What does hiring remote workers mean?

Hiring remote workers means recruiting employees who are not physically present at the office and are put through the entire hiring process from interview to onboarding without meeting face-to-face. Remote workers can work without geographical restrictions—from home, cafes, coworking spaces, or another country altogether. 

Though hiring remote workers comes with its own challenges, it significantly expands an organization's talent pool—it is no longer limited to the city where the office is located. It enables companies to hire a more diverse and inclusive workforce from across the globe. It also gives a better edge over competitors in terms of the number of applicants (remote working is one of the most important factors that modern-day candidates consider when looking for a job), as well as the pace of hiring. 

7 steps for hiring remote workers

Here is the 7-step process for hiring remote workers:

1. Source remote candidates

2. Screen remote candidates

3. Interview remote candidates

4. Notify the selected candidates

5. Roll out the offer letters to the selected candidates

6. Follow up after the offer 

7. Initiate thorough background checks before they join the organization

Each step consists of intricate processes to follow before hiring the right remote worker, as mentioned below.

Step 1: How to source remote candidates

Here are four efficient ways to source the best candidates:

Let’s go into a bit more detail.

- Job listing with remote-specific job descriptions:

Listing your open positions on multiple job boards is a great way to attract a wider pool of candidates. But most organizations end up spending much more on job listings and sponsored ads on job boards than they intended to for hiring remote workers. This expense can be brought down by more than 50% by simply using a good applicant tracking system like Freshteam—apart from being cost-effective, this also enables companies to manage all job postings across job boards on one dashboard, saving hours of cluttered work. 

Once you have the reach sorted out, it’s time to focus on the job descriptions for remote positions. The most important aspect of doing this is to provide as much clarity as possible. 


- Employee referral program:

Creating a remote employee referral program for hiring remote workers isn’t vastly different from the regular kind, except in this case, it can only be truly successful if the remote working culture at the organization is rewarding and fulfilling for its existing employees. With that said, here are some ways in which you can get more candidates through employee referrals:

- Design a remote-work perks package:

The remote-work perks package goes hand-in-hand with the company culture, so this will be tricky to set down. But when hiring remote workers, it helps to mention whether you provide:


- Post about your remote work culture and experience:

Build an online presence and ensure your careers page, as well as social media pages, reflect your work culture. This requires consistent social media content planning as well as engaging existing employees and making sure they share the content on social media. 

Step 2: How to screen remote candidates

Here are 3 steps to remember when screening remote candidates:

Pro tip: An applicant tracking tool can potentially cut the manual effort in this stage by half—you can set pre-existing requirements and criteria, and the ATS can automatically reject applications that don’t fit your criteria.

Step 3: How to interview remote candidates

It helps to conduct at least 4 rounds of interviews before finalizing the candidate. Here are some things to remember when you prepare the interview process:

Step 4: How to notify selected candidates

How and when do you notify selected candidates? While hiring remote workers, it’s important to let the selected ones know as soon as possible to create the best experience—within 24-48 hours is ideal. The easiest way to notify the candidates is through email which can verify the feedback from the rounds of interviews as well as a feedback form for the candidates to fill out about their experience with the company. Thank the candidate for their time, congratulate them for getting the job, ask them to verbally confirm within 48 hours, and mention other details discussed during the interview. Some well-established companies also use telephonic calls to notify that the candidate has successfully cleared all the rounds. 

While it’s important to notify selected candidates ASAP, it’s also good to notify candidates that have been rejected—this will encourage them to recommend the company to others as well as apply again at a future date. 

Step 5: How and when to roll out offer letters for remote candidates

How do you manage offer letters for remote workers? Once you get to know the candidate’s preferred start date, compensation, and other benefits, it’s time to send out the official offer letter. Companies that delay this stage often lose good candidates to other companies and competitors. It’s ideal to roll out the offer letter within 3-4 days from the date of the final evaluation. 

Get all the offer documents legally verified and ensure that all compliance guidelines are followed. Collect electronic signatures for quicker and easier processing while hiring remote workers. With an offer management software like Freshteam, it’s possible to pre-upload multiple templates of offer letters, set up approval workflows, and track all your offers easily. 

Step 6: How to follow up with remote candidates after offer

Following up while hiring remote workers after the offer letter might seem unsavory—but if a candidate has multiple offers, they would rather pick a company that looks like it really needs/wants the candidate to join. Finding good candidates is hard, and it never hurts to go the extra mile to seal the deal. So, if you don’t hear back, follow up at least thrice before giving up on the candidate and mention how excited you would be to have them on board. Virtual recruiting tools like Freshteam also help analyze common reasons for which candidates might reject your offers—this helps you change certain policies to ensure smooth remote hiring. 

Step 7: How to initiate background checks before hiring remote workers

While this is a step that is skipped by some companies based on their own impression of the candidate, it's extremely important to perform thorough background checks while hiring remote workers. Hiring the wrong candidates can be very expensive in terms of training and replacements. Evaluate the candidate quickly yet thoroughly, and don’t skip the reference and background screening no matter how much of a hurry you’re in. Verify their education records, previous employment history, and other requirements as per your organization’s legal policy. 

What are the qualities to look for when hiring remote workers?


Self-motivated and proactive

How motivated and productive are they when they’re not at the office? This is an extremely important quality that your remote hire must possess


Ownership of tasks

Do they give up when there’s no colleague to offer advice? How well does your remote candidate work and find solutions independently? 


Collaboration skills

A cohesive team is more important in the case of remote work—and the team conversation during your interview process will tell you how collaborative your remote candidate is


Work discipline

It’s easy to follow a work schedule of convenience while working remotely, but if that doesn’t fit your team, is the candidate good with their time management?

How can remote hiring software help you hire 10X faster

Custom careers site

A good remote hiring software will help you create a customizable careers page that suits all your business requirements to attract the right candidates

Post to multiple job boards

Remote hiring software lets you post to multiple job boards at the same time from a single platform. It also helps you focus on the job boards that give you the best candidates

Automatic resume screening

Automatically reject resumes that don’t fit your requirements and focus more attention on the suitable candidates right from the start with a remote hiring software

Manage interviews without hassle

A good remote hiring software enables you to schedule interviews across time zones with multiple teams and candidates, collaborate with the hiring managers, and gather feedback seamlessly

Roll out offer letters automatically

Automate hiring workflows for each stage and roll out your offer letters on time. Your remote hiring software helps close the deal with the best candidates effortlessly

Conduct thorough reference checks

Evaluate your candidates thoroughly and quickly with the remote hiring software so you don’t hire candidates that might be unsuitable for your startup