A job quotation, in the recruitment context, is a formal document sent by a staffing agency or recruiter to a client company, detailing the projected costs and terms for filling a specific role. The clearest way to write one is to structure it around three core components: the scope of work, the fee structure, and the payment terms. Start by clearly defining the position title, required skills, and estimated timeline for sourcing candidates. Then, explicitly state the fee model, which is often a percentage of the candidate’s first-year annual base salary (commonly 15% to 25% for permanent placements). I always include a cost breakdown table to ensure transparency and avoid back-and-forth negotiation later.
Here is a typical fee structure example I use for clarity:
| Fee Component | Details | Calculation Example (Annual Salary $80,000) |
|---|
| Placement Fee Rate | 20% of first-year base salary | $16,000 |
| Guarantee Period | 90 days (replacement if candidate leaves) | Included in fee |
| Payment Schedule | 50% upon offer acceptance, 50% on start date | $8,000 + $8,000 |
| Excluded Costs | Internal travel, background checks (if billed separate) | $0 |
The document must also include a validity period for the quotation (usually 30 days) and standard terms regarding confidentiality and non-solicitation. A common mistake is writing a quotation that is too vague. Instead, I recommend using bullet points to list the specific stages of the recruitment process you will cover, such as sourcing, initial screening, and interview coordination. This builds trust with the client because it shows you know exactly what you are delivering. Finally, always include a line for the client to sign and date, turning the quotation into a binding agreement. This removes ambiguity and accelerates the hiring process.
