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How to Create Your Recruitment Report For 2023

Looking to create a comprehensive recruitment report? Our expert guidance will help you in creating a data-driven recruitment report.


In today’s competitive job market, data-driven decision-making is essential to ensure an effective recruitment process. HR professionals face the constant challenge of identifying and hiring top talent while making the most use of resources. A well-crafted recruitment report serves as a powerful tool to assess recruitment strategies, track progress, and make informed decisions based on concrete data.

Having a well-designed recruitment process is crucial for businesses to attract and retain top talent. 45% of employers are struggling to fill roles in their organisation, out of which 27% say that the applicants lack either hard or soft skills. With the rapid advancements in technology and changing workforce dynamics, it is essential for organisations to leverage data-driven insights to enhance their recruitment strategies. One effective way to achieve this is by creating a comprehensive recruitment report.

What is a Recruitment Report?

A recruitment report is a comprehensive document that provides insights and analysis related to the recruitment process within an organisation. It offers a detailed overview of the recruitment activities, including the number of applicants, the hiring channels used, the effectiveness of the screening process, the time-to-hire, and the quality of the hires made. It aims to provide HR professionals and organisational leaders with data-driven information to evaluate the efficiency and effectiveness of their recruitment strategies and make informed decisions to improve the hiring process. A recruitment report allows stakeholders to identify areas for improvement, track progress over time, and align recruitment efforts with organisational goals.

Key Steps to Create a Recruitment Report

To ensure the creation of an effective recruitment report, HR professionals must follow a systematic approach. By focusing on the following steps, you can produce a report that truly enhances your decision-making capabilities.

  • Create a Header

Put the basic information needed at the top of your recruitment report. Information such as:

-The name of the organisation

-Your first and last name

-Your job title

-Your contact information

-The date the report was written

  •  Define Clear Objectives

To begin, establish clear objectives for your recruitment report. Consider the questions you want the report to answer, such as:

Are our recruitment efforts aligned with organisational goals?

How effective are our recruitment channels?

What is the quality of candidates we attract?

Is the hiring process efficient and cost-effective?

Are there any areas for improvement in the recruitment process?

  •  Gather and Analyze Data

The next step involves gathering pertinent data from various sources. This includes tools such as applicant tracking systems, recruitment software, job portals, and internal databases. By merging and analysing this information, you can extract valuable insights. Pay attention to key metrics like:

The number of job applications received

Conversion rate from applications to interviews

Time-to-hire for different positions

Cost per hire

Source of hires (internal, referrals, job boards, etc.)

Quality of hire (retention rate, performance evaluations)

  •  Choose Appropriate Reporting Format

Selecting the right reporting format is crucial to effectively convey your findings. Determine if a visual presentation, comprehensive written report, or a combination of both is best suited for your audience. Consider factors such as management preferences, level of detail required, and potential follow-up discussions.

  • Discuss challenges

Include the challenges experienced in your recruitment process and  how these challenges impacted the recruitment process while maintaining a positive and professional tone. Also share ways you were able to overcome these challenges. 

  •  Determine Key Insights and Recommendations

Identify the key insights derived from your data analysis. These insights should directly address your defined objectives. It is important to provide actionable recommendations based on these insights, highlighting areas of improvement or strategies to optimise recruitment efforts. For instance, you might recommend focusing on specific recruitment channels, refining job descriptions, or improving the screening process.

  •  Present the Recruitment Report

Crafting an engaging and persuasive recruitment report is vital to effectively communicate your findings. Consider incorporating visuals, such as charts, graphs, and tables, to support your insights. Ensure your report is concise, organised, and visually appealing. Remember, your goal is to engage stakeholders and inspire them to take action based on your recommendations.

  •  Write the executive summary

The executive summary serves as a concise overview of the entire report, providing the readers with a snapshot of the key findings and recommendations. This section entails summarising the report effectively, making it informative and engaging.

Key Elements of  a Recruitment Report

While you can customise each recruitment report based on your needs, there are some common elements most recruitment reports include. Here are some items you can add to your recruitment report:

Your name, job title and contact information

The date you generated the recruitment report

Number of candidates you recruited successfully

A list of resources and expenses

Any challenges you overcame

Suggestions to improve recruitment in the future

A summary of the results

Recruitment Report Template

[Organization]’s Recruitment Report

Prepared by [your first and last name]

[Your job title]

[Your professional email address]



[Write two or three sentences describing the scope of the recruitment project you worked on and your primary objectives.]

Candidates recruited

[Total number of candidates]

[Name of candidate], [job title]

[Name of candidate], [job title]

[Name of candidate], [job title]

[Name of candidate], [job title]

[Name of candidate], [job title]


[Total budget]

[Amount spent]

[Cost category]: [budgeted amount], [actual cost]

[Cost category]: [budgeted amount], [actual cost]

[Cost category]: [budgeted amount], [actual cost]

[Cost category]: [budgeted amount], [actual cost]

[Cost category]: [budgeted amount], [actual cost]


[Describe any challenges you encountered throughout the recruitment process, how you overcame them and how this impacted your results.]


[Include any suggestions you have to improve the recruitment process moving forward.]


[Write two or three sentences summarising your recruitment campaign’s ROI.]


Creating a recruitment report is a fundamental step towards achieving HR analytics excellence. A well-crafted recruitment report is not just a compilation of statistics, but a powerful tool to support strategic discussions and drive transformative changes. 

At Analogue Shifts, we blend the expertise of recruitment with the precision of technical support to deliver exceptional results for your business. Let us know how we can help you.

Frequently Asked Questions

  1. Why is a recruitment report important?

A recruitment report offers HR professionals an evidence-based approach to assess the effectiveness of their recruitment strategies and make data-driven decisions. It provides insights into key metrics, allowing HR teams to optimise resources, streamline processes, and improve the quality of hires.

  1. How often should a recruitment report be created?

The frequency of creating a recruitment report depends on the organisation’s needs. Monthly or quarterly reports are common, but adjust the frequency based on the volume of recruitment activities and the need for up-to-date insights.

3. Can I automate the process of generating a recruitment report?

Yes, automation tools can assist in gathering and analysing recruitment data, making the reporting process more efficient. However, ensure that the data provided by these tools is accurate and reliable to maintain the integrity of the report.

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