How to Choose a Recruiting Agency: A Buyer’s Scorecard

Choose a recruiting agency by comparing how it will conduct your specific search, who will do the work, how candidates will be assessed, and what the agreement includes. A clear delivery plan is more useful than a broad promise about a large database or fast results.

Start by giving each agency the same role brief. A fair comparison becomes difficult when one proposal assumes a narrow sourcing assignment and another includes assessment, coordination, and offer support.

Ask who will actually run the search

The person presenting the proposal may not be the person recruiting for the role. Ask who owns delivery, how they communicate with the hiring manager, and who steps in when they are unavailable.

Then ask how that person would begin your search. Useful answers explain the candidate market, likely constraints, and what they need from your team. Request an anonymized example of a candidate brief or progress report. Do not ask for confidential candidate or client information.

Compare agencies with the same scorecard

This is a suggested procurement template, not a validated ranking system. Adjust the weights before reviewing proposals.

Criterion	Suggested weight	Evidence to request
Understanding of the role	25%	Proposed search strategy and questions about the brief
Candidate assessment	25%	Sample assessment notes tied to job requirements
Delivery ownership	20%	Named recruiter, responsibilities, escalation route
Reporting and collaboration	15%	Sample report and agreed feedback process
Commercial clarity	15%	Written scope, fee triggers, exclusions, and terms

Rate each area from one to five using the evidence supplied. Keep a short explanation next to each score. A spreadsheet full of unexplained numbers will not help you defend the decision later.

Commercial or data-handling concerns can be decision gates rather than weighted items. A high score elsewhere should not erase an unresolved concern that matters to your organization.

Make the commercial comparison explicit

Ask when fees become payable, which activities are included, and what happens if the role changes. Clarify exclusivity, cancellation, candidate ownership, and any replacement terms in the actual agreement.

Avoid assuming that labels such as retained, contingent, or subscription mean identical terms across providers. Compare the written scope and payment obligations. Alivio’s retained search and contingent placement pages can help frame an initial service conversation; the agreed contract governs the engagement.

Test the working relationship with a realistic question

Ask: “What would you do if the first candidate conversations showed our budget and requirements were mismatched?”

Look for a process that brings evidence back to the hiring manager. Useful feedback might distinguish low response, compensation concerns, missing qualifications, or a slow interview process. Each problem requires a different response.

A partner should be able to explain what they would report and what decision they would need from you. An unsupported promise to keep sending candidates does little to resolve the issue.

Is the lowest fee the best value?

Compare the fee alongside the work included and the capacity your own team must provide. A lower price may fit a narrow assignment well. It may be less useful when your team needs substantial assessment or coordination support.

How many agencies should an employer compare?

Compare enough qualified providers to understand your options, while leaving time to assess each proposal properly. There is no universal number that makes the decision sound.

Bring your completed brief and evaluation criteria to a conversation with Alivio Search Partners. Ask for a proposed scope that you can compare on the same basis as other options.