Understand the basis and the scope
Ask which remuneration components or agreed amounts are used to calculate the fee, and whether taxes or additional costs are included in the quote. Confirm whether the arrangement is contingency, retained or another agreed model and what work is covered at each stage.
Discuss sourcing, screening, assessments and checks separately. Some may be included, optional or arranged by the employer. A proposal that appears cheaper may cover a different scope. Compare complete arrangements and avoid assuming that all agencies use the same definitions.
Clarify the events that trigger obligations
Ask when payment is due and what happens if a candidate starts later, the role changes or the business withdraws the vacancy. Understand any exclusivity, candidate introduction or representation provisions in the actual terms. These details can affect how your business manages other recruitment channels.
Where replacement provisions are offered, ask about the conditions, time limits, exclusions and process. Do not interpret a headline promise as an unconditional guarantee. If any clause is unclear or material to your business, have the agreement reviewed by the appropriate commercial or legal adviser.
Make the working relationship explicit
Confirm who approves the assignment, who supplies information and how shortlist feedback is provided. Agree how duplicate applications, previously known candidates or introductions through another channel will be discussed. Keep a record of the agreed process rather than trying to resolve it after an appointment.
If the scope changes, ask whether the commercial arrangement changes too. A new level of seniority, employment type or additional assessment can affect the assignment. Written confirmation should keep the recruiter and employer aligned on the current brief and responsibilities.
PUT IT INTO PRACTICE
A focused clarification email
“Before we proceed, please confirm the fee calculation basis, included services, payment trigger, treatment of a withdrawn vacancy and the full conditions of any replacement provision. We would also like to confirm how candidates already in our process will be handled.” This invites concrete answers without assuming a particular pricing model.
Your practical checklist
- Compare scope as well as the fee.
- Confirm calculation basis and payment timing.
- Read conditions behind any replacement provision.
- Agree duplicate-candidate and scope-change handling.
Take it forward
Ask the questions before the assignment starts. A clear proposal explains both the commercial terms and the practical responsibilities needed to deliver the recruitment service.