Glossary
Shortlist
A shortlist is the small group of candidates, chosen from everyone who applied or was screened, whom the hiring team decides to take forward to the next stage.
Shortlisting is where a hiring process narrows from “everyone who might fit” to “the people we’re actually going to meet.” It’s also where many unfair decisions are made, because it often happens quickly, alone and without notes.
Longlist versus shortlist
A longlist is everyone who passed the first filter, such as the basic requirements or a pass mark. A shortlist is the subset you invite to the next round. For a role with 300 applicants, the longlist might be 60 and the shortlist 8.
How big should it be
Size it to the next stage, not to a habit. If the hiring manager has time for six 45-minute interviews next week, a shortlist of six to eight makes sense, allowing for a couple of withdrawals. A shortlist of 25 isn’t a shortlist. It’s a way of postponing the decision.
Building one fairly
- Write the criteria first. Use the same skills and weights as your scorecard. Don’t invent new ones while reading profiles.
- Decide on evidence. Each shortlisted candidate should have a note or quote showing why. “Strong” isn’t a reason.
- Use two reviewers where you can. Especially for borderline candidates. Disagreements are worth a two-minute conversation.
- Look just below the line. A few candidates just outside the shortlist are often indistinguishable from those just inside it.
- Record the reason for each decision, including the no’s. It helps if you need to revisit the list, and it keeps you honest.
An example
A startup screens 90 applicants for a customer success role. Thirty clear the pass mark. The founder and a team lead each read the 30 scored write-ups separately, mark their top ten, then compare. Seven names appear on both lists. They discuss four more and agree on two. The shortlist is nine.
Pitfalls
- First impressions. The first strong profile you read becomes the benchmark everyone else is judged against.
- Familiar names. Well-known previous employers or schools pull candidates up the list without evidence.
- Forgetting everyone else. Candidates not shortlisted still deserve to hear back. A short, respectful note is enough.
The shortlisting fairly guide covers review habits in more depth.