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Best Practices for the Hiring Process

If you're like most business owners, you're always looking for ways to optimize efficiency in your company and free up time for more important tasks. One way to do this is by hiring a Virtual Assistant (VA).

VAs can help with a wide range of tasks, from bookkeeping and data entry to social media management and customer service. Before you hire your first virtual contractor, it's important to evaluate candidates thoroughly to ensure they are the right fit for your company. Let's go through how to evaluate a candidate before hiring.

Hiring Process Best Practices

  1. Build your job posting to attract as many applicants as possible.  

  2. If you are receiving too many applications, check out this blog

  3. Use TalentMatch to invite people to your job.  If you use the general search and see someone you like - invite them to the job.

  4. Respond to any messages quickly; within the same day if possible or within 24 hours.

  5. Review the resume cards and decline applicants that are not a good fit

  6. Invite people to your job posting.

  7. Message applicants that they are approved to move to the next stage and get a personalized video resume.  Give them your email address and phone number.

The process is if you are not getting a lot of applicants and/or are inviting assistants to the job

NOTE: It is extremely important that you respond to their messages on the same day or the next business day at the latest. Speed is key.  If you are not responsive, they are going to think you are not serious or you are not a real company and they are not going to be responsive.


Response Time Clock Fast Speed Service Attention

  1. Invite them to the job

  2. Once you invite a candidate to the job, you can message them. Send a message as soon as you invite them.

  3. At this time, we are not asking them to do anything but apply. We are looking for engagement.

Sample Message:

"Congratulations! Your profile matched our job role. We have reviewed your profile and would like to move you to the next step of the interview process. My name is (name) with (company). My direct email is (email address). If you are interested, please apply for our job within 48 hours." 

  1. If they do not apply.  Move on.

  2. If they apply, send the next message.

Sample Approval Message:

"Congratulations! We reviewed your application and we are happy to inform you that you made it to the next stage in the hiring process! We would like to set up an interview with you. We would like to interview you for the position of (job role name). Your interview will be scheduled on (date) at (time/timezone). Please respond to let us know if this works for you.  If not, please give us a couple of dates/times that may work for you."

Sample Decline Message:

"(Candidate's name), Thank you for taking the time to apply for the position of (job name) with (company name). Unfortunately, at this time, we have decided to go in a different direction. Good luck with your job search."

The process if you are getting a lot of applicants

Text on blue clip board with potted plant on wooden desk


When there are a lot of applicants, it is difficult to get through all the applications. You also can be very picky about whom you decide to interview.

  1. Go through resume cards and decline anyone that is not a good candidate

  2. If anyone is a good candidate, send a message and ask them to upload a video profile.

Sample Message:

"Thank you for your interest in (company name) for the (position), and Congratulations! We have reviewed your profile and would like to move you to the next step of the interview process. My name is (name) with (company). My direct email is (email address). Please upload a video resume within 48 hours and message us back once completed." 

  1. If they do not upload a video resume, move on

  2. If they uploaded a resume. Message them on the same day,  letting them know you will be reviewing their application and will get back within x days.

  3. If they are not a fit once the video resume is reviewed - Decline the application and send a message.

Sample Decline Message:

"(Candidate's name), Thank you for taking the time to apply for the position of (job name) with (company name). Unfortunately, at this time, we have decided to go in a different direction. Good luck with your job search."

  1.  If they are moving on to the next step

Sample Message: 

"Thank you for your interest in [Company Name]  for the [Position] 

We are happy to inform you that upon reviewing your resume, you have been selected to move forward to the next stage of our application process!

As a next step, please record a 1 - 2  minute video of yourself answering the following questions for our team.

-Tell us about yourself.

-What intrigues you about working for our company?

-What leads you to believe you would be a good fit?"

  1. If the candidate is not a fit. Decline the application.

  2. If the candidate is a good fit. Message the applicant that they are approved to move to the next stage.

Sample Message:

"Congratulations! We watched your video, and we are happy to inform you that you made it to the next stage in the hiring process!  This is the final stage before the interview.

Please fill out this personality profile test and email it back to us at [email address]

[You can also add computer requirements and Internet speed test in this email or do it at the interview]."

  1. If a personality profile is not a good fit.  Decline the application.

  2. If the applicant is a good fit.  Schedule an interview.

Sample Message:

"Congratulations! We would like to interview you for the position of (job role name).

Your interview will be scheduled on (date) at (time/timezone).

Please respond to let us know if this works for you. If not, please give us a couple of dates/times that may work for you."