Marketing

Recruitment Proposal Template

Win recruitment clients with a proposal that explains your search process, fees, timeline, replacement terms, and reporting in a clear document hiring managers can review quickly.

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Northstar Talent Partners

RECRUITMENT PROPOSAL

Strategic Talent Acquisition & Executive Search Services
Prepared for Harborview Technologies. Northstar Talent Partners will support your contract, direct-hire, and project-based hiring with role intake, candidate screening, interview coordination, and clear monthly reporting.
Prepared by
Jane Morgan Director, Client Partnerships Northstar Talent Partners
Direct contact
Email: [email protected] Phone: +1 (202) 555-0148

About us and why choose us

Northstar Talent Partners is an illustrative recruitment agency founded in 2018. Our sample practice focuses on software engineering, product, and technology leadership searches for US-based teams. For Harborview Technologies, Jane Morgan will coordinate role intake and manage the search through offer acceptance.
Contract staffing
Source and screen software engineers for approved contract assignments.
Direct hire search
Build a qualified shortlist for permanent engineering and product roles.
Interview coordination
Schedule interviews, collect feedback, and keep candidates informed.
Post-start support
Follow up after placement and manage the stated replacement guarantee.
Our approach for Harborview
  • Confirm each role’s responsibilities, compensation range, location requirements, and interview panel before sourcing begins.
  • Screen candidates against the agreed criteria and submit concise profiles with availability and compensation expectations.
  • Coordinate interviews and keep a shared status record so the hiring team can make timely decisions.
  • Support offer discussions and check in after the candidate’s start date.

Recruitment services offered

Harborview Technologies can use Northstar Talent Partners for contract staffing, permanent hires, temp-to-perm assignments, and specialist projects. Each service follows the fee basis and billing schedule on the next page.
Service category
What Northstar provides
Illustrative Harborview use
Consulting / Contract Services
Sourcing and screening, W2 or 1099 placement, payroll administration, taxes, time-tracking, insurance coordination, and contractor support.
Senior software engineer for a 120-hour contract assignment.
Direct Hire Placements
Role intake, sourcing, screening, interview coordination, offer support, and the stated replacement guarantee.
Permanent director of engineering search.
Temp-to-Perm Hires
Contract placement with an evaluation period before a full-time conversion decision.
Product analyst engaged on contract before possible conversion.
Specialized / Freelance Project Talent
On-demand specialists engaged on hourly or project-based terms.
UX researcher for a defined discovery project.
Service delivery notes
Consulting / contract
Northstar sources the candidate, coordinates onboarding, and manages payroll, tax administration, approved time, and assignment support.
Direct hire
Northstar manages the permanent search from role calibration through offer acceptance and provides the stated replacement guarantee.
Temp-to-perm
Harborview evaluates the contractor during the assignment before deciding whether to make a full-time offer.
Freelance projects
Northstar sources a specialist for an agreed project scope and bills on the selected hourly or project basis.
  • Harborview approves contractor hours before Northstar issues the monthly invoice.
  • Direct hire searches include role intake, screened candidate profiles, interview coordination, and offer support.
  • Freelance assignments use the hourly or project rate approved for the individual scope.

Pricing and fee structure

The following fee basis applies to this sample engagement with Harborview Technologies. Individual contract bill rates and freelance project prices are confirmed in writing before an assignment begins.
Placement Type
Agency Fee / Rate Structure
Payment Milestone & Schedule
Direct Hires
20% of gross annual salary
50% within 15 days of start; 50% on 90th day anniversary
Contract Hires
Fixed hourly bill rate
Billed monthly based on approved hours
Temp-to-Perm Hires
10% of gross annual salary upon conversion
Billed at time of full-time hire
Freelance Projects
Fixed hourly / project rate
Billed monthly
Pricing sample and cost calculator
Milestone invoicing guidance
  • For a direct hire, Harborview pays 50% of the 20% placement fee within 15 days of start and the remaining 50% on the 90th day anniversary.
  • The sample senior software engineer assignment totals 120 approved hours at $100 per hour, for an estimated $12,000. Northstar invoices monthly for approved hours actually worked.
  • A temp-to-perm conversion triggers a fee equal to 10% of gross annual salary, billed at the time of full-time hire.

Terms, candidate protection, and guarantee

Northstar covers the sourcing and screening costs listed below. The candidate protection and direct-hire replacement terms apply as written; any exception requires written approval before work begins.
Sourcing cost coverage
The agency absorbs all background check, vetting, reference check, and advertising spend costs associated with candidate sourcing and screening unless a separate written exception is approved in advance.
6-month protection clause
If the client rejects an agency-sourced candidate but hires that candidate within 6 months of introduction, full professional placement fees apply.
90-day placement guarantee
If a direct-hire candidate voluntarily resigns within 90 days of start date, the agency provides one replacement search at no additional professional fee.
Billing and payment terms
  • Northstar invoices contractor services monthly based on hours approved by Harborview.
  • Direct-hire fees are invoiced in two equal installments: the first is due within 15 days of the candidate’s start, and the second is due on the 90th day anniversary.
  • Freelance and project talent are invoiced monthly unless the parties agree to another written milestone schedule.
  • Sample payment modes are ACH and bank transfer. Northstar will include remittance instructions on each invoice and direct billing questions to [email protected].
A direct-hire replacement search is available at no additional professional fee if the candidate voluntarily resigns within 90 days of the start date.

Billing, payment modes, and acceptance

Northstar Talent Partners and Harborview Technologies confirm acceptance of the recruitment services, applicable fees, billing schedule, candidate protection terms, and replacement guarantee stated in this proposal when their authorized representatives sign below.
Sample agency contact: Jane Morgan, Director, Client Partnerships, Northstar Talent Partners | [email protected] | +1 (202) 555-0148. Client: Harborview Technologies.
Preferred payment method: Direct ACH Credit Card Wire Transfer
Agency authorized sign-off
Printed Name: [Sender.FirstName] [Sender.LastName] Title: [Sender.JobTitle] Company: [Sender.Company] Date: Agency signing date*
SENDER
Agency authorized signature
SENDER
Client acceptance sign-off
Printed Name: [Client.FirstName] [Client.LastName] Title: Client title* Company: [Client.Company] Date: Client signing date*
Client signature
Agency initials
SENDER
Client initials

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Recruitment Proposal Template Overview

Companies hire a recruiter to save time, so a proposal that is hard to read works against you from the start. This recruitment proposal template gives you ready sections for your search process, fees, timeline, replacement terms, and reporting, so a client sees how you will find and present candidates. Built as a reusable staffing proposal, it also works as a hiring services proposal for agencies and independent recruiters.

The proposal generates in your agency's branding and adapts to each role you are hired for. Share one link the hiring manager opens on any device, and keep every proposal filed by client, so repeat hires and renewals begin from terms you already agreed.

What's Included

Everything you need to create a professional proposal

Professional Design

Fully Customizable

Ready to Use

Mobile Responsive

How to Use This Template

Get started with your professional proposal in just a few simple steps

1

Choose Template

Select this template and click "Use template for free" to get started

2

Customize Content

Fill in your details, add your branding, and tailor the content to your needs

3

Send & Track

Send your proposal to clients and track when they view and approve it

Who Benefits From Recruitment Proposal Template?

Recruiters, staffing agencies, and HR leaders get the most from a proposal that explains the hiring process clearly.

Independent Recruiter

Turn a first call with a hiring manager into a clear offer, with your process, fees, and timeline written down.

Agency Director

Pitch every client in the same format, so your fees and process are explained the same way across your team.

HR Leader

Compare recruitment proposals from several agencies on the same points, covering process, fees, timeline, and reporting for each one.

Hiring Manager

Understand how a recruiter will find candidates, how often you will hear from them, and what the service costs.

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Frequently Asked Questions

Everything you need to know about using this template

It should include your search process, fees, timeline, replacement terms, and reporting schedule. A recruitment proposal template gives you these sections ready to fill in, so the client sees how you will find candidates and what the service costs.
Yes. Generate the first draft from a short prompt, then use AI to rewrite, tighten, or restructure any section in seconds.
Open with the client's hiring needs, explain your search process, set the timeline, then cover fees, replacement terms, and reporting. A short, logical order helps busy hiring managers decide faster.
Fully. This proposal is editable end to end in the drag-and-drop editor, so you can add, remove, or reorder sections to match each client.
Yes. Add your own fees, timelines, and replacement terms straight into this proposal template, then adjust the wording to fit the client.
Yes. Your logo, colours, and fonts are pulled from your website and applied automatically, so the proposal looks on-brand without any manual design.

Pitch recruitment services with clarity

Start from a ready proposal layout and fill in only what matters, instead of writing one from scratch.

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