Recruitment process consulting for Permanent recruitment agencies: from client brief to joining date
A recruitment agency is paid only when a candidate joins. Most lost fees are lost between offer and joining day, so the recruiting steps need the same care as the sourcing.
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Share your requirementsWhy recruitment process consulting matters in permanent recruitment agencies
In several agencies a recruiter takes a brief by phone, searches the database, calls a few people and sends profiles. The client interviews, an offer is made and the recruiter moves on to the next mandate. Between offer and joining, weeks pass in which the candidate's employer counters, a family member objects or a better offer arrives.
A defined process turns this gap into planned work. The brief is written down, with a short note on what the client will and will not move on. Candidates are screened against it. After the offer, the recruiter makes scheduled calls, learns about counter-offer risk and keeps the client informed. Each drop-out gets a reason code, so the agency learns where it can act.
How to set it up
1. Write every brief on one page
Role, reporting line, pay range, must-have skills, deal-breakers and the interview plan. Ask the client to confirm it before sourcing starts.
2. Screen against the brief with notes
Record why a candidate fits, what they want and what their notice period is. A second recruiter can then pick up the call without starting again.
3. Prepare candidate and client for the offer
Agree pay, role and joining timeline in advance, so the offer does not surprise either side. Ask the candidate directly about counter-offers.
4. Call at fixed points until joining
Set contacts at offer, notice served, a week before and the day before joining. Note any change in mood or plan.
5. Review drop-outs monthly
List each lost joining with stage and reason, and pick one fix to try. Your recruitment process improves each month this way.
Check these first
Before changing anything, find out what is true today. Use your own records for a defined period and note gaps in the evidence. The review may take longer if records are incomplete or spread across teams.
- Take five recent mandates and see if a written brief exists for each.
- Count offers accepted and joins completed over the last quarter.
- Ask a recruiter when they last called a candidate between offer and joining.
- Check if drop-out reasons are recorded or only remembered.
GullyHR can do this with you. Read how we approach recruitment process consulting in general, or share your requirements and we will tell you where to start.
Questions owners ask
Enough to hear changes early. A call at offer, at notice, a week before and the day before is a sensible rhythm, with extra contact if the candidate sounds unsure.
Ask early what would make the candidate stay where they are, and whether they have discussed leaving. A candidate who has thought it through is less likely to be swayed.
The recruiter runs each placement, and the desk lead reviews drop-outs and coaches. Without a named owner, the process slips under target pressure.
We set up the interview and hiring process for permanent recruitment agencies
Every business interviews, but few have a written process that works the same way for every role and every interviewer. GullyHR designs yours, from the role brief to the offer, trains your managers to run it, and can run it for you on the roles you hand us.