Three clients raised exactly the same issue with us this week, without any prompting.
Each employer had received an unsolicited CV for a role they had never briefed, from a recruitment agency they had never engaged.
It’s something we tend to see when the recruitment market tightens. There are fewer live vacancies, more agencies competing for the same candidates, and some recruiters begin approaching organisations outside their existing client base, hoping a candidate might spark a hiring conversation.
Most recruitment agencies don’t operate this way, but it does happen. When it does, it can create confusion around ownership of a candidate, recruitment fees and whether an introduction has actually been accepted.
So what should employers do when they receive unsolicited CVs?
What Should Employers Do About Unsolicited CVs?
The simplest approach is to have a clear and consistent process.
Only accept CVs from agencies you have engaged.
If your organisation works with a preferred supplier panel, make it clear that candidate introductions will only be accepted from those agencies and only for positions that have been formally briefed.
Respond rather than ignore.
Many organisations simply delete unsolicited CVs, but responding is generally the safer option.
A brief reply creates a dated record confirming that the introduction has not been accepted. If there is ever a disagreement about whether a candidate was introduced on a fee basis, that record may become important.
Without a response, some agencies may later follow up believing their introduction has been accepted. Whether that position is valid or not, it can make resolving the issue far more complicated than it needs to be.
Use a standard response.
Having a simple template ready to go saves time and ensures everyone in your organisation responds consistently.
For example:
“Thank you for forwarding the candidate’s details. We have not requested this introduction and do not accept unsolicited candidate submissions. No recruitment terms have been agreed in relation to this candidate. Please update your records accordingly.”
It takes less than a minute to send and may help avoid unnecessary disputes later.
Why Do Recruitment Agencies Send Unsolicited CVs?
There are a number of reasons.
Sometimes a recruiter genuinely believes they have found someone who would be of value to your organisation and wants to make an introduction.
Other times it’s simply a reflection of market conditions. When vacancies become scarce and competition between agencies increases, some recruiters look beyond their existing client relationships in the hope of creating new opportunities.
While the intention may be positive, unsolicited CVs rarely create the best outcome for either party.
Recruitment works best when there is an agreed brief, a clear understanding of the role, and an established relationship between the client and the recruiter. Without those foundations, misunderstandings are much more likely to occur.
What If You Eventually Hire the Candidate?
This is where situations can become more complicated.
Receiving an unsolicited CV doesn’t automatically mean you’ve accepted an agency introduction. Equally, every set of recruitment terms is different.
A candidate may already be known to your organisation. They may apply directly through your careers page a month later, be referred internally by an employee, or be identified through another recruitment process.
That’s why it’s important to keep accurate records of how candidates enter your recruitment process and to respond promptly when unsolicited CVs are received.
If there is ever uncertainty about a recruitment fee or an agency’s terms, it’s worth seeking advice before making an appointment.
Our Approach
Our own approach is straightforward.
We never send a candidate’s CV to a client without speaking to them first and receiving their permission.
It’s a simple professional courtesy.
It respects the client’s recruitment process, protects the candidate’s privacy and ensures everyone begins the conversation with the same expectations.
In almost two decades of recruiting across Western Australia, we’ve found that relationships built on trust and transparency always produce better outcomes than simply sending CVs and hoping something sticks.
Next week we’ll look at unsolicited CVs from the candidate’s perspective, and why job seekers should be equally cautious about where their CV ends up.
About #SixthSense
Some lessons only come from experience.
#SixthSense shares the observations, trends and practical advice we’ve gathered from almost two decades of recruiting across Western Australia. They’re the conversations we’re having every day with employers, candidates and contractors, shared to help others make better hiring and career decisions.
Sense Recruitment
Suite 6, 996 Hay Street, Perth WA
Phone: +61 8 9481 8111
Email: [email protected]
Website: www.senserecruitment.com.au
