When client companies say they already have the resume you sent in their database from several years ago.

Hello,
I'm sure you have all discussed this before, but I am new to recruitingblogs.com so I apologize if this is a duplication.
I ran into a situation today, that actually happens frequently and am not sure how others might address this.
I sent a resume to a client company today, after thoroughly screening the candidate and confirming that the candidate had not sent her resume to my client of course.

After submitting the resume and summary, I was emailed by the client who told me that they are sorry but they already had this resume in their database from a couple of years ago.

I then pointed out that the candidate said she had never spoken to them. We were the moving party etc. But for our efforts, they would not know this particular candidate was even available etc.

In most cases I can refer to our contract which states that if the company has not been in contact with our candidate in the prior 6 months that we can be credited as source of referrral but unfortunately this contract was ambiguous and didn't address timeframes.

Lately, I have had this feeling that we are in the 'heads up' business and am curious as to what others do about this.

Thank you,

Debbie

Comment by Careers In Holland on January 23, 2009 at 1:54am: I'd consider the following next time: send in the resume 1st without contact details, maybe only 1st and last name. Specifically state this is for purposes of checking prior existance in client's database. I can imagine the contact details form a couple of years ago are not correct anymore so even if they have the CV in base, they would still need to turn to you.
Secondly, you have the 6 months clause in your contract. I don't see what additional timeframe is relevant here. 'However if your client is sincere, I have to compliment them on keeping CV's in base so long. Just not so clever to not make good use of that base. And that's where you come in...
So in my opinion you did what you're supposed to be payed for.

Comment by Marcia Bateman on January 23, 2009 at 8:23am: The affiliates I work with use the “but for” rule
But For - the information received from my company triggered your interest therefore it would be unethical and improper for you to not to pay the fee.. Some even add this to their fee agreements.

Comment by Kristen Burkley on January 23, 2009 at 2:52pm: When presenting a candidate, instead of sending the resume, call the client and introduce them to their future employee, describe in detail the candidate and their background and then ask for an interview time. Only after all that, send the resume. If at that point they discover in their "database" this candidate was there, it might be a lot harder for them to wiggle out of. I do not work on a contract basis, so this tends to work outside of that.

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