Recruitment Vocabulary in English
20 essential recruitment words with definitions and example sentences — applications, interviews, shortlists, and job offers for B1–C1 ESL learners.
Recruitment vocabulary is essential whether you are searching for a new job or helping to hire someone for your team. These words appear in job adverts, application forms, interview invitations, and the emails that move you from one stage of hiring to the next. For B1 to C1 learners, knowing this language helps you write a strong application and feel confident at every step of the recruitment process.
This page covers 20 key recruitment words and phrases that you will meet in real situations — sending off your CV and cover letter, being added to the shortlist, attending an interview, and finally receiving an offer letter. Each term comes with a clear definition and a natural British-English example sentence so you can see exactly how it is used.
If you would like to broaden your professional English, take a look at our related Jobs vocabulary, Office work vocabulary, and Business vocabulary pages. Together, these lists give you the language to apply for roles, succeed at interview, and understand the hiring process in English.
Word List
| Word / Phrase | Meaning | Example Sentence |
|---|---|---|
| vacancy | a job that is available because no one is currently doing it | The company posted a vacancy for a graphic designer on its careers page. |
| job description | a document that lists the duties, responsibilities, and requirements of a particular role | She read the job description carefully to check whether she had the right skills. |
| applicant | a person who formally applies for a job | More than two hundred applicants responded to the advert within a week. |
| candidate | a person being considered for a job, especially one who has reached the interview stage | The strongest candidate had both the experience and the qualifications the role demanded. |
| CV | a short written summary of a person's education, work experience, and skills (curriculum vitae) | He updated his CV to highlight the new skills he had gained in his last job. |
| cover letter | a letter sent with a CV that explains why the applicant is suitable for the job | Her cover letter explained clearly why she wanted to work for the company. |
| screening | the early stage of checking applications to remove those that do not meet the basic requirements | During screening, the recruiter rejected any application that lacked the required qualification. |
| longlist | a first, broad list of applicants who might be suitable, drawn up before the shortlist | Twenty applicants made it onto the longlist before further checks were carried out. |
| shortlist | a small list of the best candidates chosen to go forward to interview | After reviewing the longlist, the panel drew up a shortlist of five candidates. |
| interview | a formal meeting in which an employer asks a candidate questions to decide if they are suitable | He was nervous before the interview but answered every question clearly. |
| assessment | a test or task used to measure a candidate's skills or suitability for a role | The second stage involved a written assessment to test her problem-solving skills. |
| references | statements from previous employers about a candidate's character and work, often requested before an offer | The company contacted her two references before confirming the job offer. |
| recruiter | a person whose job is to find and attract suitable candidates for vacancies | The recruiter called to arrange a phone interview for the following morning. |
| headhunter | a specialist recruiter who approaches talented people directly, often those not actively job-hunting | A headhunter contacted her on LinkedIn about a senior role at a rival firm. |
| offer letter | a written document confirming that a candidate has been offered a job and setting out the terms | Two days after the interview, she received an offer letter with her starting salary. |
| salary expectation | the amount of pay a candidate hopes or expects to receive for a particular role | The recruiter asked about her salary expectation early in the conversation. |
| notice period | the length of time an employee must work after telling their current employer they are leaving | He could not start the new role straight away because of his one-month notice period. |
| onboarding | the process of welcoming and settling a new employee into a company in their first weeks | Once the contract was signed, the onboarding process began with a welcome email. |
| applicant tracking system | software that helps employers manage job applications and track candidates through each stage | The applicant tracking system automatically sorts CVs by the keywords in the job description. |
| talent pool | a group of skilled candidates an employer keeps in mind for current or future vacancies | The company built a talent pool of promising applicants to contact when new roles opened up. |
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Frequently Asked Questions
What is the difference between an applicant and a candidate?
An applicant is anyone who has formally applied for a job, so the word covers everyone who has sent in an application, even those who will be rejected early on. A candidate is usually someone who has progressed further in the process and is being seriously considered, especially once they reach the interview stage. In other words, every candidate started as an applicant, but only the most suitable applicants become candidates. You will often hear recruiters say they have "a strong field of candidates" once the shortlist is drawn up.
What is the difference between a longlist and a shortlist?
A longlist is a first, broad selection of applicants who appear to meet the basic requirements of a role. It is drawn up early, often after screening the applications, and may contain quite a few names. A shortlist is the much smaller group of the best candidates chosen to go forward, usually to interview. So the process narrows down: many applicants become a longlist, and the longlist is then trimmed to a shortlist. Being shortlisted is a strong sign that an employer is seriously interested in you.
What should I include in my CV?
A clear CV should include your contact details, a short personal statement, your work experience listed with the most recent job first, your education and qualifications, and your key skills. Keep it concise — usually no more than two pages — and tailor it to each role by highlighting the experience that matches the job description. Use simple, active language and check carefully for mistakes, because a tidy, well-organised CV makes a much stronger first impression than a long, cluttered one.
What is the purpose of a cover letter?
A cover letter is sent alongside your CV to explain, in your own words, why you are applying and why you are a good fit for the role. While your CV lists the facts of your experience, the cover letter tells the story behind them and shows your enthusiasm for the particular company and job. A good cover letter is short, addressed to the right person where possible, and refers directly to the job description. It is your chance to stand out before anyone reads your CV in detail.
What does screening mean in recruitment?
Screening is the early stage of recruitment in which an employer or recruiter checks the applications and removes those that clearly do not meet the basic requirements. It might involve scanning CVs for essential qualifications, a short phone call to confirm key details, or filtering applications through an applicant tracking system. The aim is to reduce a large number of applicants to a more manageable group worth considering more closely. Meeting the stated requirements in the job advert is the best way to get through screening.
What is an applicant tracking system?
An applicant tracking system, often shortened to ATS, is software that employers use to manage job applications and follow each candidate through the hiring process. It collects CVs, sorts them by keywords from the job description, and records which stage each candidate has reached. Because many large companies use these systems, it helps to use clear, relevant wording from the advert in your CV so the software recognises your skills. The system does not replace human judgement, but it does decide which applications a recruiter sees first.
What does a recruiter do?
A recruiter is someone whose job is to find and attract suitable candidates to fill vacancies. They may write and post job adverts, search for talented people, screen applications, arrange interviews, and act as the link between the candidate and the employer. Some recruiters work in-house for a single company, while others work for an agency and fill roles for many clients. A good recruiter can also offer helpful advice on your CV, the interview, and even your salary expectation.
How is a headhunter different from a recruiter?
A headhunter is a specialist kind of recruiter who actively approaches talented people directly, rather than waiting for them to apply. Headhunters often focus on senior or hard-to-fill roles and may contact someone who is happily employed and not even looking for a new job. An ordinary recruiter, by contrast, usually deals with people who have already applied for an advertised vacancy. Both help fill roles, but a headhunter goes out to find the talent, while a recruiter manages the candidates who come to them.
What is a notice period and why does it matter in hiring?
A notice period is the length of time you must keep working for your current employer after you tell them you are leaving, often one month for many roles. It matters in recruitment because it affects when you can actually start a new job. Employers usually ask about your notice period during the interview or when making an offer, so they know how soon you will be available. Being honest about it helps both sides plan a realistic start date once the offer letter is signed.
What is the best way to learn recruitment vocabulary?
The most effective way is to connect each word to a real step in finding a job. When you read a job advert, notice the vocabulary for the vacancy, the job description, and how to apply. When you prepare your CV and cover letter or attend an interview, use the language actively. Practise the 20 words on this page with Flash Cards on LexFizz, then test yourself with the Quiz. Linking the vocabulary to your own job search, from application to offer letter, helps the words stick far faster than memorising a list.