What Is the Process of Retained Executive Search? A Step-by-Step Breakdown

Most companies that call a retained executive search firm have never used one before.

They've posted jobs. They've used staffing agencies. Maybe they've worked with a contingency recruiter who sent over a stack of resumes that went nowhere. But retained search is different. And most people don't know exactly what to expect. Here's the full process, start to finish, in plain language.

Step 1 — The Intake Meeting (Week 1)

Before we search for anyone, we need to understand what we're actually looking for. A good intake meeting covers the role itself, why the position is open, the culture, compensation, and what's failed before. This conversation takes 60 to 90 minutes. It's the foundation everything else is built on.

Step 2 — Building the Target List (Weeks 1–2)

We don't pull from a database and hope for the best. We build a target list — an actual list of specific people who fit the profile. These are individuals who are currently working, probably not looking, but who have the experience, background, and career trajectory that match what you need. For a VP of Operations at an energy company in Western PA, that list might include 40 to 60 people.

Step 3 — Candidate Outreach (Weeks 2–4)

We call the people on the target list. Individually. We have real conversations. We explain the opportunity, gauge interest, and ask questions. We're not blasting InMail. We're recruiting. This phase typically generates 10 to 15 serious conversations from a target list of 40 to 60.

Step 4 — Screening and Evaluation (Weeks 3–5)

From those serious conversations, we conduct in-depth interviews. We're evaluating technical competency, leadership style, career motivation, and compensation alignment. We also check preliminary references at this stage.

Step 5 — Presenting Candidates (Weeks 4–6)

We present 3 to 5 candidates. Not 20. Not a resume dump. Each candidate presentation includes a written summary of our assessment — why we're recommending this person, what their strengths are, where the risks are, and how they compare to others in the pool.

Step 6 — Interview Process and Offer (Weeks 6–10)

We stay involved through your interview process as an advisor. We debrief after each interview. We help you structure the offer. We know what the candidate needs to say yes — compensation, title, timing, relocation if applicable. We negotiate on your behalf and manage the process to a signed offer.

Step 7 — Close and Transition (Weeks 10–14)

A signed offer is not a done deal. Counteroffers happen. Cold feet happen. We stay closely involved through the resignation, the notice period, and the first few weeks on the job. Most retained search firms offer a 90-day guarantee.

What Does It Cost?

Retained search is typically priced at 25% to 33% of the first-year total compensation of the placed candidate, paid in installments. For a $200,000 role, that's $50,000 to $66,000. For a role where the wrong hire costs 3x to 5x the annual salary, it's not expensive — it's smart.

Ready to Talk?

If you're considering a retained search and want to understand whether it's the right approach — I'm happy to walk you through it. Reach out at prlinternational.com/contact

Philip Lamb is Managing Partner of PRL International, Canonsburg, PA.