AGENCY PARTNERSHIPS
What recruitment agencies should agree before sharing a candidate
One agency has the client relationship. Another knows someone who could be a strong fit. Working together makes sense—but before the CV changes hands, both agencies and the candidate should understand what happens next.
A quick conversation about “splitting the fee” can leave plenty unanswered. Who will speak to the candidate? Can the receiving agency send the CV straight to its client? What happens if the candidate has already applied?
Agreeing these details early gives everyone a clearer process and helps protect the relationships behind the placement.
1. Get the candidate’s permission for the introduction
A candidate sending you their CV is not the same as agreeing to have it circulated through other agencies.
Explain the opportunity, which agency you want to introduce them to, who will receive their information and what the next step involves. Where the employer’s identity is confidential, agree how it will be disclosed before a submission goes ahead.
Give the candidate a chance to raise concerns. They may already be speaking to the employer, working with another recruiter or avoiding certain organisations.
Record their permission and any restrictions. If you are only checking whether another agency might have a suitable opportunity, start with a limited summary that leaves out identifying details.
2. Confirm who manages the client and candidate relationships
Both agencies should know who is responsible for each conversation.
Agree:
- Who holds the employer relationship and has authority to work on the role.
- Who submits the candidate to the employer.
- Who handles screening, interview arrangements and feedback.
- Who discusses salary, offers and acceptance with the candidate.
- Whether either agency can contact the other’s client or candidate directly.
This does not need to make the process complicated. It should prevent two recruiters giving different instructions or approaching the same person without knowing what the other has said.
3. Check for previous applications and introductions
Before submitting the CV, ask the candidate whether they have already applied or been represented for the opportunity. Ask the receiving agency to check its records too.
Then agree how you will handle any overlap. For example, what happens if the candidate is already in the receiving agency’s database, was introduced for an earlier vacancy or is currently speaking to the employer?
Record who made the introduction, the role it relates to and the date. Decide whether the commercial arrangement covers only that vacancy or any other clearly defined circumstances.
The aim is to resolve competing claims early, while the facts are straightforward.
4. Put the fee arrangement in writing
“Fifty-fifty” sounds clear until the agencies discover they are calculating different amounts.
Confirm the placement fee, what the split is based on, how taxes or agreed deductions are handled, and who invoices whom. For cross-border partnerships, specify the currency and who covers transfer or conversion costs.
Agree when payment becomes due. Is it tied to the candidate starting, the client paying or another milestone?
Also cover what happens if the candidate does not start, leaves during a guarantee period, or the employer requests a refund or replacement. Each agency should understand its responsibilities before accepting the work.
5. Agree how information and updates will be handled
Share the information needed for the agreed recruitment purpose. A first introduction rarely needs identity documents, bank details or unrelated personal information.
Confirm who can access the candidate’s details and whether they can be forwarded. Agree what happens if the candidate withdraws, the role closes or the partnership ends.
Set a simple update routine as well: when the receiving agency will acknowledge the introduction, when feedback is expected and who will tell the candidate if there is no progress.
Keep the agreed terms, permission record and submission history somewhere both agencies can refer to.
Before you send the CV
Check that you can answer five questions:
- Has the candidate agreed to this introduction?
- Does each agency know who handles the client and candidate?
- Have previous applications or introductions been checked?
- Are the fee split, payment timing and replacement responsibilities clear?
- Is there an agreed process for sharing information and providing updates?
Agency partnerships work better when expectations are clear from the beginning. A few minutes spent agreeing the process can prevent confusion later and give the candidate a more consistent experience.
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