Before the call: what to have open and what to have already read
Preparation for a client intake call sets the tone for the entire search. Open the client's company website and LinkedIn page. Review the careers section for similar roles, active postings, and language used in job ads. Scan the hiring manager's profile and recent company updates for context about culture and business priorities.
Read the job description at least twice, noting any jargon, vague responsibilities, or requirements that do not match the market standard. Check your notes or CRM for previous searches with this client or for this function. Review any intake forms or documentation already provided, including org charts or compensation bands, if available.
Keep a blank checklist for the call, and have calendar access ready for interview scheduling. If you are working with a co-founder or partner, agree in advance who will lead each topic to keep the call focused and thorough.
Keep reading: Desk Math for a Two Person Search Firm: Break Even and Cash Cycle
The role: scope, reporting line, and why it is open right now
Start the call by clarifying the true nature of the role. Ask for a single-sentence summary of what the person will accomplish in their first year. This focuses the client on outcomes over tasks. Confirm the job title and reporting line, including any matrix or dotted-line relationships.
Probe into why the role is open at this moment. Is this a backfill, a replacement for a high performer, or a new seat created by growth? If it is a replacement, ask what led the last person to leave, and what would make someone succeed or fail here. For a new role, ask how the team will be structured around the new hire, and how the need was identified.
Clarify how this role fits into the company's immediate business goals. If the client hesitates or gives conflicting stories, press for specifics: "What is the cost to the business if this is not filled by next quarter?" This gives you a sense of how invested the client is in closing the search.
Money: range, bonus, equity, relocation, and who approved the number
Money conversations cannot wait. Ask directly for the base salary range, and whether it is posted, flexible, or hard-capped. Confirm if this range is approved by HR or finance, or if it is still pending. For roles with variable compensation, break out the bonus structure and understand what targets must be hit for payout.
Equity is common, but terms vary. Get details on the vesting schedule, refresh grants, and what a typical offer letter includes. For relocation, ask what the company covers: moving expenses, temporary housing, or visa sponsorship. If remote work is an option, clarify any geographic pay differentials or expected headquarters visits.
Wrap up by confirming who has final sign-off on the compensation package, and whether exceptions can be made for an outstanding candidate. This will save headaches if numbers shift late in the process.
Must haves versus wish list, tested with a trade off question
Clients often hand over a laundry list of requirements. Break these down into "must haves" and "nice to haves." Go through the job description line by line, asking for examples of what is truly non-negotiable. For each technical or industry skill, ask the client to describe a real project where it mattered.
Use a trade off question to test priorities: "If you found someone with every skill except X, but they had Y in spades, would you move forward?" This helps the client reveal which attributes are critical and which are flexible. If cultural fit is mentioned, ask for examples of employees who exemplify this, and what behaviors the team values most.
Document the final "must have" list, and have the client validate it before you begin sourcing. This avoids wasted cycles with candidates who will never pass the first screen.
Keep reading: The Offer Window: What Happens Between Verbal Yes and Signed Paper
The comparison set, including internal candidates and other firms
Every search runs in a context. Ask the client who else is being considered for this role. Are there internal candidates, referrals, or employees in adjacent teams who might be in the mix? If so, clarify how their candidacy will be evaluated, and whether your shortlist will be measured against them.
Determine if the client is working with any competing search firms or in-house recruiters. If so, ask which profiles they have already seen, and what feedback has come from those conversations. If the client is running ads or sourcing on their own, request a copy of the ad and a summary of the direct applicants so far.
Discuss the competition in the market: "Who is your ideal hire working for today?" and "What companies have produced people who succeed here?" This gives you a sample set to target or avoid, and helps clarify if the client's expectations are realistic.
The process: interview stages, who sits in the loop, and calendar reality
Interview structure and timing
Get a detailed map of the interview process before you source the first candidate. How many rounds will there be, and what is the format of each stage? For example: phone screen, technical assessment, panel interview, hiring manager interview, and final with an executive sponsor.
For each stage, ask who will be present and what their role is in the decision. Confirm which interviews are scheduled back-to-back, and which require gaps due to travel or calendar bottlenecks.
Availability and bottlenecks
Press for realistic timing. "How soon can you get feedback after each interview?" and "What has delayed hires in the past?" Many searches stall because a key decision maker is traveling or unavailable for weeks at a time. Get a list of everyone in the loop, their time zones, and any planned absences in the next two months.
Discuss what happens if a strong candidate is available only for a narrow window. Will the team flex to accommodate, or is the process rigid? Knowing this in advance helps you set expectations and avoid candidate drop-off.
See how ShortlistLoop handles this for recruiting
The decision: who signs the offer and what could stop a yes
Identify the true decision maker. "Who is the final signature on the offer letter?" and "Has this person ever sent an offer back for revision?" Sometimes, the hiring manager is not the approver, or an executive has veto power at the last minute.
Ask what could stop the process even if the team agrees on a candidate. Is there a board review, background check, or compensation committee approval? For regulated industries, check if licensing or certifications require extra steps before an offer can be made.
Discuss red flags that have disqualified candidates in the past, even late in the process. Gaps in employment, reference issues, or competing offers can all derail a search. The more roadblocks you anticipate, the better you can advise candidates and keep the process on track.
Close of call: what you will send, by when, and what the client owes you
End the intake call with a specific list of next steps. Summarize what you will provide: a revised job description, a market compensation snapshot, or a draft of the candidate scorecard. Set a deadline for delivering this information, and confirm a follow-up call or check-in window.
Clarify what you need from the client to proceed: signed fee agreements, interview availability, or internal approvals. If there are forms, assessments, or project briefs for candidates, request these now. Confirm the client's preferred feedback format and turnaround time for reviewing your shortlist.
Agree on the communication protocol for candidate updates: will the client use a shared platform, email, or calls? Setting expectations here avoids confusion and keeps both sides accountable as the search progresses.
Finishing strong: why disciplined intake makes for a fillable search
No two searches are identical, but disciplined intake is the difference between a focused, fillable search and weeks lost on misaligned expectations. By running through these 21 questions before sourcing, recruiters protect their time and give clients a clear map of the process ahead. This approach leads to faster candidate review, less backtracking, and better hires.
When recruiters move from call notes and scattered spreadsheets to a client-facing shortlist with stage tracking, feedback capture, and real-time search updates, everyone stays aligned. This level of transparency and accountability is what boutique firms now expect from their workflow, and it is exactly what tools like ShortlistLoop deliver.
