Establishing secure connection…Loading editor…Preparing document…

Talent Acquisition Talent Search

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

TALENT ACQUISITION TALENT SEARCH

Client Name:     Agency Name:

RECITALS

WHEREAS, Client is seeking qualified candidates to fill the position(s) described in this Agreement and desires to engage Agency to conduct a targeted talent search on the terms set forth herein; and

WHEREAS, Agency represents that it has expertise and resources to identify, evaluate and present qualified candidates for the Client's review and that it will perform such services in a professional manner consistent with industry standards; and

WHEREAS, the parties desire to set forth the scope, compensation, confidentiality obligations, and other terms governing the engagement.

SCOPE OF WORK

Position Title:     Number of Openings:

PAYMENT TERMS

Retainer Amount:     Contingent Fee: % of first year total cash compensation

Late Fee for Overdue Amounts: % per month or the maximum permitted by law, whichever is less.

Expenses: Agency shall obtain prior written authorization for any third-party expense in excess of . Approved expenses will be invoiced and payable within the same terms as fees.

TERM AND TERMINATION

Engagement Start Date:

Expected End Date:

Termination: Either party may terminate this Agreement for cause upon written notice of material breach and failure to cure within days. For convenience, either party may terminate upon days' prior written notice; Client shall remain liable for fees earned and expenses incurred through the effective date of termination.

CANDIDATE SUBMISSIONS, OWNERSHIP AND GUARANTEES

Candidate Ownership: Candidates introduced by Agency during the term of this Agreement shall be deemed Agency candidates for a period of months following introduction. Client agrees not to engage such candidates through third parties during this period without Agency's written consent.

Replacement Guarantee: If a candidate placed by Agency terminates employment or is terminated for cause within days of start date, Agency will use commercially reasonable efforts to provide a replacement candidate at no additional contingent fee, provided Client has paid all outstanding invoices.

Background Checks and References: Client may require background checks, reference checks and verification of credentials; Agency will use reasonable efforts to obtain consent from candidates. Client is responsible for compliance with any legal requirements applicable to candidate screening.

CONFIDENTIALITY

Each party shall hold in confidence and not disclose to any third party any Confidential Information received from the other party, except as required by law or to the extent necessary to perform obligations under this Agreement. Confidential Information includes candidate resumes, compensation details, business plans, and other non-public information marked or reasonably understood to be confidential. Confidentiality obligations shall survive for three (3) years after termination of this Agreement.

INDEMNIFICATION; LIMITATION OF LIABILITY

Indemnification: Each party agrees to indemnify and hold harmless the other party from losses, claims or expenses resulting from its gross negligence or willful misconduct in connection with this Agreement. Limitation of Liability: Except for liability arising from a party's willful misconduct or breach of confidentiality, neither party shall be liable for indirect, consequential, punitive or special damages and aggregate direct liability shall not exceed the fees paid to Agency under this Agreement in the preceding six (6) months.

GOVERNING LAW; ENTIRE AGREEMENT

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state specified by the Client at the time of execution. The parties submit to the exclusive jurisdiction of the courts located therein for disputes arising under this Agreement.

Entire Agreement: This Agreement, including any attachments or schedules, constitutes the entire understanding between the parties with respect to its subject matter and supersedes all prior proposals, representations and communications, whether written or oral. Any amendment must be in writing and signed by both parties.

MISCELLANEOUS PROVISIONS

Taxes: Unless otherwise agreed, all fees are exclusive of applicable taxes. Client shall be responsible for any sales, use, value added or similar taxes associated with the services, except taxes based on Agency's net income.

Assignment: Neither party may assign this Agreement without the prior written consent of the other, except that Agency may assign to an affiliate or successor in connection with a merger or sale of substantially all of its assets.

Client:

By:

Date:

Agency:

By:

Date:

Enter text✕

What the Talent Acquisition Talent Search is and how it’s used

The Talent Acquisition Talent Search is a standardized request and documentation form used by hiring teams and recruiters to define a role, list candidate requirements, and authorize a targeted candidate search. It captures key requisition data — job title, department, hiring manager, budget, qualifications, and screening criteria — and records consent for candidate data processing. The form creates an auditable trail of decisions and approvals used to route sourcing tasks, align stakeholders, and document compliance with hiring policies and privacy requirements.

Why using a formal Talent Search improves hiring quality and compliance

A formal Talent Acquisition Talent Search standardizes requirements, reduces miscommunication between hiring managers and recruiters, and documents approvals for budgeting and background checks. It helps preserve audit trails for privacy and equal employment compliance while streamlining candidate sourcing and reporting.

Why using a formal Talent Search improves hiring quality and compliance

Primary users and internal reviewers of the Talent Search

Typical users initiate or approve the Talent Acquisition Talent Search and use it to coordinate hiring activities.

  • HR business partners and talent acquisition teams who submit and manage requisitions and sourcing plans.
  • Hiring managers who specify role needs, approve budgets, and review candidate shortlists for fit and priority.
  • External recruiters and sourcing vendors who receive the brief and execute candidate outreach and screening.

Teams that receive the completed search use it to source, interview, and evaluate candidates while maintaining a record of approvals.

Core components included in a professional Talent Acquisition Talent Search

A comprehensive Talent Search collects structured role details, required skills, compensation range, approvals, sourcing instructions, and compliance checkboxes to support an efficient and auditable search process.

Role Summary

Concise job title, purpose, and reporting line used to scope sourcing and screen candidates.

Qualifications

Required skills, certifications, experience, and desirable attributes that define minimum eligibility.

Compensation

Target salary or range, bonus eligibility, and approved hiring grade for offer alignment.

Approvals

Budget sign-off, hiring manager acknowledgment, and HR compliance checks required before sourcing.

Sourcing Plan

Preferred channels, diversity goals, referral instructions, and timeline for candidate delivery.

Privacy & Consent

Candidate data consent, background-check authorization, and any industry-specific disclosures required.

Step-by-step: preparing and initiating a Talent Search

Follow these sequential steps to move a Talent Acquisition Talent Search from request to active sourcing.

  • 01
    Prepare Requisition: Gather role details, budget, and required approvals before submitting.
  • 02
    Complete Form: Fill mandatory fields, attach JD, and confirm candidate consent where needed.
  • 03
    Approve Request: Routing to hiring manager and HR for sign-off and budget confirmation.
  • 04
    Launch Search: Send to internal sourcing and external recruiters with agreed timeline.

Configuring online workflows for the Talent Search form

When digitizing the Talent Acquisition Talent Search, configure fields and routing to match your internal approval process and access controls.

Field Configuration
Authentication Method Email link | SMS code | SSO for internal approvers
Signature Type Typed name or drawn signature; record intent and timestamp
Routing Order Sequential approvers: recruiter → hiring manager → HR
Storage Location HRIS folder or secure document repository with access controls

Typical lifecycle: how a submitted Talent Search moves through teams

A digital Talent Acquisition Talent Search triggers approval routing, sourcing tasks, and document retention in a controlled sequence.

  • Submit Form: Recruiter or HR uploads form and supporting JD documents.
  • Approve Budget: Hiring manager and finance confirm personnel funding.
  • Assign Sourcing: Talent team or agency begins candidate outreach per instructions.
  • Document & Store: Signed search form and audit trail saved in HR records.

Digital signing, integrations, and file formats to consider

Choose a platform that supports secure signatures, common file formats, and your existing integrations.

  • File Types: PDF, DOCX, and fillable forms
  • Integrations: Connectivity with ATS, HRIS, and cloud storage
  • Auth Options: Email, SMS code, and SSO

Typical timing and deadlines for a Talent Acquisition Talent Search

Set clear internal deadlines for approvals, candidate submission windows, and background checks to keep hiring on schedule.

Requisition approval deadline:

Approve budget within 3–7 business days to avoid sourcing delays.

Candidate submission window:

Provide initial shortlist within 7–14 calendar days of launch.

Background check start:

Initiate after conditional offer is accepted, typically within 48–72 hours.

Offer expiration:

Specify how long the offer remains valid, commonly 5–7 business days.

Record retention start:

Retention clock begins on hire or final candidate decision, whichever is later.

Key milestones in the Talent Search process

Track these numbered stages to monitor progress from request to offer decision and ensure compliance checkpoints are completed.

01

Stage 1: Request Submitted

Form submitted with role details and attached job description.

02

Stage 2: Approvals Completed

Hiring manager and HR approvals recorded in the audit trail.

03

Stage 3: Sourcing Executed

Internal and external sourcing deliver candidate shortlists.

04

Stage 4: Offer and Close

Decision recorded, offer issued, and documents archived.

Common preparation mistakes to avoid

  • Incomplete role descriptions that lead to mismatched candidate submissions and wasted sourcing effort.
  • Missing or unclear compensation ranges that cause offer delays and internal approval rework.
  • Omitting candidate privacy or consent language, risking noncompliance with data protection policies.
  • Failing to document approvals, creating gaps in audit trails and hiring decision justification.

Potential legal and operational risks from incorrect Talent Searches

Data Privacy: Regulatory fines or corrective actions
Consent Missing: Candidate complaints and legal exposure
Discrimination Risk: EEO investigations or lawsuits
Unclear Compensation: Offer rescindments or disputes
I-9 Noncompliance: Civil penalties per DHS rules
Recordkeeping Failure: Penalties and audit disallowances

Security and compliance elements to include on the Talent Search

Encryption in transit: TLS 1.2/1.3
Encryption at rest: AES-256
Audit Trail: Timestamped actions and IP logs
Regulatory Standards: ESIGN, UETA, and option for HIPAA BAA
Authentication: Email, SMS, SSO, or advanced methods
Certifications: SOC 2 Type II and ISO 27001 available

Real-world examples of Talent Search use in organizations

These short examples illustrate how organizations use the Talent Acquisition Talent Search to standardize hiring and preserve compliance.

Optica Ventures LLC — Brian Fitzgibbons

A small investment firm adopted a standard search form to reduce back-and-forth with candidates and agencies.

  • The interface simplified requests across teams.
  • As a result, recruiters produced more targeted shortlists, approvals moved faster, and candidate experience feedback improved while maintaining complete records of approvals.

Xerox — Kodi-Marie Evans

A global operations team integrated requisition forms with NetSuite to auto-populate budgets and roles.

  • Integration reduced manual entry.
  • This led to consistent hiring data across systems, fewer reconciliation errors, and clearer audit trails for internal and external reviewers.

Common eSignature vendor comparison for Talent Search workflows

Compare basic pricing and compliance features commonly required for hiring workflows; signNow is listed first per standard comparison format.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about using the Talent Acquisition Talent Search

Answers to common questions about legal validity, consent, signing, and recordkeeping for Talent Acquisition Talent Search forms.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users