How to Take Interview Notes That Hold Up Under Scrutiny

Interview notes serve two purposes: they help you make better decisions, and they protect you legally if a decision is challenged. Most interviewers take notes that serve neither purpose well. Here's how to do it properly.

What to Write

Good interview notes capture evidence — specific things the candidate said that give you information about their capability. Not impressions. Not descriptions. Evidence.

• ✓ "Described reducing labour cost by 12% over 6 months by implementing a scheduling tool"
• ✓ "Could not give a specific example of managing a team member through a performance process"
• ✓ "When asked about safety, named specific regulations and described monthly inspection schedule"

What Not to Write

Never record anything related to protected characteristics — and never record subjective impressions that could be interpreted as bias:

• ✗ "Seemed nervous / confident / distracted"
• ✗ "Good energy" or "odd manner"
• ✗ Any reference to age, gender, ethnicity, religion, pregnancy, disability, or family situation — even in passing
• ✗ "Would fit well with the team" without competency evidence

Why This Matters Legally

Interview notes can be requested as evidence in employment tribunal proceedings. If your notes contain subjective descriptions rather than evidence, they either help a claimant's case (if the descriptions could suggest bias) or add nothing to your defence (if they're content-free). Evidence-based notes are your protection.

Immediately After the Interview

Complete your notes within 15 minutes of the interview ending. Memory distortion begins immediately. Key things to add after the interview:

• Your score for each question, with the evidence that justified it
• Any deal-breaker criteria triggered
• Any specific concerns or strengths to discuss in debrief

Do this before any discussion with other panel members — to preserve the integrity of your independent assessment.