Word template · Reports
Hiring manager intake form template
A hiring manager intake form is the recruiter's record of the intake call that starts a search: what the role is for, what the person must have, where to look, the package, the interview process and the timeline. This Word template sets it out on one or two pages in the firm's brand, marked internal and not for candidates: the hiring manager, intake date, who took the brief and the reference; the purpose of the role and the reason for hire beside the role facts (location, working pattern, job type, reporting line, team, start date); must-haves beside nice-to-haves; target companies beside those off limits; the package as the client stated it; the interview stages and timeline; the selling points to use with candidates; the client contacts; and the actions and open questions. Formatix fills it from your call notes or the client's JD.
Every good search starts with a good intake call, and most of what is agreed on it ends up scattered across notebooks and emails. This template turns the notes into one record that the recruiter and the client can check and sign off before the role goes to market. It keeps the hiring manager's own split of must-haves and nice-to-haves and never adds a requirement or a salary they did not give.
10 free credits, no card needed. One credit fills one document.
An editable file with neutral branding and a fictional example candidate, to fill in by hand. Formatix fills it automatically from a CV.
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What's in the template
The recruiter’s internal record of the intake call with a hiring manager: intake details, purpose of the role and reason for hire, role facts, must-haves and nice-to-haves, target companies and who is off limits, the package as stated, the interview process and timeline, selling points, contacts and actions.
- Hiring manager, intake date, taken by and reference
- Purpose of the role, reason for hire and role facts
- Must-haves and nice-to-haves side by side
- Where to look: target companies and off limits
- Package as stated, interview process and timeline
- Selling points, contacts, actions and open questions
What it's for: Agreeing the brief with the hiring manager before a role goes to market.
WordDelivered as an editable Word file, or saved as PDF.
Who uses it
Agency recruiters
A written brief for every new role, agreed with the hiring manager before sourcing starts.
Executive search firms
The internal record behind the position specification and the search kickoff.
In-house talent acquisition
A consistent intake for every vacancy, whoever runs the meeting.
Every page of the example
The example is in Formatix branding with fictional content. When you pick this template, it is rebuilt with your logo, colours and fonts before you use it.
How you use it
- 1
Pick the template
Open Formatix, choose this template in Studio, and give us your website. We pull your logo, colours and fonts and rebuild the template in your brand. You see a sample before you use it.
- 2
Drop your intake notes
Upload your notes from the intake call, the client's job description or both. One credit fills one document.
- 3
Check and send
The filled document appears beside the original for checking. Edit anything in place, then download the Word file, or save it as PDF.
Download or automate? The free download is a plain file you fill in by hand. In Formatix the template is rebuilt in your brand, with your logo, colours and fonts taken from your website, and filled from a CV or your notes in about a minute. What you keep is the finished document: an editable Word, PowerPoint or Excel file.
Ask for changes in plain words, such as "move the photo to the right" or "add a Languages section", and the template is updated with the rest of its formatting kept. If you already have a document you send clients, upload that instead and Formatix turns it into a template. How Studio builds templates
Questions about this template
- What should a hiring manager intake form cover?
- The purpose of the role and what success looks like, the reason for hire, the role facts, the must-haves and nice-to-haves, where to find candidates and who not to approach, the package, the interview process and who is involved, the timeline, why a candidate would want the job and the actions agreed on the call.
- Will it add requirements or a salary?
- No. Must-haves and nice-to-haves keep the hiring manager's split, and no degree, number of years or skill is added that the notes do not state. The package appears only as the client gave it; "competitive" or "to be confirmed" stays exactly that. Target companies and off-limits names appear only as the hiring manager named them.
- How is it different from a job specification?
- A job specification and a position specification are written for candidates, to attract applications. The intake form is the internal record behind them: it holds things candidates never see, such as the reason for hire, companies that are off limits, the interview plan and the open questions. Formatix can turn the same notes into a job specification as well.
- Can I share it with the client?
- Yes. Sending the filled form back to the hiring manager after the call is a good way to confirm the brief. It is marked internal and not for candidates on every page.
- Can I download this template?
- Yes. A free, editable Word version with neutral branding and three fictional example roles is on this page, to fill in by hand. To have it rebuilt in your brand and filled automatically from your intake notes, use it in Formatix; what you keep is an editable Word file.
Related templates and pages
WordJob specificationA one-to-two-page job spec for permanent, contract and interim roles, written from the client’s job description or intake-call notes: role summary, an at-a-glance panel (location, salary or day rate, job type, working pattern, reports to), the company, key responsibilities, essential and desirable requirements, what’s on offer and how to apply.
WordPosition specificationThe candidate-facing brief for a retained search: the organisation, the opportunity, the role and the person, with terms, process and contacts only where the brief states them.
PowerPointSearch kickoffThe kickoff briefing for a new retained search: the role and its context, the ideal candidate, the target market, the search strategy and timetable, and next steps.
Use the hiring manager intake form in your brand
Give us your website, and the template is rebuilt with your logo, colours and fonts. Your first ten documents are free, with no card, valid for 14 days.
Formatix fills it from the CV for you: see our CV formatting software, or bulk CV formatting for a whole shortlist at once.