Backdoor Hire Pitfalls

3 Ways To Prevent Backdoor Hire Pitfalls

Wilson Cole

Backdoor hires can be a major headache for recruiters and HR professionals. These stealthy hires occur when a company circumvents the recruitment agency and hires a candidate directly, after the agency introduces the candidate to the position.

This strains the relationship between recruitment agencies and their clients; which can lead to legal disputes, lost revenue, and damage to the agency's reputation. This blog post will explore 3 effective ways to prevent backdoor hires and protect your recruitment efforts.

Establish Clear Agreements and Contracts

The first and most crucial step in preventing backdoor hires is establishing clear and legally- binding agreements and contracts between your recruitment agency and the client. These agreements should outline the terms and conditions of the working relationship; including fees, candidate submissions, and exclusivity clauses. By doing this, you set expectations and create a solid foundation for a transparent and honest partnership.

Here are some key elements to consider when crafting these agreements:

  • Fee structure: Clearly define how and when your recruitment agency will be compensated for your services. Determine whether your fees are contingent on a successful placement, a flat fee, or another arrangement.
  • Candidate submissions: Establish a process for candidate submissions, including deadlines for feedback and interviews. Ensure that the client stays within the agency’s guidelines.
  • Exclusivity clauses: Consider adding clauses that prevent the client from working with other recruitment agencies for the same position. This minimizes the client's risk of accepting candidates from another source and conducting a backdoor hire.

Maintain Strong Communication Channels

Maintaining strong communication channels with your clients is another vital step in preventing backdoor hires. Regular and transparent communication can ensure that both parties are on the same page throughout the recruitment process. Here are some best practices:

  • Regular updates: Provide your clients with regular updates on the progress of the candidate search and the status of potential candidates. Share feedback, market insights, and relevant information that could influence the client's decision-making.
  • Open dialogue: Encourage open and honest communication with your clients. Address any concerns or issues promptly, and be receptive to their feedback. Establishing trust through open dialogue can help prevent misunderstandings leading to backdoor hires.
  • Candidate information sharing: Share comprehensive candidate profiles and assessments with your clients. This can reduce the client's incentive to bypass your agency since they have all the information they need to make an informed decision.

Implement Technology Solutions

Leveraging technology can be a powerful ally in preventing backdoor hires. Recruitment software and Applicant Tracking Systems (ATS) can help you track candidate submissions, communications, and client interactions, which reduces the chances of unauthorized hires.

Here are some ways technology can aid in preventing Backdoor Hires:

  • Candidate tracking: Use your ATS to track candidate submissions and interactions. ATS software allows you to monitor which clients have seen specific candidate profiles, providing a digital paper trail in case of disputes.
  • Automated alerts: Set up automatic alerts to notify you when clients access candidate profiles or engage in discussions about potential hires. This can help you spot any unauthorized actions early and address them promptly.
  • Data security: Ensure your recruitment software has robust security measures to protect candidate data and communications from unauthorized access. Secure systems can discourage clients from trying to bypass the agency.


Preventing backdoor hires is crucial to safeguarding your recruitment agency's interests and maintaining strong relationships with your clients.

By establishing clear agreements, maintaining open communication, and implementing technology solutions, you can significantly reduce the risk of unauthorized hires and protect your recruitment efforts.

Building trust and fostering a collaborative partnership with your clients are key elements in preventing backdoor hires and ensuring a successful recruitment process.

For more information, book a FREE demo with a Backdoor Hire Specialist.

Wilson Cole

Wilson Cole

Founder and CEO of Adams, Evens & Ross NC, LLC, the nation's largest credit and collection agency designed exclusively for the staffing and recruiting industry. In 2008, he was inducted into Inc. magazine's, "Inc. 500" as CEO of Adams, Evens & Ross NC, LLC, the 307th fastest-growing privately-held company in America. This exclusive group of other Inc. 500 CEOs includes; Bill Gates of Microsoft and Larry Ellison of Oracle. In 2007, Recruiting & Staffing Solutions Magazine named him "The Billion Dollar Man", based on successful collections of more than 1 Billion dollars in past due debt. With a career spanning 30 years as CEO of Adams, Evens & Ross NC, LLC, he's in the business of getting clients paid.