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Shortlisting candidates: guidance and template

Download our template shortlisting grid to help you identify which candidates to invite for interview. Find out how to make sure your process is fair and that you shortlist the right people.

Last reviewed on 17 April 2026See updates
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Contents
  1. Download and adapt our shortlisting grid
  2. Use fair criteria and rely only on evidence outlined in the application
  3. Decide on a practical number of candidates to shortlist
  4. Use the same panel to shortlist and conduct interviews
  5. Anonymise application forms 
  6. Collect criminal record self-declarations after you've shortlisted candidates
  7. Consider carrying out an online search on shortlisted candidates
  8. Shred and recycle the paper you've used

Download and adapt our shortlisting grid

Use the template to help you decide which candidates to shortlist for interview.

KeyDoc: shortlisting candidates template DOCX, 229.0 KB
Download

How to use it

  • Add all the essential criteria from the relevant person specification
  • Go through each application, checking off whether (or the extent to which) the candidate has met the essential criteria for the role, and use that as the basis for shortlisting

Make sure at least 2 people are involved in your shortlisting process (see paragraph 224 of Keeping Children Safe in Education (KCSIE) 2025).

Make sure that at least 1 member of the interview panel has completed safer recruitment training (this is a requirement for maintained schools and pupil referral units – see paragraph 213 of KCSIE, linked above). 

Use safer recruitment training from The Key. This 2-hour course covers all the safer-recruitment know-how you need to make sure your recruitment practice meets statutory