How long does the executive search process take from start to finish?

The full executive search process typically takes between six and twelve weeks from the initial briefing to an accepted offer. The candidate's notice period — often three to six months for senior roles — is additional to this timeframe. Research and market mapping usually takes two to three weeks, screening takes a further two to three weeks, and client interviews take two to four weeks.

What is the difference between retained executive search and contingency recruitment?

Retained executive search involves engaging a consultancy on an exclusive basis with a structured fee arrangement, typically paid in stages. The consultancy actively researches and headhunts candidates rather than advertising and waiting for applications. Contingency recruitment involves no upfront fee — the recruiter is only paid if they place a candidate. Executive search is generally used for senior, specialist, or confidential roles where a more rigorous and proactive approach is required.

How many candidates should I expect on a shortlist?

A typical executive search shortlist contains between three and five candidates. Each candidate will have been screened, interviewed, and assessed against the agreed brief before being presented. The shortlist is accompanied by detailed consultant reports that provide context on each candidate's background, motivations, strengths, and areas to explore during interview.

What happens if none of the shortlisted candidates are suitable?

If the shortlist does not meet expectations, the consultancy will gather detailed feedback from the client to understand where the gap lies, then return to the research and mapping stage to identify additional candidates. This may involve refining the brief — for example, adjusting the salary expectation or reconsidering the experience requirements. A reputable consultancy will not close a search until a successful appointment is made.

How does an executive search consultancy prevent candidates from being poached by competitors?

Executive search consultancies manage candidate engagement throughout the entire process — maintaining regular contact, providing context about the role and company, and preparing candidates for counter-offers well before they arise. The consultancy also acts as an intermediary, meaning the candidate's current employer is not aware of their interest until they choose to disclose it. The 90-day post-placement follow-up process helps ensure the candidate integrates successfully into the new role.

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Executive Search

What Are the Typical Stages When a Company Engages an Executive Search Agency?

8 min read

Engaging an executive search agency typically involves five sequential stages: the briefing and alignment phase, research and market mapping, candidate screening and assessment, shortlist presentation, and final selection with offer negotiation. Each stage is designed to de-risk the appointment by ensuring the shortlisted candidates are not only technically capable but also culturally and commercially aligned with the hiring business. The full process generally takes between six and twelve weeks from briefing to offer, depending on seniority, market conditions, and the complexity of the role.

Stage 1: The Briefing and Alignment Phase

The process begins with a detailed briefing session between the hiring company and the search consultancy. This is not simply a conversation about a job description — it is a strategic alignment exercise. During this stage, the consultancy will seek to understand: • The business context — strategy, growth plans, challenges, competitive landscape • The reason the role exists or has become vacant • The specific deliverables the appointee will be expected to achieve in the first 12–18 months • Cultural factors — leadership style, team dynamics, working environment • The personality and background traits that tend to thrive in the organisation • Compensation parameters and package structure A strong consultancy will challenge the brief where appropriate. If the salary expectation is misaligned with market reality, or if the skills requested are unrealistic for the level, this should be flagged at the outset. The output of this stage is a refined search brief that serves as the blueprint for everything that follows. This phase typically takes between three and seven days.

Stage 2: Research and Market Mapping

Once the brief is agreed, the consultancy moves into research mode. This is the stage that most clearly distinguishes executive search from contingency recruitment. Rather than advertising the role and waiting for applications, the consultancy actively maps the market. This involves: • Identifying companies in relevant sectors where individuals with the right experience are likely to be employed • Building a longlist of potential candidates — typically 40 to 80 names for a senior role • Cross-referencing internal databases, networks, and prior placements • Conducting desk research to confirm current roles, responsibilities, and career trajectories The consultancy will then begin discreet, confidential approaches to individuals on the longlist. The objective is to gauge interest without compromising the candidate's current position or alerting competitors. This stage typically takes two to three weeks. The candidate is not exposed to the client at this point — the consultancy acts as the intermediary throughout.

Stage 3: Candidate Screening and Assessment

Once initial conversations have established interest, the consultancy moves into the screening phase. This is where the longlist is narrowed to a shortlist. Each interested candidate will typically undergo: • A structured telephone or video conversation with the consultant • An in-depth face-to-face interview — often lasting 60 to 90 minutes • Discussion of career history, motivations, achievements, and future aspirations • Assessment against the specific criteria established in the briefing stage • Discussion of compensation expectations and availability The consultancy is evaluating not only whether the candidate can do the job, but whether they will thrive in the hiring company's environment. Cultural fit, leadership style, and motivation are assessed alongside technical capability. The consultant will also begin managing candidate expectations — providing context about the role, the company, and the process ahead — so that by the time the candidate meets the client, they are genuinely engaged and informed. This stage typically takes two to three weeks and results in a shortlist of three to five candidates.

Stage 4: Shortlist Presentation and Client Interviews

The consultancy now presents the shortlist to the client. For each candidate, the client receives: • A detailed candidate profile or consultant report summarising career history, key achievements, motivations, and the consultant's assessment • A current CV • The consultant's recommendation on how each candidate maps against the brief The client then interviews the shortlisted candidates. The consultancy typically coordinates scheduling, prepares both parties, and gathers feedback after each interview. This feedback loop is critical. If the client's expectations shift after meeting candidates — perhaps realising that a different background profile would be more suitable — the consultancy can adjust the search direction without restarting from scratch. Between interview rounds, the consultancy maintains contact with candidates, keeping them engaged and informed. Losing a strong candidate to a counter-offer or a competing opportunity during this phase is a risk that active consultant management mitigates. This stage typically takes two to four weeks depending on client availability and the number of interview rounds.

Stage 5: Final Selection, Offer, and Appointment

Once the client has identified their preferred candidate, the consultancy plays a central role in closing the appointment. This final stage includes: • Facilitating final-stage conversations — which may include meeting other senior stakeholders or board members • Managing the offer process, including negotiating salary, benefits, notice periods, and start dates • Conducting pre-offer reference checks — typically two or three references, including the current or most recent employer where possible • Supporting the candidate through their resignation and any counter-offer from their existing employer • Maintaining contact through the notice period to ensure the candidate remains engaged and committed Counter-offers are one of the most common reasons executive appointments falter at the final stage. A consultancy experienced in managing this risk will have prepared the candidate well in advance, ensuring they understand the opportunity and are committed to the move before the offer is extended. After the candidate starts, a well-run consultancy will conduct follow-up check-ins at 30, 60, and 90 days to ensure the appointment is bedding in successfully. This stage typically takes one to two weeks to reach offer acceptance, followed by the candidate's notice period (often three to six months for senior roles).

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