What Is Retained Search? A Beginner’s Guide for Employers

Recruiting top talent, especially for senior-level roles, requires more than job ads or resume screening. It demands precision, discretion, and expertise. That’s where retained search comes into play.

If you're an employer looking to hire C-level executives, directors, or specialized professionals, understanding retained search is essential. 

In this guide, we’ll break it down in simple terms, what it means, how it works, when to use it, and how it differs from other recruitment methods.

What Is Retained Search?

Retained search is a specialized recruitment service where an organization partners exclusively with a search firm to find candidates for executive, niche, or high-impact roles. The firm is paid an upfront fee (a “retainer”) to conduct a comprehensive and confidential search process.

Unlike traditional recruitment, retained search firms proactively approach passive candidates who aren’t actively seeking jobs. This means you’re tapping into the top 10% of talent, not just who’s available, but who’s most qualified.

Also Read: What is Executive Search?

How Retained Search Works

Here’s a simplified version of the typical retained search process:

a. Initial Consultation & Needs Assessment

The retained or executive search firm meets with your leadership team to understand your company culture, business goals, and role requirements.

b. Search Strategy & Market Mapping

A research-backed plan is developed to identify potential candidates, often using competitive intelligence and industry benchmarks.

c. Candidate Outreach & Evaluation

The firm directly approaches candidates (many of whom aren’t actively job-seeking), evaluates them thoroughly, and shortlists only the best fits.

d. Client Presentation & Interview Management

You receive detailed profiles of handpicked candidates. The firm also coordinates interviews and provides guidance during selection.

e. Offer Management & Onboarding Support

Once you select a candidate, the firm helps negotiate the offer and ensures smooth onboarding.

Also Read: How Do Executive Search Firms Work?

Retained Search vs. Contingency Recruitment

Understanding the difference between these two models is crucial for employers:

Feature	Retained Search	Contingency Recruitment
Payment	Upfront fee + balance on hire	Pay only if a candidate is hired
Commitment	Exclusive relationship	Often non-exclusive
Role Level	Executive, niche, senior roles	Mid-level or volume hiring
Process	Proactive & research-driven	Reactive & resume-based
Candidate Pool	Passive + active candidates	Mostly active job seekers
Time Investment	High-touch, consultative	Quick-fill, transactional

Also Read: PEOs vs. In-House HR: Which is More Cost-Effective?

When Should Employers Use Retained Search?

Retained search isn’t necessary for every role. It’s ideal for:

• C-suite roles (CEO, CFO, CHRO, etc.)

• Executive and board-level hires

• Confidential replacements

• High-impact strategic positions

• Roles requiring rare or highly specialized skills

If hiring the wrong person could cost your company time, money, or reputation, retained search is the right choice.

Also Read: How Executive Search Firms Find and Recruit Senior-Level Talent

5. Benefits of Retained Search for Employers

Here’s why retained search is worth the investment:

 1. Access to Passive Talent

You get access to top-tier candidates who are not actively job hunting—often the best in their field.

2. Confidentiality

Ideal for sensitive roles (like replacing an executive) without tipping off competitors or current staff.

3. High-Quality Candidates

Retained firms don’t flood your inbox with resumes—they present only highly vetted, culturally aligned professionals

 4. Speed + Accuracy

Thanks to proactive sourcing and dedicated effort, time-to-hire is faster and more accurate than traditional methods.

5. Strategic Partnership

You’re not just buying a service, you’re building a relationship with experts who understand your long-term business goals.

What to Expect from a Retained Search Firm

When you partner with a reputable retained search firm, you can expect:

• In-depth consultation and role discovery

• Weekly status updates and progress reports

• Market insights and competitor intelligence

• Comprehensive candidate briefs

• Interview coordination and feedback analysis

• Assistance with final offer and negotiation

This level of involvement ensures a true extension of your HR function.

Also Read: What is executive recruitment?

What to Look for in a Retained Search Firm

Choosing the right retained search partner can make or break your hiring outcome. Here are essential questions to ask:

• Do you specialize in our industry or role type?

• What is your average time-to-hire?

• How do you evaluate candidate fit and soft skills?

• Can you maintain discretion during the search?

• What’s your replacement policy if the hire doesn’t work out?

Partnering with a firm that aligns with your values, industry, and hiring goals is crucial.

Retained Search in the UAE & Saudi Arabia

In competitive markets like the UAE and Saudi Arabia, executive talent is scarce and highly sought after. Retained search has become the go-to model for companies seeking high-impact professionals, especially in oil & gas, government, finance, and healthcare sectors.

As companies prioritize Emiratisation and Saudization policies, retained search also helps align national hiring goals with leadership needs.

Final Thoughts

Retained search is not for every hire—but for roles where leadership, impact, and precision matter, it’s a smart investment. By partnering with a retained or executive search firm, you gain more than resumes, you gain strategic talent intelligence.

Whether you’re building a leadership team, expanding into new markets, or replacing a senior leader, retained search helps you do it confidentially, accurately, and efficiently.

Need Expert Help?

We at Sundus are specialized in retained search solutions for companies across the GCC, including the UAE and Saudi Arabia. Our recruitment experts have helped organizations secure world-class leaders who drive real results.

If you’re ready to make your next executive hire, let’s talk. We’ll help you do it right, the first time.

Frequently Asked Questions (FAQs)

What is retained search in recruitment?

Retained search is a specialized recruitment method where a company hires a recruitment firm exclusively to fill executive or senior-level roles. The firm is paid an upfront fee to conduct a comprehensive, confidential search for top-tier candidates.

How is retained search different from contingency search?

In retained search, the firm is paid upfront and works exclusively on the role with a high-touch, research-driven approach. In contingency search, the recruiter is only paid if a hire is made and often works on multiple jobs simultaneously, usually for mid-level roles.

When should a company use retained search?

Companies should use retained search when hiring for:

• C-suite and senior leadership roles

• Niche or highly specialized positions

• Confidential replacements

• Business-critical roles where the cost of a bad hire is high

 Is retained search more expensive?

Yes, retained search typically costs more upfront, usually 25% to 35% of the candidate’s first-year salary. However, it offers higher accuracy, better candidate quality, and lower long-term hiring risk, making it a valuable investment.

 How long does a retained search take?

A typical retained search takes between 6 to 12 weeks, depending on the complexity of the role, industry, and market conditions. The time includes research, outreach, interviews, and final placement.

 Do retained or executive search firms offer a replacement guarantee?

Yes, most reputable retained or executive search firms offer a replacement guarantee (often 3–6 months), meaning they will redo the search at no additional cost if the hired candidate leaves within a specified period.

Can retained search be used for hiring in the UAE or Saudi Arabia?

Absolutely. Retained search firms like Sundus specialize in senior-level hiring across the UAE and Saudi Arabia, helping companies meet localization goals like Emiratisation and Saudization while attracting world-class leadership talent.