Retained Search Misconceptions and How to Improve the Candidate Experience

“We’re not going to use retained search recruitment as it costs too much!”

“Retained search isn’t a good fit for us as it’s just for executive search recruitment, isn’t it?”.

“We need a fit now, and retained search just takes too long!”

These are just some of the many common misconceptions that retained search has been labelled with. This inevitably puts clients off - it’s more expensive than contingency recruitment, the search and recruitment process takes a long time to complete, and restricts the candidate pool.

In reality, when used correctly by an experienced team, like Orion Group’s PartnerPlus team, retained search can be applied to a variety of specialist and critical positions, ticking all the boxes you require for specialised recruitment. The cost can be justified and is comparable to contingency in some cases. The process is thorough, providing a more targeted list within a pre-arranged timeframe, and it offers access to passive as well as active candidates through deeper market mapping and network reach.

In this article, we’ll look deeper into some of the familiar retained search misunderstandings and discover how the myths can be debunked, and once applied, can lead to a smoother and fulfilling recruitment process for the candidate and client alike. 

Common Retained Search Misconceptions

Here, we’ll look at the common misconceptions and state why they’re commonly misunderstood.

• Retained search is only for C-suite positions or executive search: Yes, retained search is frequently used for these roles. But it’s also suits senior, specialist, or business-critical positions that are difficult to find and therefore fill. If you need a unique role to be filled, retained search is your best bet. 
• It's prohibitively expensive: While typically referring to the upfront or staged fee, the investment reflects depth of service. This includes strategy, market mapping, and candidate evaluation. This is more cost effective than expensive wrong hires, retraining, starting the hiring process again, and the time lost.
• Retained search takes too long: The process is structured and meticulous, as you would expect, ensuring optimal fit and reducing the threat of increased staff turnover, which in turn saves time and resources in the long term.
• Any recruiter can deliver a retained search: Successful delivery requires dedicated expertise, industry focus, an extensive and credible talent pool, and a rigorous approach - attributes not guaranteed in all recruitment agencies.
• Candidate pool is limited: Retained search recruitment firms go beyond visible job seekers, leveraging passive candidates, proactive outreach, and industry networks, for broader and higher-quality candidate access.
• Lack of transparency: The misconception is that retained partners go off to do their searches, leaving everyone in the dark, appearing again near the end. In reality, they provide regular updates, market insights, and clear communication, at all stages and to all parties.

These misconceptions can deter organisations from realising the strategic value that a quality retained search partnership can bring, particularly in securing high-impact, hard-to-find talent.

Best-fit Situations for Retained Search 

As already stated, retained search can be a cost-effective way of searching for a ‘unicorn’ or rare candidate, a candidate who may be off the radar as they aren’t actively looking for a new role. Here are some of the reasons why a retained search partner can be most effective.

Ideal Scenarios include:

• Looking for an executive search, filling C-suite or strategic leadership roles where only the highest-calibre candidates will suffice.
• Hiring for niche positions that require a unique set of technical skills, scarce market expertise, or cultural fit that typical sourcing can’t easily find.
• When the hire must remain confidential (such as a replacement before a public departure) or where there’s reputational risk to an open search.
• When there’s a need to target passive candidates, competitor mapping, or attract those not actively applying.
• For appointments where the hire must be a perfect fit, where a poor hire would have a significant negative organisational impact, making quality over speed essential.
• When clients want comprehensive assessments, often including psychometric testing.
• Where clients require a highly managed, consultative process including employer branding, cultural fit, and a positive candidate experience.
• When you need human expertise with a personal touch without relying on AI.

Probably the most important aspect of retained and executive search is that it goes beyond the point of just filling a vacancy for the client – it’s about futureproofing the organisation.

Retained search recruitment preserves the long-term pipeline development by ensuring you get the right fit at the right time. It’s about succession planning and being able to plan ahead of time strategically. It’s about employer branding support, and being able to assess the employer, its culture, the environment, and their needs, and attracting the right candidate audience based on mutual goals and long-term objectives.

Finally, retained search generates market intelligence for the client, such as salary benchmarks and competitor analysis, that the client would be unaware of previously.

It’s strategic and consultative process, aimed at maximising both talent attraction and the long-term fit of specialised hires.

Creating the Best Candidate Experience

While we’ve listed the reasons why retained search is the perfect solution for certain situations and scenarios, it all means nothing if the retained search recruitment process isn’t carried out properly, and carefully. As retained recruitment typically deals with specialised and experienced professionals, these candidates need to be treated with respect and sensitivity throughout the whole process. 

In Retained Search recruitment, the key steps to creating the best application experience centre on providing a thoughtful, highly communicative, and consultative process, ensuring both candidates and clients feel valued and informed throughout each stage.

To do this, every stage needs to be planned meticulously from start to finish, from client expectations to candidate onboarding. These stages (which our PartnerPlus team follow religiously) may sound like standard practice for any recruitment process, but many of the steps are missing or not carried out completely with contingent recruitment, and should be part of any retained search recruitment process:

Consultation and Candidate Discovery

• Begin with an in-depth client consultation that clarifies role requirements, expectations, company culture, and strategic goals.
• Draft a clear position and candidate specification to guide all communications and outreach, providing applicants with accurate, engaging information about the opportunity and organisational culture.

Streamlined Application Process

• Make the application process simple and intuitive, with the aim to reduce the time and effort required to apply and ensure mobile accessibility.
• Provide clear instructions for each step, so candidates know what’s expected and never feel lost or confused during the journey - never let them second guess anything but have everything laid out clearly, so they don’t need to raise queries.

Transparency and Communication

• Be transparent by sharing a roadmap of the hiring process, including estimated timelines and highlighting the decision-makers involved.
• Assign a dedicated contact person who proactively provides timely updates, answers questions, and manages interview logistics, to minimise candidate anxiety and disengagement.

Assessment and Interview Experience

• Prepare and inform candidates about assessments and interviews, sending details about structure, participants, and expectations in advance.
• Ensure interviewers are well prepared, offer a welcoming environment, and maintain professional, bias-free interactions, supporting diversity and objectivity.
• Offer feedback promptly and thank candidates personally after interviews to foster positive impressions, even for those not ultimately selected. You never know when a new role may come along which they could be a perfect fit for.

Confidentiality, Guidance and Objectivity

• Maintain strict confidentiality throughout the process, protecting both candidate and client privacy, which is especially vital in executive and sensitive placements. 
• Employ structured, impartial assessment methods to ensure cultural fit is evaluated objectively, minimising unconscious bias and promoting true meritocracy.

Counteroffers, Onboarding and Follow-Through

• Brief candidates and clients on expected counter-offers so they are prepared if they come in.
• Facilitate smooth transitions for selected candidates by supporting onboarding and integration into the organisation, maintaining communication after job offer and acceptance.

These steps combine to create a premium, individualised experience, that reflects the professionalism and exclusivity of retained search, ensuring all candidates, whether they were successful or not, feel respected and valued at every stage.

Working with PartnerPlus – A Relationship Built on Trust

Within PartnerPlus, we follow these tried and trusted procedures to build a strong and lasting relationship built on trust.

Its structured and transparent process connects businesses with people who not only fit, but are a means of futureproofing your business in the long-term.

If you’re looking for a retained and executive recruitment firm hoping to find specialist, niche, or critical hires to join your dynamic team, then talk to Orion PartnerPlus. The team can you build a long-term recruitment strategy that delivers lasting results. Here, you’ll see the true benefits of retained search and dispel any preconceived ideas you may have had.

Click here to learn more about PartnerPlus and our hybrid retained search model.

Contact Martin Bate (Group Technical Permanent Hire Director) at  Martin.Bate@orioneng.com