Hiring a CEO, Executive Director, or other senior leader is one of the most consequential decisions a Board will make. If you plan to engage an executive search firm, the Request for Proposal (RFP) is an important first step.

Find our helpful Executive Search RFP Checklist here.

What actually belongs in an executive search RFP?

KEES is invited to submit multiple RFPs each year. The strongest ones have something in common: they provide enough information for search firms to understand the organization and its needs without trying to prescribe the entire search process before a partner has been selected.

Here are answers to some of the questions we hear most often and/or that we have to ask to best understand your unique situation.

What should an Executive Search RFP include?

Start with the basics:

•  A brief overview of your organization, mission, size, budget, and community served
•  The position being filled and why the position is open
•  Important organizational context or leadership-transition considerations
•  The anticipated scope of services
•  Your desired timeline
•  Proposal requirements
•  Selection criteria
•  Submission instructions, deadlines, and a contact for questions

Think of the RFP as an introduction to your organization and the challenge ahead, not simply a procurement document.

How much should we tell firms about the leadership position?

Enough to understand the opportunity, but you do not necessarily need a finished position profile.

In fact, helping a Board determine what it needs in its next leader should often be part of the search process. Strategic priorities, organizational culture, stakeholder expectations, and the strengths of the departing leader can all influence the final leadership profile.

Tell prospective firms what you know and invite them to explain how they would help you answer what you do not yet know.

What should we ask an Executive Search firm to address?

This is where the RFP can help you distinguish between firms.

Ask about:

•  Experience with comparable organizations and leadership roles
•  Search methodology and proactive candidate sourcing
•  Stakeholder engagement
•  Candidate assessment and screening
•  Commitment to building a broad, qualified candidate pool along with success metrics
•  Search Committee and Board support
•  References and background checks
•  Communication throughout the search
•  The team actually assigned to your engagement
•  Timeline and major milestones
•  Fees, expenses, and payment structure
•  Placement or success guarantee
•  Transition and onboarding support

And ask for references from organizations that faced leadership needs similar to yours. References do not need to be from the same type of mission organization. The context cofounding the transition/need for search is what should be similar. For example, is your upcoming search a Founder transition? Was it an unexpected departure of a new leader? Is it due to a merger/acquisition?

Should we provide a budget?

If you have an established budget or a not-to-exceed amount, sharing it can be helpful.

If not, ask firms to clearly explain their professional fee, expected expenses, payment schedule, and what is and is not included. Comparing a percentage alone rarely tells the whole story.

How long should firms have to respond?

Give firms enough time to understand your organization and prepare a thoughtful response.

A very short turnaround can unintentionally reward firms that provide standardized proposals rather than those that take time to understand your needs. Whenever possible, provide an opportunity for firms to submit questions and make answers available consistently to all respondents. A response time of 2-3 weeks is generally normal.

Should we require a specific search process?

Usually, focus more on the outcomes you expect than dictating every step.

You are hiring expertise. Let each firm show you how it approaches stakeholder input, market research, candidate outreach, assessment, interviews, references, decision-making, and onboarding. The differences can be illuminating.

How should we evaluate Executive Search proposals?

Price matters, but executive search is fundamentally about partnership, judgment, process, and results.

Before issuing the RFP, establish evaluation criteria. Consider relevant experience, understanding of your organization, methodology, assigned team, communication approach, references, fees, and demonstrated ability to recruit candidates beyond those who simply respond to a posting.

Then interview your finalists. The people presenting should ideally be the people who will work with you.

One final question: What makes a great Executive Search RFP?

Clarity.

Tell firms who you are, why this search matters, what success looks like, and what you need from a partner. Then give them room to demonstrate how they can help you get there.

A strong RFP does more than generate comparable proposals. It starts the conversation that can ultimately lead to the right leadership partner and, most importantly, the right next leader.

In case you missed it, find our helpful Executive Search RFP Checklist here.

Considering an Executive Search?

KEES partners with nonprofit, public, and mission-driven organizations navigating executive leadership transitions. We do all types of C-suite searches, but focus on nonprofit CEO/Executive Director and Founder or Founder-like transitions. We welcome the opportunity to be included in your RFP process or to serve as a resource as you prepare for a future search.