Definitions and formulas for the metrics recruiters and clients share: time-to-fill, pass-through rates, offer-accept rate, quality of hire, and the funnel math that connects them.
Half of all recruiting-metric arguments are two people using the same word for different measurements. This glossary fixes the definitions and formulas so recruiter and client read the same dashboard the same way. Agree on these at kickoff, then let the numbers do their job.
| Metric | Definition | Formula |
|---|---|---|
| Time-to-fill | Days from the search opening (intake complete) to accepted offer. | Offer-accepted date − search-open date |
| Time-to-hire | Days from a specific candidate's first contact to their accepted offer. Measures process speed per candidate, not search duration. | Offer-accepted date − first-contact date |
| Time-to-start | Days from search opening to the hire's first day. The number the business actually feels. | Start date − search-open date |
| Time-in-stage | Days a candidate waits in one stage before moving or exiting. The best early-warning metric for a stalling process. | Stage-exit date − stage-entry date |
| Metric | Definition | Formula |
|---|---|---|
| Response rate | Share of contacted candidates who reply at all. | Replies ÷ candidates contacted × 100 |
| Pass-through rate | Share of candidates entering a stage who advance to the next. Computed per stage; screens the health of each handoff. | Advanced from stage ÷ entered stage × 100 |
| Submit-to-interview rate | Share of submitted candidates the client interviews. The cleanest read on whether recruiter screening matches the client's bar. | Interviewed ÷ submitted × 100 |
| Interview-to-offer rate | Share of interviewed candidates who receive an offer. | Offers ÷ candidates interviewed × 100 |
| Offer-accept rate | Share of offers that get accepted. Low values point at compensation misalignment or a slow, surprising offer stage. | Offers accepted ÷ offers extended × 100 |
| Metric | Definition | Formula |
|---|---|---|
| Quality of hire | Composite of the hire's early performance, ramp speed, and retention. Define the components in advance — a common blend averages manager performance rating, goal attainment, and first-year retention on a shared scale. | Average of the agreed component scores |
| Guarantee-period survival | Share of placements still in seat at the end of the guarantee period. | Placements passing guarantee ÷ total placements × 100 |
| First-year retention | Share of hires still employed twelve months after start. | Hires active at 12 months ÷ total hires × 100 |
| Candidate experience score | Average candidate rating of the process, gathered from finalists and rejected candidates alike. | Sum of survey scores ÷ responses |
| Metric | Definition | Formula |
|---|---|---|
| Cost per hire | All-in cost of making one hire: fees, advertising, tools, and internal time attributed to the search. | Total hiring costs ÷ hires made |
| Cost of vacancy | Estimated value lost for each day the role stays empty; turns time-to-fill into money. | Role's daily value estimate × days vacant |
| Submittals per hire | How many submitted candidates one hire requires; the recruiter-side efficiency number. | Candidates submitted ÷ hires made |
Not legal advice
This template is provided for general informational purposes only and is not legal advice. Laws differ by jurisdiction and change over time — have a qualified professional review any document before you rely on it.
A candidate's informed consent for a recruiting firm to store and process their personal data for recruitment purposes: what is collected, why, who sees it, how long it is kept, and how to withdraw.
A pre-submission verification checklist for recruiters: skills evidence, logistics, compensation alignment, motivation, and references — so every candidate you present survives client scrutiny.
Per-submission terms between a recruiter and a client for one named candidate: the ownership window, what triggers the fee, and confidentiality of the candidate's identity. Use it when there is no umbrella agreement in place.
A success-fee search agreement between a recruiting firm and a client covering the fee percentage, candidate ownership window, guarantee period, and replacement terms. Sign it before the first candidate is submitted.
A structured client intake form for opening a search: role context, must-haves versus nice-to-haves, compensation band, interview process, and who actually decides. Run it live with the hiring manager.
How a recruiter manages offer negotiation between client and candidate without losing either: pre-closing, presenting the offer, handling counters, and defusing the counteroffer at the current employer.