What is the rehire eligibility review form template?
Former employees often make strong hires: they know the work, the systems and the people. But "can we rehire them?" is usually answered from memory — a vague note in an old file, or a manager who has since left. Decisions made that way are inconsistent and hard to explain if the person asks why.
This template records the review in four short steps. HR identifies the former employee, their last role, dates and reason for leaving, and why the review is happening — at exit, or because they've applied, been put forward or are being approached. The former manager rates five areas of their work and says whether they'd hire them again, with factual reasons. HR then checks the file for live warnings, open investigations, exit agreements, unreturned property or debts.
The decision page records the outcome — eligible, eligible with conditions, not eligible for a set period, or not eligible — with conditions, a date of renewed eligibility, the reason and an HR signature. Every review is saved as a PDF in your FileIt vault.
- Best for
- HR teams and recruiters handling returning applicants
- Filled in by
- HR, with input from the former manager
- Time to complete
- About 8 minutes
- Includes
- Leaving details, manager rating grid, record check, decision with conditions and signature
Who uses a rehire eligibility review form?
- Recording a rehire recommendation for every leaver at exit
- Checking a returning applicant before a hiring manager interviews them
- A seasonal business deciding which past workers to invite back
- A recruitment agency putting forward a former employee
- Reviewing an old "do not rehire" flag after a set period
- Making rehire decisions consistent across sites and managers
Questions on this rehire eligibility review form
27 questions over 4 pages · includes signature, conditional questions, multiple pages, ratings.
1 Former employee
- Former employee's name*
- Former employee ID
- Last job title*
- Department or location*
- Original start date
- Leaving date*
- Reason for leaving* Resigned · End of fixed-term contract or season · Redundancy · Dismissed — conduct · Dismissed — performance or capability · Retired · Mutual agreement
- Did they work or honour their notice period?
- Why is this review happening?* Recorded at exit for future reference · They've applied for a new role · We'd like to approach them · An agency has put them forward
- Role they're being considered for* asked only when it applies
- Hiring manager asked only when it applies
2 Former manager's view
- Former manager's name*
- Is the former manager still with the organisation?
- How would you rate their time with us?* Strong · Good · Mixed · Poor · Don't know
- Would you personally hire them again?* Yes, without hesitation · Yes, with conditions · No · Not sure
- Reasons for your answer*
3 HR record check
- Anything on file to consider?* Nothing of note · Disciplinary warning live at the time of leaving · Unresolved investigation at leaving · Settlement or exit agreement with a no-rehire clause · Company property not returned · Outstanding overpayment or debt · Previously rehired
- Details of anything flagged asked only when it applies
- Was an exit interview held?
- Date records were checked*
4 Decision
- Rehire eligibility* Eligible for rehire · Eligible with conditions · Not eligible for a set period · Not eligible
- Conditions* asked only when it applies
- Eligible again from* asked only when it applies
- Reason for the decision*
- Review this decision on
- HR reviewer*
- HR reviewer's signature*
The rehire eligibility review form, page by page
1 Former employee
HR enters the Former employee's name, ID, Last job title, Department or location, Original start date and Leaving date. Reason for leaving covers resignation, end of contract or season, redundancy, dismissal for conduct or capability, retirement and mutual agreement. Why is this review happening? records whether it's an exit note or a live application; a live application asks for the role and hiring manager.
2 Former manager's view
The former manager (or HR, if they've left) gives their name and rates Quality of work, Reliability and attendance, Teamwork and relationships, Conduct and policy compliance and Willingness to learn from strong to poor, or don't know. Would you personally hire them again? is followed by a required reasons box with guidance to stick to observed facts.
3 HR record check
HR ticks anything on file: nothing of note, a live warning, an unresolved investigation, an exit agreement with a no-rehire clause, unreturned property, an outstanding debt or a previous rehire. Anything flagged opens a details box. HR also notes whether an exit interview was held and the date records were checked.
4 Decision
Rehire eligibility is eligible, eligible with conditions (which requires the conditions), not eligible for a set period (which requires the date eligibility returns), or not eligible. HR writes the reason, can set a review date, and signs.
Make the template yours
- Change the rating areas to the competencies your organisation already uses
- Add a question about the notice or garden-leave terms if your contracts vary
- Send the manager's page as a personal link and have HR complete the rest
- Remove the record-check items that don't apply to your organisation
- File reviews into a restricted HR folder, separate from recruiting files
- Notify the recruiting inbox when a review is submitted for a live application
Tips for a better rehire eligibility review form
- Record a recommendation at exit while the facts are fresh, then revisit it if the person applies
- Base decisions on documented conduct and performance, never on health, family or other personal circumstances
- Avoid permanent "not eligible" decisions unless there's a serious reason — a set period is often fairer
- Write the reason as if the person will read it, because they may ask
- Have someone other than the former manager make the final call when the relationship was difficult
- Check any exit agreement before relying on a no-rehire clause
Every response becomes a PDF in your vault
Each review is saved as a PDF in the vault folder you choose, so the decision, the reasons and the HR signature stay together with the person's former employee file. The HR reviewer's name and signature are on every review.
From the Responses table HR can look up past reviews by name, filter by decision and export a CSV of people eligible for rehire — useful for seasonal recall or alumni hiring.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Rehire eligibility review form: frequently asked questions
Is this rehire eligibility review free?
Yes. It's included in the FileIt Forms app on every plan, including the free plan.
Who should fill it in?
HR completes it, with the former manager answering their section. If the manager has left, HR can answer from records and mark ratings as don't know.
Can we use it at exit as well as when someone reapplies?
Yes. Why is this review happening? includes "recorded at exit", and the role questions only appear for a live application.
Can we set a decision to expire?
Yes. Not eligible for a set period asks for the date eligibility returns, and every decision can carry a review date.
Is this legal advice on refusing to rehire someone?
No. The form records your decision and reasons. Check your obligations with HR or legal advisers where you employ people.
Does the former employee see the review?
Not automatically. Only people with access to the responses and the vault folder can see it, but write it as if it may be shared on request.