This article is part of our Business English Vocabulary Guide — explore topic word lists with interactive exercises, including recruitment and human resources.
Whether you are applying for a new job or sitting on the other side of the desk as a recruiter, the world of hiring comes with its own vocabulary. Words like shortlist, screening and onboarding appear in job adverts, emails and interviews, and using them correctly makes you sound confident and professional.
This guide walks through the key English vocabulary for recruitment and hiring, stage by stage — from the moment a vacancy opens to the day a new starter passes their probation period. Each term comes with a definition and an example sentence so you can see exactly how it is used.
Key Takeaways
- An applicant is anyone who applies; a candidate is someone seriously considered for the role.
- Recruiters screen applications, then shortlist the strongest candidates for interview.
- Key documents are the CV, the cover letter, and the job description.
- After a job offer, the new employee starts onboarding and a probation period.
- To change jobs, an employee must work their notice period first.
People in the Hiring Process
Recruitment involves several roles. Knowing who is who helps you read job adverts and emails accurately.
| Term | Definition | Example sentence |
|---|---|---|
| candidate | A person being seriously considered for a job | We invited three candidates to a second interview. |
| applicant | Anyone who has formally applied for a role | The role attracted over a hundred applicants. |
| recruiter | The person who manages the hiring process | The recruiter called me to arrange a screening interview. |
| hiring manager | The manager the new employee will report to | The hiring manager made the final decision. |
| referee | A person who provides a reference about a candidate | Please list two referees on your application. |
Application Documents and Adverts
Before any interview takes place, candidates and recruiters exchange documents. These are the words you will meet most often at the application stage.
| Term | Definition | Example sentence |
|---|---|---|
| vacancy | A job that is open and needs to be filled | There is a vacancy for a sales assistant in our Leeds office. |
| job description | A document listing the duties and requirements of a role | The job description mentions strong communication skills. |
| CV / résumé | A summary of your education, experience and skills | Please attach your CV and a short cover letter. |
| cover letter | A letter explaining why you are right for the job | Her cover letter clearly matched her skills to the role. |
| references | Statements from former employers about your work | The offer is subject to satisfactory references. |
In the UK, the application document is almost always called a CV. In the United States it is usually a résumé, while a 'CV' there means a long academic document. Match the word to your reader.
Stages of Recruitment
Once applications arrive, the process moves through several stages. These verbs and nouns describe what happens at each step.
| Term | Definition | Example sentence |
|---|---|---|
| screening | Reviewing applications to filter out unsuitable applicants | After screening, only eight candidates remained. |
| to shortlist | To select the strongest candidates for the next stage | We shortlisted five people for the final round. |
| interview | A formal meeting to assess a candidate | The interview lasted about forty minutes. |
| assessment | A test or task used to measure skills | The assessment included a short written task. |
| headhunting | Directly approaching skilled people who are already employed | The firm uses headhunting for senior roles. |
The Offer and Starting Work
When a candidate is successful, the language shifts to offers, contracts and starting the job.
| Term | Definition | Example sentence |
|---|---|---|
| offer letter | A written offer of the job, with terms and salary | She accepted the offer letter the same day. |
| onboarding | Welcoming and training a new employee | Onboarding takes about two weeks at our company. |
| probation period | A trial period at the start of a new job | He passed his three-month probation period easily. |
| notice period | Time an employee works after resigning | I have a one-month notice period to serve. |
| induction | An introduction to a workplace and its procedures | The induction covered health and safety rules. |
Useful Phrases for Recruiters and Candidates
Vocabulary is most useful inside real phrases. Here are natural sentences for both sides of the table.
Phrases recruiters use
- Thank you for applying for this position.
- We would like to invite you to an interview.
- You have been shortlisted for the role.
- We are pleased to offer you the position.
- The offer is subject to references and a probation period.
Phrases candidates use
- I am writing to apply for the vacancy advertised on your website.
- I believe my experience matches the job description.
- Could you tell me more about the onboarding process?
- I am happy to accept your offer.
- I have a one-month notice period with my current employer.
We shortlisted six candidates after screening the applications.
The offer letter mentions a six-month probation period.
Once you accept, our team will arrange your onboarding.
Learn words in their natural partners: you fill a vacancy, submit an application, attend an interview, make an offer, serve a notice period, and pass probation. Memorising these collocations is faster than learning each word alone.
Practise Recruitment Vocabulary
Review the key hiring terms with flash cards and lock them into your memory.
Study with Flash CardsExercises to Practise on LexFizz
- Flash Cards — review recruitment terms with spaced repetition
- Quiz — multiple-choice questions on hiring vocabulary
- Match Up — match each term to its definition
- Complete the Sentence — fill the gap with the correct recruitment word
- Cloze Dropdown — choose the right term from a dropdown
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Frequently Asked Questions
An applicant is anyone who has formally applied for a job by submitting an application, CV or cover letter. A candidate is usually someone who is being seriously considered for the role — for example, someone who has passed the initial screening and reached the interview stage. In practice the words overlap, but recruiters often use 'applicant' for the whole pool and 'candidate' for those still in the running.
To shortlist someone means to select them from the larger pool of applicants for the next stage, usually the interview. A shortlist is the reduced list of the strongest candidates. For example, a recruiter might say, ‘We received eighty applications and shortlisted six candidates for interview.’ Being shortlisted does not guarantee a job offer, but it shows the candidate has met the key requirements.
In British English, a CV (curriculum vitae) is the standard document listing your education, work experience and skills. In American English, this document is usually called a résumé, and 'CV' refers to a longer academic document. For most UK job applications you submit a CV, often together with a cover letter that explains why you are suitable for the role.
Screening is the early stage of recruitment where the recruiter reviews applications to decide who matches the job requirements. It can include checking CVs against the job description, a short telephone screening call, or an online assessment. The aim is to filter out unsuitable applicants before the more time-consuming interview stage. For example: ‘After screening, only the most relevant candidates are invited to interview.’
A vacancy is a job that is currently open and available to be filled, for example, ‘We have a vacancy for a marketing assistant.’ A position is the role or post itself, whether filled or not, as in ‘She holds a senior position in finance.’ When a vacancy arises, the company advertises the position so that applicants can apply for it.
Onboarding is the process of welcoming and integrating a new employee into a company after they have accepted the offer. It includes induction, training, paperwork, and helping the new starter understand their role, colleagues and the company culture. Good onboarding helps people become productive faster and feel settled. For example: ‘The onboarding process lasts two weeks and includes meetings with each team.’
A probation period (or probationary period) is a trial period at the start of a new job, often three or six months, during which both the employer and the employee assess whether the role is a good fit. During probation, notice periods are usually shorter and the employer can end the contract more easily. If the employee performs well, they pass probation and continue in the role on full terms.
A notice period is the amount of time an employee must work after telling their employer they are leaving, or that the employer must give before ending someone's contract. Common notice periods are one week, one month or three months, depending on the contract and seniority. For example: ‘I would love to start sooner, but I have a one-month notice period with my current employer.’
Headhunting is when a recruiter actively approaches and tries to attract a person who is already employed elsewhere, rather than waiting for them to apply. It is common for senior or specialist roles where strong candidates are not actively job hunting. A headhunter (or executive search consultant) identifies talented professionals and contacts them directly about new opportunities.
Practise by: (1) Reading real job adverts and noting words like shortlist, screening and onboarding. (2) Writing example sentences with each term so the meaning sticks. (3) Role-playing a mock interview, using phrases recruiters and candidates actually say. (4) Using LexFizz’s Flash Cards and Quiz games to review the key terms with instant feedback. (5) Grouping words by stage — application, interview, offer and onboarding — so you learn them in context.
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