Discovering a backdoor hire can really put you in a tough spot with client.

It’s like putting in all the effort to set up a great match between a candidate and a company, only to have the rug pulled out from under you when they decide to bypass the formalities and your fees.

This stings, not just because of the financial hit but also because it can affect the trust you’ve built up with clients over time. It’s a delicate matter and you might want to address the issue without causing unnecessary conflict or burning bridges. You’re not just safeguarding your immediate interests but also trying to maintain a positive working relationship moving forward.

This guide is here to walk you through the do’s and don’ts in such a scenario, aiming to give you a roadmap on how to handle things with finesse and diplomacy. Whether you’re confirming your suspicions, reaching out to the involved parties, or deciding on the next steps, keeping a cool head and a clear strategy is key.

Let’s dive into how you can manage these tricky situations with grace, ensuring you come out on the other side with your relationships and your business intact.

The DO’s

Do: Gather All Your Evidence

Before you even think about picking up the phone or drafting that email to the company or candidate, it’s crucial to get your ducks in a row. Start by gathering every piece of evidence you have. This means digging through your emails for any messages exchanged, reviewing the contracts or agreements you had in place, and pulling up any call logs or records of meetings. It’s all about piecing together the full story from the first introduction to the last conversation you had.

This step isn’t just about preparing for a potential confrontation, it’s about understanding the situation from all angles. Sometimes, in the process of collecting your evidence, you might discover details you missed or misunderstandings that could change your approach. It’s like being a detective in your own case, ensuring you have a clear and comprehensive view of what happened before you make your next move. With this information, you’re not just going in based on a hunch – you’re prepared with facts and a timeline that can help steer the conversation towards a resolution.

Do: Go Through Your Contract

Take the time to go over every detail in your contract. It’s like reading the fine print – but it’s worth it. Look specifically for any mention of backdoor hires, so you know exactly where you stand if the topic comes up.

Understanding these legal ins and outs not only gives you peace of mind but also empowers you to take the right steps if needed. Plus, it shows you’re informed and ready to handle whatever comes your way.

Do: Take a Calm and Professional Approach

When you’re ready to address the issue with your client, it’s crucial to do so with tact and professionalism.

Start by gathering all the necessary evidence and making sure you understand your rights according to the contract. Then, when you approach the client, keep your tone calm and composed. Express your concerns in a respectful manner, presenting the evidence you’ve collected.

The goal here is to have a constructive conversation aimed at finding a solution rather than getting into a blame game.

Do: Get Legal Advice If Required

If you find that things aren’t getting better despite your efforts, it might be time to seek legal advice. Consulting with a legal professional can provide you with valuable insights into the situation and help you determine the best way forward.

Whether it’s through mediation, arbitration, or potentially legal action, they can guide you on the most suitable approach. Keep in mind that the aim is always to reach a fair resolution, and going to court isn’t necessarily the only option.

Do: Implement Preventative Measures

It’s important to learn from what happened and take action to prevent similar problems in the future.

Start by tightening up your contracts to include clauses that specifically address backdoor hires. Make sure both your clients and candidates understand the implications of such actions by providing better education on the subject.

Additionally, consider using a backdoor hiring software that can help detect any attempts at backdoor hiring. By implementing these measures, you can reduce the risk of encountering this issue again down the road.

The DONT’s

Don’t: Rush to Accusations

It’s crucial not to rush into accusations without solid evidence when it comes to backdoor hires.

Accusing a client or candidate prematurely can harm your professional relationships and even tarnish your reputation. Take the time to gather concrete proof before bringing up the matter. By doing so, you’ll maintain trust and handle the situation more effectively.

Don’t: Overlook Contractual Loopholes

Keep an eye out for sneaky loopholes in your contracts that could lead to backdoor hires slipping through unnoticed. 

Sometimes, these hires happen because the terms in the contract aren’t crystal clear, leaving room for different interpretations. It’s essential to make sure your agreements leave no room for confusion or misunderstandings.

Take the time to review and refine your contracts, covering all the bases to avoid any potential loopholes. By doing this, you can safeguard yourself against surprises and ensure that everyone involved knows exactly where they stand.

Don’t: Neglect the Importance of Communication

It’s crucial not to underestimate the power of good communication during the recruitment journey.

When you let the lines of communication fall silent, misunderstandings can come up and you might miss chances to tackle problems before they escalate. Make it a habit to check in regularly with both your clients and candidates. These simple touch bases can go a long way in ensuring everyone stays informed and on track.

Plus, it builds trust and shows that you’re committed to keeping things running smoothly for everyone involved.

Don’t: Forget to Foster Relationships

Never underestimate the importance of nurturing relationships with both your clients and candidates. These connections aren’t just about business transactions, they’re the foundation of trust and respect.

When you invest time and effort into building strong relationships, you’re creating a network of trust that can help prevent backdoor hires.

People are less likely to bypass a recruiter they have a solid relationship with, as they value the trust and expertise you bring to the table. So, take the time to foster these relationships. Show genuine interest, offer support and be there when they need you. It’s not just about the present deal, it’s about building a lasting partnership that benefits everyone involved.

Don’t: Underestimate the Power of Negotiation

When faced with a backdoor hire situation, it’s easy to feel like legal action is the only solution. But don’t underestimate the power of negotiation. Even if a breach has occurred, engaging in constructive dialogue with the client can often lead to a resolution that works for everyone involved.

Before jumping into legal proceedings, consider initiating negotiations. This approach not only demonstrates your willingness to resolve the issue amicably but also can be a faster and less costly route. Through negotiation, you might uncover underlying reasons for the breach and find mutually beneficial solutions that wouldn’t have been possible through legal channels alone.

So, take the time to sit down with the client, discuss the situation openly, and explore possible resolutions together. You might be surprised at what can be achieved through respectful communication and compromise.

Detect Backdoor Hires via HireGuard in Minutes

HireGuard is integrated with your existing ATS and ensures that every candidate is tracked in real-time. Just set it up and let us handle the rest.

If a candidate is hired without your knowledge, we’ll spot it and give you all the proof you need to get your lost placement fees.

Sign up for HireGuard today!