Key takeaways
- Collect the right to represent, rate and employment type before the resume leaves your desk.
- Confirm work authorization and its expiry date against the full length of the project.
- Ask if the candidate was already submitted to the same end client by anyone else.
- A complete submittal gets reviewed faster and builds trust with the prime or client.
Why the work before submittal matters
Most problems in a placement do not start at the interview. They start earlier, when a recruiter sends a resume before asking the basic questions. Then the client likes the candidate, and suddenly the rate is different, the candidate has a two month notice, or another vendor already submitted the same person. The client loses time and the vendor loses credibility.
So before you talk to the client about any candidate, collect the basics. It takes one good call and a few documents. Plus it gives you a reason to speak with the candidate properly, which is where you learn if they are really right for the role. If you are still at the screening step, our article on how to identify the right IT candidate covers that part.
The documents and details to request
An updated resume and LinkedIn profile
Ask for latest resume, not the one sitting on a job board from last year. Then compare it with the candidate's LinkedIn profile. Dates, titles and employers should match. If they do not, ask now rather than hearing it from the client.
A signed right to represent
The right to represent confirms the candidate agreed that you can submit them for this specific requisition and this specific end client. It should name the role, the client (or the requisition number), the rate and the date. Many MSP programs will not accept a submittal without one, and it is the simplest protection against duplicate submittals.
Rate and employment type
Agree the rate and whether the candidate will work on W2, C2C or 1099 before you submit. If it is C2C, get the name of the candidate's employer company and confirm who you will contract with. Put it in writing. Changing a rate after a client interview is one of the fastest ways to lose a client's trust.
Work authorization and expiry
Ask what the candidate's current work authorization is and when it expires. Compare the expiry with the expected project length and any extension. Also check that the authorization fits the arrangement and the client's rules. The formal employment eligibility verification happens at hire, but you should know about any problem long before that.
Availability and notice period
When can the candidate actually start? Do they need to give notice to a current employer or finish a current project? Do they have any planned time off in the first weeks? A client that needs someone in two weeks will not wait six.
Location and relocation
Confirm where the candidate lives today, whether the role is remote, hybrid or onsite, and if they are willing to relocate or travel. If relocation is needed, ask when they could be there and who pays for it. Do not assume "open to relocate" means next Monday.
Details that save the client's time
- Interview slots. Get two or three windows when the candidate is free for an interview over the next week, with their time zone.
- References. Collect at least two professional references, ideally a manager and a client lead, with company email addresses.
- ID check. Look at a government photo ID on video and confirm the person matches. This protects you and the client from proxy candidates.
- Certifications. If the role asks for a certification, ask for the credential number or verification link and check it.
- Prior submissions. Ask directly if the candidate has applied to, or been submitted to, the same end client in the last several months through any vendor or on their own.
The last one is often missed. A candidate may not remember, or may not know that a recruiter they spoke with once actually submitted them. Ask the question clearly and note the answer.
A checklist you can use before every submittal
- Updated resume received and reviewed.
- LinkedIn profile checked against resume dates and titles.
- Signed right to represent for this requisition and end client.
- Rate agreed in writing, with employment type (W2, C2C or 1099).
- For C2C, employer company name and contact confirmed.
- Work authorization type and expiry date noted.
- Availability, notice period and planned time off confirmed.
- Current location, work mode and relocation terms confirmed.
- Two or three interview slots with time zone.
- Two professional references with company emails.
- Government photo ID checked on video.
- Prior submissions to the same end client asked and recorded.
- Required certifications verified.
- Short screening summary written for the client or prime.
How to ask without putting the candidate off
Some candidates get uneasy when a recruiter asks for many things on the first call. That is fair. They have seen recruiters who collect documents and then disappear. So explain why you ask. Tell them the client and the role, the rate you can offer, and what happens next. Share the job description. Ask for the ID check on a short video call instead of asking them to email a copy of their passport.
And respect the candidate's information. Only collect what you need, store it securely, and do not forward personal documents to anyone who does not need them. Candidates talk to each other, and the way you handle their data becomes your reputation.
What a complete submittal looks like
When you send the candidate, include the resume, a short summary of why they fit, the confirmed rate and employment type, availability, location, work authorization status and interview slots. The prime or client can review it in two minutes and decide. Compare that with a bare resume and a line saying "please review". Which one would you open first?
A complete submittal also protects you if a question comes up later. You have a record of what the candidate agreed, when, and for which client. Our article on red flags in IT candidates explains what to do when something in this list does not add up.
At iCareTechno we follow this checklist on every requisition we receive from prime vendors and clients. If you are a vendor looking for a dependable tier 2 partner, see how we work on our vendor partners page.
Frequently asked questions
What is a right to represent in staffing?
It is a signed confirmation from the candidate that a specific vendor may submit them for a specific role and end client. It prevents duplicate submittals and many MSP programs require it.
Should a recruiter confirm the rate before submitting a candidate?
Yes. The rate and employment type should be agreed in writing before the resume goes to the client, so nothing changes after the interview.
What should a candidate submittal include?
The resume, a short fit summary, the confirmed rate and employment type, availability, location, work authorization status and a few interview slots.
Looking for a reliable tier 2 partner?
We submit only complete, checked candidates with a signed right to represent and rates confirmed in writing.
Israr Kazmi
Israr Kazmi is the founder of iCareTechno, the IT staffing, recruitment and consulting division of iCareBilling LLC in Chicago. He writes about hiring, vendor relationships and careers in IT.
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