Turn a recruiting intake call into a vacancy draft
Use the client briefing to prepare a structured role profile and a consistent job-ad draft for recruiter and client review.
How this works
Use the client briefing to prepare a structured role profile and a consistent job-ad draft for recruiter and client review. Use this after a recruiting intake conversation to turn scattered requirements into a clear role profile and job-ad draft. The workflow should expose client decisions still needed rather than fill commercial or employment gaps from assumptions.
Extract a structured intake brief, separate confirmed requirements from preferences, and draft the vacancy from approved facts. Keep the role profile as the underlying record so changes to responsibilities, level or terms can be propagated consistently into the advertisement.
Before you start
Intake evidence
Use permitted call notes or transcript with speaker and decision context.
Vacancy template
Obtain the recruiter's approved structure and required fields.
Client decision owner
Identify who confirms role scope and employment terms.
Prepare the inputs
- intake_record
- Required
dated notes or transcript
Preserve statements and distinguish recruiter suggestions from client decisions.
- role_requirements
- Required
responsibilities, outcomes and reporting line
Mark contradictions and unclear seniority.
- employment_terms
- Required
location, schedule, type and compensation
Do not invent missing terms.
- publication_brief
- Required
audience, channel and approved style
Separate the public ad from internal recruiting notes.
Implementation, step by step
Extract the intake
- List responsibilities, success outcomes, must-haves, preferences and working terms.
- Attach evidence references for consequential requirements.
Checkpoint: A structured role fact sheet exists.
Resolve inconsistencies
- Compare desired outcomes with level, experience and compensation statements.
- Prepare targeted client questions rather than silently reconcile contradictions.
Checkpoint: The open-decision list is explicit.
Draft the role profile
- Describe the role's purpose, responsibilities and job-related criteria.
- Keep internal context separate from the public-facing description.
Checkpoint: The recruiter can validate the role itself.
Write the vacancy
- Translate confirmed profile fields into clear, consistent advertisement text.
- Exclude sensitive client details and unsupported promises.
Checkpoint: A publication-ready draft exists subject to review.
Review with owners
- Have recruiter and client confirm scope, terms and necessary requirements.
- Version the approved profile and ad together; do not publish without the requested action.
Checkpoint: The exact text has a clear status.
Decisions along the way
Client says both junior and independent team lead
Flag the level conflict and ask which responsibility is essential.
Compensation is undecided
Leave it as a review gap rather than borrow a market figure.
Requirement is unrelated to the work
Ask for job-related justification or propose removing it.
What you will produce
role-profile.md
MarkdownThe structured source for recruiting work.
Include: purpose · outcomes · responsibilities · criteria · terms
vacancy-draft.md
MarkdownAn anonymous public-facing draft for approval.
Include: headline · role · requirements · terms · status
client-clarifications.csv
CSVA focused list of decisions needed.
Include: field · conflict · question · owner
Check the result
- Trace public claims to confirmed intake facts.
- Check level and responsibilities for consistency.
- Verify compensation, location and schedule independently.
- Ensure the public ad excludes internal or sensitive discussion.
When something goes wrong
Transcript mislabels a speaker
Check the recording or ask the recruiter before attributing a decision.
Client changes scope
Update the profile first and revise dependent wording.
Template requires unavailable facts
Keep visible placeholders in the review copy and prevent publication.
A worked example
SYNTHETIC EXAMPLE · NOT A REPORTED BUSINESS RESULT
Request
Synthetic: draft a vacancy from an intake call.
Inputs
Client requests a junior coordinator but also says the person will independently manage five recruiters. Location is remote within one country; salary is undecided.
Expected result
Synthetic result: produce a provisional profile and flag the seniority conflict. Preserve the confirmed location and leave compensation unresolved instead of inventing a range.
Run a small pilot
Start small
Process one intake call with recruiter and client review.
Record the baseline
Record clarification rounds and drafting time.
Agree success criteria
Agree factual completeness and scope consistency before repeating.
Stop or revise
Stop publication preparation while consequential employment terms conflict.
Keep the scope clear
- The assistant cannot create employment promises or unnecessary selection criteria.
- Drafting does not authorize publication or candidate contact.
Check before using
Verify compensation, responsibilities, required qualifications, and inclusive language. Do not invent requirements.
Business activities
- Deliver recurring client work
- Hire and assess candidates
FROM A RECIPE TO YOUR WORKFLOW
Bring the company context together.
This workflow needs reliable inputs before it needs a better prompt. Moat8 Vault brings working information into a readable archive for the AI tools you use.
For this recipe: Client briefing · Role-profile template · Required job-ad fields
Start with one recurring task, agree which sources to use, and review the first result with your team.
Discuss this workflow