Checklist for a Compliant & Best Practice Recruitment Process

Occasionally, I see small companies diving straight into recruitment without a clear process for compliance, fairness and candidate experience. This can lead to exposure to risk, missed talent and reputational damage.

Therefore, I have put together a simple 'best practice' checklist designed for SMEs. Note, this does not constitute as legal advice.

1. Equal Opportunities Statement

• It is best practice for every job advert to include an Equal Opportunities line, even if it’s short.

• Note, an equal opportunities policy that is only written but not actively enforced may offer little protection if an employer is accused of unfair treatment.

• If you’re signed up to the Disability Confident Employer scheme (or similar) - the recommendations are to include one.

• This could look like: "We are committed to encouraging equality, diversity and inclusion among our workforce, and eliminating unlawful discrimination". Some employers adopt a more creative tone that embodies their culture and personality. This is fine too - as long as it hits home the key messages.

• Why: signals inclusivity and opens the door to a wider talent pool.

2. Data Protection & GDPR

• Store candidate data securely (ATS, CRM, or encrypted files - not random spreadsheets).

• Collect only what you need and delete data after your retention period.

• Get consent if you plan to keep candidate details for future roles.

• Why: protects you legally and builds trust with candidates.

3. Bias Awareness & Fair Hiring

• Provide basic training for anyone involved in hiring (e.g. unconscious bias, structured interviews).

• Use a consistent scoring framework so all candidates are assessed equally.

• Consider 'blind' scoring where the interviewers put down their feedback and only then share it to the co-interviewer. It avoids for example a more junior person being influenced by the opinion of the other interviewer panel.

• Why: creates fairer outcomes and helps you avoid discrimination claims.

4. Accessible Hiring Process

• Check your job ads and careers site for jargon and accessibility.

• Offer adjustments in interviews (e.g. flexible timing, online options, additional support if needed). Employers have a duty under the Equality Act 2010 to make ‘reasonable adjustments’ in the workplace where a disabled person would otherwise be put at a substantial disadvantage compared with their colleagues.

• Consider practices like anonymised CVs.

• Why: makes your process more inclusive and strengthens your employer brand.

5. Right-to-Work Checks

• Always complete legal right-to-work checks before an employee starts.

• Keep records securely for compliance audits.

• Why: required by law - fines for non-compliance can be steep.

6. Accreditations & External Standards

• Look into schemes like:

  • Disability Confident Employer

  • Living Wage Employer

  • Military Covenant

• Why: signals credibility, attracts diverse candidates, and helps you stand out from competitors.

7. Audit & Review Regularly

• Run periodic “hiring health checks”- is your process still fair, compliant, and candidate-friendly?

• Get feedback from candidates on their experience.

• Why: small issues can quickly snowball as you scale.

By putting these foundations in place, you’ll protect your business and attract the right people.