Starting with the open role

• Tell me about the role you are trying to fill, in one short paragraph
• How many days has the requisition been open? Options: 60-90 days, 91-150 days, 151-240 days, More than 240 days
• Walk me through why this role is open today, select the primary reason Options: Backfill for departure, New headcount, Confidential replacement, Internal move created gap, Other
• Which salary band are you targeting for final offers? Options: $75k–$90k, $90k–$110k, $110k–$130k, $130k–$150k, Range flexible
• Who will be the hiring manager and who signs the offer?
• Is this search confidential or can candidates see the company name? Options: Confidential, Non-confidential, Partial disclosure once screened
• If you could fix one thing about this open role in the next 30 days, what would it be?

Where the shortlist needs to land

• If the hire failed inside six months, what specific operational or financial cost would that create for your team?
• Which measurable outcomes will you use to judge success in the first 6 and 12 months? Options: Performance metrics met, Retention at 12 months, Manager satisfaction, Project delivery milestones, Client satisfaction, Other
• Describe the three must-have technical skills or domain experiences this hire cannot lack
• List the top two cultural or behavioral traits that predict success on this team
• How rigid are the must-have requirements versus nice-to-have skills for you? Options: Must-haves are strict, Some flexibility with training, Open to strong potential over exact match
• Which one outcome would make you sign a candidate within two weeks of seeing a shortlist? Options: Clear domain experience, Strong culture fit from manager interview, Shortlist includes referral-quality profiles, Salary within band, Other

Timeline, urgency, and decision levers

• If a perfectly qualified candidate were ready tomorrow, which internal step would still prevent you from making an offer within two weeks? Options: Budget approval, Final approver unavailable, Compensation signoff, Background checks, None — we could move fast
• On average, how long does your internal interview-to-offer cycle take today? Options: Under 2 weeks, 2–4 weeks, 4–8 weeks, More than 8 weeks
• When the role needs to start, what is your target hire date or time window? Options: Within 2 weeks, 2–4 weeks, 1–2 months, Flexible beyond 2 months
• Who owns final offer approvals and how many signoffs are required? Options: Hiring manager only, Hiring manager + HR, HR + Finance, HR + Finance + Exec
• How quickly can compensation be adjusted if a top candidate asks for a modest premium? Options: Immediate approval, Requires manager approval, Requires finance approval, Not negotiable
• Which timeline blocker would stop this search from moving forward at all? Options: No approved budget, Hiring freeze, Key approver unavailable, Unresolved internal candidate preference, None of these

Stakeholders, interviews, and hiring rhythm

• Who are the people that must be convinced for a hire to happen and why might any of them say no?
• Which interview stages do you typically run for this level of role? Options: Phone screen, Manager interview, Panel interview, Practical assessment, Final executive interview, Reference check
• How many interviewers are usually involved before a final decision? Options: 1, 2, 3, 4 or more
• When scheduling interviews, what availability constraints routinely slow decisions? Options: Conflicting calendars, Business travel, Time zone differences, Interview fatigue, Other
• Describe who will run candidate debriefs and how quickly debriefs happen after interviews
• Which stakeholder objection would immediately stop you from accepting an external shortlist? Options: Candidate quality concerns, Process transparency issues, Fee or guarantee disagreement, Confidentiality worries, None — we are open

Where past searches stalled or failed

• When a previous search stalled, which single failure showed up most often? Options: Low-quality candidates, Slow shortlist delivery, Interview no-shows, Competing offers lost, Misaligned JD
• How many external agencies or channels did you try on the last three similar roles? Options: None, 1–2, 3–4, 5 or more
• Walk me through a specific search that felt especially difficult, what happened and why it stuck with you
• Which recruiting failure below would make you decline working with a new partner? Options: Missed timeline repeatedly, Poor candidate vetting, Lack of transparency in process, High candidate ghosting, Broken confidentiality
• How often have internal hiring bandwidth or competing priorities delayed interviews or offers? Options: Very often, Sometimes, Rarely, Never
• Which single change would have prevented most of those past stalls?

The other options you're weighing

• Which alternatives are you actively considering right now? Options: Internal referral push, Expanded job board spend, Retained search firm, RPO provider, Do it internally with hiring manager, Other
• Which incumbent relationship, if any, are you under obligation to consider before switching? Options: No incumbent, Existing contingency partner, Retained firm, Vendor on preferred list, Other
• If you stayed with your current approach, which condition would have to be true for you to feel it was adequate? Options: Shortlist within target window, Improved candidate quality, Lower cost, Better communication, Other
• Has anyone internally proposed solving this without an outside partner, and how realistic is that plan? Options: Yes, realistic, Yes, but unrealistic, No one proposed it, Proposed with caveats
• Which risk of switching away from your current option concerns you most? Options: Loss of continuity, Worse candidate quality, Higher cost, Time to ramp, No concern
• If an external partner could meet one promise today, which promise would make you switch immediately? Options: 2-week shortlist, Candidate quality guarantee, No upfront fee, Flexible guarantee terms, Dedicated recruiter

Operational readiness and constraints

• Which internal approval, data access, or technical constraint could delay a search beyond your target timeline? Options: No approved JD, Blocked ATS access, Background check vendor not set, Finance approval pending, Compliance review required
• Do you have an up-to-date job description and scorecard that we can use immediately? Options: Yes, both ready, Job description only, Scorecard only, Neither ready
• Who in your organization will be the day-to-day contact and who will own final approvals?
• How accessible are interviewers during the typical workweek for scheduling? Options: Very accessible, Somewhat available, Often hard to schedule, Generally unavailable
• Which compliance or background checks are mandatory before a candidate can start? Options: Standard background check, Professional license verification, Drug screen, Security clearance, None
• Which missing resource would prevent us from starting the search at all? Options: Budget not approved, No hiring manager assigned, JD unavailable, Legal approval pending, None of these

Decision criteria and deal drivers

• Which single outcome would convince you to sign a fee agreement this week? Options: Shortlist in 2 weeks, Sample vetted candidate profiles, Clear guarantee terms, No upfront cost, Reference from similar client
• How important is fee percentage relative to speed and candidate quality? Options: Fee most important, Quality most important, Speed most important, All equally important
• Which guarantee term matters most to you when choosing a partner? Options: Replacement guarantee length, Pro-rated refund, Candidate start-based payment, Other
• Would piloting a single role under a short-term agreement help you evaluate us faster? Options: Yes, Maybe, No
• Which communication cadence would you prefer during active search? Options: Daily updates, Twice weekly, Weekly, Milestone-driven only
• What objection from your leadership would most likely prevent signing an agreement? Options: Cost, Vendor risk, Process transparency, Contract terms, None

Practical next steps and expectations

• If we started tomorrow, which three things must happen in the first 14 days for you to feel confident?
• How soon can you schedule a detailed intake call with all key stakeholders? Options: Within 24 hours, Within 3 business days, Within a week, Longer than a week
• Which deliverable would you like to see first—a shortlist, candidate profiles, or a search plan? Options: Shortlist, Candidate profiles, Search plan, All together
• Would you accept a two-week candidate shortlist milestone as the official first milestone? Options: Yes, Prefer different timeline, Need to discuss
• How do you prefer to receive candidate materials and updates? Options: Email with attachments, Shared folder/ATS links, Platform notifications, Scheduled calls
• Finally, which sign-off would accelerate this engagement to start immediately? Options: HR signoff, Finance signoff, Hiring manager signoff, All required signoffs in place

• Search Approach and Candidate Fit Session

• Confirm the current state and its cost
• You confirm the summarized current state and agree on the quantified cost of the open requisition.
• Provide a tailored sample shortlist of 3-5 candidate profiles and the proposed outreach timeline within 3 business days.
• You confirm the demonstrated sourcing approach will produce a two-week shortlist of 3-5 pre-screened candidates aligned to your role.
• Present the targeted sourcing strategy
• Share the screening guide and candidate scorecard used during vetting.
• Confirm and share the current job description, non-negotiables, and any role-specific interview blockers.
• You confirm the seller's vetting criteria and scorecard match your quality expectations for candidate presentation.
• Map example candidate profiles to your needs
• Confirm the hiring timeline and list of decision makers to include in the next meeting.
• You agree the evidence shown is sufficient to move to the Search Scope & Deliverables meeting within five business days.
• Demonstrate vetting rigor and scorecard
• Validate alignment and timeline
• Schedule the Search Scope & Deliverables meeting within five business days.
• Agree next steps and decision criteria

• Search Approach and Candidate Fit Session
• Solution Experience Deck
• Search Approach Solution Brief

• meeting
• slides
• document

• Source passive candidates via targeted search
• Deliver shortlist of fully vetted candidates
• Conduct structured phone and video screening
• Administer role-specific skills validation
• Verify employment history and professional references
• Perform background and education checks
• Produce candidate presentation dossiers
• Provide interview preparation briefs for candidates
• Manage offer negotiation and acceptance
• Execute confidential replacement search
• Provide candidate start and onboarding handoff
• Manage placement guarantee and replacement process

Source passive candidates via targeted search

• Do you require targeted passive sourcing for this requisition or is active applicant outreach sufficient? Options: Targeted passive sourcing required, Active applicant outreach sufficient, Unsure — advise
• How many passive candidate profiles should be identified for outreach during the initial search phase (example: 20-50)? Options: Less than 20, 20-50, 51-100, More than 100
• Which competitor companies, niche industry groups, or professional associations should we prioritize when building the passive candidate list?
• In what timeframe do you expect first-reach outreach to be completed to the prioritized passive pool (for example: 7, 10, or 14 business days)? Options: 7 business days, 10 business days, 14 business days, Other
• Who on your hiring team will be available to review inbound passive candidate responses during the outreach window?
• Are there employer-brand restrictions for outreach messaging (for example: do not mention your company name, use an anonymized description, or include an NDA) for this role? Options: Use company name, Anonymized outreach required, NDA or confidentiality language required, No restrictions

Deliver shortlist of fully vetted candidates

• How many candidates do you want on the initial shortlist (for example: 3, 5, or 8)? Options: 2-3, 4-5, 6-8, 8+
• Which shortlist delivery cadence do you prefer (single batch, weekly rolling shortlist, or phased shortlist aligned to interview availability)? Options: Single batch, Weekly rolling shortlist, Phased to interview schedule, Other
• Specify the vetting artifacts you require with each shortlisted candidate (for example: resume, recruiter scorecard, compensation expectations, notice period).
• What acceptance criteria will confirm the shortlist meets your quality threshold (examples: minimum 70% match to core skills, at least 50% passive sourced, availability for first interview within 7 days)?
• Who on your panel will provide timeliness feedback on each shortlist (name or hiring role and expected SLAs for review)?
• Would you like candidates flagged by compensation band fit and current notice period included in the shortlist metadata? Options: Yes — include compensation and notice, Include compensation only, Include notice period only, No

Conduct structured phone and video screening

• Which screening format do you prefer for first-touch screens (phone call, 30-minute video, or structured 45-minute video)? Options: Phone call (20-30 min), 30-minute video, 45-minute structured video, Other
• Please specify the core screening rubric items we must capture during each screen (for example: role skills, culture fit indicators, relocation willingness, salary expectations).
• How many screening questions should map directly to the job description must-have skills (example: 3-5 targeted skill probes)? Options: 1-2, 3-5, 6+
• Identify any disqualifying factors that should stop a candidate from progressing after screening (for example: lack of required certification, inability to pass remote work checks, visa status).
• Are you willing to accept an initial recorded video response for screening questions in lieu of a live call for passive candidates? Options: Yes, recorded allowed, No, live required, Depends by candidate
• Who will own scheduling and confirming second-stage interviews once a candidate passes the phone/video screen? Options: We handle scheduling, You provide scheduler details, Shared responsibility

Administer role-specific skills validation

• Which skills-validation methods do you require for this role (coding assignment, case study, writing sample, sales role-play, or work sample)? Options: Coding assignment, Case study, Writing sample, Role-play / simulation, Work sample, Other
• How long should a candidate have to complete a skills exercise (for example: 24 hours, 48 hours, 5 business days)? Options: 24 hours, 48 hours, 3 business days, 5 business days
• Provide the passing threshold or rubric for skills validation (for example: 70% score, meets all must-have criteria, or hiring manager sign-off).
• Would you like us to proctor or time-box the assessment and submit scored results to your hiring manager? Options: Yes — proctored and scored, No — submit raw deliverable only, Score only, no proctoring
• Are there IP or confidentiality constraints for candidate deliverables (for example: anonymized data, no product code, or limited dataset)? Options: Anonymized deliverable required, No IP constraints, Other
• Which role-specific tools or test environments must be available for validation (for example: test instance of CRM, sandbox code repo, analytics dataset)?

Verify employment history and professional references

• How many professional references should be collected per candidate and which types are preferred (direct manager, peer, or cross-functional partner)? Options: 1 (manager), 2 (manager + peer), 3 (manager + peer + client), Other
• Which employment history details must be validated prior to shortlist acceptance (exact title, dates of employment, primary responsibilities)?
• Who will authorize reference outreach to current employer contacts when a candidate is employed and requires discretion? Options: You will authorize, Authorize after offer, We will request permission from candidate
• Specify any compliance or industry-specific checks on references (for example: speaking to licensed supervisors, HIPAA experience confirmation).
• Are there geographic constraints for references we should avoid contacting (for example: avoid current employer or certain countries)? Options: Avoid current employer, Avoid specified countries, No constraints
• Would you like us to capture a written reference summary with scored attributes (communication, technical ability, management) for each referee? Options: Yes — written summary with scores, No — verbal notes only, Summary only for finalists

Perform background and education checks

• Which background check components do you require for hires into this role (criminal record, identity verification, degree verification, employment gaps)? Options: Criminal record, Identity verification, Degree verification, Employment gap review, Other
• Do you require a specific turnaround SLA for background and education checks (for example: 48 hours, 5 business days)? Options: 48 hours, 3 business days, 5 business days, No SLA required
• Are there local legal constraints we should follow for background checks based on candidate location (for example: country-specific consent forms)? Options: Yes — provide country list, No — standard checks only, Unknown — advise
• Who will receive the completed background and education reports within your organization (HR, hiring manager, security team)?
• Would you accept a vendor-standard education verification or do you require certified transcripts or apostilles for certain degrees? Options: Vendor-standard verification, Certified transcripts required, Apostille required for international degrees
• Identify any specific offenses or records that automatically disqualify a candidate for this role (for example: financial fraud, driving offenses, regulatory violations).

Produce candidate presentation dossiers

• Which documents must be included in each candidate dossier (resume, recruiter summary, skills scorecard, reference notes, compensation history)? Options: Resume, Recruiter summary, Skills scorecard, Reference notes, Compensation history, Other
• Please specify the preferred dossier format for your review (single PDF packet, profile card in ATS, or structured email summary). Options: Single PDF packet, ATS profile card, Structured email summary, Other
• How much contextual commentary do you want in the recruiter summary (short 2-3 bullet highlights, one-paragraph summary, or detailed 1-page analysis)? Options: 2-3 bullets, One-paragraph, Detailed 1-page analysis
• Would you like candidate dossiers to include red-flag flags and mitigation notes (for example: gaps explained, counteroffer risk)? Options: Yes include red-flag analysis, No, present raw facts only, Only for finalists
• Who should be copied on dossier delivery and what is your preferred delivery channel (email, ATS upload, shared workspace link)? Options: Email, ATS upload, Shared workspace link, Other
• Are there any data privacy constraints on dossiers (for example: omit candidate phone number, redact personal data for EU candidates)? Options: Redact personal data as required, No special privacy constraints, Follow provided privacy policy

Provide interview preparation briefs for candidates

• Which interview formats should we prepare candidates for (panel interview, technical interview, behavioral interview, presentation to leadership)? Options: Panel interview, Technical interview, Behavioral interview, Presentation to leadership, Other
• How many briefing items do you want included in each candidate prep brief (example: 5 talking points, role-focused questions, desired examples)? Options: 3 talking points, 5 talking points, 7+ talking points
• Please list any company-specific interview topics candidates should be ready to discuss (for example: recent product launch, key client segments, compliance processes).
• Would you like us to coach candidates on cultural fit talking points and provide example STAR stories tailored to your organization? Options: Yes — full coaching, No — brief prep only, Only for finalists
• Who on your team will supply interviewers' names, roles, and suggested question themes so we can align candidate briefs?
• Are there presentation or slide requirements for candidate demonstrations (length, template, confidentiality notices)? Options: Standard template required, Length limit (e.g., 10 minutes), No specific requirements

Manage offer negotiation and acceptance

• Which elements must be included in the initial offer package (base salary, target bonus, equity, benefits summary, relocation assistance)? Options: Base salary, Bonus/commission, Equity, Benefits summary, Relocation assistance, Other
• What is your approved salary band for this role so we can negotiate within those limits?
• Would you like us to field counteroffers and provide negotiation playbooks (for example: escalation triggers, walkaway thresholds)? Options: Yes — full negotiation service, No — present candidate counters only, Only escalate major counters
• Who is authorized to approve compensation increases or sign final offer letters and what is their expected response SLA?
• When do you expect acceptance to be confirmed and what is the target window between offer signed and candidate start (for example: 2 weeks, 30 days)? Options: 2 weeks, 30 days, 60 days, Other
• Are there typical counteroffer risks we should plan for (for example: active recruiter outreach, retention bonus at current employer)? Options: High counteroffer risk, Moderate, Low

Execute confidential replacement search

• Is this engagement a confidential replacement where company identity must be withheld during outreach? Options: Yes — anonymize employer, No — employer can be disclosed, Partial disclosure allowed
• Please specify the confidentiality controls required (for example: NDA before candidate brief, anonymized job title, recruiter email domain restrictions).
• Which candidate sources are off-limits for confidential outreach (for example: current employees of a named client, public LinkedIn posts)?
• Who is the internal single point of contact for confidential approvals and emergency disclosures if a candidate asks about the employer?
• Would you like a staged disclosure plan where we reveal the employer only after a signed NDA from the finalist candidate? Options: Yes — NDA before disclosure, No — disclose earlier, Case-by-case
• Are there regulatory or contractual reasons to avoid contacting specific competitor companies or customer accounts during a confidential search? Options: Yes — list provided, No

• Recruitment Services Agreement (Fee Agreement)
• Mutual Non-Disclosure Agreement (NDA)
• Search Kickoff Confirmation
• Candidate Ownership & Prior-Contact Acknowledgement
• Replacement Guarantee Addendum
• Data Processing Addendum (DPA)
• Payment Authorization & Billing Instructions

• Search Start Health Check
• First Measurement Review
• Acceptance Gate, Outcome Verification
• Quarterly Hiring Success Review

• Update the search playbook with agreed improvements and circulate for async confirmation.
• Re-confirm placement criteria and owner responsibilities
• Agree a corrective action plan with clear owners and dates ahead of the acceptance gate.
• Seller to deliver a revised sourcing plan with channel mix and weekly milestones.
• Buyer to provide clear feedback on any presented candidate profiles requiring profile adjustments.
• Prepare the data snapshot and candidate artifacts required for the acceptance meeting.
• Restate numeric targets from Search Scope & Deliverables
• Produce a documented acceptance decision against the targets recorded in Search Scope & Deliverables.
• Where criteria are unmet, agree a remediation plan with owners and firm resolution dates.
• Publish the acceptance decision and archive the evidence packet used to make the decision.
• If applicable, execute the agreed remediation plan and report progress weekly until closed.
• Record guarantee tracking fields and the process for filing any guarantee claims.
• Present placement retention at 90 days and guarantee claim count
• Confirm whether the placement has retained through 90 days and whether any guarantee claims remain open.
• Capture hiring manager satisfaction and at least two concrete process improvements to apply to future searches.
• Seller to close any open guarantee cases and provide resolution documentation.
• Buyer to submit the hiring manager satisfaction score and written comments into the shared workspace.
• Buyer to provide interview panel availability windows for the next 4 weeks.
• All parties confirm roles, responsibilities, and the screening rubric are active and understood.
• Early pipeline shows measurable candidate flow or a documented remediation plan is in place.
• Publish the confirmed owner and responsibility list for the search.
• Seller to provide an initial sourcing snapshot (outreach volume and response rate) within 3 business days.
• Present time-to-shortlist and candidate volume data
• Determine whether time-to-shortlist and number of qualified candidates presented are trending to meet targets or require remediation.
• Present outcome data against each criterion
• Capture hiring manager satisfaction and qualitative feedback
• Review candidate quality and screening evidence
• Validate start conditions and sourcing kickoff
• Document pass or conditional status per criterion and record acceptance decision
• Review early pipeline signals
• Resolve any remaining guarantee issues or outstanding onboarding tasks
• Diagnose root causes for any gaps
• Identify blockers and open issues
• Agree remediation plan for any failed criteria
• Agree process improvements and handover items
• Agree corrective actions and timeline to acceptance gate
• Confirm cadence for any further follow-ups
• Confirm data and evidence to bring to the acceptance gate
• Confirm guarantee tracking and next steps for onboarding
• Agree immediate remediation actions