Best thing to do is set expectations up front in a phone screen. I let candidates know that this is the first phase and once we determine who we will be moving forward with in the interviewing process, we will reach back out. Usually, I'll email them a quick message or utilize a correspondence template in our internal database to notify a pool of candidates all at the same time that they have not been selected for further consideration. Most important thing to note, is to end in a positive tone. Always thank candidates for their time and interest and encourage them to look for future opportunities with your company!

"I'll be in touch if you are fit with the role."

You have to tee it up and do it the same each time for each call to make sure that you come away with consistent information on each candidate. You also need to know the most basic qualifications they must meet beyond what put them in that first group of potential candidates. Make a list of things that they need to know about the company, the job purpose, tasks, and salary. Then write down the questions you need answered in order to know who to invite for the next level or to report to your area. You MUST understand what you cannot ask candidates legally. Keep the questions relevant to the job or specific questions raised by their resume. Find out what the follow-up process is and contact person for the candidate. Do not leave them hanging. It speaks volumes about a company who has no follow-up plan or does not offer the simple respect of a response. Finally, write yourself a script and role play until you are comfortable. Something like this: "Hi, Candidate, my name is "Name," and I'm calling from "Company." I am conducting an initial phone screen for candidates who applied for "Role." We were impressed with your qualifications, but wanted to conduct a quick call to share further information about the position and ask you a few questions as well. Do you have time now?" Then start with a brief background about the company, department and job. Ask the questions you need to have answered, and then explain next steps. Call the candidate by name more than once throughout the process to establish rapport. At the end, close with them: "Thank you so much for your time. The next step is for me to provide the information to the hiring manager so that they can select candidates to be interviewed. We anticipate that will take "Timeframe" and will let you know either way at that time. If you have a pen handy, I would like you to take down some contact information so that you can follow up just in case. Do you have any other questions?" Answer the questions and end the call. Preparation and an entire end-to-end process that respects the time and interest of the candidate is key.

Such follow-ups also will enhance your employer's reputation as a great place to work. Screened but ignored applicants may badmouth the company on social media.

First, you should definitely follow up with anyone that you screen even if it is just to let them know that they aren't moving forward. A simple email will suffice, along these lines - "Thank you for your time, but we've decided to move forward with candidates who were better qualified for the role". You can set the expectation that you'll be reviewing their profiles with the hiring manager before any decisions are made on next steps. Second, I would recommend connecting with the hiring manager to determine the top 3-5 'must have' qualifications for the position and then use that to guide your assessment. Finally, I would come prepared to share all of the things that you outlined above plus information about your company culture.

From my experience, phone screening is pretty standard and it's common knowledge that you aren't garuanteed an interview, but it is great that you are thinking from the interviewee perspective and trying to communicate well. From my understanding, a phone screen is basically to make sure an interview is worth-while. You want to verify that they are a real applicant, that they are interested in the job (still seeking work), communicating any deal-breakers on your end or theirs that would make an interview pointless and then saying something to the effect of "we will review your information and let you know if we plan to take next steps and bring you in for an interview." Hope this helps!