Hiring and recruiting in the defense industry requires a thoughtful strategy—especially in today’s highly competitive market. And a strong staffing strategy starts with organization.
Whether you’re a seasoned defense recruiter striving for consistency across requisitions, or a newer recruiter making sure no steps are missed, having clear reminders and proven strategies at your fingertips is essential.
That’s where a recruiting checklist comes in.
The Defense Recruiter’s Hiring Checklist
Below is a comprehensive recruiting checklist every defense recruiter should keep close at hand.
1. Build a hiring plan and schedule a strategy call
Start with alignment. Schedule a planning meeting with the hiring manager and any stakeholders involved in the recruiting process. Review the job opening in detail, define the hiring workflow, and confirm expectations before sourcing begins.
Key questions to cover:
- What sourcing channels will be used?
- Are there certifications or requirements not listed in the PWS?
- Who will conduct candidate screening?
- Are additional discussions required before submittal to the government?
- What interview format is preferred (in-person vs. virtual)?
- What clearance level is required?
- Target start date?
- Keywords or niche skills to prioritize in the search?
2. Define sourcing channels and recruiter roles
Clarify who is leading the search, who is supporting, and how often updates will be shared with the team. Collaboration matters—lean on fellow recruiters to see if they already have candidates who could fit the billet.
- Is there a niche industry or specialization involved?
- Are there professional associations or membership organizations to tap into?
- Is there budget for a staffing agency?
- Does your company partner with professional, diversity, or educational organizations?
- What tools are available (employee referrals, social recruiting, ClearanceJobs, etc.)?
3. Create and publish the job description
Ensure the job description is OFCCP-compliant and distributed across all recruiting platforms and job boards via RSS feed. Writing effective job postings is both an art and a science—clear, compliant, and compelling language is key to attracting top cleared talent.
4. Move beyond “post and sit”
Posting alone is no longer enough. Today’s recruiters must actively promote and source candidates. Build these actions into your recruiting calendar:
- Share the opening with marketing or social media teams for corporate promotion
- Post on ClearanceJobs.com (especially if you don’t have an active scraper)
- Share the role on your personal recruiter social channels
- Notify employees and highlight referral bonus opportunities
- Post in relevant niche or industry social groups
- Reach out to your professional network and promote referral incentives
- Automate job alerts or announcements to your mailing lists
- When sourcing, include key requirements (location, clearance level, start date) to pre-qualify interest
5. Screen, submit, and communicate—early and often
After posting and promotion, you should have a strong candidate pool ready for screening.
- Schedule initial phone screens promptly
- Ask hard requirement questions early to avoid wasted time
- Confirm clearance status as soon as possible
- Immediately submit qualified candidates within salary range to the hiring manager
- Follow up consistently—no ghosting
- Keep candidates informed throughout interviews and government review timelines
- Even if feedback is delayed, continued communication keeps top candidates engaged
6. Customer approval (or not—then repeat as needed)
Once customer approval is received, work with the hiring manager (and finance if needed) to finalize compensation. Confirm alignment with the candidate before drafting the official offer.
If approval isn’t granted, return to the previous step and continue engaging qualified candidates.
7. Send the offer—and set expectations
Communicate clearly and often. Candidates may be entertaining multiple offers, so include a deadline to avoid prolonged uncertainty.
Don’t reject other strong candidates just yet. Top choices sometimes back out, and having a warm bench can save weeks of additional recruiting.
8. Offer accepted, onboarding underway
Once the offer is signed and start and indoc dates are set, stay engaged as HR and Security take over. Veteran cleared recruiters know this phase isn’t always smooth—candidates may still have questions or even disappear before day one.
Plan for continued communication.
Now is also the time to notify other qualified candidates. Let them know they were close contenders and keep them in your pipeline for future roles.
9. Celebrate 🎉
You did it. Share the win with your team—and then get ready to do it all again.
THEÂ CLEARED RECRUITINGÂ CHRONICLES: YOUR WEEKLY DoD RECRUITING TIPS TO OUT COMPETE THE NEXT NATIONAL SECURITY STAFFER.
