Free Headhunter Quote Template
Headhunters quote retained engagements because executive search requires significant proactive work before a single candidate is presented. The upfront fee compensates for research, direct approach, and assessment time that happens regardless of whether the client ultimately makes a hire.
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How does a headhunter write a quote?
A headhunter quote sets out the planned search and the fee before the engagement, such as a retained executive search, candidate assessment, and reference checking. List each stage and the fee basis, often tied to salary, and note what a re-search would involve. The fee is an estimate until the client accepts it.
Typical line items
- Executive search retained engagement (first third)
- Candidate assessment and psychometric testing
- Reference checking and verification (per candidate)
- Role briefing and market mapping
- Longlist and shortlist presentation
- Interview coordination
- Replacement or re-search guarantee note
- Fee basis (percentage of salary)
How the work is charged
Headhunters usually quote a fee as a percentage of the placed salary on a retained search, split across stages, with assessment and referencing itemised. A guarantee period is stated.
Payment terms and deposits
A retained quote commonly proposes the fee in thirds, at engagement, shortlist, and placement. The fee holds for a stated period and is an estimate until accepted, so note the replacement guarantee terms.
Tax and compliance
If you are registered for sales tax or VAT, show it as a separate line with your registration number. Confirm the tax treatment that applies to recruitment services where you work.
Frequently asked questions
How much does executive search cost?
Executive search fees run 25% to 35% of the placed candidate's first-year base salary. For a €150,000 base salary, the total fee is €37,500 to €52,500. This is typically split into three instalments: on engagement, on shortlist presentation, and on placement. Some firms also charge a retainer of €5,000 to €15,000 per search regardless of outcome.
What's the difference between a headhunter and a recruiter?
Recruiters typically work contingency and handle a range of roles including junior and mid-level positions. Headhunters specialise in proactive direct approaches for senior, executive, or specialist roles. The fee model differs: headhunters almost always work retained. The process is more consultative and takes longer.
What should an executive search quote include?
Define the role specification, the markets and geographies to be approached, the number of candidates to be presented, the assessment methodology, reference checking, and the timeline. Also include the off-limits clause: you won't approach candidates from client organisations in future searches.
Related quote templates
Read the complete quoting guide to see how to price a job and turn an accepted quote into an invoice.
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