How to Write an AI Interview Policy: A Practical Guide for HR Teams

From automated note-taking to interview question prompts and summarisation, AI is increasingly involved in the hiring process. But without clear policies, AI usage can lead to confusion, compliance risk, and inconsistent candidate experiences. Therefore, as AI tools become more common, HR teams face a new responsibility: making sure they’re used responsibly, consistently, and fairly. This is where policy writing comes in.

1. Why HR Needs an AI Interview Policy

An AI interview policy helps HR take control of interviewing within their company, creating structure around how AI is used, ensuring compliance with evolving regulations, and aligning all stakeholders on best practices.

A good AI interview policy gives HR leaders a way to:

• Define how AI is used during interviews

• Maintain transparency with candidates

• Ensure fairness and reduce bias

• Comply with local and international AI hiring laws

• Standardise interview quality across teams

Many companies have individual interviewers using disparate AI tools such as note takers to asses interviews without proper oversight or guidance - putting them at risk legally, reputationally, and operationally. This guide will walk you through how to build a practical, scalable policy, that reduces risks such as these.

2. How To Build An AI Interview Policy

Creating an AI interview policy may feel complex, but it doesn’t need to be. For HR teams, the goal is to put clear, practical guardrails in place so interviewers use AI tools consistently, ethically, and in line with your hiring principles. Whether your organisation is just starting with AI or already experimenting, these steps will help you build a policy that’s easy to follow, scalable, and aligned with both legal and organisational standards.

Step 1: Assess Your Organisation’s Readiness

Before drafting a policy, HR should lead a quick internal assessment:

• Where is AI already being used in your recruitment process?

• Are interviewers confident using those tools?

• Are hiring managers trained on fairness, bias, and transparency?

• How is interview data being stored and reviewed?

This diagnostic step helps you understand gaps in both process and awareness - two areas your policy will need to address.

Step 2: Define the Scope of AI in Interviews

Not all AI tools serve the same purpose. Your policy should clearly define which tools are approved and what stages of the interview process they’re allowed in.

For example:

• Are AI tools used to transcribe and summarise interviews?

• Can AI help generate questions or rate responses?

• Who is responsible for reviewing AI outputs?

• Are candidates informed and able to opt out?

HR’s role here is to ensure the technology aligns with company values, candidate privacy expectations, and legal requirements. It’s also HR’s job to make sure all interviewers are aligned on how and when these tools should be used.

Step 3: Choose the Right AI Interview Tools

AI tools should support, not replace, human judgment when it comes to hiring. That’s why HR should make sure they are particular with the tools used by interviewers, and preferably choose solutions that make interviews more structured, consistent, and legally defensible.

Evidenced is a great example of a tool built specifically for HR and talent acquisition teams, with AI capabilities that align with interviewing best practice. Evidenced's AI capabilities help interviewers by:

• Automatically bookmarking questions so they can easily review key moments.

• Generating polished candidate summaries from interview notes.

• Detecting key topics and themes in interview for easy cross reference against specific hiring criteria.

For HR teams managing compliance, training, and quality at scale, tools like Evidenced are invaluable for embedding the AI policy into real workflows.

Step 4: Write Clear Usage Guidelines

HR’s policy should provide straightforward, practical guidance for anyone involved in interviewing. This includes:

• When AI tools should and shouldn’t be used

• How to handle candidate consent and transparency

• Who is responsible for reviewing and interpreting AI outputs

• What to do if something goes wrong or the system flags a concern

Avoid technical language. The goal is to create a working document that hiring managers and recruiters can actually use, not just sign off on.

Step 5: Roll Out the Policy Across the Organisation

Once your policy is ready, HR should lead a structured rollout. That includes:

• Hosting a company-wide training session or Q&A

• Including the policy in interviewer onboarding

• Making the policy available in your ATS or HRIS

By using tools like Evidenced to circulate structured interview kits that align with the policy, HR teams can automatically embed guidelines into the interview process itself. This allows interviewers to receive the right materials at the right time, helping HR enforce policy without micromanaging.

Step 6: Train Interviewers and Reinforce Best Practice

However a company chooses to approach using AI tooling, it should be well communicated to interviewers and Hiring Managers via proper training. HR should offer targeted training to:

• Teach interviewers how to use tools appropriately

• Explain how AI-generated summaries or notes should be used

• Share examples of policy-compliant vs. non-compliant interviews

Again, platforms like Evidenced make this easier by providing simple interviewer training and shadowing, so HR can easily identify who needs support and where.

Step 7: Keep the Policy Updated

Your AI interview policy should evolve alongside your tech stack and local regulations. Set a regular review cadence - ideally every 6 to 12 months - led by HR and legal.

Use feedback from candidates, hiring managers, and analytics platforms to assess whether the policy is being followed, and whether it’s improving outcomes.

Step 8: Assign Clear Ownership

Every policy needs a clear owner so nothing is left to fall to the wayside. For most organisations, this should be a senior HR leader, such as a Head of Talent or People Operations. This person should:

• Coordinate policy updates

• Track adoption and compliance

• Report metrics to leadership

• Work with legal and tech teams as needed

Having a named point of contact ensures the policy doesn’t get lost in a shared folder and instead becomes a living, actionable document HR can manage over time.

3. Final Thoughts

For HR teams, writing an AI interview policy is no longer a future task. It’s a present-day responsibility. With AI playing a growing role in candidate evaluation, HR must step in to ensure technology supports, not undermines, fair, inclusive, and effective hiring. By pairing a well-defined policy with purpose-built tools, HR teams can raise the quality and consistency of interviews while reducing legal and reputational risks.

Tools like Evidenced can help bring the policy to life by allowing HR to circulate interview kits, guide interviewers in real time, and giving HR teams the insights to train and improve over time. Ultimately, building the policy is just the first step. Making it work across the business is where HR leadership really shows up.