Quick recruiter reality check—sometimes candidates say all the right things… and still take a chance. That’s exactly why getting things in writing really matters. Let me share a real example.

We were working on a role with a top client. The candidate looked great on paper.
 

As part of our recruiting process, we told him the client name upfront and had him sign a written confirmation saying he hadn’t applied to the client—directly or through any other vendor—in the last six months. And neither he is going to apply through some other vendor when we are presenting him.

After we submitted him, the client came back and said we already know this candidate. He applied directly earlier this month and was declined.
 

Awkward, right?

He didn’t tell us.
He didn’t tell the middle vendor either.
And when the client flagged a duplicate submission, everyone looked bad—except the candidate, who just took his chance.

But here’s the important part which we followed after that. 

First — We checked our records, and the candidate had signed the disclosure. So it was clear this wasn’t a recruiter miss—it was the candidate not being honest.

Second — We acknowledged it immediately, stayed transparent, and reassured them that our compliance process was followed.

Third — We informed the candidate that the client wouldn’t move forward and explained that giving false info—even after signing—hurts trust and future opportunities.

That being said, even with paperwork in place, we still double-check verbally during screening. Not because the process failed—but because some candidates still take chances.

This situation didn’t teach us something new—it confirmed why written disclosures are so important.
 

When things go sideways, documentation protects you, your company, and your client.
 

If you’re not taking this in writing, you’re taking an unnecessary risk.

I hope this helps.

Happy Recruiting!