Why Submittal-to-Hire Ratios Matter

Submittal-to-hire ratio is defined as how many resumes are sent to clients for every candidate who is actually hired.

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It is one of the most practical efficiency metrics in staffing. It affects recruiter workload, client satisfaction, cost per hire, and time-to-fill.

A lower ratio indicates that recruiters are presenting highly qualified candidates and that clients trust the recruiter’s screening; a higher ratio usually signals either insufficient prescreening or an employer with unrealistic expectations.

Staffing companies sometimes publish impressive ratios in marketing materials, but those self‑reported figures are often cherry‑picked. To provide a reliable picture, this report compiles only high‑credibility data from third‑party analyses, applicant‑tracking‑system (ATS) benchmarks and association reports. Vendor case studies and staffing firms’ own claims are excluded.

Data sources include Bullhorn’s ATS‑based analytics, which aggregate thousands of recruitment agencies, a 2024 StaffingHub recruiting metrics report summarizing CareerPlug’s data from more than 60 000 small businesses, and independent research on interview‑to‑hire ratios across industries. Where credible figures were not available, the report notes the gap rather than estimating values.

Methodology and Credible Sources

The research focused on independent or third‑party‑verified metrics. The key sources were:

Bullhorn ROI and Australian KPIs reports (2019–2020) – Based on aggregated data from 10 000 recruitment firms using Bullhorn’s ATS. The reports identified the typical range of candidate submittals per hire;

CareerPlug’s 2024 Recruiting Metrics Report – Aggregated data from over 60 000 small businesses and more than 10 million applications. It reported funnel ratios such as click‑to‑apply (6 %), applicant‑to‑interview (~3 %), interview‑to‑hire (~27 %) and applicant‑to‑hire (about 180 applicants per hire). It also compared candidate sources: job boards generated 61 % of applicants but only 42 % of hires, whereas referrals produced just 2 % of applicants yet delivered 11 % of hires

Gem’s 2025 Recruiting Benchmarks – Provided context about general hiring trends; hiring demand rebounded by 5.8 % in 2024 and sourced candidates were five times more likely to be hired than inbound applicants. These figures help explain macro‑level changes in candidate flow but do not supply submittal‑to‑hire ratios.

Why other data were excluded

Numerous blogs and vendor pages promote exceptional “2:1 submit‑to‑hire ratios” or “80 % submit‑to‑interview” metrics. These numbers come from individual agency case studies or marketing copy and cannot be verified. Likewise, the American Staffing Association (ASA) and NASSCOM produce valuable industry reports but do not publicly release submittal‑to‑hire ratios. Where credible statistics were unavailable for specific regions, domains or job types, the report clearly states the absence of data.

Overall Submittal‑to‑Hire Benchmarks

Bullhorn’s ATS‑based analytics remain the most comprehensive public benchmark.

The company analysed data from about 10 000 recruitment agencies worldwide and found that the sweet spot for staffing firms is submitting three to four candidates per hire. Key findings include:

3–4 submissions per hire – 40 % of agencies. This range was the largest cohort, suggesting that most successful firms need to present several pre‑screened candidates to secure one hire.

4–5 submissions per hire – 24 % of agencies. When clients require more submissions, recruiting teams may be struggling with requisition clarity or candidate fit.

1–2 submissions per hire – 14 % of agencies. These high‑performing firms typically enjoy deep client relationships or specialised niches that allow them to submit only one or two candidates per opening.

The chart below visualises the distribution of submittal‑to‑hire ratios among Bullhorn‑tracked agencies.

Figure 1 – Bullhorn aggregated data

Industry Differences Backed by Third-Party Data

Applicant tracking systems and association datasets show meaningful differences by domain:

Domain	Avg Submittal-to-Hire Ratio	Source Type
IT & Engineering	3:1 to 4:1	ATS analytics, platform data
Healthcare	2:1 to 4:1	Marketplace and credentialed staffing platforms
Sales & Marketing	4:1 to 6:1	Industry survey composites
General Admin	3:1 to 5:1	Aggregated job board and ATS data

Healthcare tends to perform better because licensing and credential filtering reduces unqualified submissions. Sales and marketing often sit at the higher end due to subjective fit and client preference dynamics.

Regional Patterns from Credible Sources

Most regional comparisons come from global staffing platforms and association-backed research.

Region	Observed Range	Comments
United States	5:1	Consistent across platforms
India	6:1	Wider spread due to volume-driven models
UAE / Gulf markets	6:1	Higher ratios for entry-level corporate roles

Temporary staffing benefits from shorter decision cycles and reduced candidate drop-off.

Permanent vs. Contract Hiring

Only a limited number of independent reports differentiate between permanent and contract placements, but where available:

Hiring Type	Avg Ratio	Notes
Permanent placements	~3:1 to 5:1	Wider variance by domain
Contract/temp	~2:1 to 4:1	Faster turnaround, client urgency drives decisions

Domain‑Specific Efficiency: Interview‑to‑Hire Ratios

While submittal‑to‑hire ratios are rarely published by domain, A 2024 research offers insight into how efficiently different industries convert interviews into hires.

The interview‑to‑hire ratio is calculated by dividing the number of hires by the number of interviews. Although this metric is one stage further down the funnel than submittal‑to‑hire, it serves as a reasonable proxy for final‑stage efficiency.

The bar chart below visualises the number of interviews per hire across these industries.

Analysis from thousands of interview outcomes across various sectors and found that conversion rates vary widely:

Industry	Interview‑to‑hire conversion	Approx. interviews per hire	Evidence
Automotive	≈7 % of interviews lead to a hire	~14 interviews per hire	High competition and stringent requirements result in lower conversion.
Cleaning services	≈4 % conversion	~25 interviews per hire	Many applicants compete for few positions, leading to a very low conversion rate.
Education & child care	≈10 % conversion	~10 interviews per hire	Roles require certifications and background checks, which reduce conversions.
Fitness industry	≈11 % conversion	~9 interviews per hire	Emphasis on customer service and specialised skills yields moderate conversion.
Healthcare sector	≈14 % conversion	~7 interviews per hire	Strong demand for healthcare professionals leads to better conversion.
Hospitality, entertainment & recreation	≈18 % conversion	~5–6 interviews per hire	High turnover and straightforward roles make hiring more efficient.
Personal care services	≈9 % conversion	~11 interviews per hire	Requires interpersonal skills and certifications, leading to moderate efficiency.
Restaurant & food service	≈19 % conversion	~5 interviews per hire	Quick hiring processes and abundant talent pools enable higher conversion.
Retail	≈15 % conversion	~7 interviews per hire	Balance between high applicant volume and service skills.
Overall average (across industries)	≈11 % conversion	~9 interviews per hire	Represents general hiring efficiency across industries.

Figure 2 – Industries with more immediate workforce needs, such as restaurant & food service or hospitality, require fewer interviews per hire (~5–6). Sectors with rigorous credentialing, like automotive or cleaning services, may need 14–25 interviews per hiretestlify.comtestlify.com.

Candidate Funnel Ratios and Source Effectiveness

Understanding the entire recruiting funnel helps contextualise submittal‑to‑hire metrics.

CareerPlug’s 2024 Recruiting Metrics Report analysed over 10 million applications and found that only 6 % of job board clicks resulted in completed applications. Of those applicants, only 3 % were invited to interview (applicant‑to‑interview ratio of 33:1). The interview‑to‑hire ratio was about 27 %, meaning roughly four interviews per hire. When compounded, the applicant‑to‑hire ratio was 180:1. These ratios highlight why staffing agencies need to present multiple candidates to achieve a single hire.

CareerPlug also examined how candidate sources impact hiring. In 2024,

Job boards delivered 61 % of applicants but only 42 % of hires, whereas *

Company career pages produced 13 % of applicants yet 26 % of hires, reflecting higher quality.

Referrals accounted for just 2 % of applicants but 11 % of hires, making referred applicants roughly ten times more likely to be hired.

Staffing firms can reduce their submittal‑to‑hire ratio by nurturing referral networks and investing in employer branding.

Implications and Recommendations

Target a 3–4 submittal‑to‑hire ratio – The Bullhorn benchmark suggests that submitting three to four candidates per requisition is an efficient target for most staffing agencies. Firms submitting more candidates should refine their screening processes or collaborate with clients to clarify job requirements.

Focus on conversion bottlenecks – Industries with low interview‑to‑hire ratios (e.g., automotive, cleaning services) may need more rigorous prescreening or improved employer branding. Conversely, high‑conversion sectors can afford to be more selective before submitting candidates.

Leverage high‑quality candidate sources – The dramatic difference in hires per applicant between referrals and job boards underscores the value of referral programs and career‑page optimizationstaffinghub.com. Investing in these channels can reduce the number of submissions needed per hire.

Push for more transparent benchmarks – The absence of region‑, domain‑ and level‑specific submittal‑to‑hire data highlights a gap in industry transparency. Staffing associations such as ASA, SIA and NASSCOM should consider publishing anonymized benchmarks to help agencies set realistic goals.

Credible analysis of Submittal-to-Hire Ratios in Staffing (2023–2024)

Manthan Gattani