What is Fill Rate?
Definition: Fill Rate is a staffing industry metric measuring the percentage of job orders that result in successful candidate placements, indicating agency effectiveness and operational success.
Also known as: Placement Rate, Job Order Fill Rate, Order Fulfillment Rate
Quick Summary
TL;DRFill Rate is the percentage of job orders that result in successful placements. It's a fundamental metric for staffing agencies, indicating operational effectiveness and client satisfaction. Industry benchmarks vary, but top agencies achieve 80%+ fill rates on committed orders.
Key Facts
What It Measures
Orders filled / orders received
Metric definition
Top Performer Benchmark
80%+ fill rate
Industry data
Low Fill Rate Signals
Sourcing or qualification issues
Diagnostic indicator
Revenue Impact
Direct correlation
Business outcome
Why Fill Rate Matters
Fill rate directly correlates with revenue and client retention. Every unfilled order represents lost revenue and potentially damaged client relationships. Low fill rates often trigger vendor tier demotions in MSP programs or loss of preferred vendor status. Understanding and optimizing fill rate is essential for agency profitability and growth.
Common Pain Points
- 1Revenue loss from unfilled job orders
- 2Client dissatisfaction with unfilled positions
- 3Recruiter effort wasted on unfillable orders
- 4Competitive disadvantage in MSP/VMS programs
How to Calculate and Improve Fill Rate
Track fill rate accurately and implement systematic improvements.
- 1
Calculate Fill Rate
Divide successful placements by total job orders received, multiply by 100. Example: 40 fills / 50 orders = 80% fill rate.
- 2
Segment the Data
Track by client, job type, recruiter, and time period. Identify patterns—some segments may perform well while others drag down the overall rate.
- 3
Analyze Unfilled Orders
Why didn't orders fill? Common reasons: unrealistic requirements, below-market pay, insufficient sourcing effort, or candidates declining offers.
- 4
Improve Selectively
Focus resources on fillable orders. Build talent pipelines for recurring needs. Address pay rate issues with clients. Decline orders you can't realistically fill.
Result
Strategic order acceptance and strong pipelines improve fill rate more than taking every order.
Fill Rate Deep Dive
Fill Rate Calculation Methods
Agencies calculate fill rate differently. Some use all orders received, others only committed/worked orders. Some count partial fills, others require complete fulfillment. For accurate benchmarking, define your methodology clearly and apply it consistently.
Fill Rate vs Quality
High fill rates are meaningless without quality placements. Track fill rate alongside retention rates, client satisfaction, and candidate performance. A 90% fill rate with 50% turnover isn't success. Balance fill rate optimization with placement quality metrics.
MSP/VMS Fill Rate Requirements
Managed Service Provider programs often have minimum fill rate requirements—typically 70-85%—for vendor tier placement. Falling below thresholds can result in fewer job orders, tier demotion, or removal from the program. Understanding client-specific requirements is essential.
Common Misconceptions
- Higher fill rate always means better performance
- Fill rate should be calculated the same way everywhere
- 100% fill rate is the goal
- Fill rate alone indicates agency quality
Fill Rate Performance Tiers
| Fill Rate | Performance Level | Typical Outcome |
|---|---|---|
| 85%+ | Excellent | Preferred vendor status |
| 70-84% | Good | Competitive position |
| 55-69% | Below average | Risk of tier demotion |
| Below 55% | Poor | Account at risk |
What your fill rate indicates
Related Terms
Frequently Asked Questions
Related Resources
Improve Your Fill Rate
Better presentations lead to more placements