A step-by-step guide on how to conduct a phone interview

Knowing how to conduct a phone interview is a core skill for any hiring team. The call gives the candidate a first impression of your company, and it gives you a first read on their fit for the role.

Running a good phone interview takes more than dialing a number and asking a few questions. You need a plan to screen candidates quickly and fairly, while still giving them a positive candidate journey.

This guide gives you a clear, step-by-step framework to prepare for, run, and assess a phone interview.

What is a phone interview, and why does it work?

A phone interview, also called a phone screen, is the first conversation between a recruiter and a candidate, before any in-person or video interview.

Its job is to narrow the applicant pool. In a short call, you confirm basics such as skills, experience, availability, and salary expectations. Only candidates who meet the standard move forward.

Phone screens are efficient because they’re short and easy to schedule. As a result, you avoid spending interviewers’ time on longer meetings with candidates who don’t meet the basics. SHRM also publishes practical tips for conducting effective phone screens.

Done well, this stage helps you spot the strongest candidates early and makes the rest of the hiring process faster.

Step-by-step guide on how to conduct a phone interview

A phone interview is only the first step, but it still needs structure. Follow these five steps.

1. Prepare and standardize

Before any call, review the job description and each candidate’s résumé. Make sure you understand the role’s key requirements and the candidate’s background.

Then write a short list of questions, usually five to eight, that test the must-have skills. Include practical deal-breakers, such as salary expectations and start date. A bank of pre-screening interview questions makes this faster.

Finally, prepare an interview scorecard to record observations and ratings for each answer. Harvard Business Review notes that a quantitative interview scorecard helps interviewers rate candidates more consistently and improve their hit rate over time.

2. Set the agenda and expectations

Open the call with a professional introduction. Then tell the candidate what to expect: how long the call will take, what you’ll cover, and that they’ll have time for questions.

A clear start puts candidates at ease and builds rapport. It also keeps the conversation focused.

3. Run a structured screening

Now work through your prepared questions in the same order for every candidate. Start with the must-have skills, then move to experience, salary expectations, and availability.

Asking every candidate the same questions makes your comparisons fair. That’s the core idea behind structured interviews.

Listen actively and avoid interrupting. Take objective notes as you go, so you have evidence to score later.

4. Take candidate questions and explain next steps

Once you’ve covered your questions, invite the candidate to ask theirs. The quality of their questions often shows how interested and prepared they are.

Close by explaining the timeline and next steps. Tell them when they’ll hear back and how. Clear next steps reduce anxiety and cut down on follow-up emails.

5. Evaluate immediately and follow up

Straight after the call, finish your notes and complete the scorecard while the conversation is fresh. Prompt scoring gives you a sound basis for candidate evaluation.

Record a clear decision, such as pass, hold, or reject, in your applicant tracking system. Then send a short thank-you email that confirms the next steps.

Keeping candidates informed leaves a good impression of your company, even for those who don’t move forward.

Common mistakes to avoid in a phone interview

Even experienced recruiters slip into habits that weaken a phone screen. Watch out for these four.

Being unprepared or inconsistent

Calling without a plan leads to a loose, chatty conversation. You end up relying on memory instead of evidence, and calls run long on topics that don’t matter.

A standard question list and scorecard keep every call focused and fair.

Dominating the conversation

Some interviewers talk too much. They spend the call selling the company or filling silences with stories.

Remember the goal: to assess the candidate. Keep your questions short, avoid interrupting, and let the candidate do most of the talking.

Asking questions that create legal risk

Casual small talk can drift into personal territory, such as family plans, age, or religion. Avoid it. The U.S. Equal Employment Opportunity Commission advises that pre-employment inquiries should be limited to information needed to judge whether someone is qualified for the job.

Vague or missing follow-up

Ending with “We’ll be in touch” leaves candidates guessing. It also prompts extra follow-up emails and calls.

Instead, give a specific timeline and tell candidates exactly how and when you’ll contact them.

What happens after a phone interview?

Evaluation starts as soon as you hang up. Review your notes, score each answer against your scorecard, and compare the candidate with the role’s minimum requirements.

Next, share the results with the hiring manager. Notify every candidate promptly, including those who won’t move forward.

Many companies now use recruitment software to automate scheduling, reminders, and candidate updates. That keeps your pipeline moving without extra admin.

Secure better talent with a strong phone interview

A phone interview is more than a formality. It’s your first real chance to engage and assess qualified candidates.

A structured process, with a clear agenda and consistent questions, leads to better screening decisions. It also shows candidates that your company is professional and organized.

Get this first step right, and the rest of your hiring process becomes faster, fairer, and more effective.