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Recruitment Terms and Conditions

The art of the recruitment is in applying the standardized recruitment terms and conditions for the recruitment agencies and the executive search companies. The HR Recruiters should establish the basic terms and conditions and the recruitment agencies should accept them.

Many companies have recruitment vendors operating on the proposals from the recruitment agencies, and they have different agreements. It brings inefficiencies in the recruitment process. The negotiation to solve the conflicts is complicated.

The standard terms and conditions are about the clear setting of the business relationship. The recruitment agencies deliver people, but it does not mean that the basic conditions for the collaboration are not present. The basic requirements, communication channels and payment conditions have to be agreed and formally approved.

Recruitment Terms and Conditions Basic Content

The fair relationship with the agency has to be always a WIN-WIN solution. The agency is not a slave; it is a partner for doing the mutually favorable business partnership.

The recruitment specialists should always include the following items into a smooth cooperation:

The standard recruitment terms and conditions

The recruitment is a business with people. The people change their mind, and they do not behave like machines. The recruitment agency cannot make a promise about the delivery just-in-time, but it can agree with certain limits and fees for not meeting the delivery deadline.

Standardized payment conditions

The standard conditions have to define the payment conditions clearly. Many issues can happen in the recruitment process and both parties should understand, what will be charged and what cannot be charged. The issues in the payment conditions usually result in a broken relationship. The performance is affected, and it results in a decreased speed and quality of the recruitment process.

The recruitment terms and conditions have to define the moment of hiring, the cancellation fee, the replacement fee and the general size of the fee.

The job positions can be classified into several groups and the fees can differ dramatically, but there should be no a conflict about the classification of the job position.

The recruitment fees can be re-negotiated on a yearly basis. The company has to make the analysis of the fees paid to different recruitment agencies, and it can ask for the discount based on the volume of job vacancies open.

The terms and conditions should solve the issue of the same candidate sent twice. It happens that two recruitment agencies send the same job applicant. It has to be clarified which agency has to right to charge the fee.

Standardized communication channels

The communication channels have to be clear as the agency does not look for the contact person for each job vacancy in the organization. The recruitment agency should not be allowed to communicate with managers directly.

HR has to act as a single point of contact for the recruitment agencies. The HR Recruiter is the process owner, and he or she has to manage the vendor.

Standardized progress reports

The recruitment terms and conditions have to set the standardized progress reporting. The agency has to be responsible for the preparation of the progress report and the HR Recruiter should comment it. It can be seen as useless for the agency with one or two assigned job vacancies.  On the other hand, it can speed up the process for the large recruitment vendors.