Use one list of questions, asked in one fixed order, for every applicant for the same job. According to U.S. Office of Personnel Management, all applicants are asked the same predetermined questions in the same order.
Key takeaways
- Use one predetermined list of questions for every applicant applying to the same role.
- Tie each question directly to a task or a real job standard.
- Write the questions for the next opening in one list and use that same list, in that same order, for every applicant.
Use one list of questions, in one order, for every applicant for that job
The core rule for consistent interviewing is identical sequencing. A structured interview is an assessment method designed to measure job-related competencies of applicants by systematically inquiring about their behavior in past experiences and/or their proposed behavior in hypothetical situations, according to U.S. Office of Personnel Management. This definition establishes the method as a tool for measuring specific job-related abilities rather than general impressions. The process requires that every applicant for a specific role receives the exact same set of inquiries. The sequence of these inquiries remains fixed across all interviews for that position.
Applying this method means creating a single document containing the questions for a specific job. You do not create a new list for each applicant. You do not reorder the questions based on how the previous interview went. The list remains static. When you interview the first applicant, you ask question one, then question two, then question three. When you interview the second applicant, you ask question one, then question two, then question three. The order does not change. The wording does not change.
Generally speaking, structured interviews ensure applicants have equal opportunities to provide information and are assessed accurately and consistently, according to U.S. Office of Personnel Management. This consistency allows you to compare applicants against each other using the same baseline, then record the result with Hiring Decision Debrief: Notes to a Recorded Decision. If you ask different questions to different people, you cannot directly compare their answers. If you ask the same questions in a different order, you introduce variables that make comparison difficult. The fixed order removes these variables. It ensures that every applicant has the same chance to demonstrate their competencies.
The goal is not to be rigid in a way that ignores the applicant, but to be rigid in the structure so that the assessment is fair. The questions themselves should target job-related competencies. The method ensures that the measurement of those competencies is systematic. By using one list in one order, you align your practice with the definition of a structured interview.
What a structured interview is, in the federal staffing page's words
For a small firm, this definition serves as a practical guide for building your interview protocol. The method relies on systematic inquiry, which means you must plan your questions in advance and stick to that plan. The goal is to measure job-related competencies, so each question should target a specific skill or behavior essential to the position. Whether you ask about past experiences or hypothetical situations, the structure remains the same: a predetermined list of questions asked in a fixed order. This approach aligns with the federal staffing page's description of the method as a tool for accurate and consistent assessment.
Tie each question to a task or a real job standard
Job analysis is the foundation for all assessment and selection decisions, according to U.S. Office of Personnel Management. Before writing your question list, identify the job-relatedness of the tasks and competencies needed to successfully perform the job, according to U.S. Office of Personnel Management. This step ensures every question on your list connects directly to a specific duty or skill required for the role. If a question does not map to a defined task or competency, remove it from the list.
The definition of a "qualified individual" provides the standard for what you are assessing. The term “qualified individual “ means an individual who, with or without reasonable accommodation, can perform the essential functions of the employment position that such individual holds or desires, according to ADA.gov. Your interview questions should probe whether the applicant can perform these functions. See ADA staffing responsibilities: 9 topics to review. For example, if the job requires lifting boxes, your question should address the physical ability to lift, not general strength.
The term essential functions means the fundamental job duties of the employment position the individual with a disability holds or desires, according to Legal Information Institute. Your question list should focus on essential functions.
To tie each question to a task, use the following structure. First, list the essential functions of the job. Second, for each function, write a question that asks the applicant to describe how they would perform that function. Third, ensure the question is specific to the task. For example, instead of asking "Are you a good communicator?", ask "How do you handle a difficult client who is unhappy with a service?" The second question is tied to the essential function of client communication.
Avoid asking questions that are not tied to a job standard. Questions about personal life, hobbies, or unrelated interests do not assess job-relatedness. If a question does not help you determine if the applicant can perform the essential functions, do not ask it. This keeps your interview focused and consistent. It also ensures that you are evaluating applicants on the same criteria.
Illustrative example of a fixed question order
A shop fills 1 opening with 3 interviews in 1 week. You write 3 questions, numbered 1, 2, and 3, each tied to 1 task on the job. Interview 1 uses 1, then 2, then 3. Interview 2 uses 1, then 2, then 3. Interview 3 uses 1, then 2, then 3. You do not move question 2 ahead of question 1 after a long first answer. The wording on the page stays the same for all 3 interviews.
Selection limits that sit beside the question list
When you build your fixed question list, you are creating a selection procedure. Federal law places specific limits on how these tools can be used. According to the U.S. Equal Employment Opportunity Commission, Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act of 1990, and the Age Discrimination in Employment Act of 1967 prohibit the use of discriminatory employment tests and selection procedures. This means your interview questions, as a selection procedure, must not be discriminatory.
The EEOC guidance clarifies that use of these tools can violate federal anti-discrimination laws if an employer intentionally uses them to discriminate based on race, color, sex, national origin, religion, disability, or age (40 or older), according to the U.S. Equal Employment Opportunity Commission. See Age discrimination: 8 hiring and benefits rules.
Furthermore, Title VII prohibits employers from using neutral tests or selection procedures that have the effect of disproportionately excluding persons based on race, color, religion, sex, or national origin, where the tests or selection procedures are not “job-related and consistent with business necessity,” according to the U.S. Equal Employment Opportunity Commission. The EEOC calls this “disparate impact” discrimination. Questions that are neutral and asked in the same fixed order for every applicant can still be prohibited if they disproportionately exclude people based on race, color, religion, sex, or national origin and are not job-related and consistent with business necessity.
These limits sit beside your question list as a check. You do not need to change the order of your questions or ask different questions to different applicants. The requirement for a fixed order helps ensure consistency. However, the content of the questions must align with the job. The disparate impact standard applies to the effect of the procedure, not just the intent.
Reference table of each publisher's interview rule
The following table maps each publisher to their specific rule or definition regarding structured interviews and job standards. Each row cites the exact source page where the rule appears.
| Publisher | Rule or Definition | Source Page |
|---|---|---|
| U.S. Office of Personnel Management | All applicants are asked the same predetermined questions in the same order | U.S. Office of Personnel Management |
| U.S. Office of Personnel Management | Job analysis is the foundation for all assessment and selection decisions | U.S. Office of Personnel Management |
| Job Accommodation Network | For example, if an employer requires its typists to be able to accurately type 75 words each minute, the employer is not required to show that such speed and accuracy are "essential" to a job or that less accuracy or speed would not be adequate | Job Accommodation Network |
| U.S. Equal Employment Opportunity Commission | Title VII of the Civil Rights Act of 1964 (Title VII), the Americans with Disabilities Act of 1990 (ADA), and the Age Discrimination in Employment Act of 1967 (ADEA) prohibit the use of discriminatory employment tests and selection procedures | U.S. Equal Employment Opportunity Commission |
| ADA.gov | The term “qualified individual “ means an individual who, with or without reasonable accommodation, can perform the essential functions of the employment position that such individual holds or desires | ADA.gov |
Use this table to verify that your question list aligns with the definitions provided by these sources.
Prepare one written list before the next opening
Draft one written question list for the next opening. Tie your questions to actual work requirements, not personal preference.
You should also prepare a written job description before advertising or interviewing applicants for a job. A written job description prepared before these stages will be considered as evidence in determining essential functions along with other relevant factors, according to Job Accommodation Network. By completing this document first, you create a stable reference point for the task or standard each question will test.
Map each question to a specific task. Do not change the order between interviews.
What to do today
Write one question list for the opening, put the questions in one fixed order, and use that same list for every interview for that job.
Same-question interview FAQ
What is a structured interview?
A structured interview measures job-related competencies by systematically asking about past behavior and/or proposed behavior in hypothetical situations, according to U.S. Office of Personnel Management. The method relies on a consistent approach to gathering information about applicant behavior.
Do the questions have to be the same?
All applicants are asked the same predetermined questions in the same order, according to U.S. Office of Personnel Management. This requirement ensures that every applicant for the position receives identical inquiries in an identical sequence. Deviating from the predetermined list or changing the order breaks the structured format described by the source.
Where do the questions come from?
Job analysis serves as the foundation for identifying the job-relatedness of tasks and competencies. If an employer has prepared a written description before advertising or interviewing applicants for the job, this description shall be considered evidence of the essential functions of the job, according to ADA.gov. The employer’s judgment as to what functions of a job are essential is given consideration for these purposes. Questions should therefore derive from these identified essential functions and job-related tasks.
Which civil-rights laws does the test page name?
Title VII of the Civil Rights Act of 1964 (Title VII), the Americans with Disabilities Act of 1990 (ADA), and the Age Discrimination in Employment Act of 1967 (ADEA) prohibit the use of discriminatory employment tests and selection procedures, according to U.S. Equal Employment Opportunity Commission. These three specific statutes are named in the guidance regarding employment tests and selection procedures. The prohibition applies to discriminatory practices within these selection methods.
What do you prepare today?
Prepare one written question list in one fixed order for that opening. Keep the list fixed to maintain consistency across all interviews for that specific job role.