Questions to ask when selecting an executive search firm

Hiring a third-party executive search firm is an expensive, though worthwhile investment.

To maximize your budget, you should pick the right executive search partner, and for that, you must ask the right questions.

That’s where this guide comes in. It provides:

36 key questions to ask an executive search firm, grouped into 8 categories.
Actionable advice on how to find all the information you need and the answers to look out for.

Keep reading below.

1. Understanding your needs and the firm’s expertise

What industries do you specialize in?

Ensure the firm has in-depth knowledge in your industry or a closely related one: To find out, review their portfolio or ask them directly.
Check how up-to-date the firm is with the current trends and challenges of your industry: You can request insights or whitepapers they’ve recently published about your sector. You can also ask specific questions about recent developments in your industry to gauge their market knowledge.

Can you provide examples of past executive placements in my industry?

Request a comprehensive list of placements.

Be cautious if the firm serves too many direct competitors; it could lead to potential conflicts of interest.

Ensure the companies are similar in size and function to yours.
Check if the roles are relevant in functions and responsibilities to your executive team.
Consider contacting some placed executives for feedback on their experience with the search firm.

Is your firm an AESC member?

Membership in the AESC suggests the firm adheres to established industry standards and ethical practices.
See if they are in other associations or have other certifications relevant to your industry or region. You can check their website, LinkedIn, Glassdoor, or industry-specific directories. Alternatively, you can ask them directly.

What solutions does your firm offer?

Review their service offerings: See if their solutions are flexible enough for your company’s specific needs.
Ask them directly: Specify your requirements and seek clarity on how they handle each stage of the executive search and post-placement process.

2. Evaluating the firm’s process and methodology

What is your search process from start to finish?

Request a detailed roadmap or workflow chart showcasing the entire process.
Ask for a sample report or case study from a previous search, which provides insights into the firm’s process in real-time scenarios.

How do you source and evaluate executive candidates for key roles?

Inquire about the tools, databases and networks they use during the selection process. Make sure these channels are diverse and industry-relevant. For example, your executive recruiting firm can use generic job boards like LinkedIn, but you also want them to use specialized databases of alumni or industry connections.
Check the evaluation criteria of their search consultants and ensure they have a deep understanding of your key evaluation metrics.
Consider requesting a mock assessment or a breakdown of how they’ve evaluated qualified candidates for similar executive leadership roles.

What business model or methodology does your firm practice?

Request a clear description or presentation of the firm’s methodology and assess its alignment with your company’s values and expectations.
Investigate any industry recognition or awards received by the firm for its methodology.

What are the timing and key milestones of the process?

Ask for a projected timeline with clearly defined milestones to see if it fits your company’s search project.
The executive search service may include a wide range of milestones, from selection to the interview process. Request regular updates or checkpoints during the search process to monitor progress and make prompt decisions.

How will you handle an unexpected situation?

Inquire about previous challenges the firm has encountered during executive hires and their approach to resolving them, gauging their problem-solving capability.
Ensure the firm provides a contingency plan or protocol for unexpected scenarios; this shows they have genuine search experience.

3. Assessing the firm’s track record and success rate

What is your success rate in placing executive candidates in similar roles?

Request specific statistics or data showcasing their past success rates for similar executive-level positions.
Compare their success rate with executive search industry averages to gauge their effectiveness.

Can you provide references from past clients?

Ask for a diverse mix of references, including recent and older clients, to get a comprehensive view of their performance.
Engage with these references directly to gain unfiltered insights into the firm’s strengths and weaknesses.

How do you measure your executive search success?

Seek clarity on both quantitative (e.g., candidate response, placement time, retention rates) and qualitative measures (e.g., client satisfaction) their search consultants use.

Is there a guarantee should the placement fail?

Ask if there will be written terms of any guarantees, such as replacement searches at no additional cost.
Clarify conditions or scenarios in which their guarantee comes into effect to avoid future misunderstandings.

What is your average placement time for executive talent?

Request data on their average search timeline for executive roles similar to yours.
Compare their placement time frames with industry standards to ensure their talent search process is efficient.

What would an unsuccessful candidate say about their experience with your search firm?

Ensure the executive search team doesn’t bash unhappy clients.
Assess their answer to this hypothetical question. For example, an executive recruiter might take pride in their transparent approach and communication skills.

4. Considering the firm’s network and reach

How extensive is your candidate pool within my industry?

Request specifics on their connections, partnerships or affiliations within your industry.
Seek examples or case studies of past searches they’ve conducted in your industry, which can serve as tangible proof of their network.
Note that a small network is not always a bad sign; if you’re hiring for niche roles, the executive recruiters may not have hundreds of thousands of viable candidates in their database.

Do you have a global reach if required for a successful executive search?

Inquire about their past international searches and the regions or countries where they have a strong presence.
Ask for details on their strategies or partnerships that facilitate a global reach, ensuring they can source talent from the geographical areas you’re interested in.

What relationships do you have with potential candidates?

Seek information on their candidate engagement strategies and how they nurture relationships even when there isn’t an active search.
Request metrics or indicators that show the strength of their candidate relationships, such as repeat placements or candidate loyalty.

Who will be working on the executive search process?

Ask for profiles or bios of the team members who will be directly involved in your search, ensuring they possess relevant industry knowledge and experience.
Clarify the roles and responsibilities of each team member, so you know who to communicate with during various stages of the search.

How many searches does the consultant handle simultaneously?

Request data on their average number of concurrent searches to gauge their bandwidth and focus on your search.
Compare their workload with industry standards to ensure they aren’t spread too thin, compromising the quality of their search efforts.

5. Discussing communication and reporting

How frequently will we communicate during the search?

Look for a regular communication schedule, such as weekly or bi-weekly updates.

What kind of updates and reports can I expect?

Request samples of past reports or updates to understand the depth of information and analytics they provide during a search.

Who will be my point of contact throughout the process?

A superior search firm should give you a dedicated liaison familiar with your industry and needs.

What information can I provide to you?

Ensure the recruiting company asks about your company culture, role requirements and specific candidate attributes.

6. Analyzing costs and payment structures

What is the fee structure for your services?

Ask for a detailed breakdown of fees, differentiating between fixed and variable costs. Remember that a costly search process is not necessarily the best option.

Are there any additional costs that could arise during the recruitment process?

Request a list of potential extra charges (e.g., advertising, travel) and under what circumstances they might be incurred.

7. Exploring post-placement support

What is the search firm’s role in candidate negotiations and closing?

Confirm the firm’s involvement in the negotiation stages: Inquire about their standard negotiation procedures, including how they address common challenges and ensure alignment on compensation, benefits, start dates and other contractual terms critical to both parties.
Confirm their negotiation expertise in your industry: Ask the firm to provide examples or case studies where they have successfully negotiated terms for previous clients.

What kind of post-placement support do you offer?

Check if the recruiting firm offers post-placement support. This ensures long-term success, especially for complex or senior roles, cultural integrations, relocations or first–time executives.
If you’re hiring a highly experienced CEO or for a short-term position, post-placement support may not be essential.

How do you ensure a smooth transition for the new executive?

Ask for an outline of the transition process they recommend, including clear milestones and support mechanisms for the new executive.

Will you assist in the event of early departure or placement challenges?

Look for a clear guarantee policy that outlines what happens if an executive leaves within a certain period. The industry standard ranges from three to twelve months, during which the search firm will conduct a new search with little to no additional cost.
Ensure the firm offers transition support services that could help prevent early departure, such as coaching, onboarding assistance and regular check-ins during the critical first few months.
Your contract should explicitly state any conditions or limitations to the replacement service. For example, some firms may not offer a replacement if the departure is due to internal changes within the hiring company that affect the role.
Check if the firm has a robust assessment process for the reasons behind the premature departure. This will give you feedback on potential internal issues that may have contributed to the situation so you can improve future placements.

8. Legal and ethical considerations

How do you handle confidentiality and privacy laws?

Seek information on the firm’s data protection and confidentiality protocols, ensuring they adhere to industry standards.
Make sure they give you a confidentiality or non-disclosure agreement upfront, safeguarding the search details and any company-specific information shared.

What are your ethical guidelines for executive search?

Policy and compliance: The firm should have a written ethical policy aligned with industry standards, such as those of the Association of Executive Search and Leadership Consultants (AESC).
Transparency and integrity: They should openly discuss how they handle confidential information, avoid conflicts of interest and operate with fairness to all parties involved.

Is there an off-limits policy available?

Relationship protection: The firm should explain its policy on not poaching employees from current clients, a standard practice that maintains trust and professional integrity.
Duration: Clarify how long the off-limits period lasts and which organizations are included, ensuring your new hire won’t be solicited shortly after placement.

How is candidate quality assured?

The firm should detail its process for vetting candidates, including assessment methodologies and criteria used to evaluate fit for your specific needs.
They should also commit to improving their search processes based on their clients’ feedback and outcomes.

How and when are references conducted?

There should be a standard protocol for when and how references are checked, usually after preliminary candidate approval but before final selection.
The firm should go beyond basic verification, aiming to understand the candidate’s performance, leadership style and other qualities pertinent to the role.

Wrapping Up

After going through this article, you should have a solid idea of what to ask a top-tier executive search firm before hiring.

Remember to use your needs as lenses for their answers.

For example, you may not need a firm with a massive database of candidates for niche roles or one with specialized onboarding for short-term positions.

So, keep your business goals in mind, seek clarity on everything they tell you, and you’re good to go.