Free Recruiting Quote Template

Recruiting quote and invoice template for sourcing, screening, and placement work. No account required.

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Quote template details

Built for recruiting estimates

A strong recruiting quote should explain the scope, pricing, and assumptions before the work begins. This template gives you a practical starting point with editable services, quantities, rates, taxes, notes, and a validity date so the client can approve the job with fewer questions.

Use it when a client asks for pricing, when a job needs approval before scheduling, or when you want a written estimate that can later become an invoice. Once the quote is accepted, the same details can carry into your billing workflow.

What to include before approval

Add the client name, quote number, issue date, and validity date so the estimate has a clear timeline.
List the proposed work in plain language, for example Candidate sourcing, Screening and shortlist, Placement fee.
State what is included, what may change the final price, and the payment terms you expect after approval.

Industry quoting guidance

Make your recruiting quote easier to approve

Use this recruiting quote template to turn a search brief into a clear commercial scope. It separates sourcing, screening, shortlist delivery, and placement fees so the client can see what is billed at each stage and which event triggers the final fee.

Best for

Contingency, retained, and fixed-fee recruitment projects
Candidate sourcing, screening, and shortlist delivery
Single-role searches and multi-role hiring assignments

Scope and pricing ideas

Separate upfront, milestone, and placement-based fees
Use line details for the role, stage, and agreed deliverable
List approved advertising or assessment costs separately

Approval notes

Define the event that makes each fee payable
Reference replacement, cancellation, and exclusivity terms
Avoid adding candidate personal data that billing staff do not need

Want to tighten the scope before sending? Read the quote writing guide or compare this with the matching invoice template.

Pick a layout

Each option opens the generator with Recruiting prefilled.

Modern

Balanced, versatile layout for most jobs.

Clean

Crisp minimalist style with strong readability.

Formal

Structured formal layout for detailed projects.

Checklist

agency

Identify the role and hiring entity
Define sourcing, screening, and shortlist deliverables
State the fee model and when each fee becomes due
Add replacement, cancellation, and exclusivity terms from the agreement
Confirm tax, currency, validity, and payment dates

FAQs

What should a recruiting quote include?

Identify the role, sourcing and screening deliverables, fee model, payment trigger, quote validity, and any replacement, exclusivity, cancellation, or expense terms that are part of the proposed agreement.

How should a placement fee appear on an invoice?

Name the role and candidate or agreed reference where appropriate, state the fixed fee or agreed calculation basis, and show when the fee became due under the client agreement. Avoid including unnecessary candidate personal data.

Should sourcing and placement be separate line items?

Yes when they are billed at different stages or under different fee conditions. Separate lines make retained, milestone, or placement-based charges easier for the client to review.

Can expenses be added to a recruiting invoice?

Add only expenses allowed by the agreement, such as approved advertising or assessment costs. Itemize them and retain supporting records instead of folding them into an unexplained fee.