Shaun Carpenter  

What happens to my resume after I send it to an executive recruiter?  

Safe and sound?
The most important assurance that people are looking for is confidentiality. The vast majority of resumes received by senior level headhunters are from passive job seekers – those who are employed but don’t want to miss out on opportunities they might not otherwise know about. These individuals don’t want anyone in the market to be aware they are “looking” for the obvious reason that word could somehow get back to their employer. Similarly, those who are not currently working would do best not have their CVs sent to every organization in town, many of which they’d never consider joining.  

Once a resume is in the possession of a reputable headhunter, it should never be shared with a client (hiring organization) unless the individual has been consulted about a specific role and the person has “declared” candidacy. It is crucial that anyone sending a resume to a recruiter confirms the nature of their practice (contingency or retained search) and more importantly, trust the individual and organization they’re dealing with (see: Building a Positive Relationship with a Recruiter). 

Then what?
When a resume arrives at our office, normally in electronic fashion, the key information is entered into the candidate database including contact information, positions/employers, designation/degrees/etc.  A hard copy is then forwarded to the partner or consultant who conducts the most searches in the applicant’s field. This person assigns specific industry, function, and seniority codes. Additionally, two ratings are determined: one that is search specific, in the case the person is applying for an active assignment, and the second a general rating.  

If there are not any searches currently underway at the time the resume is received, the applicant is acknowledged via email and the hard copy is physically filed in our office to be accessed when a relevant search does come along. If, based on the paper screen, the applicant looks to be a potential fit for a current assignment, we’ll send back the executive profile for the position. This is typically a 10-15 page document that includes an organizational overview, the position responsibilities, and the candidate requirements.  The applicant can then do his/her due diligence and decide whether or not to declare candidacy. At this point, qualifying calls, interviews, reference checks, etc all begin. Confidentiality doesn’t end at this point but the client or hiring company will be made aware of the candidate’s background and interest. 

How long is it kept?
This will depend on a few things. The first is whether the headhunter believes he/she is likely to place the individual based on that person’s experience, level and the recruiting firm’s area of practice. A resume arriving at one recruiter’s doorstep may be very well aligned and at another would collect cobwebs before the person would receive a call. An applicant should do his/her homework to make sure the resume is going to the right recruiters. The second determinant is the applicant. Some individuals will apply for a specific role and, if not successful, will request that his/her resume be shredded afterwards. Other applicants will ensure they send us an updated resume on an annual basis or whenever a promotion or change in career occurs.  

Our firm’s practice is to review resumes after they’ve been in our possession for one year and to make a determination of whether they are maintained on our files. Often we’ll touch base with those who have strong resumes to get updated and also see if the person would like his/her CV to stay with us. This way our resume database is always kept current and made up of the best candidates in the market.

Have a question for the headhunter? Email shaun@pfmsearch.com.  

About the Author:
Shaun Carpenter is Associate Partner with Pinton Forrest & Madden Executive Search. He has worked in the executive search business for 12 years and is well respected in the industry for his aptitude in candidate development and client relations. His thorough, insightful approach gives clients confidence that their needs are being met in a professional, timely manner. Shaun also has past experience as Manager, Human Resources with a leading Canadian health insurance provider where he was responsible for recruitment, retention, coaching, performance management, and employee/labour relations. He received a Bachelor of Commerce degree from the University of Calgary, which included studies abroad at the University of Strathclyde in Glasgow, Scotland. Shaun is also currently an active member of BC HRMA’s Coastal Vancouver Advisory Council.