Relationships are everything in the animal health recruiting world. Veterinary practices rely on a recruiter to help identify people who not only could fill a role but also would strengthen the clinic’s culture and stability. Unfortunately, not all recruiters operate with integrity or long-term sustainability in mind. A recent experience of mine reinforced a simple truth: Before you work with a recruiter, do your due diligence, understand the terms, and never sign an agreement you haven’t thoroughly read.
Learning the Hard Way
I received a call from a recruiter I was familiar with — a competitor. This individual had once mystery-shopped me, pretending to be a veterinarian who owned a clinic and asking questions under false pretenses. I knew immediately that I needed to tread carefully.
This time, he talked about a potential split placement, in which two recruiters collaborate to fill a job opening and share the fee. It’s a common practice, but his pitch raised red flags. He promised clinics a “lifetime guarantee” on placements, meaning that if a hired candidate left, he would replace the veterinarian with someone else.
At first glance, that arrangement might appeal to an employer. But anyone who has been in business long enough knows that such a model isn’t sustainable. It almost guarantees trouble because it suggests an unrealistic business structure, and likely, desperation to get contracts signed.
When Agreements Collide
Around the same time, one of my clients wanted to interview a veterinarian I had found. The clinician was moving halfway across the country to my client’s region and was interested in interviewing with the veterinary practice. I had been working with the client under a contingency agreement, which meant the employer paid a fee only upon hiring my candidate.
Everything was moving forward until I learned that the recruiter mentioned above had signed an exclusive retainer contract with the same practice — after the client had signed my agreement. In other words, the practice had committed to paying the other recruiter a fee, whether or not he sourced the candidate. According to the client, the recruiter had not provided anyone. However, the practice would have to pay both of us a full fee even though I provided the candidate.
The situation was bad for the client and me. The veterinarian, who could have been a great fit, was caught in the middle. Because of the conflicting agreements and the requirement to pay two recruiters, the practice couldn’t interview the doctor unless we agreed to split the fee.
That solution didn’t make sense to me, so what did I do? I sent the candidate to another client, and she will likely accept the offer.
Read the Fine Print
The employer who lost out could have avoided the situation by reading and fully understanding the second contract before signing it. In the rush to fill positions, employers might feel pressured to sign recruitment agreements quickly. However, failing to vet a recruiter and clarify contract terms can cost you time, money, relationships, and credibility.
A recruiting contract is a binding business agreement. When the agreement includes vague language about “exclusive rights,” you might surrender more control than you realize. Even well-intentioned veterinary practices can get trapped in agreements that don’t serve their best interests.
Check Before You Sign
Here are five things every veterinary employer should do before entering a recruiting relationship.
- Vet the recruiter: Ask how long the company has worked in the veterinary field. Check its online presence, reviews, and candidate affiliations. If something feels off, such as unrealistic guarantees, trust your instincts.
- Scrutinize the agreement: Read the contract line by line. Watch for exclusivity (Does the recruiter claim the rights to all hires, regardless of source?); replacement policies (Guarantees should have reasonable limits, such as 30 or 90 days, instead of “for life”); payment triggers (When is the fee owed?); and refunds or credits (What happens if the candidate quits early?). If the terms seem vague, push for written clarification.
- Avoid unrealistic promises: A lifetime employment guarantee sounds appealing but isn’t sustainable. Veterinarians move, and careers change. Any recruiter who claims a lifetime guarantee may not be around next time.
- Maintain clear communication: Tell a recruiter if you are working with more than one. Set boundaries on which roles are open to which firms, and ensure recruiters track candidate affiliations carefully. Transparency prevents conflict, duplicate submissions, and awkward (or costly) misunderstandings.
- Seek legal review when in doubt: If the agreement is more than a simple one- or two-page contingency form, have your legal counsel look it over. Such a small investment could prevent a significant financial loss.
Good Recruiters Welcome Transparency
The best recruiters have nothing to hide. They will welcome your questions, encourage you to review the contract terms carefully, and never rush you to sign. They will be transparent about the process, how they source candidates, and how they charge for their services. They understand that a genuine relationship is built on trust and shared success, not fine print or loopholes.
I want clients to understand what they’re paying for and why. That level of clarity protects both sides and fosters the kind of long-term relationships that strengthen the veterinary profession.
The veterinary talent market is competitive, and the need for skilled professionals has never been greater. That urgency can make it tempting to move quickly, but speed should never come at the cost of due diligence.
If you are an animal health or veterinary employer, take a lesson from my story. Know who you are working with and know what you’re signing. A few extra minutes of research and review can save you from serious complications and help ensure that your recruiting relationships are built on integrity, sustainability, and mutual trust.
Because in this business, relationships matter, and the best ones start with transparency.
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The Veterinary Hospital Managers Association asked members, “What keeps you up at night?” The 2024 survey identified these top five pain points: reduced client visits, staff dependability and reliability, a shortage of credentialed technicians, staff mental fatigue, and a shortage of veterinarians.