Template Library · Instructors · Free Word (.docx)

Instructor sourcing checklist — with sample entries

Every task is listed in order, from finding an instructor to the day after the session. It includes a sample outreach email and a scoring sheet for comparing instructor candidates.

  • FormatWord (.docx) — just swap in your logo and approval block
  • What’s includedReady-to-use templates and fill-in guide
  • How to get itEnter your company, name, and email for an instant download plus a copy by email
  • CostFree
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Instructor Sourcing Checklist template preview — page 1View larger ⤢

1 page

Fields in this template

  • Prep before outreach · Instructor vetting · Contract sign-off · Checks before and after the session
  • Instructor fee taxes, handout copyright, recording consent, and cancellation policy
  • Instructor outreach email (copy and paste)
  • Instructor candidate scorecard (100 points)

How to fill it in

  1. Before you contact instructors, define the purpose, audience, headcount, hours, and budget. Without them, instructors will send generic course materials.
  2. Check whether the instructor has taught the same topic to the same job level. Experience with a topic is not the same as experience with that audience.
  3. Put the permitted use of handout copyright and any recording or filming permissions in writing in the contract.
  4. Confirm the cancellation and rescheduling policy up front, including how many days before the session you can cancel free of charge. That avoids disputes if the schedule changes.

Sample entries — view as a table

This excerpt comes from an example filled in for a fictional company, Hanbit Precision Co., Ltd. (auto parts manufacturing, 280 employees). The file contains the blank template first, followed by the full example. All amounts and figures in the example are assumed, for illustration only.

Instructor candidate scorecard (100 points)

Evaluation criteriaPointsScoring criteria
Track record with the same topic and audience30Sessions delivered to the same job level in the past 2 years
Understanding of our situation and willingness to adapt25Did they offer to include our own cases in the pre-session meeting?
Handout and exercise quality20Share of hands-on practice and deliverables in the sample handout
Fair pricing15Are inclusions and exclusions clearly stated?
Communication and responsiveness10Reply speed and flexibility in scheduling

The file includes the 5-stage, 29-item checklist and the instructor outreach email draft.

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FAQ

How do you vet external instructors?

Look at the instructor’s teaching history on the same topic and audience, reviews from the past year, a sample handout or teaching video, and whether they commit to reflecting your situation in the pre-meeting. The comparison scorecard in the template splits these criteria across 100 points.

When should we start sourcing an instructor?

In the off-season, 4–6 weeks ahead is enough, but in the peak seasons of March–May and September–November, it is safer to lock in the date two months ahead.

Are the templates free?

Yes, they are free. Just leave your company name, name, and email to download the template you choose right away. We also email you the same file.

Can I edit the templates to match our company format?

Yes. You may replace the company logo and approval block and use the templates as your internal forms. Please just refrain from selling them elsewhere or redistributing them as they are.

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Document library: working documents for training managers and corporate instructorsYou can get other documents the same way, each with a filled-in example: an AI training adoption proposal, a statutory mandatory training calendar, a training budget table, and a sample instructor proposal.View documents ›

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※ The statutory mandatory training cycles and tax rates are general guidelines to make drafting easier. They may vary by your company’s industry and size, so please check the underlying statutes and your company’s tax policy.

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