Published: 29 October 2026 · Last updated: 29 October 2026 · By Ameer Hamza
Every recruitment agency says it is fast, specialist and quality-focused. The only way to tell them apart is to ask the same hard questions to each one and compare what they say back. This guide gives you those questions, what a good answer sounds like, and a scorecard so the decision is based on evidence, not on who has the best sales pitch.
The short answer: choose a recruitment agency by testing 12 things before you sign: role fit, how candidates are sourced and screened, time to shortlist, real fees and payment trigger, the replacement guarantee, contract terms, data handling and legal compliance. Score each agency out of 100 and pick the highest score, not the lowest fee.
The 5-Minute Shortlist Test
Before you book any calls, cut your list down. Drop any agency that fails one of these checks:
Does it recruit for roles like yours? Look for job adverts or case studies at your level and in your function.
Does it publish how it charges? A fee model you can read before the first call is a good sign.
Does it offer a written replacement guarantee? If the answer is vague, move on.
Can you reach a named person? A real consultant with a direct email or phone line, not just a form.
Does it hold any licence your location requires? Some places require labour hire providers to be licensed (see the compliance section below).
Three to five agencies are enough for the full interview.
The 12 Questions, With Good Answers and Red Flags
Fit
Question | A good answer | Red flag |
|---|---|---|
1. How many roles like this did you fill in the last 12 months? | A number, examples and the typical salary range | "We can recruit for anything" |
2. Who will work on our role day to day? | A named consultant and a backup | "Our team" with no names |
3. What do you need from us to start? | A short intake call, job description, salary range and must-have skills | No intake call; they start sending CVs the same day |
Process
Question | A good answer | Red flag |
|---|---|---|
4. Where will candidates come from? | A mix: their own database, referrals, direct approach and targeted adverts | Only job boards you could use yourself |
5. How do you screen before we see a CV? | Structured call, skills check, salary and notice confirmed, references on request | "We send the best CVs we find" |
6. How fast is the first shortlist, and how many candidates? | A clear date and number, for example 3 to 5 screened candidates in 5 to 7 working days | Twenty CVs in two days |
7. How will you update us? | A fixed weekly update with numbers: contacted, screened, shortlisted | "We'll call when we have someone" |
Price and terms
Question | A good answer | Red flag |
|---|---|---|
8. What exactly is the fee, and when is it due? | A written fee basis and a clear trigger, such as the candidate's start date | Fee due on offer acceptance, before anyone starts |
9. What happens if the hire leaves early? | A free replacement or partial refund within a set period, in writing | No guarantee, or one hidden in small print |
10. Are there any other charges? | None, or a short list: advertising, assessments, temp-to-perm transfer fees | Extra fees appear only in the contract |
Compliance and data
Question | A good answer | Red flag |
|---|---|---|
11. How do you keep the process fair and lawful? | The same criteria for every candidate, and they will refuse discriminatory requests | They offer to filter by age, gender or background |
12. How do you store and share candidate data? | Consent, secure systems, and CVs shared only for the role you agreed | CVs arrive by unsolicited email for roles you never briefed |
Score Every Agency the Same Way
Give each area a score out of 10, multiply by its weight, and add it up. Change the weights to match what matters most to you.
Area | Weight | Agency A (example) | Agency B (example) |
|---|---|---|---|
Role and industry fit (Q1–3) | ×2.5 | 8 → 20 | 6 → 15 |
Sourcing and screening (Q4–5) | ×2.5 | 7 → 17.5 | 8 → 20 |
Speed and reporting (Q6–7) | ×1.5 | 8 → 12 | 5 → 7.5 |
Fees and guarantee (Q8–10) | ×2 | 7 → 14 | 9 → 18 |
Compliance and data (Q11–12) | ×1.5 | 9 → 13.5 | 6 → 9 |
Total out of 100 | 77 | 69.5 |
In this example Agency B is cheaper, but Agency A wins because it fits the role better, reports faster and handles compliance properly. A lower fee rarely makes up for a bad hire.
7 Contract Clauses to Read Before You Sign
Fee basis: a percentage of salary, a flat fee or a retainer, and which salary figure it uses (base only, or base plus bonus).
Payment trigger: start date is fairer to you than offer date.
Replacement or refund period: how long it lasts and what conditions apply.
Candidate ownership: how long a fee applies if you hire someone they introduced, even months later.
Temp-to-perm transfer fees: what you pay if a temporary worker becomes permanent.
Exclusivity: whether you can use other agencies for the same role.
Data protection: who controls candidate data and how it is deleted.
Compliance Checks That Protect You
Where | What to check |
|---|---|
USA | Federal anti-discrimination laws cover employment agencies. An agency must not act on an employer's discriminatory preferences, so never ask it to. |
UK | The Conduct of Employment Agencies and Employment Businesses Regulations 2003 set rules on the terms agencies agree with hirers, including temp-to-perm transfer fees. Ask for the terms in writing before work starts. |
Ontario, Canada | Temporary help agencies cannot stop a client from hiring an assignment employee. A fee is only allowed within the first six months of the worker's first assignment with that client. |
Victoria and Queensland, Australia | Labour hire providers must hold a licence. Check the public register before you use one. |
Prepare Your Side Too
The best agency still needs a clear brief. Before the first call, agree the salary range, the three must-have skills, who interviews, and how fast you can give feedback. Agencies fill roles faster when clients reply within 48 hours. If you are still deciding between agency types, read staffing agency vs recruitment agency, and check what recruitment agencies charge before you compare quotes.
Frequently Asked Questions
How many recruitment agencies should I use at once?
For most roles, one or two. One agency on an exclusive brief usually works harder for you; several agencies on the same role often send the same candidates.
Is the cheapest recruitment agency a good choice?
Only if it also scores well on fit, screening and guarantees. A bad hire costs far more than the difference in fees.
What is a fair replacement guarantee?
Many agencies offer a free replacement if the hire leaves within the first one to three months. Get the period and the conditions in writing.
Should I pay a recruitment agency upfront?
Contingency agencies are paid only when a candidate starts. Retained search asks for part of the fee upfront and suits senior or hard-to-fill roles.
How long should an agency take to send a shortlist?
For most mid-level roles, about 5 to 7 working days for 3 to 5 screened candidates. Specialist or senior roles take longer.
What questions will the agency ask me?
Expect questions about the role, salary range, must-have skills, team, interview steps and start date. A good agency asks more than it talks in the first call.
Sources and Further Reading
Coverage of employment agencies (U.S. Equal Employment Opportunity Commission)
The Conduct of Employment Agencies and Employment Businesses Regulations 2003 (legislation.gov.uk)
Temporary help agencies, Your guide to the Employment Standards Act (Government of Ontario)
Labour Hire Authority (Victoria State Government)
Labour hire licensing (Queensland Government)
This article is general information, not legal advice.
Ask Us the Same 12 Questions
We are happy to be tested. Vortexian Tech gives you a named consultant, a screened shortlist of 3 to 5 candidates in 5 to 7 working days, a written fee and a replacement within one month on every package. Our permanent recruitment packages are priced as a share of one month's gross salary, from 50% to 100% depending on the package, with no hidden extras. Hiring several people? See bulk hiring or candidate screening.
Send us your role today at info@vortexiantech.com or book a free intake call for a clear written quote.
