The Best Direct Search Agencies in Poland 2026 —Ranking and Headhunting
Direct Search is not the same as Executive Search. It is a method of actively reaching out to passive candidates for managerial and specialist roles—such as manager, head of, country manager, and technical expert. A ranking of eight agencies that actually operate using this model in Poland.
Direct Search in Poland in 2026 involves a fee of 16–22% of the candidate’s annual salary, initial profiles within 10–14 business days with AI-supported active sourcing, a shortlist within 2–4 weeks, and a full process lasting 2–6 weeks for managerial roles. FFS Guarantee: 6–12 months per hired manager—restart of the process at the agency’s expense regardless of the reason for departure. Headhunting and Direct Search are used interchangeably in practice—both involve actively reaching out to passive candidates without relying on job postings. Used for positions below the C-level—Sales Manager, Head of Sales, IT Manager, Country Manager, and technical experts.
Direct Search vs. Executive Search — where one ends, the other begins
These are two distinct recruitment services, although they employ similar techniques. Direct Search is a method of actively and directly reaching out to passive candidates. Executive Search is a comprehensive consulting service for C-level roles, in which Direct Search is one component. Three specific differences:
DIRECT SEARCH
- Role level: Manager, Head of, Specialist (below C-level)
- Starting point: Role profile and candidate market mapping
- Fee: 16–22% of annual salary
- Process: 2–6 weeks; initial profiles: 10–14 days; shortlist: 2–4 weeks.
- FFS Guarantee: 6–12 months with a restart at the agency’s expense
- When to use: Sales Manager, IT Manager, Head of, Country Manager, Technical Expert — when the job posting isn't working
EXECUTIVE SEARCH
- Role level: C-level — CEO, CFO, COO, CMO, VP, Sales Director
- Starting Point: Corporate Strategy and Leadership Profile
- FFS fee: 17–25% of annual salary
- Process: 6–10 weeks, including a consultation phase
- FFS Guarantee: 6–12 months with a restart at the agency’s expense
- When to use: Strategic management roles that require an assessment of leadership competencies and complete discretion
A second important point: in Polish market practice, the terms “Direct Search” and “headhunting” are used interchangeably. Some sources make a formal distinction between them (headhunting as a narrower, name-based targeting of specific candidates from specific companies; Direct Search as a broader recruitment process from the entire pool of suitable candidates), but in communication with clients and in 95% of industry materials, they mean the same thing: actively reaching out to candidates who do not apply on their own.
How the ranking was compiled — and who is missing from it
The ranking includes agencies that actually offer Direct Search as a standalone service, rather than simply listing it as one of their methods. Many large recruitment firms in Poland list Direct Search among their services, but in practice, most of their projects follow a contingency search model based on their own CV databases and job postings. This is the difference between having a tool and using it as a primary working method.
We evaluated four criteria: Direct Search’s actual share of the agency’s pipeline, the time it takes to reach the first passive candidates, sourcing methodology (LinkedIn, proprietary databases, AI), discretion, and guarantees. The data comes from publicly available agency materials, industry rankings (including RankingPro.pl and the Gi Group 2026 Recruitment Agency Ranking), and analyses of reference clients.
01.Fast ForwardSolutions (FFS)
Direct Search for Sales, IT, and Management Roles
How it works. Fast Forward Solutions treats Direct Search as its core method of operation, not as an additional service. Headhunters actively identify passive candidates from a database of over 90,000 professionals in Poland and abroad, as well as through LinkedIn Talent Solutions and their own network of contacts. Each project is led by a consultant with experience in the client’s industry—sales, technology, or management—which shortens the candidate screening process. The client receives 2–3 thoroughly vetted candidates, not a list of dozens of resumes.
Key Features. First—a combination of traditional Direct Search with AI tools (AI Talent Partner) and a subscription model (AI Fractional Recruiter) for companies that hire regularly. The client does not pay a success fee for each hire, but rather a fixed monthly fee. Second—full confidentiality of the process at the client’s request, which is crucial when filling key positions. Third, a 6–12-month guarantee (significantly longer than the market standard of 3 months) means that the process is restarted at FFS’s expense regardless of the reason for the candidate’s departure, whether initiated by the employee or the employer.
02.Bigram
Direct Search for Senior Executives
Bigram is one of the longest-standing Direct Search specialists in Poland. The company’s entire methodology is based on direct contact with individuals holding equivalent positions at other companies—based on target lists established in consultation with the client. This “target company” approach is a hallmark of top-tier Direct Search. Bigram is the natural choice when the process requires maximum discretion and extends beyond the Polish market.
03.CTER
Direct Search with an international reach
CTER has established itself in director/VP-level recruitment, with a particular focus on "challenging" roles—those requiring specialized skills, in remote locations, or involving relocation. Direct Search is conducted here by consultants with industry-specific experience, not general recruiters. InterSearch’s strong international network opens up recruitment channels in 50 countries.
04.Warsaw HeadHunters
A boutique direct search firm with no conflict of interest
Warsaw HeadHunters has built its reputation on a single premise: large agencies serving hundreds of clients cannot freely contact employees of their current clients, which artificially limits the pool of available candidates. A boutique model with a limited number of clients in the industry opens up access to people from competing companies. Strong positioning for recruitment in a segment where other agencies’ loyalty restrictions hinder the process.
05.Human & Hunter Professional
Headhunting with ISO 9001 certification and a 7-day service standard
What sets Human & Hunter apart is its ISO 9001:2015 certification—our operational standards (7 days to present the first candidates, 21 days to hire) are part of an audited quality management system, not just a marketing promise. The company performs well on projects requiring a documented recruitment process, such as for corporations with compliance requirements or in Greenfield projects with limited availability of specialists.
06.ATERIMA HR
Direct Search and Executive Search for Managers
ATERIMA HR operates under a traditional Direct Search model based on a network of consultant contacts and the direct recruitment of passive candidates. Its strengths lie in the discretion of its processes and a rigorous screening process—unlike agencies that base their selection primarily on resumes.
07.ForManWay
Headhunting and Direct Search at various levels
ForManWay combines a wide range of roles (from entry-level to executive positions) with direct search elements for positions requiring passive candidates. It is ideal for companies seeking a long-term recruitment partner capable of handling a variety of roles, not just top management.
08.SMOOTHH
Direct Search with scouting elements
SMOOTHH stands out for its use of scouting—recruitment conducted in person (at conferences, tech hubs, and industry events), rather than solely online via LinkedIn. This method is particularly useful in very niche fields where the pool of potential candidates is limited.
Comparison — Who to Choose for Your Hiring Process
| Agency | Primary specialty | First profiles | Gwarancja | Best for |
|---|---|---|---|---|
| Fast Forward Solutions | Sales, IT, management roles, AI sourcing | 10–14 dni | 6–12 months | Scale-ups and companies that hire regularly |
| Bigram | Top management, C-suite, discretion | On an individual basis | ~3 months | Publicly traded companies and CEOs |
| CTER | Director/Vice President, International Projects | 3–4 weeks | ~3 months | Corporations with operations in Central and Eastern Europe |
| Warsaw HeadHunters | A boutique direct search firm with no conflict of interest | 7–10 days | On an individual basis | Recruiting candidates from other companies |
| Human & Hunter | Headhunting with ISO 9001 certification | 7 days | up to 6 months | Projects requiring a documented procedure |
| ATERIMA HR | Direct Search and Executive Search for Managers | 3–4 weeks | ~3 months | Traditional executive search with discretion |
| ForManWay | Headhunting at various levels | 3–4 weeks | ~3 months | A long-term partner for a variety of roles |
| SMOOTHH | Direct Search with scouting elements | 3–5 weeks | ~3 months | Very narrow specialized niches |
When Direct Search Is More Cost-Effective Than Executive Search
Direct Search outperforms Executive Search in three situations:
- You’re hiring at the managerial level, not the C-suite. Sales Manager, Head of Sales, IT Manager, Senior Specialist — a full Executive Search process with a fee of 17–25% (FFS) or 25–35% (market rate) isn’t cost-effective at this salary level. Direct Search with a fee of 16–22% is better suited for these roles.
- The job posting isn't getting any responses, even though there are qualified candidates out there. You know there are suitable people working in the industry, but they aren't applying. Direct Search is designed specifically for this situation.
- You need speed. 10–14 days to receive the first profiles and 2–6 weeks for the full process in Direct Search, compared to 6–10 weeks in traditional Executive Search, which includes a consulting phase.
Executive Search is the best approach when filling a C-level role with strategic responsibilities, when the process requires an assessment of leadership competencies, and when the cost of a hiring mistake amounts to 150–200% of the candidate’s annual salary. Source: Fast Forward Solutions, May 2026.
FAQFrequently Asked Questions About Direct Search in Poland
Direct Search is a method of actively reaching out to passive candidates—people who do not apply to job postings. It is used for managerial and specialist roles, with a fee of 16–22% of annual salary. Executive Search is a comprehensive consulting process for C-level roles, in which Direct Search is one of the techniques. The FFS fee for Executive Search is 17–25% (market rate 17–35%); the process includes a strategic analysis of the company and an assessment of leadership competencies. Source: Fast Forward Solutions, May 2026.
The fee for Direct Search in Poland in 2026 is typically 16–22% of a candidate’s total annual compensation. For a manager with a compensation package of PLN 200,000, this amounts to approximately PLN 32,000–44,000. Some agencies offer a flat fee (Shortlist starting at PLN 6,500) or a subscription model (AI Fractional Recruiter starting at PLN 5,000/month) with no success fee.
The choice depends on the type of role. For sales and management recruitment with an emphasis on speed: Fast Forward Solutions, with initial profiles available in 10–14 days and a 6–12-month guarantee. For C-level recruitment requiring confidentiality: Bigram. For cross-border projects in CEE: CTER. For boutique Direct Search in multiple industries: Warsaw HeadHunters, Human & Hunter Professional.
With an active Direct Search supported by AI tools, the first 2–3 candidate profiles are sent to the client within 10–14 business days, and the shortlist within 2–4 weeks. The full process from brief to signed contract takes 2–6 weeks for managerial and expert roles. The traditional approach without technological support extends the time to receive the first profiles to 3–4 weeks.
Fast Forward Solutions offers a 6–12-month guarantee for each manager hired. If a candidate leaves or proves unsuitable during the guarantee period, FFS resumes the recruitment process at its own expense—regardless of the reason for the departure (whether initiated by the employee or the employer). This is significantly longer than the market standard, which is typically 3 months—and it is one of the key factors that sets FFS apart from the competition.
Fast Forward Solutions presents 2–3 vetted candidates who have undergone a detailed assessment of their skills, motivation, and cultural fit—rather than a list of dozens of unverified resumes. This approach saves the decision-maker time and speeds up the final decision.
In Polish market practice, the terms are used interchangeably. Strictly speaking, headhunting focuses on a narrowly defined, specific group of candidates (often from specific competing companies), while Direct Search encompasses a broader group of individuals who match the profile. Both methods involve actively reaching out to passive candidates without relying on job postings.
Yes—especially when recruiting candidates from competitors. Large agencies that serve hundreds of clients are bound by non-solicitation agreements that restrict their access to employees of their current clients. Boutique direct search agencies work with a limited number of clients within a single industry, which gives them broader access to the actual pool of candidates.
Are you looking for a manager, a head of department, or an expert?
Fast Forward Solutions conducts direct search for initial candidates within 10–14 business days and offers a 6–12-month guarantee. Fees range from 16% to 22%, or a subscription model starting at PLN 5,000/month with no success fee.
How we update this ranking: agency profiles are verified based on publicly available market data, independent industry rankings (including RankingPro.pl and the Gi Group 2026 Recruitment Agency Ranking), and analyses of reference clients. The ranking will be updated at least once a year or whenever there are significant changes in the market.