Agency agreement template

Recruitment Agency Client Agreement Template

A recruitment agency client agreement outlines the commercial and working terms between an agency and client, including services, fees, payment timing, candidate ownership, replacement policy, confidentiality, and termination.

This page gives recruiters a practical agreement outline and operating checklist. It is not legal advice, so final terms should be reviewed by qualified counsel for the relevant jurisdiction.

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Recruiter use case

The page must be useful without pretending to replace legal review

To compete with contract-template sites, the content needs the expected agreement clauses. To beat them for recruitment intent, it also needs recruiter-specific operating details: candidate ownership, fee trigger, replacement period, off-limits rules, and placement tracking.

When to use it

Agency owners want a practical agreement outline before discussing terms with clients or counsel.

What it should help capture

Parties and effective dateRecruitment services and search scopeFee model and fee triggerCandidate ownership period

Copy-ready template

Agreement outline

Use this as a drafting checklist before legal review.

Parties: [Agency Legal Name] and [Client Legal Name], effective as of [Date].

Services: The agency will identify, screen, introduce, and coordinate candidates for approved roles.

Fees: The client agrees to pay [percentage or fixed amount] when a referred candidate accepts employment, starts work, or reaches the agreed fee trigger.

Candidate ownership: Introduced candidates remain agency-owned for [number] months from the latest introduction or client interaction.

Replacement policy: If the candidate leaves within [number] days for covered reasons, the agency will provide a replacement search under the agreed conditions.

Confidentiality: Both parties will protect candidate, client, compensation, and commercial information shared during the engagement.

Legal review: Final agreement language should be reviewed by qualified counsel before signature.

Commercial terms checklist

Confirm these before sending a contract for signature.

Fee percentage or fixed fee

Invoice trigger and payment due date

Replacement period and exclusions

Ownership period for introduced candidates

Exclusive, retained, or contingent search status

Client subsidiaries or locations covered by the agreement

Use cases

When recruiters should use this template

Each template is positioned around a real recruiting moment, so the copy supports a specific candidate, client, or desk workflow.

New agency client

Set commercial terms before the first job order becomes active.

Fee model update

Document contingent, retained, or contract staffing terms when the working model changes.

Replacement dispute prevention

Clarify what happens if a placed candidate leaves within the guarantee window.

Included sections

What the template should include

These sections help recruiters capture the information needed to move the workflow forward without leaving important details in notes or email threads.

Parties and effective date
Recruitment services and search scope
Fee model and fee trigger
Candidate ownership period
Payment timing and late payment terms
Replacement or rebate policy
Confidentiality and data handling
Non-solicitation or off-limits language
Termination and governing law placeholders

Fee trigger

Defines exactly when the client owes the recruitment fee.

Pro tip

Tie this to a clear event such as candidate start date, offer acceptance, or signed contract.

Candidate ownership

Protects the agency when a client hires an introduced candidate later.

Pro tip

Record introduced candidates in the CRM so ownership is easier to evidence.

Replacement policy

Sets expectations when a placement ends within the guarantee period.

Pro tip

List exclusions such as layoffs, role changes, non-payment, or client-side process gaps.

Recruiter workflow

How to use this template inside a recruiting desk

The template is designed to sit inside a broader operating workflow, with a clear action before, during, and after use.

1

Qualify client and fee terms

Confirm the client understands the fee model, payment timing, and search commitment.

How ATZ CRM supports this step

Recruitment CRM helps track commercial discussions before active delivery begins.

Explore related capability
2

Attach agreement status to the account

Record signed, pending, expired, or exception status before opening roles.

How ATZ CRM supports this step

Client records and activities keep agreement context visible to sales and recruiters.

Explore related capability
3

Connect placement outcomes to billing

When a candidate is placed, use the agreement terms to track fee, invoice, and replacement status.

How ATZ CRM supports this step

Placement Management keeps offer, start date, fee, and placement status connected.

Explore related capability

Common mistakes

What weak templates miss

No candidate ownership language

This creates avoidable disputes when a client hires a submitted candidate later.

Unclear fee trigger

Payment timing becomes difficult when the contract does not define when the fee is earned.

Using a template without legal review

Recruitment agreements can vary by jurisdiction and hiring model; use templates as a starting point only.

ATZ CRM workflow

Make agreement terms visible in daily recruiting operations

Agreement terms should not live only in a signed PDF. ATZ CRM helps teams connect commercial terms to accounts, jobs, candidates, placements, and reporting.

Client Management

Keep client contacts, documents, ownership, and activity history connected.

Placement Management

Track placement fees, start dates, and post-placement status against agreed terms.

FAQ

Questions recruiters ask about this template

Is this recruitment agency agreement legal advice?

No. It is an educational template outline. Agencies should have final agreement language reviewed by qualified legal counsel for their jurisdiction and business model.

What clauses should a recruitment agency client agreement include?

It should usually cover parties, services, fees, payment terms, candidate ownership, replacement policy, confidentiality, data handling, termination, and governing law.

When should the agreement be signed?

For new clients, the agreement should be signed before recruiters submit candidates or begin active delivery work.