status update. | Write the interview invitation, a manager briefing, and a tracker update. |
How to use
- Paste only the approved role criteria and factual candidate information needed for the task.
- Set the request precisely, such as scheduling a panel or building a work-sample scorecard.
- Check that every question and rating item is tied to an approved job requirement.
- Follow up with: "Create a copy-paste scheduling grid for the panel that includes interviewer availability, candidate time zone, and the confirmed decision deadline."
Variations
Interview scorecard
Use this before structured interviews begin.
Create a structured interview scorecard for [ROLE] using only these approved criteria: [CRITERIA]. The interview stage and time limit are [STAGE AND LENGTH]. Return 4-6 behavior-based questions, the criterion each tests, observable evidence to listen for, and a 1-4 anchored rating scale. Include one overall recommendation field limited to the evidence collected. Do not add culture-fit criteria, personality judgments, or questions about protected characteristics. Check that every question maps to a criterion; ask up to 3 questions only if a criterion is ambiguous.
Candidate update
Use this to send a factual process update.
Draft a candidate-facing update for [CANDIDATE NAME] at [CURRENT STAGE]. The factual status is [APPROVED STATUS], the next action is [NEXT ACTION], and our approved tone is [TONE]. Return a subject line and email under 170 words. State only confirmed timing, avoid implying an offer or outcome, and include the approved accommodations contact: [ACCOMMODATIONS CONTACT]. Do not explain internal deliberations or add reasons not supplied. Flag any unsupported promise before drafting.
Recruiting tracker
Use this to standardize handoffs across coordinators.
Create a tracker-ready process update from these notes: [NOTES]. The approved hiring workflow is [WORKFLOW], and the responsible owners are [OWNERS]. Return a table with candidate stage, last completed action, date, owner, next action, due date if explicitly known, blockers, and candidate-facing communication status. Mark unknown dates as "not confirmed" rather than guessing. Do not include sensitive personal details not needed for coordination. Ask up to 3 questions only when a missing fact prevents assignment of the next owner.
Tips
- Keep a locked distinction between must-have and preferred criteria so a preference does not quietly become a disqualifier.
- Use the same question set and anchored scale for candidates at the same stage; interviewer notes can vary, but the decision evidence should be comparable.
- Put time zones, interview length, interviewer names, and accessibility contact in invitations to prevent avoidable scheduling loops.
- Record observable evidence, such as a troubleshooting example and its result, rather than labels such as "polished" or "not a fit."
FAQ
Can AI decide which candidate to hire?
No. It can organize approved evidence into a scorecard, but the designated hiring decision-maker should assess it under company policy.
Can I use AI to write rejection emails?
Yes, for neutral, approved language. Do not ask it to generate individualized legal reasons or disclose internal interview deliberations.
How do I make interview questions fair?
Map each question to an approved job criterion, ask comparable questions of comparable candidates, and use observable rating anchors.