Email template · Staffing agency (client and candidate)
Client check-in email after placement
In short
A check in email after placement is a short note from the recruiter or account manager to the client, asking how a placed candidate is settling in. Sent at set points through the guarantee period, it catches problems early, shows you care about the outcome and often surfaces the next job order. Below are four templates, subject lines, an SMS and a cadence.
When to send it: Send the first check-in at the end of week one, then at about 30 and 60 days, and once more a week or two before the guarantee period ends. For ongoing accounts, add a quarterly review.
Client check-in email after placement: 4 versions
End of week one
SubjectHow's [Candidate First Name]'s first week going?
Hi [First Name], [Candidate First Name] has just finished week one as [Job Title]. I spoke with [him / her / them] today and they're [specific positive, e.g. enjoying the team and already handling inbound calls on their own]. How does it look from your side? Anything I should know about, or pass on? Early feedback is easiest to act on, so even a one-line reply helps. [Your Name] [Title], [Agency Name] [Phone Number]
30-day check-in
Subject[Candidate First Name] at 30 days
Hi [First Name], It's been a month since [Candidate Name] started. Two quick questions: 1. On a scale of 1 to 5, how is [Candidate First Name] doing against what you expected at this point? 2. Is there anything [he / she / they] should be doing differently? I can coach where it helps. Also, with [Department] growing, are any other roles coming up? I'd rather start early than rush later. [Your Name] [Title], [Agency Name] [Phone Number]
Before the guarantee ends
Subject[Candidate First Name]: checking in before [Guarantee End Date]
Hi [First Name], [Candidate Name]'s guarantee period under our terms ends on [Guarantee End Date]. I wanted to check in beforehand so that if there are any concerns, we can deal with them while the guarantee still applies. How is [Candidate First Name] working out? If all's well, no action needed. If something's not right, let's talk this week. And if you have other hiring planned for [Quarter], I'm glad to get started. [Your Name] [Title], [Agency Name] [Phone Number]
Quarterly account review
SubjectQuarterly review: [Client Company] and [Agency Name]
Hi [First Name], We've placed [Number] people with [Client Company] this quarter. A quick summary: - Roles filled: [Roles Summary] - Average days from job order to start: [Number] - Still in role: [Number] of [Number] - Open now: [Open Roles] Could we take 20 minutes in the next two weeks to look at what worked, what didn't, and your hiring for [Next Quarter]? Here are two times that work for me: [Time Option 1] or [Time Option 2]. [Your Name] [Title], [Agency Name] [Phone Number]
Subject line ideas
- How's [Candidate First Name]'s first week going?
- [Candidate First Name] at 30 days
- [Candidate First Name]: checking in before [Guarantee End Date]
- Quick check-in on [Job Title] placement
- Quarterly review: [Client Company] and [Agency Name]
- Anything I should pass on to [Candidate First Name]?
- How are the new [Job Title]s settling in?
SMS and WhatsApp version
Hi [First Name], [Your Name] from [Agency Name]. How is [Candidate First Name] settling in as [Job Title]? Anything I should know or pass on? A quick reply is plenty.
Placeholders to replace: [First Name], [Candidate Name], [Candidate First Name], [Job Title], [Client Company], [Department], [Guarantee End Date], [Quarter], [Next Quarter], [Number], [Roles Summary], [Open Roles], [Time Option 1], [Time Option 2], [Your Name], [Title], [Agency Name], [Phone Number]
What post-placement check-ins are for
A placement isn't really done until the candidate is still in the seat after the guarantee period. Early problems are usually small and fixable: a training plan that never started, a shift that clashes with childcare, a manager who expected skills that weren't in the job order. Found in week one, they're a conversation. Found at day 85, they're a replacement search and a refund.
Check-ins are also the cheapest business development an agency does. A client who is happy with a placement is at their most receptive, and the question “Any other roles coming up?” lands differently a month after you delivered than in a cold follow-up email to a prospective client.
A cadence that fits the guarantee
For a direct-hire placement with a 90-day guarantee, a typical rhythm:
- Day 1: text or call the candidate in the afternoon.
- End of week one: email the client, call the candidate.
- Day 30: the structured 30-day check-in with a simple rating question.
- Day 60: a short call, or email if the client prefers.
- About 10 days before the guarantee ends: the pre-expiry check-in.
- After that: fold the client into a quarterly account review.
For temp and contract staff, swap the guarantee milestones for assignment milestones: end of the first shift, end of week one, then a monthly check-in with the site supervisor, plus a review whenever a temp-to-hire conversion point approaches. The check-in after week one usually builds on the details in your placement confirmation email, so keep them in the same thread.
Tone and what to ask
Lead with something specific you heard from the candidate, then ask an open question. “How's it going?” on its own gets “fine.” “Is there anything [Candidate First Name] should be doing differently?” gets real answers, because it invites the manager to help rather than complain.
A 1-to-5 rating at day 30 is useful because it's fast and comparable across placements. Over a year, it gives you a simple quality-of-placement measure by recruiter and by client. Record the answer against the placement, and log the business development question's outcome in your client pipeline so new job orders trace back to the check-in that found them.
Handling a problem when one comes up
If the client reports an issue, call that day. Get specifics, then talk to the candidate separately and fairly. Many issues come down to unclear expectations, and the agency can broker a frank conversation that the manager and new hire find awkward to start on their own.
If it can't be fixed, be straightforward about the guarantee: confirm whether the departure falls within the terms, start the replacement search quickly and confirm everything in writing. Agencies that handle a failed placement well often keep the account; the ones that argue over the refund don't.
Keep any feedback about the candidate factual and job-related. If a client's concern touches a protected characteristic, a medical condition or a request for leave, slow down and involve the client's HR team; it's their employment decision, and the agency shouldn't advise on it beyond what its own role requires.
Mistakes to avoid
- Disappearing after the invoice is paid. Clients notice.
- Making every check-in a sales pitch. One business question per email is enough.
- Mentioning the guarantee in every message. Save it for the pre-expiry check-in.
- Checking in only with the client. The candidate's view is often the early warning.
- Forwarding the candidate's complaints word for word to the manager. Summarize and agree with the candidate what you'll share.
Frequently asked questions
When should a recruiter check in after a placement?
At the end of week one, around 30 and 60 days, and shortly before the guarantee period ends. After that, a quarterly account review keeps the relationship active.
What should a post placement follow up email to a client say?
Share one specific thing you heard from the candidate, ask how the placement is going from the client's side, invite any concerns, and optionally ask about upcoming hiring.
How do I measure client satisfaction in recruitment?
Ask a simple 1-to-5 rating at the 30-day check-in, track whether placements stay past the guarantee, and review repeat job orders by client each quarter.
Should I mention the guarantee period in a check-in email?
Only in the check-in shortly before it expires, so the client can raise concerns while the guarantee still applies. Earlier check-ins should focus on how the person is settling in.
What if the client says the placement isn't working out?
Call the same day, get specifics, speak with the candidate, and try to fix the issue. If it can't be fixed, confirm guarantee terms in writing and start the replacement search quickly.