Looking for a Recruitment Agency in Pretoria? 10 Things to Know Before You Sign

Choose a recruitment agency in Pretoria by the terms it will put in writing, not by the promises in a sales call. Before you sign, check these 10 points. They can help you avoid unclear fees, missed deadlines and a shortlist that does not fit your operation.

Whether you are hiring in Tshwane, Centurion, Rosslyn, Midrand or elsewhere in Gauteng, use this checklist to compare agencies on what they will deliver and what your agreement actually requires.

1. Know exactly how the agency charges

Many permanent-placement agencies charge a percentage of the successful candidate’s annual salary. A common comparison range is 15%–25%, but actual rates and fee calculations vary. On a R500,000 annual package, that is R75,000–R125,000 before VAT.

Ask what the percentage applies to: basic salary, gross annual income or total cost to company (CTC). Check whether bonuses, allowances and benefits are included, when the invoice is payable, and whether VAT is added.

A flat-fee recruitment agency charges a fixed amount agreed in advance, often by seniority. For example, EJD Talent Solutions’ published local pricing lists R5,500 for junior, R12,500 for mid-level and R24,500 for senior/executive placements, including VAT. Confirm the current fee, package and inclusions in your quote.

For a fuller pricing comparison, read How Much Does a Recruitment Agency Charge in South Africa? Flat Fee vs Commission (2026).

2. Read the exclusivity and candidate-ownership clauses

An exclusive mandate limits your ability to work with other agencies or source candidates independently. If exclusivity is proposed, check which vacancy it covers, how long it lasts, and how you can end it.

Also check the candidate-ownership period. If an agency introduces someone you later hire directly, the contract may still require a fee. Get clear definitions for “introduced candidate,” duplicate submissions, related companies and the time period. Do not assume that non-exclusive means no candidate-ownership obligations.

3. Put the shortlist deadline in writing

Ask for a specific delivery date and a clear definition of “shortlist.” Does it mean CVs sent to you, or candidates screened against the role and available for interview?

Confirm when the clock starts. It should be clear whether the 14 days begin after you approve the job brief, supply required information or sign the agreement. Agree how your interview feedback and delays affect the timeline.

If an agency advertises a “14 days or free” commitment, ask what happens if the deadline is missed. The signed agreement should explain the remedy, any conditions and what “free” applies to.

4. Check what the replacement guarantee actually provides

“Replacement guarantee” does not automatically mean a refund. The remedy could be one replacement search, a credit or a partial refund. Check the duration, the event that triggers the guarantee, and how quickly you must notify the agency.

Ask whether the terms change if the role is restructured, the job description changes or the candidate is dismissed for misconduct. Check whether you must pay the original invoice on time and give the agency an exclusive replacement window.

Guarantees can vary by role level. EJD’s published terms, for example, set out 30 days for junior, 60 days for mid-level and 90 days for senior/executive placements, with one replacement candidate as the remedy and no refund. Confirm the tier and conditions in your signed agreement.

5. Define what “pre-vetted” means

A pre-vetted candidate should be assessed against the requirements of your actual vacancy, not just have a CV that matches a list of keywords.

Ask the agency what it verifies before presenting a candidate. Does it check relevant experience, role requirements, work history and availability? Are references or qualifications checked, and are assessments included or charged separately? Confirm that candidates have agreed to be introduced to your business.

For a Fleet Manager, for example, a strong screening conversation should probe fleet size, vehicle types, compliance, maintenance and measurable results, not simply whether the CV lists “fleet management.”

6. Ask to see the screening process

A capable agency should be able to explain how it moves from your brief to a shortlist. Ask how it records must-have requirements, screens for practical capability, handles salary expectations and checks candidate interest.

Request a sample candidate profile or screening summary with personal information removed. You should be able to see the evidence behind a recommendation: relevant experience, strengths, gaps and areas to test in your interview.

This matters in operational recruitment. A candidate can interview confidently and still lack the judgement to manage a depot, improve branch performance or use operational systems effectively.

7. Confirm how candidate data is handled under POPIA

Candidate CVs and interview notes contain personal information. Ask how the agency collects, shares, stores and retains it, and who can access it. Confirm that candidate information is used for recruitment purposes and is not passed on to unrelated parties without an appropriate basis.

Your agreement should explain each party’s responsibilities, security expectations, how a data incident is reported, and what happens to candidate records when they are no longer needed. The Protection of Personal Information Act (POPIA) sets the framework for handling personal information in South Africa. This is a practical checklist, not legal advice; ask a legal professional to review terms you are unsure about.

8. Test the agency’s knowledge of Gauteng operations

“Local market knowledge” should mean more than a Pretoria address. Ask whether the recruiter understands the roles, operating conditions and candidate requirements relevant to your business.

For a logistics or transport vacancy, can the agency distinguish a Fleet Controller from a Fleet Manager or Transport Manager? For multi-site retail or franchising, can it assess whether a candidate has managed performance across several branches? For technical operations, can it screen for the systems and analytical skills your role needs?

Ask for examples of similar roles and how the agency would approach your search across relevant Gauteng locations. See how to hire a Fleet Manager in Gauteng for practical role-specific screening points.

9. Ask about costs beyond the headline fee

Request a written breakdown of what is included and what costs extra. Check for separate charges for advertising, assessments, reference checks, background checks, travel or additional sourcing. Confirm VAT treatment and when payment is due.

Then calculate the full cost against your budget. A lower headline price is not necessarily the lowest total if essential checks are billed separately or the fee is calculated on a wider salary package than you expected.

For the operational consequences of restarting a search, read The Real Cost of a Bad Hire for SMEs in South Africa.

10. Compare signed terms, not just sales promises

Before you choose a recruitment agency in Gauteng, compare the complete agreement side by side. Check the fee and VAT, delivery deadline, shortlist definition, screening steps, candidate ownership, replacement remedy, payment trigger and exit terms.

Do not rely on an assurance that is missing from the contract. If a promise matters to your hiring decision, ask for it in the signed agreement. For another cost comparison, see Operations Manager Recruitment: Commission Agency vs Flat Fee.

Recruitment agency comparison checklist

Before signing, confirm:

• Fee model, fee calculation and VAT

• What the fee includes, and what costs extra

• Exclusivity and candidate-ownership period

• Shortlist deadline and definition of delivery

• Screening steps and candidate-data handling

• Replacement period, remedy and exclusions

• Payment trigger, termination terms and written agreement

A recruitment agency in Pretoria should make these answers clear before the search starts. If a term is vague, get it clarified in writing before you commit.

Need to fill a role in logistics, transport, multi-site operations, analytics or administration? Get a pre-vetted shortlist in 14 days or it’s free. Flat fee agreed upfront. 90-day replacement guarantee for senior/executive placements; junior and mid-level guarantees are tiered.Submit your vacancyand confirm the applicable terms in your agreement.