Phone interviews done right: Best practices for recording and note-taking

Phone interviews are often treated as a lightweight or informal step in the hiring process. In many organizations, they’re run quickly, lightly documented, and rarely revisited once a candidate moves forward or drops out.

For HR leaders, that informality is the real risk. Phone interviews are still a core part of many recruiting funnels, especially for early screening, high-volume roles, and distributed hiring. When they aren’t structured or documented properly, they introduce inconsistency, bias, and gaps in the hiring record.

This guide explains how phone interviews fit into a robust recruiting process, why they still matter, and how to record and document them efficiently—without adding unnecessary effort for recruiters.

Key takeaways

• Phone interviews are a legitimate and valuable screening stage when run with structure
• Recording and consistent notetaking improve fairness, accuracy, and auditability
• Automation can strengthen phone interviews without adding friction to the process

What is a phone interview?

A phone interview is an interview conducted by phone, typically used at the early stages of the hiring process. Its primary purpose is to screen candidates for basic role fit, availability, expectations, and alignment before moving to more in-depth interviews.

Phone interviews differ from video assessments or in-person interviews in both format and signal. They rely entirely on conversation, without visual cues, which makes structure and listening particularly important. As a result, phone interviews are best suited for assessing fundamentals rather than deep technical or behavioral competencies.

Despite the rise of video interviews, phone interviews remain widely used. Especially for high-volume roles, global hiring, and situations where speed or accessibility matters.

Why phone interviews still matter

Phone interviews play a critical role in keeping hiring pipelines efficient and inclusive. They let recruiters screen applicants quickly, without the scheduling or technical overhead of video calls.

From an HR perspective, phone interviews also help standardize early decision making. When run with a consistent question set and clear evaluation criteria, they reduce arbitrary drop-offs and improve fairness at the top of the funnel.

Finally, phone interviews are cost-effective. They help organizations allocate more time and resources to later-stage interviews with candidates who are more likely to succeed, strengthening the overall hiring process.

When phone interviews fall short

Phone interviews tend to fall short when they’re treated as informal or disposable. Without clear goals, recruiters may cover different topics with each candidate, making comparisons difficult.

Documentation is another common gap. When notes are inconsistent or missing altogether, decisions rely on memory or gut feel. This creates risk, especially when hiring decisions need to be explained, reviewed, or audited later.

Finally, phone interviews can become a weak link when insights are never reviewed at scale. Without structured records, organizations miss patterns that could improve screening criteria, candidate experience, or downstream interview quality.

Best practices for running phone interviews

Phone interviews work best when their purpose is clearly defined and consistently applied. They should support the hiring process, not introduce variability or noise.

Standardize the purpose of the phone interview

Be explicit about what the phone interview is meant to assess. In most cases, it should screen for baseline role fit, motivation, availability, and expectations, not replace later-stage interviews. Clear scope helps interviewers stay focused and consistent.

Use a structured question set

A small set of role-relevant questions ensures candidates are evaluated on the same criteria. Structure improves fairness and makes documentation easier to review later. 

It also reduces the risk of drifting into irrelevant or biased topics.

Set expectations with candidates

Tell candidates how long the call will last, what it will cover, and whether it will be recorded. Transparency builds trust and reduces anxiety. It also supports ethical and compliant interviewing practices.

Take notes in a consistent format

Notes should capture evidence from candidate responses, not impressions. Using a standard format makes phone interview outcomes easier to compare and justify. Consistency matters more than exceptional insights.

How to record a phone interview (legally and ethically)

Recording phone interviews improves accuracy, reduces reliance on memory, and supports fairer decision-making. However, it must be done transparently and responsibly.

Always inform candidates if a phone interview will be recorded, and explain why. Consent should be explicit and documented. In many regions, recording interviews without consent is not only unethical but (in most jurisdictions) unlawful.

Recording does not mean storing raw audio indefinitely. Many teams record interviews to generate notes or summaries, then retain only what’s necessary. Clear retention policies help balance insight with privacy.

Phone interview cheat sheet

A simple cheat sheet helps ensure phone interviews are run consistently across recruiters and roles. It also reassures HR leaders that the process is controlled and repeatable.

Before the call

• Confirm interview purpose and question set
• Ensure consent language is ready if recording
• Prepare notetaking or recording tools

During the call

• Follow the structured questions
• Listen for evidence, not polished answers
• Capture key signals and examples

After the call

• Summarize outcomes promptly
• Document the screening decision
• Store notes or summaries in a shared system

Common mistakes with phone interviews

Even well-designed phone interview processes break down in practice. These mistakes tend to appear when speed and volume take priority over structure.

• Treating phone interviews as informal. When phone interviews are seen as “just a quick call,” they’re rarely consistent (or even valuable). Different candidates get different experiences, and decisions become harder to justify.
• Inconsistent or missing documentation. Without clear notes or interview summaries, decisions rely on memory. This introduces bias and creates risk when decisions are questioned later.
• Recording without clear purpose or consent. Recording should support better documentation, not surveillance. Failing to explain why a call is recorded—or not obtaining consent—undermines trust and compliance.
• Never reviewing phone interview outcomes. If phone interview data is never analyzed, you won’t improve the process. Organizations miss opportunities to refine screening criteria or identify systemic issues.

How to improve phone interviews (best practices)

Improving phone interviews isn’t about adding more steps. It’s about making a few intentional choices that increase consistency, signal quality, and reliability. The best improvements focus on clarity, structure, and documentation.

Define a single, clear objective for the phone interview

Every phone interview should have a specific purpose, such as screening for baseline role fit or validating key requirements. Without this clarity, interviewers often drift into topics better suited for later stages. 

While initial phone interviews may seem perfunctory, they should serve their own, distinct purpose. For example, a phone screen might focus on motivation, availability, and core experience, not technical problem-solving.

Most often, phone interviews are used as an initial screening call, and nothing more. 

Use a common question set

A consistent set of questions ensures candidates are evaluated on the same criteria. This improves fairness and makes outcomes easier to compare across candidates. 

For example, asking every candidate common questions about their motivation for the role creates a common reference point for decision-making.

Avoid manual notetaking

Trying to actively listen and take detailed notes at the same time reduces the quality of both. Interviewers should focus on listening during the call and capture structured notes immediately afterward. 

Even better, use an AI notetaking app to capture evidence in real time. More on these shortly. 

This leads to more accurate summaries and a better candidate experience.

Capture evidence, not impressions

Notes should reflect what the candidate actually said, not how the interviewer felt. Instead of writing “strong communicator,” capture specific examples, such as how the candidate explained a past project clearly and concisely. 

Evidence-based notes are easier to defend and share.

Standardize notes and documentation

Use a simple, consistent format to document phone interview results. This might include strengths, concerns, and a clear screen/no-screen decision. 

For example, a one-page summary or structured form ensures that no critical information is missed.

Make documentation visible and reviewable

Phone interview notes should live in a shared system where HR and hiring managers can review them if needed. This transparency supports audits, debriefs, and continuous improvement. 

It also signals that phone interviews are a serious part of the hiring process.

Review phone interview data periodically

Set a regular cadence (e.g. quarterly) to review phone interview outcomes. Look for patterns such as common rejection reasons or mismatches later in the funnel. 

These insights can help refine screening questions and improve downstream interview quality.

How AI and automation upgrade phone interviews

AI and automation don’t replace human judgment in phone interviews. They reduce waste and improve consistency. Used thoughtfully, they help organizations run fewer, better phone interviews, and get more value from each one.

1. Reduce unnecessary phone interviews with AI screening

AI-based screening can filter out clear poor fits before a phone interview ever happens. This reduces recruiter workload and avoids putting candidates through calls that won’t lead anywhere. 

For example, automated screening of baseline criteria (location, availability, required experience) can remove obvious mismatches early, so phone interviews focus only on viable candidates.

2. Eliminate manual notetaking during the call

One of the biggest weaknesses of phone interviews is divided attention. Good AI notetaking tools capture the conversation automatically, so interviewers focus fully on the candidate. 

When evaluating tools, it’s critical to choose ones that work with phone calls (like Metaview). Many tools only support video platforms like Zoom or Teams, and don’t cover traditional phone interviews.

3. Create structured, recruiter-ready notes automatically

AI tools transform raw conversations into structured summaries, highlighting strengths, concerns, and key signals. This makes feedback faster to review and easier to act on. 

Instead of long, free-form notes, recruiters get consistent outputs that support clear screening decisions.

4. Improve feedback quality and speed

By formatting notes consistently, AI tools reduce variability between interviewers. Hiring teams receive clearer, more actionable feedback sooner. 

Over time, this improves downstream interviews and decision-making without adding process or admin overhead.

Make phone interviews more effective

Phone interviews are still a legitimate and valuable part of modern recruiting. But only when they’re treated with the same care as other interview stages. The risk isn’t using phone interviews; it’s running them informally, inconsistently, or without proper documentation.

For HR leaders, improving phone interviews doesn’t mean adding bureaucracy. Clear objectives, structured questions, consistent documentation, and the right use of automation are usually enough to turn phone screens into a reliable, defensible part of the hiring process.

With thoughtful use of AI and tools designed for phone calls, organizations can reduce wasted effort, improve fairness, and strengthen their overall recruiting process. Without slowing teams down.

Want to put phone interviews to better use? Try Metaview for free. 

Phone interview FAQs

Are phone interviews still relevant today?

Yes. Phone interviews remain effective for early candidate screening, high-volume roles, and situations where speed or accessibility matters. They’re especially useful when run with structure and clear documentation.

Should phone interviews be recorded?

Recording phone interviews can improve accuracy and fairness, provided candidates are clearly informed and give consent. Recording should support better documentation, not replace thoughtful evaluation.

How long should a phone interview be?

Most phone interviews are effective at 15–30 minutes. Longer calls often add limited value at the screening stage and increase fatigue for both candidates and recruiters.

What should be documented from a phone interview?

Key signals, evidence from candidate responses, and the screening decision. A full transcript is rarely necessary — structured summaries are usually more useful.

Do all phone interviews need to be reviewed later?

Not individually. However, reviewing patterns across phone interviews periodically helps HR teams refine screening criteria and improve downstream hiring outcomes.

What should HR leaders look for in phone interview tools?

Tools should support phone calls (not just Zoom or Teams), enable consent-based recording, and produce structured, actionable notes. The goal is stronger process quality with less manual effort.