Free HVAC Recruitment Checklist Template (Sequenced)

Order. On an ordinary checklist every box is equal, so nothing stops somebody ticking them in a sequence that creates liability. Here, ordinary steps are checkboxes that gate nothing, and hold points block their phase from closing and print the rule that is blocking it — not "3 of 5 done" but "FCRA §604(b)(2) requires a document consisting solely of the disclosure, signed before the report is ordered". On top of that, marking a step done while the step it depends on is still open raises an explicit out-of-order warning naming both. That is a finding a checkbox list structurally cannot produce.

Two pairs. Before the report: a clear and conspicuous written disclosure made before the report is procured, in a document that consists solely of the disclosure, plus the applicant's written authorization — that is §604(b)(2), 15 U.S.C. 1681b(b)(2). Before adverse action: a pre-adverse-action notice that includes a copy of the report and the CFPB's "A Summary of Your Rights Under the Fair Credit Reporting Act", then a reasonable interval, then the adverse-action notice — that is §604(b)(3). The builder holds each of the four as a separate step with its own date, because the dates in order are the compliance record.

No statute says. That is the honest answer and this template gives it rather than inventing a deadline. The FTC's position is that the reasonable time varies with the nature of the job and the way the employer does business — the purpose of the notice is to let the person see the report and tell you if it is wrong, so the wait has to be long enough for that. Five business days is a widely used practice and the builder prints it as practice, explicitly not as a statutory number, next to fields for the dates you actually used. If you want a number you can rely on, that comes from your counsel and your jurisdiction, not from a template.

The employee completes and signs Section 1 no later than their first day of employment. They may complete it earlier, but only after accepting the job offer — never before, which is why the I-9 hold points in this builder depend on the conditional-offer hold point. The employer completes Section 2 within 3 business days of the date of hire, where date of hire means the first day of work for pay: work starting Monday means Section 2 is due Thursday. If the job lasts fewer than 3 days, Section 2 is due no later than the first day of work for pay.

No — it is its own deadline, which is why the builder shows it as its own hold point and only if you switch on that you participate. A participating employer creates the E-Verify case no later than the third business day after the employee starts work for pay. You may create a case for a start date up to 90 business days in the future, but not before the offer is accepted, because the case is built from a completed Form I-9.

Different answers, which is why they are different steps here. A medical examination or any disability-related inquiry is barred before a conditional offer — the ADA prohibits it outright, not merely unless it is job related — and after the offer it is permitted only if all new employees in the same job have to take it, per the EEOC. A test for the current illegal use of controlled substances is not a medical examination under the ADA at all, so that prohibition does not reach it and you need not show it is job related; an alcohol test, by contrast, is a medical examination. Outside DOT-regulated roles, drug-test timing, notice and marijuana rules are state law and vary, so the builder keeps the drug test as an ordinary step rather than pretending to a national rule.

That depends on where you are hiring, and this builder will not answer it for you. There is no federal private-sector ban-the-box law. Many states and cities bar the question until after a first interview, many until after a conditional offer, and they disagree with each other. So the checklist asks for the state and city, and until you name them the ban-the-box hold point stays open and prints the reason. Whatever the timing rule turns out to be, EEOC enforcement guidance on arrest and conviction records still expects an individualised assessment on anything you find — the nature and gravity of the offence, the time elapsed, the nature of the job — rather than a blanket exclusion, and that is a separate hold point that does not go away.

In several states, yes; federally, no. There is no federal pay-transparency requirement for private employers, and the states that have one differ on whether it covers external postings only, internal postings too, and what counts as a good-faith range. Same treatment as ban-the-box: name the jurisdiction and the hold point tells you it is your jurisdiction's question; leave it blank and the hold point stays open rather than asserting a rule that may not apply to you.

Three FMCSA hold points, only when you mark the role as driving a commercial motor vehicle. A verified negative pre-employment controlled-substances result must be in hand before the driver performs any safety-sensitive function (49 CFR 382.301(a)). A pre-employment Drug and Alcohol Clearinghouse query must be run before you employ the driver in a safety-sensitive function (382.701(a)). And a driver qualification file must be opened under 391.51, with the licensing-authority MVR and the previous-employer safety-performance investigation both due within 30 days of the start date and both looking back three years (391.23(a)). Note that the two thresholds differ: a CDL is required at 26,001 lb GVWR or GCWR, while the driver qualification file is pulled in at the lower 10,001 lb threshold — a service truck can need the file without needing the licence.

No, and every export says so. The federal timing rules here are stated from the primary sources — the FCRA statute text, USCIS and E-Verify on the I-9, the EEOC on medical examinations and criminal records, the FMCSA regulations. What no template can do is resolve the state and city law that sits on top of them, or tell you the waiting period no statute fixes. Have counsel review your hiring process against every state and city you hire in before you rely on it.