Recruiting agencies send a proposal or fee quote before a client agrees to a search, often while several agencies compete for the same role. Clients compare fee percentage, guarantee length, exclusivity, and how quickly you can present qualified candidates.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
The fee depends on salary, so stating the expected range and what counts toward it prevents surprises when the offer is made.
Make clear whether the fee is contingency, retained, or flat, and how it is calculated and when it is due.
Exclusive searches often justify a lower percentage or retainer. State how long the exclusivity lasts and what happens if the client hires outside your pool.
Clients weigh the guarantee heavily. Define the length, what triggers it, and what remedy applies.
This sets how long the client owes you a fee if they hire someone you introduced, even if the hire happens later.
List what you will provide, such as screened shortlists, interviews scheduled, reference checks, and expected time to first submission.
Job board ads, assessments, background checks, and candidate travel should be listed as billed or included so there are no surprise charges.
| Service | Priced | Typical range |
|---|---|---|
| Contingency permanent placement | % of first-year base salary | 15-25% |
| Retained executive search | % of first-year total cash compensation | 25-33% |
| Temp or contract staffing markup | % over worker pay rate | 25-60% |
| Contract-to-hire conversion fee | % of annual salary | 10-20% |
| Flat-fee placement (entry to mid-level roles) | flat fee | $3,000-10,000 |
| RPO or embedded recruiter support | per hour | $50-100 |
| Monthly hiring retainer | per month | $2,000-6,000 |
| Candidate background or reference check pass-through | per candidate | $30-150 |
Typical US ranges. Rates vary by region, experience, and job size.
Offer a lower percentage or flat fee in return for exclusivity or a retained deposit. It reduces your risk of spending weeks on a search that the client also gives to three other agencies.
Specialized roles in engineering, healthcare, or finance with small talent pools justify fees at the top of the range. Easier volume roles can be priced lower or as flat fees.
Volume discounts, such as a lower percentage after the third hire in a year, help win long-term accounts without cutting your standard rate on a first search.
For temps, give the hourly bill rate and conversion terms, not your pay rate and markup. Clients compare total cost per hour and want to know what the conversion fee will be.
It is common to be asked, especially by larger employers. Trade concessions for something concrete, such as exclusivity, a shorter payment term, or a commitment to multiple roles, rather than lowering the rate alone.
Thirty days is typical. Market conditions and candidate availability shift, so set an expiration date and note that the signed agreement is required before you submit candidates.
For percentage-based fees, the final amount depends on the actual starting salary, so quote the percentage and an estimated dollar figure based on the expected salary range. For retained searches, quote fixed installment amounts.
Quote the hourly bill rate along with a conversion fee that decreases over time, such as 20 percent in the first 90 days and lower after that, or waived after a set number of hours worked.
Use the Recruiting Agency invoice template to bill the client, or convert this estimate once it's approved.
Recruiting Agency invoice template