Structured interview guide

US federal rules as of 30 Oct 2026.

In this guide, a structured interview asks every candidate for a role the same job-related questions in the same order and scores each answer against pre-written criteria. It is fairer and easier to compare than a free-form chat, and it gives you a written record of why you chose someone.

At a glance

• Decide the criteria first, questions second, interviewers third.
• Each interviewer scores independently before any discussion.
• Questions are job-related and avoid protected topics.
• Keep notes factual: what the candidate said, not impressions.

What is the difference between structured and unstructured interviews?

US government guidance (OPM) describes the structured approach and its benefits; see Sources. We do not quote validity figures here without a cited study.

Step-by-step

1. Do a short job analysis

List 4 to 6 competencies the job needs, from the job description and from the best person who has done it. Example: "Troubleshooting", "Communication", "Ownership".

2. Write questions per competency

Use behavioural and situational questions. See the question bank. One to two questions per competency.

3. Write scoring anchors

Define 1, 3 and 5 for each question before you interview. Example for "Ownership": 1 = blames others; 3 = fixed own problem when asked; 5 = noticed the issue early and fixed root cause without being asked.

4. Assign roles

Avoid asking the same question twice across the panel.

5. Brief and run

Open: introduce, outline the format, say you will take notes. Ask each question as written; probe with "What did you do?" and "What was the result?" Leave 10 minutes for the candidate's questions.

6. Score immediately

Score on the scorecard within an hour, independently. In LiveRec, interview feedback is private to your company and shows each interviewer by name.

7. Debrief

Compare scores competency by competency. Discuss differences of 2 or more points using evidence from notes. Decide against the criteria.

Copy-paste interview plan

ROLE: [TITLE]            DATE: [DATE]          INTERVIEWER: [NAME]
CANDIDATE ID: [ID, not full name in shared docs]

OPENING (3 min): "Thanks for joining. I will ask [N] questions that I ask every candidate, take notes, and leave time for yours."

Q1 [COMPETENCY]: [QUESTION]
   Probe: What was your part? What was the result?
   Anchors: 1=[...] 3=[...] 5=[...]
Q2 ...
Q3 ...
Q4 ...
Q5 ...

CANDIDATE QUESTIONS (10 min)
CLOSING (2 min): explain next steps and timeline: [DAYS]

Customization notes

• Small team: one interviewer can still be structured; use the same anchors and have a second person review notes.
• Accommodations: be ready to adjust format (extra time, written questions) for disabled candidates; this should not change what you assess.
• Work samples: same task, same time limit, same rubric for all.
• Remote: same rules; note any connection issues so you do not penalise them.

Common mistakes

1. Changing questions after the first few candidates.
2. Discussing candidates before scoring.
3. Weighting "chemistry" over competency scores.
4. Notes about protected traits or personal circumstances. Keep notes job-related; see illegal interview questions.

FAQ

Is a structured interview required by law? No. But consistent, job-related selection helps you show decisions were based on legitimate criteria. See the Uniform Guidelines on Employee Selection Procedures.

Can I still have a conversation? Yes. Use the fixed questions as the spine and allow natural follow-ups.

How long should it be? 45 to 60 minutes per round for most roles.

How long do I keep notes? The EEOC rule at 29 CFR 1602.14 requires employers covered by Title VII to keep hiring and promotion records for one year from when the record was made or the action was taken, and to preserve relevant records until a charge or lawsuit is finally resolved (checked 2026-10-30). State rules and other laws can require longer; confirm with counsel.

Next step

Download the scorecard template and the question bank.

Sources

• US OPM, Structured Interviews: https://www.opm.gov/policy-data-oversight/assessment-and-selection/structured-interviews/
• Uniform Guidelines on Employee Selection Procedures, 29 CFR Part 1607: https://www.ecfr.gov/current/title-29/subtitle-B/chapter-XIV/part-1607
• EEOC, Prohibited Employment Policies/Practices: https://www.eeoc.gov/prohibited-employment-policies-practices

This is general information, not legal, tax or immigration advice. Rules change and your situation may differ. Consult a licensed attorney or qualified adviser.