Shortlisting Terms
& Conditions -
How it works
A shortlist of 5 candidates will be sent to the Client for each position 10-15 working days after the position has been listed.
A second shortlist
The employer will get a second shortlist of 5 candidates if candidates in the first shortlist are deemed unsatisfactory. If an additional shortlist is required after the second, a third will be billed according to our standard shortlisting rate. We are not liable and won’t be sending a second shortlist if;
- The candidates were not contacted as recommended and as such were no longer available. If this was the case, the employer would proceed with the remaining candidates on the list. The recommended time for contacting the candidates is within 24 hours of receiving the shortlist. The maximum recommended time is 3 days, but we’ll advise doing it as soon as possible as candidates usually apply to multiple companies when seeking new placements. We’ll need screenshots of your email correspondence and Whatsapp chat with the candidate proving that candidates were contacted within 3 days of receiving the shortlist to request another shortlist.
- the reason for requesting a second shortlist is proximity. That is, the candidate(s) live in a different location from the place of work. Our primary criterion for selecting the candidates in a shortlist is their skill and experience, while location is secondary. We cannot prioritize skills and experience over location as candidates in thesame location as the employer may not be able to do the job. For cases where an employer requires candidates to be in thesame location, the shortlist would be delivered in 30-45days instead of 10 working days. This is because qualified candidates in farther locations would be ignored and we would need more time to ensure the candidates being shortlisted in the same location meet the skill and experience requirements.
- the reason for requesting the second shortlist is salary. This is why we always ask the employers for their salary range – a minimum and maximum amount they are willing to pay – so we can use this as a guide when shortlisting. If the employer’s salary range is below the industry standard, it would take a longer time to find candidates that would accept your lower rate. As such, the shortlist would be delivered in 30-45 days instead of 10 working days.
- the reason for requesting a shortlist is due to the candidate(s) character and physical appearance. This is because we do not do physical interviews with the candidates, but phone interviews. As such, we are unable to determine how well-behaved a candidate is or how good they look or dress.
- If the request for a second shortlist comes after 10 working days of receiving the shortlist. This is because 10 working days is enough time for an employer to contact the candidates, interview them, and make a decision.
Replacement Candidates
There are scenarios where a second shortlist is not necessary, but there is a need to replace a candidate(s). The employer is qualified for a replacement candidate(s) if:
- the employer has scheduled an interview with the candidates and the candidate(s) didn’t show up. In this case, we would replace the candidate(s) that didn’t appear. For this, the employer would share screenshots to confirm the correspondence with the candidates via email and WhatsApp. On the other hand, there would be no replacement if the candidate(s) being absent for an interview is due to a short notice interview invitation. For example, an employer contacts a candidate for an interview on a certain day, for an interview the next day. The notice is too short and the candidate may most likely ask for a reschedule. If the employer does not reschedule for a candidate that requests it, and the candidate(s) fails to show up, there will be no replacement. We always advise employers to give the candidates a 3-day minimum interval for an interview.
- the employer has contacted the candidates via email, phone and Whatsapp and has gotten no response from the candidate(s). If we are notified by the employer and are unable to establish communication between the candidate(s), we’ll replace the candidate(s). However, the employer has to notify us within 3 days of receiving the shortlist so we can rectify as quickly as possible.
Hiring 2 or
more people
per position
For more than 1 candidate per position, a total of 2 shortlists(10 candidates) would be given for the position – instead of the usual 1 shortlist of 5 candidates per position. Just like it is when hiring only one candidate per position, the client will get a second shortlist of 5 candidates if the candidates in the first shortlist are deemed unsatisfactory.
Two
months post engagement
If a candidate employed from the submitted shortlist leaves the Client’s employ within 2 months of his/her engagement, the shortlisting process will be repeated to replace said candidate at no cost to the Client. If the employed candidate leaves after 3 months, any additional shortlist required will be billed for according to our standard shortlisting rate.
When to contact the candidates
Candidates usually apply to multiple organizations at the same time. As such, we advise the Client to contact the candidates within 3 days of receiving the shortlist – to avoid losing qualified candidates. If there is a delay in the client contacting and engaging the candidates, which leads to any or all of the candidates being unavailable, a request for a new shortlist will be billed according to our standard shortlisting rate.