India has over 20,000 registered staffing firms. Most of them operate the same way: receive a job description, keyword-match resumes from job portals, and send a stack of 20-30 profiles hoping something sticks. The client’s HR team then spends days reviewing irrelevant profiles, conducting redundant screens, and wondering why they are paying a recruitment fee for work they are essentially doing themselves.
A great staffing partner operates differently. They reduce your workload, improve candidate quality, accelerate time-to-hire, and bring market intelligence you do not have in-house. The difference is enormous, but it is hard to evaluate from a sales pitch and a capabilities deck.
Here are 10 specific questions to ask any staffing partner before signing an agreement — and the answers that distinguish the excellent from the mediocre.
Question 1: What Is Your Sourcing Methodology?
What you want to hear: A multi-channel approach that goes beyond job portals. Great staffing firms maintain proprietary databases, engage passive candidates through targeted outreach, leverage professional communities, employee referral networks, and social platforms. They should describe a specific process, not just list channels.
Red flag: “We have access to Naukri, LinkedIn, and Indeed.” That is not a methodology — that is a subscription. Every staffing firm has access to the same job boards.
At StakTeck, our sourcing approach combines a proprietary database of 50,000+ pre-screened IT professionals with targeted outreach through tech community engagement, alumni networks, and niche recruitment channels for specialised roles.
Question 2: How Do You Screen Candidates Before Presenting Them?
What you want to hear: A defined, multi-stage screening process that includes technical assessment (not just resume review), behavioural evaluation, motivation and career-goal alignment, and reference verification. Ask them to describe the specific steps and who conducts each one.
Red flag: “We review their resume and have a quick phone conversation to check availability and salary expectations.” That is qualification, not screening. If the staffing partner is not evaluating technical competence, they are simply a middleman between you and the job board.
Question 3: What Is Your Average Turnaround Time for First Shortlist?
What you want to hear: A specific number with context. “48 hours for common roles, 5-7 business days for niche specialisations” is a credible answer. It shows they track this metric and have differentiated processes based on complexity.
Red flag: “We will have profiles to you within 24 hours.” For any role requiring genuine screening, same-day profiles almost certainly mean unscreened, keyword-matched resumes. Speed without quality is worse than no speed at all.
Question 4: What Is Your Replacement Guarantee?
What you want to hear: A clear, unconditional guarantee period (typically 60-90 days for permanent placements) with specifics on what triggers it and what the replacement process looks like. Our permanent staffing service includes a 60-day replacement guarantee on every hire — if the candidate leaves or is terminated for any reason within that period, we replace them at no additional cost.
Red flag: Vague language like “we will work with you to find a solution” or a guarantee with so many exclusions it is effectively useless. Get the guarantee terms in writing before signing.
Question 5: What Industries and Technologies Do You Specialise In?
What you want to hear: Specific domains, technology stacks, and role types with evidence to back the claim (number of placements, named clients if possible, specific case studies). A staffing partner who specialises in your domain will understand the role requirements, evaluate candidates more effectively, and source from relevant talent pools.
Red flag: “We cover all industries and technologies.” A firm that claims to be a specialist in everything is a specialist in nothing. The best partners are honest about their strengths and limitations. Our guide on RPO vs contingency recruiting can help you determine which engagement model fits your hiring needs.
Question 6: Can You Share References from Current Clients in My Industry?
What you want to hear: Yes, immediately, with specific contact names. A confident staffing partner will have clients willing to vouch for them. Ask for 2-3 references and actually call them. Ask the references about quality of candidates, turnaround time, communication, and whether they would recommend the partner without reservation.
Red flag: Reluctance to provide references, offering only testimonials (which can be curated), or providing references from outside your industry.
Question 7: What Technology Tools Do You Use in Your Recruitment Process?
What you want to hear: A modern tech stack that includes an ATS (Applicant Tracking System) for pipeline management, AI-assisted sourcing tools, video interview platforms, skills assessment tools, and a client portal where you can track progress in real time.
Red flag: Email-based tracking with Excel spreadsheets. If a staffing firm does not invest in its own technology, it is unlikely to attract and manage tech talent effectively. The tools they use reflect how they run their business.
Question 8: What Is Your Pricing Model, and What Does the Fee Include?
What you want to hear: Transparent pricing with a clear breakdown. For permanent staffing, fees are typically 8.33-12.5 percent of CTC. For contract hiring, ask about the margin structure (typically 15-25 percent over contractor CTC). For staff augmentation, pricing should include a clear rate card by skill and experience level.
Key inclusions to confirm:
- Is background verification included in the fee?
- Are there any upfront or retainer charges?
- What is the payment timeline (on joining, after guarantee period, or split)?
- Are there additional charges for assessments or tools?
Red flag: Vague pricing (“it depends on the role”), hidden charges that emerge after engagement, or fees significantly below market rate (which usually means corners are being cut in sourcing and screening).
Question 9: How Do You Handle Communication and Reporting?
What you want to hear: A dedicated account manager or point of contact, regular status updates (weekly at minimum for active roles), a defined escalation path, and a reporting cadence that includes metrics like profiles submitted, interviews conducted, offers made, and time-to-fill.
Red flag: “You can email our team.” If there is no dedicated point of contact, your requirement will get lost in a queue. Accountability requires a specific person who owns the relationship.
Question 10: What Happens When a Search Is Not Going Well?
What you want to hear: An honest, proactive approach: “We review the requirement, share market feedback on what might be limiting the search (compensation, expectations, market availability), and propose adjustments. If we genuinely cannot fill the role, we tell you early rather than stringing you along.”
Red flag: Blame-shifting (“the market is tough”) without data to support it, or promises to “try harder” without any change in strategy. A great staffing partner is a consultant, not just a supplier — they should push back constructively when your requirements do not match market realities.
Bonus: Watch for These Green Flags
Beyond the 10 questions, look for staffing partners who:
- Ask you more questions than you ask them. A partner who takes 30 minutes to understand the role, team dynamics, culture, and growth plan before accepting the mandate is investing in quality.
- Say no to roles outside their expertise. A firm that declines a requirement because it is not in their sweet spot is more trustworthy than one that accepts everything.
- Provide market intelligence proactively. Salary benchmarks, talent availability data, and competitor hiring trends — without you asking.
- Invest in candidate experience. How they treat candidates reflects how they will represent your employer brand.
Making the Decision
Evaluate at least three staffing partners before committing. Run a pilot engagement with your top choice — typically 2-3 roles over 2-3 months — to validate their claims with real performance data before scaling the relationship.
At StakTeck, we welcome this approach. Our track record across permanent staffing, contract hiring, staff augmentation, and executive search speaks for itself. Schedule a conversation to see whether we are the right fit for your hiring needs.
Related Reading
- RPO vs Contingency Recruiting: Choosing the Right Model — Understand the models before evaluating specific partners
- 7 Executive Search Mistakes That Cost Companies Millions — What to look for specifically in executive-level recruitment partnerships
- Why StakTeck — Our differentiators, methodology, and client commitment
