What should I do if a recruiter sends me unqualified candidates?

Why am I getting unqualified candidates from my recruiter?

You’ve got a role to fill. The clock’s ticking, and you’re counting on your recruiter to deliver. But instead of strong contenders, you’re reviewing CVs that completely miss the mark. It’s frustrating—and more than that, it’s a drain on your time and the candidates’ time.

Whether you're working with an internal recruiter or an external agency, receiving applicants who clearly aren’t  a good fit raises valid concerns. You might start wondering: Do they really understand what we need? Are we on the same page?

Here’s the good news: this situation is common, and it’s fixable. In this article, we’ll break down what to do when your recruiter sends you unqualified candidates—and, more importantly, how to prevent it from happening again.

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What should you do when candidates don't meet your expectations?

Before jumping to conclusions, it’s worth stepping back and looking at the bigger picture. Not every mismatch is a sign of poor recruitment—sometimes, it's about misalignment or miscommunication. Start by asking a few key questions:

• Is the recruiter new to your business or team?
• Is this your first time working with the agency?
• Are you having fewer calls and meetings lately to align expectations?
• Is this role significantly different from the ones you’ve filled before?
• Were the required skills and qualifications clearly defined?
• Is the salary you're offering in line with current market expectations?

These questions will help you pinpoint whether the issue lies with the recruiter or with how the position was communicated. You might even bring these questions directly to the recruiter or agency to address the concerns. 

It’s a good idea to bring these points directly to the recruiter. A strong partner won’t get defensive—they’ll want to get to the root of the issue and fix it.

Ask for specifics: Why were these candidates selected? How are they screening applicants? What will they do differently moving forward?

The goal is a reset, not a blame game. The right recruiter should be open to feedback and proactive about fixing the disconnect.

What should you expect from a good recruiter?

Here are three things every recruitment partner should bring to the table:

• Industry expertise: A top-tier recruitment agency or recruiter should understand your company inside and out. They should also be familiar with the nuances of your industry and possess the expertise to source the right candidates.
• Clear communication: If your briefing for the role was unclear or lacking, the recruiter should raise these concerns before starting their search. It’s their responsibility to ask the right questions—not just run with what they’re given.
• Market insight: Offering below-market pay? A skilled recruiter won’t just go quiet—they’ll tell you.  They should have the knowledge and experience to guide you on this, ensuring your expectations align with market standards. 

Even if communication broke down, your recruiter should have hit pause until they had a clearer understanding of the role. Moving forward with guesswork isn’t just unproductive—it’s costly.

Be direct with your recruiter. Let them know that sending unqualified candidates isn’t something you can afford to repeat

 If you’re working with an agency, now’s also a good time to review the terms of your contract. Look for any early termination clauses and check whether poor performance could give you grounds to exit the partnership without penalty.

How can I avoid receiving underqualified candidates in the future?

The easiest way to avoid mismatched candidates is to work with the right recruiter from the start—someone who knows your industry, understands your hiring goals, and takes the time to truly learn your business.

But how do you know if you’ve found the right partner? Here are a few green flags to look for:

• They invest in understanding your business: A great recruiter doesn’t just ask for a job description—they want to understand your team, culture, and long-term hiring challenges. They act less like a vendor and more like a strategic partner.

• They communicate clearly: You shouldn’t be left guessing. If a recruiter is quick to respond, avoids jargon, and keeps you in the loop throughout the hiring process, it's a sign they’re focused on building trust.

• They're honest and transparent: A trustworthy recruiter won't just tell you what you want to hear—they'll provide honest feedback, even when it’s not easy to hear. This openness fosters a more productive partnership. 

If you're considering working with a recruitment agency, read our article to learn more about the best recruitment agency traits. 

Need a recruitment partner who understands STEM industries?

At Airswift, we help companies like yours make smarter hiring decisions by connecting you with qualified, high-performing STEM professionals. Whether you're scaling a team or filling a niche technical role, we’re here to support your success.

Talk to one of our experts today, and to find out how we can help you hire with confidence.