Candidate Information Request: Forms and Emails to Collect Details and Availability

To collect details from a candidate, send one short form or one clear email that lists exactly what you need, say why you need it and by when, and ask only for things relevant to the job. Do not ask for protected characteristics or anything you do not need yet. Collecting everything in one place beats a trail of replies.

Ask for the right things at the right time

Early on, ask for availability, notice period and the details needed to progress. Ask for referees later, when you are close to an offer, and collect right-to-work documents only at the stage the law allows. Do not collect sensitive data you will not use.

What not to ask

Avoid questions about age, marital status, family plans, health, religion, origin or similar. Rules differ by country, but these are risky almost everywhere. Ask about the ability to do the duties and the availability you need.

An availability request that gets answered

Subject: Interview availability for [Role]. Hello [Name], thank you for your interest. Could you send two or three times in the next [two weeks] when you could speak for [45 minutes]? Please include your time zone. If none work, tell us what does. Thank you.

Why a form beats email

A form with fixed fields returns the answers in one shape and cannot be forgotten halfway through a thread. For availability, a date and time picker avoids mistakes about time zones and formats.

Tell them what you will do with it

Say who will see the answers and how long you keep them. A short data notice builds trust and meets privacy requirements.

In Rezumz

From a candidate's record you can send a form built from templates for professional details, interview availability and references, or your own questions. The candidate answers on a private link with no account and agrees to a data notice. The answers appear on their record, and questions about protected characteristics are blocked.