If you are looking for a new job, chances are you have considered working with a recruiter. Having someone else source opportunities and schedule interviews while you stay focused on your career is appealing, and when it works, it works well. But working with third-party recruiters has a learning curve. They have their own objectives alongside yours. Understanding that dynamic is where most candidates go wrong.

The Basics

How Third-Party Recruiting Actually Works

Third-party recruiters, whether retained or contingency, are hired by and paid by the employer, not by you. The recruiter’s primary obligation runs to the client institution or company. Understanding this does not mean the relationship is adversarial; a good recruiter will advocate for strong candidates, provide feedback, and help prepare you for interviews. But they are matching talent to opportunity, not acting as your personal agent. The better you understand that, the more effectively you can work within it.

Retained search firms like Excelon Associates are engaged exclusively by employers on specific searches and paid regardless of outcome. Contingency firms are paid only when a candidate they submit is hired. Both models mean the candidate pays nothing. If a recruiter asks you for money, that is a red flag.

Key Distinction

A search committee evaluates candidates. A retained search firm finds them. Both matter. But without the right candidates, evaluation is irrelevant. Excelon Associates is proud to have been recognized on ResumeSpice’s list of top US staffing agencies by specialty.

Do’s and Don’ts

Do Your Homework First

Before you engage any recruiter, spend time researching the firm. A good recruiter is a genuine asset. A bad one wastes your time and can damage your reputation with employers you actually want to work with.

  • Look at the firm’s track record. How long have they been in business? Do they specialize in your sector or are they generalists?
  • Review their website. Is it organized and content-rich, or thin and generic?
  • Check their LinkedIn presence. Does the recruiter’s background align with the roles they claim to fill?
  • Ask for references from past candidates, not just employers. A firm that places people well will have plenty.
  • Ask about recent placements in your field. Not just volume; ask about fit, timeline, and whether placed candidates stayed.
Do

Treat vetting the recruiter like a two-way interview. You are deciding whether to trust someone with your career. That deserves due diligence.

Don’t

Sign on with the first recruiter who reaches out to you. Inbound outreach does not mean they are the right fit for your sector or career stage.

Do’s and Don’ts

Ask the Questions That Actually Matter

A good recruiter will not be thrown by direct questions. In fact, the ones worth working with will welcome them. Here is what to ask before you commit:

01
What is your process from initial contact to offer?

A recruiter with a real process will walk you through it clearly. Vague answers here usually mean a vague experience ahead.

02
How many active searches are you running in my sector?

Too many and you become one of hundreds. Too few and they may not have the network depth your search requires.

03
Can you share examples of recent placements similar to my background?

Results are the proof. If a recruiter cannot point to relevant placements, they may not be operating in your actual market.

04
How do you handle a candidate being considered by multiple clients at once?

This tells you how they manage conflicts of interest and whether they will be transparent with you throughout the process.

Just because someone calls themselves a recruiter does not mean they can deliver results. The good ones will prove it quickly when you ask the right questions.

Do’s and Don’ts

Be Transparent About Your Situation

Your recruiter can only work effectively with accurate information. Be honest about what you want, what you are willing to accept, and what your actual situation is.

  • Your current compensation and realistic expectations for the next role
  • Your timeline: are you actively searching, passively open, or somewhere in between?
  • Any constraints on relocation, travel, or start dates
  • Concerns about specific employers, industries, or role types you want to avoid
  • Any competing offers or active conversations already in progress

If your situation changes, such as a contract ending early or an offer elsewhere, tell your recruiter immediately. Keeping them in the dark creates problems for everyone, including you.

Do

Work with multiple recruiters simultaneously if you are actively searching, as long as you are transparent with each about your status. There is no exclusivity arrangement on the candidate side.

Don’t

Overstate your qualifications or availability. Recruiters talk to each other, and misrepresentation early in the process has a way of surfacing at exactly the wrong moment.

Do’s and Don’ts

Stay Engaged Without Being a Nuisance

There is a version of candidate engagement that works and a version that backfires. The goal is to stay top of mind without becoming a source of friction.

Do

Follow up proactively when things go quiet. A short professional check-in after a few weeks signals that you are serious without being pushy.

Don’t

Contact the employer directly while your recruiter is managing the relationship. Raise any concerns with your recruiter first.

Do

Respond promptly to messages and scheduling requests. Speed of response signals engagement and directly affects how recruiters prioritize their time.

Don’t

Assume the recruiter is working exclusively on your behalf. Manage your own candidacy, keep your own notes, and follow up on your own timeline.

The candidates recruiters remember most positively communicate clearly, respond promptly, and treat the relationship professionally. That reputation follows you to the next search too.

Frequently Asked Questions

FAQ: Working with Third-Party Recruiters

Do third-party recruiters charge candidates a fee?
In retained and contingency search, the recruiter is paid by the employer, not the candidate. If a recruiter asks you to pay a fee for placement services, that is a red flag worth taking seriously.
Should I work with multiple recruiters at the same time?
Yes, as long as you are transparent with each about your search status. There is no exclusivity arrangement on the candidate side. Just be clear about where you are in conversations to avoid being submitted to the same employer by two firms, which gets awkward for everyone.
How do I know if a recruiter is worth working with?
Ask about their recent placements in your sector, request references from past candidates, and look at the depth of their firm’s presence in your field. The good ones prove themselves quickly when asked direct questions.
What should I tell a recruiter about my current salary?
Be honest. A recruiter cannot effectively position you for the right compensation level if they are working with inaccurate numbers. Inflating your current salary or target will create problems later in the process.
The Takeaway

Third-party recruiters can be one of the most effective tools in a job search, but only if you approach the relationship with clarity, honesty, and appropriate expectations. Do your homework, ask direct questions, stay engaged, and be transparent about your situation. The candidates who do those things consistently are the ones recruiters call back first, and the ones who end up in the right roles faster.

Ready to Work with Excelon?

Whether you are a candidate exploring your next opportunity or an institution looking to hire a senior leader, Excelon Associates has been doing retained executive search since 2007.

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