What should you ask a recruiting agency before signing?
Ask what the agency will deliver, how candidates are evaluated, what you will pay, who manages the hire, and what happens if the search or placement does not work out. Request written terms and examples of the evidence you will receive with a shortlist.
A useful recruiting agency vetting checklist tests the process behind the pitch. “We find great people” does not explain how a provider evaluates your requirements. The questions below help turn broad promises into comparable proposals.
Send each agency the same responsibilities, must-have skills, compensation assumptions, schedule, and expected start date. Otherwise, different proposals may reflect different jobs.
1. What exactly are we buying?
- Is this direct placement, ongoing staffing, or a managed service? Ask who engages the worker and who directs the daily work.
- What deliverables are included? Clarify sourcing, screening, interviews, assessments, references, and onboarding support.
- What is excluded? Ask about employment administration, payroll, background checks, equipment, and performance management.
A clear answer defines both agency work and client work. For example, the agency may source and screen candidates while your team conducts final interviews, selects the person, and manages onboarding. Neither side should have to infer those responsibilities from a headline.
2. How do you screen for this specific role?
- How will you turn our requirements into screening criteria? Ask which qualifications are mandatory and how exceptions are handled.
- What evidence accompanies each candidate? Look for relevant experience, schedule fit, communication assessment, and unresolved questions.
- Does every shortlisted candidate receive an interview? Confirm when recruiter interviews or practical assessments are used.
- How do you assess English and other required languages? Ask whether the evaluation reflects the work.
Request an anonymized example of a candidate summary. A useful summary connects evidence to your requirements rather than repeating the resume. For a bookkeeper, ask about reconciliations and review processes. For customer support, ask about written responses, policy judgment, and escalation.
HireLATAM screens candidates presented to clients; recruiter interviews depend on the role. Clients conduct final interviews and make the hiring decision. Confirm the planned screening steps for your specific search.
3. What experience do you have with comparable searches?
- Which similar roles have you filled? Ask about responsibilities and seniority, not just matching titles.
- What tends to make this search difficult? A useful answer identifies skill, compensation, schedule, or market constraints.
- Can you share relevant examples or references with permission? Compare the situation with your own requirements.
Be cautious about a provider that promises every combination of skills, schedule, and budget without discussing tradeoffs. Strong recruiting includes feedback on the brief. A role combining bookkeeping, sales, executive support, and design may need to be narrowed before a search starts.
4. What is the full fee and when is it earned?
| Ask | What to clarify in writing |
|---|---|
| What is due to start? | Deposit or retainer amount and whether it is credited toward the final fee |
| What triggers the remaining payment? | Offer acceptance, start date, or another defined milestone |
| Are fees fixed or compensation-based? | Calculation method, currency, taxes, and any minimum fee |
| What recurring services are optional? | Payroll, staffing, administration, or other ongoing charges |
| What happens if we pause or cancel? | Refundability, fee obligations, and when a search expires |
HireLATAM’s published pricing is a $3,500 placement fee, including a $500 deposit to start and $3,000 due on successful placement. The deposit is part of the fee. Confirm payment triggers and cancellation terms in the agreement rather than assuming a deposit is refundable.
5. What timeline is realistic, and what do you need from us?
Ask when the search begins, what qualifies as an acceptable shortlist, and how feedback affects the timeline. Separate time to receive candidates from time to complete interviews, references, agreement steps, and onboarding.
- What could delay this search? Discuss compensation, unusual requirements, and availability.
- How often will we receive updates? Define the contact person and review cadence.
- What feedback do you need after interviews? Agree on a practical response window.
- How are changes to the brief handled? Clarify whether a revised role changes pricing or restarts the search.
Your team’s availability matters. Book interview slots and name the final decision-maker before candidates arrive. A shortlist cannot turn into a hire while interview feedback sits unresolved.
6. What does the replacement guarantee actually cover?
A replacement guarantee describes a process and eligibility conditions. It should not be read as a cash refund or a promise that every possible departure is covered. Request the actual terms before relying on the headline.
- When does the guarantee period begin?
- Which departures or performance issues qualify?
- How and when must we report the issue?
- Are there exclusions if the role, schedule, compensation, or working conditions change?
- Does the remedy provide a replacement search, credit, refund, or something else?
- What happens if a replacement candidate is not available?
HireLATAM’s published placement offer includes a standard 90-day replacement guarantee. Use the agreement to confirm its conditions and remedy for your search.
7. Which contract terms deserve a closer look?
| Area | Question |
|---|---|
| Exclusivity | Can we source directly or work with other agencies during the search? |
| Candidate attribution | When is a person considered introduced, and for how long can a fee apply? |
| Prior contact | What happens if we already knew or had interviewed the candidate? |
| Later or different-role hires | Can fees apply if another team hires the person later? |
| Conversion and termination | Do charges apply when moving from staffing to direct engagement or ending the service? |
| Confidentiality and data | How are candidate and company information handled? |
| Disputes and liability | Which process, governing terms, and limits apply? |
These are questions to resolve with the provider, not assumptions about what every contract contains. Have qualified counsel review material legal terms for the jurisdictions and arrangement involved.
How do you turn the answers into a buying decision?
If your team needs sourcing and screening for dedicated LATAM talent, review HireLATAM’s flat-fee recruiting model and bring this checklist to a free discovery call. A clear brief and clear agreement help both sides start the search with realistic expectations.
Frequently asked questions
What is the most important question to ask a recruitment agency?
Start with what service you are buying and who owns each responsibility. That answer determines how to interpret the screening process, pricing, management obligations, and guarantee.
Does a replacement guarantee mean I can get a refund?
Not necessarily. A guarantee may provide a replacement search rather than a refund. Review the written eligibility conditions, notice requirements, exclusions, and remedy.
Should a recruiting agency interview every candidate?
The planned process should match the role. Ask which screening steps every shortlisted candidate completes, when recruiter interviews are used, and what evidence your team receives.
Should I choose the agency with the lowest fee?
Compare the total scope and evidence alongside the fee. A lower quote may leave your team with more screening, administration, or management work. Resolve exclusions before deciding.
Start your search with clear expectations on both sides.
Tell us about the responsibilities, tools, experience, and schedule. Let’s explore the right match for your business.