PF, ESI and Gratuity: Employer Obligations in India Explained
Applicability thresholds, contribution rates, the gratuity formula worked through, filing deadlines and the mistakes that trigger penalties.
Read more →
"What will this cost us?" is the first question every employer asks — and the one too many agencies answer vaguely. After 25 years and 5,000+ placements as a recruitment agency in Mumbai, here is a straight explanation of how recruitment fees actually work in India, what the market charges in 2026, and how to compare quotes without getting burned.
How recruitment fees work in India
For permanent staffing, almost every agency in India works on a success fee: a percentage of the candidate's annual CTC, payable only when the candidate joins. The typical range is 8.33% of annual CTC (the classic "one month's salary" benchmark) up to 16.67% (two months) for mid to senior professional roles. For CXO and leadership mandates handled through executive search, fees climb to 20%–33% and are often structured as a retained assignment rather than pure success.
Success fee vs retained search vs contract staffing markup
- Success fee (contingency): you pay only on joining. Zero risk if no hire is made. The standard model for most permanent roles.
- Retained search: the fee is split into stages — typically a portion on commencement, on shortlist and on joining. Used for leadership and confidential mandates where the agency commits dedicated research effort regardless of outcome.
- Contract staffing markup: for temporary or contract staff on the agency's payroll, you pay the salary plus a monthly markup (commonly 10%–25%) covering payroll, compliance and margin — no lump-sum placement fee.
What affects the fee
Two agencies quoting different percentages are not necessarily pricing the same work. The main drivers:
- Seniority: leadership searches take more research hours and carry more risk, so they cost more.
- Niche skills: scarce skill sets demand headhunting, not portal searches.
- Urgency: a role that must close in two weeks may attract a premium.
- Volume: committing multiple roles usually earns a volume discount.
- Replacement guarantee length: a 90-day guarantee is worth paying slightly more for than a 30-day one.
What should be included at no extra cost
A professional fee already covers the full lifecycle: candidate sourcing, screening and consultant-led interviews, interview coordination with your team, offer negotiation support, and a free replacement if the hire leaves within the guarantee period. If an agency itemises any of these as extras, question the quote. Our guide to choosing the best recruitment agency in Mumbai covers the other checks worth making before you sign.
How to compare quotes properly
The cheapest percentage is rarely the cheapest outcome. A vacancy that stays open costs you lost output, overloaded teams and delayed projects every single week — the cost of vacancy for a mid-level role in Mumbai easily exceeds the entire agency fee within a month or two. An agency charging 12.5% that closes the role in ten days with a candidate who stays is far cheaper than one charging 8.33% that sends unscreened CVs for two months. Compare screening depth, time to shortlist and guarantee terms first; percentage last.
Tip: ask every agency for the same three numbers — average business days to first shortlist, CV-to-interview ratio, and guarantee period. Those three tell you more about real cost than the fee percentage ever will.
A note for candidates: you should never pay
Reputable recruitment agencies in India never charge job seekers — not for registration, not for "processing", not for interviews. The employer pays the fee; the service is free for candidates, always. Charging candidates for placement is an illegal-adjacent practice in India and the clearest red flag there is. If any consultant asks you for money, walk away and report them.
Frequently asked questions
What percentage do recruitment agencies charge in India?
Most recruitment agencies in India charge a success fee of 8.33% to 16.67% of the candidate's annual CTC for permanent placements — roughly one to two months' salary. Retained executive search for leadership roles typically costs 20% to 33% of annual CTC.
Do candidates have to pay recruitment agencies?
No. Reputable recruitment agencies in India charge employers only — the service is always free for job seekers. Any agency demanding money from candidates for registration, interviews or placement is a serious red flag and should be avoided.
When do I pay a recruitment agency?
Under the standard success-fee model, the fee becomes payable only when the candidate actually joins your company. The agency raises an invoice on the joining date, with payment terms as set out in the engagement letter — typically 15 to 30 days.
Get a transparent, success-fee quote
Tell us the role and CTC band — we'll send a clear, no-surprises fee proposal the same day.
Request a Fee Quote →Related reading: How to choose the best recruitment agency in Mumbai • In-house hiring vs recruitment agency
