The work starts before the first CV
An urgent vacancy can make every available candidate look tempting. But when the role is unclear, speed at the shortlisting stage often turns into delay later. A useful recruitment brief gives your hiring manager, agency and candidate the same picture of the job. Start with the work that needs to be done, rather than a broad title such as “operations executive” or “service staff”.
Describe a normal working day
Write down the three tasks that will take up most of the person’s time. Include the location, reporting line, equipment used and the busiest periods. For a restaurant, closing duties and split shifts may matter as much as previous service experience. For an office role, say which systems the employee needs to use and which decisions they can make independently. These are examples to help you shape a brief, not promises about available candidates.
Separate essentials from training needs
Create two lists: what someone must demonstrate before joining, and what you can teach after they arrive. “Good attitude” is difficult to assess consistently. Asking how a candidate handled a late delivery or corrected a stock discrepancy gives you something concrete to discuss. Use the same core questions for comparable applicants and record the evidence behind your decision.
Make the offer understandable
State the salary range, working days, shifts, rest arrangements and any variable payments clearly. Identify who will conduct interviews and how quickly they can give feedback. Do not describe discretionary bonuses as guaranteed income. If overseas recruitment is being considered, assess the appropriate work pass route before committing to a start date.
Build fair consideration into the timetable
MOM expects fair hiring regardless of the recruitment channel. For EP and S Pass applications, check whether the Fair Consideration Framework advertising requirement applies before proceeding. Selection should focus on job-related skills and experience. An urgent vacancy does not remove the need to assess candidates fairly.
Your first conversation with an agency
Bring a short role summary, headcount, salary range, work location and desired start date. Also explain why the vacancy exists and what made previous hires successful or difficult. Agree what screening the agency will perform and what your team will assess. Trust Vision can use this information to discuss a sourcing approach and identify questions that need resolving before shortlisting.
Sources & further reading
Official sources checked 8 November 2026. Requirements may change. This guide supports preparation; confirm the rules applicable to your circumstances with the relevant authority or bank.
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