How to run a confidential search

When you might need one

• Replacing someone who doesn't yet know they're being replaced.
• Entering a new market, sector or region before you're ready to announce it.
• Restructuring a team or bringing in new leadership.
• Any hire a competitor would read something into if they saw the advert.

Before you start

• Keep the circle small. Agree exactly who inside the business knows, and keep it to the people who need to.
• Agree what can be said, and when. Decide how your business will be described to candidates at each stage. At first that's usually the type of firm, its size, the region and the role, with no name.
• Decide on paperwork. Some employers ask candidates to sign a confidentiality agreement before they're told more. Agree whether you'll need one, and at what point.
• Allow a little more time. A search that relies on approaching people, rather than advertising, can take longer to set up.
• If it's a replacement, take HR or legal advice on how and when to speak to the person in the role now.

How the search runs

1. An anonymous brief. The role is described in enough detail to interest the right people, without naming you.
2. Direct approaches. The recruiter contacts people who match, many of whom aren't actively looking, and has a first conversation with each.
3. Your name, when you're ready. Only candidates who are genuinely interested, and whom you're happy to meet, are told who you are.
4. Discreet interviews. Video calls, meetings away from your office, or times outside working hours keep things out of sight on both sides.
5. References with permission. Take references only with the candidate's agreement, and never from their current employer before they've accepted an offer.

Protect the candidates too

People who talk to you about a confidential role are taking a risk of their own. Keep their interest to yourselves, don't mention their names to contacts in the industry, and remember that LinkedIn can show people who has looked at their profile. Treating candidates well during a confidential search is how you keep their trust if the answer this time is no.

If word gets out

Have a short, honest line ready for your team and anyone else who asks, agreed in advance with the people who know. If it's a replacement, follow the advice you took at the start about speaking to the person in the role. A calm, planned response does far less damage than silence or a denial that later turns out to be untrue.

How we can help

Confidential roles are often run as an exclusive or retained search: we approach people discreetly and only share your name with candidates when you're happy for us to. Tell us about your role, or read how to brief a recruiter first.