A message from a headhunter usually arrives when you are not looking: a role you never applied for, at a company you had not considered, from a number you do not recognize. For a senior professional, knowing how to work with a headhunter is a career skill of its own. Handled well, these conversations reach opportunities that never touch a job board. Handled carelessly, they go quiet, and you rarely find out why.
The direct answer is simple. Treat a headhunter as a long-term ally, not a single transaction. Respond quickly, be honest about your situation and your limits, and be generous with the real detail that lets them represent you accurately. Everything below is how that plays out in practice.
What a headhunter actually does
A headhunter, or executive search consultant, is hired by a company to find and approach people for a specific senior role. You are not their client; the employer is. That matters, because it shapes how they work and what they can do for you.
Most senior moves happen away from public job ads. In early 2026, Rally Recruitment Marketing estimated that only about a quarter of the reachable talent market is actively job-hunting at any given moment, which leaves a large majority who are employed and reachable only through a direct approach. Boards also look outside more than they used to: Spencer Stuart reported that 44 percent of new S&P 1500 CEO appointments in 2024 were external hires, the highest share since its tracking began in 2000. People at that level almost never apply. Someone finds them.
A good consultant does three things for you: brings roles you would never have seen, tells you honestly whether you fit before you invest time, and manages the awkward parts (salary, timing, counteroffers) as a neutral party. For how firms run the search end to end, see our walkthrough of the executive search process.
How to respond when a headhunter reaches out
- Reply, even when you are happy where you are. A two-line answer keeps you on the radar for the next role, which may fit better than this one. Silence removes you from a network you want to be in.
- Ask what the mandate is. Which company, which role, is it retained or contingent, and where are they in the process. A serious consultant will share most of this early.
- Be clear about your situation. Whether you are open, what would make you move, your rough compensation, your notice period, and any hard constraints on location or sector.
- Agree on how you will communicate. Which channel, how often, and how discreet it needs to be if you are currently employed.
- Follow up once. If they go quiet, a single polite check-in is professional; chasing repeatedly is not.
What to tell a headhunter, and what stays confidential
Honesty is the whole game. A consultant can only advocate for you with what you give them, and they will discover the gaps anyway. Share your real motivations, your genuine compensation rather than an inflated figure, your weaker spots, and any live processes you are already in, so nobody is surprised later.
What you say to a headhunter about your current employer is not automatically private. Reputable firms treat candidate conversations as confidential and will not reveal that you are exploring without your consent; that discretion sits at the center of the work, and it is worth confirming explicitly. We wrote about the employer's side of this in discreet search. Ask directly who sees your CV and when, and ask them to check with you before sending it anywhere.
Retained or contingent: why it changes your experience
Not every headhunter works the same way, and the model affects how you are treated.
- Retained search: the firm is paid a fee upfront for an exclusive mandate, usually for C-suite and board roles. Retained engagements made up roughly 63 percent of the executive search market in 2025, according to Mordor Intelligence. Expect a slower, deeper process, real assessment, and a consultant who stays close to both sides.
- Contingent search: the firm is paid only if its candidate is hired, so several firms may work the same role at once. Expect speed and volume, and confirm your CV will not go out without your say-so.
Neither is better for you in the abstract; they simply set different expectations. Our breakdown of retained versus contingent explains the employer's logic, which helps you read the room.
Green flags and red flags
- Green: names the client early, describes the role precisely, is candid about your fit, and asks before sending your details.
- Green: follows up when promised and gives you feedback after interviews, even a decline.
- Red: will not say who the employer is beyond "a major firm", pushes you to interview fast, or is vague about whether the role is real.
- Red: sends your CV without asking, or oversells to both sides.
FAQ
Should I work with more than one headhunter?
Yes, but tell each one. Overlap is fine; two firms submitting you to the same company is not, and it can get you removed from a process. Keep a simple list of who has your CV and for which roles.
Does it cost me anything?
No. The employer pays the fee. A legitimate executive search firm never charges a candidate to be represented or placed. Treat any request for payment as a reason to walk away.
How do I keep a strong relationship after this role?
Stay reachable and useful. Refer good people when a role is not for you, update the consultant when your situation changes, and keep your profile current. A sharp CV helps here; see our executive CV guide.
The senior candidates who get the most from headhunters are the ones who treat them as a standing relationship rather than a favor in a crisis. Answer the call, tell the truth, protect your confidentiality, and stay in touch between roles. When you are ready to see what is open, browse our current roles or read more on off-market talent to understand how the best moves actually happen.