When engaging a recruitment firm—especially for high-stakes roles in executive search or senior leadership hiring—regular communication is essential. One of the most valuable tools for maintaining alignment and transparency throughout the process is the bi-weekly progress report.
This structured update serves as more than a status check; it’s a strategic snapshot of how the search is progressing, what insights have been uncovered, and what course corrections might be needed. But what exactly should you expect to see in one?
Let’s break down the core components of a typical bi-weekly progress report from a top-tier recruitment firm:
Search Activity Summary
The report typically begins with a high-level overview of what has been accomplished since the last update. This includes:
- Number of companies researched
- Number of candidates identified
- Number of outreach attempts made
- Number of initial screening calls completed
This section helps you understand the sheer volume of behind-the-scenes work your search partner is doing.
Candidate Funnel Metrics
A well-structured report will visually represent the candidate pipeline. This includes funnel stages like:
- Total candidates identified
- Candidates contacted
- Candidates responded
- Candidates screened
- Candidates qualified for shortlist
- Interviews scheduled or completed
This part often includes a candidate funnel graphic or table, allowing you to track conversion rates at each stage and identify potential bottlenecks.
Candidate Profiles (Long List / Shortlist)
Depending on the stage of the search, the report may include:
- Long list: A curated group of potential candidates who are being vetted or contacted.
- Shortlist: Top-tier candidates who have been interviewed by the firm and are recommended for client interviews.
Each profile may include:
- Candidate name (or anonymized ID if confidentiality is required)
- Current title and company
- Location
- Summary of qualifications
- Assessment notes from initial screenings
Market Intelligence & Insights
This section is especially valuable in retained or executive search. It includes observations such as:
- Industry trends impacting the search
- Talent availability insights
- Competitor hiring activity
- Compensation trends for the role
- Notable candidate feedback about your company or the opportunity
This intelligence can help you refine your expectations, adjust your pitch, or even revisit your role specification.
Client Feedback Summary & Action Items
If interviews have already begun, this section consolidates feedback from both the client and candidates. It might cover:
- Initial impressions
- Concerns raised
- Cultural fit observations
- Any adjustments to the search criteria
You’ll also see clear action items or decisions that need to be made before the next check-in.
Next Steps & Timeline
Every good progress report ends with a forward-looking plan, such as:
- What activities will occur over the next two weeks (e.g., continue outreach, finalize interviews)
- Upcoming candidate presentations or interviews
- Adjustments to the search strategy, if applicable
- Any anticipated timeline risks or changes
Optional: Diversity Metrics
Leading recruitment firms may also include DEI reporting, such as:
- Demographics of the long list or candidate pool
- Percentage of diverse candidates presented
- Progress toward meeting agreed-upon diversity targets
Why This Report Matters
The bi-weekly progress report isn’t just a nice-to-have—it’s a critical management tool that helps ensure:
- Transparency between client and search partner
- Early identification of issues before they become delays
- A record of activity that can be shared with internal stakeholders
- Consistent alignment on expectations, role criteria, and outcomes
Conclusion: The Report Is the Roadmap
A bi-weekly progress report is more than a status update; it is a strategic tool for alignment, transparency, and effective decision-making. It transforms the often-opaque world of executive recruiting into a clear, data-driven process. By providing a regular cadence of metrics, market intelligence, and candidate insights, it ensures that both client and search partner remain in lockstep on the journey to a successful hire.
This report is your window into the dynamic, multi-stage journey of a retained search. To see the complete roadmap that this report tracks—from the initial kick-off to the final offer and onboarding—explore our comprehensive guide.
➡️ Explore the Full Search Process: The Retained Search Process: A Step-by-Step Timeline from Mandate to Onboard
To learn how our firm’s commitment to transparent communication drives results for our clients, visit our main practice area page.
➡️ Discover Our Approach: Retained Executive Search Firm
