How do I check a recruitment firm’s fill rate for different types of roles?

Begin with the definition. A fill might mean a candidate started, accepted an offer or passed the guarantee period. Agree on one definition before you compare anything. Then ask for the search list, with role type, client, date opened, date closed and outcome. Ask your accountant to compare it with the billing records.

Next, split the list by role type. Senior searches, specialist roles and high-volume roles behave differently, and a single overall figure hides this. Look at which types the firm fills reliably and which tend to stall or get cancelled. Ask the seller why. A strong rate in one niche is more useful to you than a blended average.

Finally, check who did the work. If a few recruiters account for most fills, ask what happens when they leave. Ask whether the list includes searches cancelled by the client and whether those were counted at all. A list that only shows successes is incomplete. Ask also how long the typical search stays open in each role type, since slow fills tie up recruiters even when the search eventually succeeds.

Key takeaways

• Agree on what counts as a fill before comparing anything.
• Split results by role type and compare them with billing records.
• Check whether cancelled and lost searches appear on the list, and which recruiters did the filling.
• Ask how long searches stay open in each role type before they fill.