Placement confirmation letter template
A placement confirmation letter tells a client that a candidate has accepted their offer of a permanent job, and confirms the details and the agency's fee under the agreed terms of business. It gives the start date, salary and any other pay counted, the fee and when it is due, and any rebate if the placement ends early. It is sent for every permanent placement.
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What changes each time
21 values. Everything else is your wording, kept exactly.
The agency
- Agency's full name
- Agency's address
- Date
The client
- Client contact's name
- Client contact's job title
- Client's full legal name
- Client's address
The placement
- Candidate's full name
- Job title
- Start date
- Place of work
- Basic annual salary
- Other remuneration counted
- Total remuneration
The fee
- Terms of business date
- Fee percentage
- Fixed fee
- Fee amount
- Days to pay an invoice
Rebate
- Number of days to tell us in writing
- Part of the fee refunded or credited at each stage
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“The terms of business are dated a certain day, or were accepted by the client on that day.”
The document carries the wording for whichever applies, and the other wording is left out.
- Only when…
“Include the row for other remuneration counted only when the terms count other remuneration.”
When this applies, the row for other remuneration counted is included; when it does not, it is left out and the rest of the document is unchanged.
- One of several wordings
“The fee is a percentage of total remuneration, or a fixed fee.”
The document carries the wording for whichever applies, and the other wording is left out.
- One of several wordings
“The invoice is raised on the start date, or on the date of the letter.”
The document carries the wording for whichever applies, and the other wording is left out.
- Only when…
“Include the rebate section only when the terms include a rebate.”
When this applies, the rebate section is included; when it does not, it is left out and the rest of the document is unchanged.
- One of several wordings
“Part of the fee is refunded, or credited.”
The document carries the wording for whichever applies, and the other wording is left out.
- Once for each item
“One row for each band of the rebate.”
The table has one row for each, so it grows or shrinks to match.
- One of several wordings
“A replacement candidate is offered instead of a rebate, or this wording is deleted.”
The document carries the wording for whichever applies, and the other wording is left out.
Questions people ask
What is a placement confirmation letter?
It is a letter from a recruitment agency to a client confirming that a candidate has accepted a permanent job, and setting out the placement details and the fee that is now due.
What should the letter include?
The candidate, the job and start date, the salary and anything else that counts towards the fee, how the fee is worked out, when it is invoiced and due, and any rebate if the placement ends early.
How is a recruitment fee usually worked out?
Commonly a percentage of the candidate's first-year remuneration, or a fixed fee, as set out in the agency's terms of business with the client. The letter refers to those terms.
What is a rebate?
It is a refund or credit of part of the fee if the candidate leaves soon after starting. Agencies offer it on a sliding scale, and only if it is in their terms, as this letter's rebate section is.
Is VAT added to the fee?
Often, if the agency is VAT registered. The letter shows the fee plus VAT, so the client knows what the invoice will be.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.