8 min read

Best Practices for Sharing Hiring Reports with Clients

When you work in recruitment, your main goal is to find the right person for the job. But finding that person is only half the task. You also need to show your clients why a candidate is a good fit. This is where hiring reports come into play. These documents help you explain your choices and show the value of your work.

Sharing these reports is a skill. You need to be clear, professional, and safe with the data you handle. If you do it well, you build trust with your clients. If you do it poorly, you might lose their confidence. This guide will show you the best ways to share your findings and how to make your reports stand out.

Best Practices for Sharing Hiring Reports with Clients

Why Accurate Hiring Reports Matter

Your clients rely on you to filter through many people to find the best ones. They do not have the time to look at every resume. They need a summary that tells them exactly what they need to know. A good report does more than just list names. It provides a story of why someone should be hired.

When you provide detailed hiring reports, you take the guesswork out of the process. You show that you have done the hard work. This makes the final decision easier for the hiring manager. It also protects you if a hire does not work out, as you have proof of the logic you used during the search.

Mastering Candidate Evaluation with Data

Before you can share a report, you must have good data. Candidate evaluation should not be based on a "gut feeling." Instead, you should use facts and scores. This makes your reports more authoritative.

Using Grading Metrics

Grading metrics are a way to turn human skills into numbers. For example, you can score a candidate from one to ten on their technical skills, their communication, and their experience. When you put these scores in a report, it is easy for a client to compare two different people.

To get these metrics, you can use:

Pre-employment tests.
Standardized interview questions.
Reference checks that ask for specific ratings.
Skills assessments.

By using these methods, you create a fair system. Every candidate is judged by the same rules. This makes your candidate evaluation process much stronger and easier to explain to others.

How to Generate PDF Grading Metrics

One of the best ways to present your data is through a PDF. This format is easy to open on any device. It also looks professional and cannot be changed easily by others. You should aim to create a document that is clean and easy to read.

To generate a detailed PDF, you should follow these steps:

Collect all the scores from your tests and interviews.
Group the data into categories like "Technical Skills" or "Culture Fit."
Use a tool like Refhub to compile this information.
Export the data into a PDF format.

When you finish your evaluation, you can send the full report as a PDF to the hiring manager. This document should include a summary of the candidate, their scores, and your final recommendation. Having all this in one place saves your client time and helps them make a faster choice.

Securely Sharing Reports with Stakeholders

Security is a big deal when you share reports. These documents contain private information about people. You have a duty to keep that data safe. You should never just send a sensitive report as a plain email attachment if you can avoid it.

Methods for Secure Sharing

There are better ways to get information to your stakeholders:

Password Protection: Put a password on your PDF files. Send the password in a separate message.
Secure Portals: Use a platform where the client has to log in to see the reports. This keeps the data off public email servers.
Expiring Links: Send a link that only works for a short time. This limits the chance of the data being seen by the wrong people later on.
Encrypted Email: Use email services that scramble the data so only the receiver can read it.

By taking these steps, you show your clients that you care about privacy. This builds a professional image and keeps you safe from data laws.

Best Practices for Clear Communication

When you share reports, how you talk about them is just as important as the data itself. You should be direct and helpful. Do not just send a file and say nothing.

Provide a Summary: Write a short note that points out the most important parts of the report.
Highlight the Best Fit: If one candidate stands out, explain why right away.
Set a Deadline: Ask the client to get back to you by a certain time. This keeps the hiring process moving.
Be Ready for Questions: Your report might lead to more questions. Make sure you are ready to explain your grading metrics in more detail.

Clear communication helps the client feel supported. They will see you as a partner in their search, not just a service provider.

Frequently Asked Questions

How often should I share hiring reports? You should share them at key stages of the process. This usually happens after the first round of screening and again after final interviews.

What should be included in a candidate evaluation summary? Include the candidate’s name, the role they applied for, their score on key skills, and a brief note on their strengths and weaknesses.

Is a PDF better than a spreadsheet? Yes. A PDF is better for sharing because it keeps its formatting. A spreadsheet can be hard to read on a phone and can be edited by mistake.

How do I protect candidate privacy? Only share the report with the people who are part of the hiring decision. Use secure links or passwords to keep the files safe.

Can I use grading metrics for soft skills? Yes. You can give scores for things like teamwork or leadership. Just make sure you define what a high score looks like so it stays fair.

Winning the Trust of Your Clients

The way you handle your hiring reports says a lot about your business. When you provide clear, data-driven documents, you prove that your process is thorough. Using PDF grading metrics makes your work look polished and easy to digest.

By focusing on secure sharing and clear communication, you remove the stress from the hiring manager. They no longer have to worry about data leaks or confusing notes. Instead, they can focus on choosing the best person for their team. Your reports become the map that leads them to a successful hire.

Start Your Better Hiring Journey

You have the tools to make your recruitment process better. By following these steps, you will provide more value to your clients and keep candidate data safe. High-quality reporting is the mark of a true professional.

Refhub is here to help you get the best results. Start using these methods today to see how they change your relationship with your stakeholders. Better reports lead to better hires, and better hires lead to happy clients. Take the lead in your field by making your data work for you.

‍