Industry kit

Recruitment agency templates from the client pitch to the signed offer

A recruiter works for two customers at once: the client who pays the fee and the candidate who takes the job. This kit links finished examples of the documents each side meets, from the agency pitch deck to the signed offer letter, written for invented Australian agencies.

The client side

A recruitment agency wins a client with a pitch: who it places, how it finds people, how fast and at what fee, and what happens if a placement leaves early. Once engaged, the agency takes a brief for the role, writes the job ad and the job description, and agrees terms of business that set the fee, the payment date and the replacement guarantee. The client side paperwork ends with the offer letter, which the client issues and the agency often drafts, and the signed employment contract.

The candidate side

Candidates meet a different set of documents. The job ad and flyer, an application form that asks for availability, right to work and the experience the role needs, a reference check form the consultant completes with each referee, and finally the offer to sign. Candidate experience is now measured, so many agencies send a short survey after each process, whether or not the candidate got the job. The examples below cover both sides as finished pieces, so a consultant can read the questions and the wording before adapting them.

Who the kit is for

The kit is written for recruitment agencies and in house recruiters in Australia, permanent and temporary. Employment terms must meet the National Employment Standards and any award, which the Fair Work Ombudsman publishes, and candidate information is personal information under the Privacy Act. Jobs and Skills Australia publishes labour market data that is useful in a pitch. The agencies, roles and candidates in the examples are invented, and each card opens a complete example rather than a list of headings.

The kit, piece by piece

A pitch that answers the client questions

Hiring managers ask four things: can you find people I cannot, how fast, how much, and what if they leave. Answer them in that order. Show the candidate network for the sector, the search process week by week, recent fill rates and time to hire, the fee as a percentage of salary, and the replacement guarantee. The recruitment agency pitch deck in this kit follows that order and can be exported to PowerPoint or PDF for the client to circulate.

Applications and references done consistently

A consistent application form and reference check make shortlists fairer and easier to defend. Ask every applicant the same questions about right to work, availability and the experience the role needs, and every referee the same questions about performance, reliability and whether they would rehire. Responses export as a CSV with one column per question, which makes comparing candidates simple. Avoid questions about protected attributes.

Offers signed the same day

The faster an offer is signed, the less likely a candidate takes another one. Send the offer letter for e-signing with the candidate as the signer: they confirm with a code sent to their email, sign on a phone, and both the client and the candidate receive a certified PDF with an audit trail. The employment contract can follow the same way once the offer is accepted.

The tools behind the kit

Step by step in the builders: Make a pitch presentation with AI, then Send a document for e-signature.

Questions people ask

What documents does a recruitment agency need?

A recruitment agency needs terms of business with clients, a role brief, job descriptions and ads, an application form, reference check forms, interview feedback forms, offer letters, employment contracts for temps, candidate privacy notices and a candidate feedback survey, each used the same way for every role.

What should a recruitment agency pitch include?

It should include the sectors and roles the agency fills, the candidate network, the search process, recent results such as fill rate and time to hire, the fee structure, the replacement guarantee and why the agency is better placed than the client advertising alone.

What questions should a reference check ask?

Ask how the referee knows the candidate, the dates and role, the candidate main duties, strengths, areas to develop, reliability, how they work with others and whether the referee would employ them again. Ask the same questions for every referee so answers can be compared.

Can a job offer be signed electronically?

Yes. Offer letters and employment contracts can be signed electronically in Australia. The candidate confirms their identity with a code sent to their email, signs, and both parties receive a certified PDF with a record of when it was signed.

How should recruiters handle candidate privacy?

Tell candidates what information is collected, why, who it will be shared with, such as the client, and how long it is kept. Get consent before sending a resume to a client and before contacting referees. Candidate details are personal information under the Privacy Act.

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Sources

Written and checked by the OneCraft team. Last checked .