Employee Recruitment Policy Sample

Employee Recruitment Policy Sample is an almost ready policy that will help you to implement in at your factory. This Employee Recruitment Policy Sample is prepared considering the recruitment steps of garments industry.

Related: 9 Steps of a Constructive Selection Process: HR Manager Must Know


Employee Recruitment Policy Sample-2021

  1. Overview

Our management is committed to practice a systematic recruitment procedure for ensuring on time recruitment of right candidate in the right place.

Related: Recruitment and Selection Methods and Greatest Advantages in 2020


  1. Objective of the Policy

The purpose of this policy is to ensure a methodical and discrimination free recruitment and selection procedure at XYZ Ltd. through which on time recruitment of right candidate in the right place can be completed.


  1. Owner of the Policy

Human Resource Department of XYZ Ltd. is considered as the owner of this policy.


  1. Scope of the Policy

Recruitment and Selection of all worker, staff & executive employees of XYZ Ltd. (Factory Office) will fall under the scope of this policy.


  1. Definition

Recruitment: Recruitment refers to the first stage in the processes of filling the vacancies in an organization or the process of searching for prospective employees and stimulating and encouraging them to apply for published jobs in an organization.


Selection: Selection is the process of weeding out unsuitable candidates and finally choosing the most suitable persons out of all the applicants.


Employee: The persons who work under Edison Footwear Ltd.


Induction/Orientation Training: Orientation training means providing the basic information regarding the company to the new employee.


  1. Key Words

Employee Requisition Form = ERF

Executive Management = EM

Bangladesh Labor Law = BLL

Human Resource Department = HRD


  1. General Rules for Recruitment & Selection

a) Facility will not encourage or recruit any person below the age of 14 years (who falls under child labor).

b) Facility will not allow any kinds of discrimination at any stage of recruitment i.e. CV or candidate screening, final selection etc. Equal treatment will be ensured for all Race, Religion, Tribe, Gender and Marital Status.

c) Candidate’s educational qualification, merits and work experience will be highly considered at every stage of recruitment for ensuring equal opportunity and non-discrimination.

d) Facility will not allow any kinds of financial attachment of any employee who are involved in the overall recruitment process.


  1. Policy on Workers and Staffs Recruitment

a. Employee Requisition Form (ERF) Submission

MRF will have to submit at HRD at least 45 days before recruitment as per the approved manpower budget.

b. Job Circular

After getting MRF from concern department, HRD will circulate vacant job position through Banner, Poster, Leaflet, Announcement etc.

c. Candidate Screening and Skill Test

Primary screening of the candidates will be conducted at main gate though verbal discussion. Then he/she will be sent to production floor where Industrialization team and production responsible people will analyze candidate’s skill and fix their salary as per the skill grade. No skill test is required for helper position.

d. Medical Check-up

After completing skill test, candidates will be sent to Medical Center for age verification and physical fitness test for the position.

e. Appointment of Eligible Worker

Eligible workers will be sent to HRD for appointment of him/her in the mentioned position. Then HRD will collect documents form the candidates as per law and provide him appointment letter in the same day or before sending him/her at production floor. Workers appointment letter will have written in Bangla.

f. Distribution of ID Card

Employee ID card will have to provide in the same day to the workers as per the format mentioned in BLL.

g. Induction/Orientation Training

HRD will provide induction/orientation training to the newly joined workers to let them know the company policy and system. No employees will be sent or engaged to production before providing orientation training. Recruitment process flow diagram for workers and staffs is as below.


recruitment policy sample


  1. Policy on Executive Recruitment

a. Employee Requisition Form (ERF) Submission

ERF will have to submit at HRD at least 45 days before recruitment for both budgeted and non-budgeted manpower. For non-budgeted position, HRD will collect approval from division head and EM.


b. Job Circular

After getting ERF from the concern department, HRD will circulate vacant job position through Internal (Office Circular, Official mail) or External medium (LinkedIn, Newspaper etc.).


c. CV Screening

HRD will complete discrimination free CV screening after collecting applicants CV from internal or external medium. CV screening will be completed based on Educational Qualification, Educational Institute, Service experience etc.


d. Written Test for the Candidates

After completing CV screening, HRD will contact with eligible candidate over phone or email in order to invite him/her for written test. Question for the written test will be developed by concern department and reviewed by HRD. Besides, exam paper will be examined by HRD or concern department to prepare a list of suitable candidates for the position.


e. Interviewing of Candidates

It will be completed at the same day of written test in presence of pre-formed interview board members. Interview board will be consisting of the employee of ERF submission department, any cross functional department (HR will finalize) and HRD. Each interview board member will submit his/her evaluation (in prescribed format) regarding the candidate just after completing the interview session.


f. Background Check

HRD will complete candidate’s background check based on reference check or any other suitable way.


g. Salary Negotiation

Based on the remarks of interview board, HRD will finalize 2/3 candidates name for the position. HRD will complete salary negotiation starting from top suitable candidate, then carry forward to others candidate if it is required.


h. Appointment of Suitable Candidate

After completing salary negotiation, HRD will take necessary preparation to appoint the suitable candidate on time. Appointment letter and employee ID card will have to provide to the new joiners at the same day of appointment.


i. Official Introduction and Orientation Training

HRD will complete official introduction of the new joiner with others employee especially with all department head and concern people. Besides, HRD will circulate an official introduction mail as well.


HRD will be responsible for providing a short briefing regarding the company through orientation training after the appointment. It should be take place at the same day or within the same week of appointment. Recruitment Process Flow Diagram for Executives is a below.


recruitment policy sample


  1. Recruitment Lead Time

Recruitment Lead time will be 45 days for Worker, Staff and Executive recruitment.


  1. Workers Recruitment Committee and Responsibility
Sl. No.  

Designation of Committee Members

Designation at Recruitment



1 AGM/Manager (HR & Compliance) Chairman To ensure effectiveness of recruitment process by recruiting right candidate at right place in right time.
2 AGM/Sr. Manager (Production) Secretary To submit ERF at HRD as per manpower budget.
3 Manager (Industrialization) Member To conduct skill test and salary fixation.
4 Medical Officer Member To conduct health check-up and age verification.
5 Recruitment Executive (HR) Member To collect candidates as per requirement and verification of documents.
6 Welfare Officer Member To conduct orientation training for the new employees.
7 Security Officer Member To ensure the discipline and background check of the candidate/worker.



  1. Recruitment Committee for Executive and Responsibility


Sl. No.  

Designation of Committee Members

Designation at Recruitment



1 Executive Management (EM) Chairman To approve ERF for divisional head position and final selection through interview.
2 Chief Operating Officer (COO) Secretary To recommend/approve ERF for budgeted and non-budgeted position.
3 Chief Financial Officer (CFO) Member To arrange fund for the approved position as per ERF.
3 Chief Production Officer (CPO) Member To ensure on time ERF submission at HRD.
4 AGM/Manager (HR & Compliance) Member To ensure effectiveness of recruitment process by recruiting right candidate at right place in right time.
5 Recruitment Executive (HR) Member a.    To do job circulation as per submitted ERF.

b.    To collect candidates CV and arrangement of written test and viva.


  1. Language of Appointment Letter

a. Worker’s appointment letter must be in Local Language.

b. Staffs and Executives appointment letter must be in English.


  1. Conclusion

XYZ Ltd. will comply with all the standard recruitment process to ensure recruitment of right candidate at right place in right time. This employee recruitment policy will help to minimize or remove the existing error of recruitment process. Rather, it will ensure discrimination free recruitment and employee satisfaction.


►End of Policy◄


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