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Phone Screen Questions & Script
A 25-minute phone screen script with 28 questions, knockouts, a scoring rubric, lawful pay and work-authorization wording, and questions never to ask.
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What you get
- A timed 25-minute script from opening to close, with the words to use at each stage
- 28 phone screen questions grouped by motivation, role fit, logistics and pay
- Knockout criteria agreed with the hiring manager before the first call
- A 1–4 scoring rubric with behavioral anchors and an ATS note template
- Lawful wording for work authorization and pay expectations, plus a do-not-ask list
Template preview
A preview of the structure. Download the PDF or CSV for the complete, ready-to-use version.
Before the call
- Role and requisition ID
- Candidate name and source— e.g. referral from J. Patel, LinkedIn, careers page
- Posted pay range— The range you will share on the call, e.g. $68,000–$78,000
- Knockout criteria (agreed with hiring manager)— e.g. able to work on site in Denver 3 days/week; SHRM-CP or equivalent
25-minute call plan
| Minutes | Stage | What to say or do |
|---|---|---|
| 0–2 | Open | "Thanks for making time. I'm [Name], a recruiter at [Company]. This is a 25-minute conversation: I'll ask about your background and what you're looking for, share the role and pay range, and leave time for your questions. Does that still work?" |
| 2–5 | Role pitch | Two sentences on the team and why the role exists; what success looks like in the first 6 months. |
| 5–17 | Questions | 8–10 questions from the bank below. Take notes in the candidate's words. |
| 17–20 | Pay and logistics | Share the range, confirm schedule, location and start date. |
Motivation and career questions
| # | Question | Listen for |
|---|---|---|
| 1 | What made you apply for this role? | Specific reasons tied to the job, not just 'looking for a change' |
| 2 | Walk me through your current role: what does a typical week look like? | Scope, level, what they own vs support |
| 3 | Why are you looking to leave your current job? | A clear reason; no need to probe personal circumstances |
| 4 | What would make your next job a clear step up from your current one? | Fit with what this role actually offers |
Role-fit questions
| # | Question | Listen for |
|---|---|---|
| 8 | Tell me about a recent project you're proud of. What was your part? | 'I' vs 'we'; concrete actions and results |
| 9 | Which of the requirements in the job posting is your strongest? Which is your weakest? | Self-awareness; honest gap |
| 10 | How do you use [core tool, e.g. Workday, Excel, Greenhouse] day to day? | Depth: features, volume, problems solved |
| 11 | Describe a time you had to meet a tight deadline with incomplete information. | Prioritisation, communication |
Logistics questions (ask every candidate)
| # | Question | Notes |
|---|---|---|
| 18 | This role is [on site 3 days a week in Denver / fully remote in the US]. Does that work for you? | Knockout if a stated requirement |
| 19 | The schedule is [Monday–Friday, 8:30–5:00 / rotating weekends]. Can you work that schedule? | If they can't for religious or disability reasons, note it and route to HR for an accommodation discussion; do not reject on the call. |
| 20 | Are you legally authorized to work in the United States? | Lawful to ask of every candidate |
| 21 | Will you now or in the future require sponsorship for an employment visa (e.g. H-1B)? | Lawful to ask of every candidate; do not ask about citizenship or national origin |
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How to use this template
- 1
Agree knockouts with the hiring manager
Before any calls, write down the 3–5 must-haves (licence, location, schedule, pay range, core skill). Anything else is a preference and should not end a screen.
- 2
Pick 8–10 questions
Use every logistics question plus 5–7 questions from the motivation and role-fit groups. Ask every candidate for the role the same core questions in the same order.
- 3
Run the call to time
Follow the 25-minute script. Leave five minutes for the candidate's questions and explain next steps with a date.
- 4
Score straight after the call
Rate each area 1–4 against the anchors while it is fresh, then write the ATS note using the template. Do not compare candidates until each has been scored on its own.
- 5
Decide and tell the candidate
Advance, hold or reject within 2 business days. Candidates who were screened out should hear from you, not be left waiting.
Frequently asked questions
What questions should you ask in a phone screen?
Cover four things: why the candidate wants this role, whether their experience matches the core requirements, logistics (location, schedule, work authorization, start date) and whether the pay range works. Eight to ten questions in 25 minutes is enough. Ask the same core questions of every candidate so you can compare them fairly.
How long should a phone screen last?
20 to 30 minutes. That leaves time for about ten questions, a two-minute description of the role and pay, and five minutes for the candidate's questions. If you need longer than 30 minutes to decide, the knockout criteria probably were not agreed before the call.
Can you ask about salary expectations on a phone screen?
Yes. Asking what a candidate expects to be paid is lawful everywhere. Asking what they earn now or earned before is banned for private employers in many states and cities, including California, New York, Illinois, Massachusetts and Washington. Share your range first, then ask about expectations.
Can you ask about work authorization in a phone screen?
Yes, if you ask every candidate the same two questions: 'Are you legally authorized to work in the United States?' and 'Will you now or in the future require visa sponsorship?' Do not ask about citizenship, country of birth or immigration status beyond those, and do not ask for documents before an offer.
What are good knockout questions?
Questions tied to a genuine requirement: 'Can you work on site in Denver three days a week?', 'Do you hold an active RN licence in Texas?', 'Can you work the Saturday rotation?'. Agree them with the hiring manager in advance and apply them the same way to everyone. Route schedule conflicts that involve religion or disability to HR for an accommodation discussion.
How do you end a phone screen?
Thank the candidate, explain the next stage, and give a date by which they will hear back whether they advance or not. Then keep that promise: candidates who are screened out should get a short, polite decline within a few business days.