AI Vendor Questions for HR Software: 25 Questions and a Score Sheet

A vendor says the tool “screens” or “ranks” candidates, and you do not know what to ask. This guide gives you 25 plain questions, what a good answer sounds like, and what should worry you.

What you get

• 25 questions in 5 groups: data use, human override, records and logs, testing evidence, and notice, appeals and contract.
• For each question: why it matters, a good answer, and a red flag answer.
• Excel score sheet: score up to three vendors 0, 1 or 2. It adds up each group, the total, and flags a pause.
• Dated context: what California’s automated decision rules (effective October 1, 2025) and the January 2025 federal guidance changes mean for the questions you ask, with sources and a “verify” note.
• A decision page with a worked example for a made-up company.

How it works

1. Ask the question on your vendor call.
2. Compare the answer to the guide.
3. Score 0, 1 or 2 in the sheet.

Who it is for

HR leaders, recruiters, operations teams and founders buying hiring or people software.

Formats and requirements

PDF (letter size, print safe) and an Excel .xlsx file. Works in Excel and Google Sheets. No macros.

What it is not

It is a template and reference, not legal advice. Prepared by McKinley Malbrough III, J.D., who is not a licensed attorney. It does not tell you whether a tool is lawful. Have an employment lawyer review answers and contracts. The decision bands are our judgment. Parts were drafted with AI assistance and then reviewed and edited by the author. Licensed for use inside your own organization. Please do not resell or share the file.

Digital products: no refunds once downloaded. A corrupted, incomplete or not-as-described file reported within 14 days of purchase is replaced or refunded in full.