Taking a Great Job Order: The Intake Call Checklist
A job order intake checklist for recruiters: the business need, the must-haves, compensation, interview process, timeline, selling points and fee terms to cover on every call.
A great job order starts with an intake call that covers the business need behind the hire, the must-have qualifications, the full compensation picture, the interview process and timeline, the reasons a strong candidate would say yes, and the fee terms. Recruiters who get all of this on the first call fill searches faster, because they can sell the role and screen candidates without going back to the client.
Why does the intake call matter so much?
Most stalled searches trace back to something that wasn't covered at intake: a salary range that doesn't match the market, a hidden decision-maker, or a must-have nobody mentioned. Thirty extra minutes on the first call saves weeks later.
What should you cover on the intake call?
The business need
- Why is this role open: growth, a departure or a new initiative?
- What happens to the business if it stays open another three months?
- If someone left, why, and what would they change about the role?
The person
- Three to five true must-haves, and the nice-to-haves separately.
- What success looks like at 90 days and one year.
- Target companies they'd love to hire from, and companies that are off-limits.
Compensation and logistics
- Base salary range, bonus, equity and benefits.
- Location, remote or hybrid expectations, and travel.
- Relocation support, if any.
Process and timeline
- Who interviews, in what order, and who makes the final decision.
- How quickly they'll give feedback on candidates you present.
- The target start date.
The pitch
- Why would a strong person leave a good job for this one?
- What's hard about the role that candidates should hear up front?
Terms
- Fee, guarantee and whether the search is exclusive.
- Other recruiters or internal efforts already working the role.
What should you do after the call?
Send a short written summary of the role and the agreement the same day, and ask the client to confirm both. Then set a regular check-in so feedback doesn't stall. identifyd keeps each search on a job order with the hiring company, hiring manager, job description, signed agreement, fee details, candidates and interviews in one place.
Frequently asked questions
How long should a job order intake call take?
Plan on 30 to 60 minutes for a professional role. Senior or confidential searches often need a second conversation.
What if the client's salary range is below market?
Say so early, with examples. It's easier to adjust the range at intake than after candidates turn down offers.
Should I write the job description myself?
Often, yes. A recruiter-written description built from the intake call is usually clearer and easier to sell than a generic posting.
When should the fee agreement be signed?
Before you present any candidates, and ideally the same day as the intake call.