Recruiters, CVs and Double Representation: The Question Every Candidate Should Ask
About the Author
Nick Koop, Director
With more than 11 years of recruitment experience, Nick specialises in engineering recruitment across Australia. He has built strong relationships with everyone from boutique consultancies and start-ups through to global engineering firms, earning a reputation for honesty, transparency and doing what he says he'll do.
Born and bred in Melbourne, Nick spends most weekends watching sport, chasing after his young kids, Louey and Odie, or finding an excuse to support a local pub with a well-earned pint.
Contact Nick
Want to discuss your next engineering hire? Give Nick a buzz or drop him a line via:
📧 nick@vividrecruitment.com.au
You can also connect with Nick on LinkedIn or follow the Vivid Recruitment LinkedIn page for more industry insights, news, jobs and general chit chat and tips!
With more than a decade in recruitment, I've seen plenty of things that can derail a job opportunity before it even gets off the ground.
One of the most common?
A candidate being represented by multiple recruiters without realising it.
It happened recently. I sent a candidate's CV to a client and was told they'd already received the same person's details from another recruiter.
The strange part was that the candidate had no idea they had already been submitted.
It sounds harmless enough, but situations like this can create genuine problems for candidates. In some cases, it can cost them an opportunity altogether.
If you're considering a move in engineering, architecture, planning or construction, this is one of those simple things worth understanding before you start speaking with recruiters.
What Is Double Representation?
Double representation happens when two recruiters submit the same candidate to the same employer.
Sometimes it's accidental.
Sometimes a candidate has spoken to several recruiters and lost track of who is representing them where.
And sometimes, if we're being honest, recruiters submit CVs without properly communicating what they're doing.
Most candidates assume they'll be told exactly where their details are being sent.
Unfortunately, that isn't always the case.
Why Double Representation Can Be a Problem
From a candidate's perspective, it might seem like more recruiters means more exposure.
In reality, multiple submissions can create confusion and complications.
You Could Be Removed From Consideration
Some employers have strict policies around candidate ownership.
If they receive the same CV from two different recruiters, they may decide not to proceed until the dispute is resolved.
In some cases, they simply move on to another candidate.
Nobody wants to lose an opportunity because of an administrative headache.
It Creates Confusion About Who Represents You
Recruitment works best when everyone knows where they stand.
If multiple recruiters claim ownership of a candidate, conversations can become messy quickly.
The employer doesn't know who to communicate with.
Recruiters start asking questions.
The candidate is left trying to piece together what happened.
It's avoidable, but it happens more often than people realise.
Your CV Can End Up Somewhere Unexpected
This is the part that catches many people off guard.
Let's say you're working in a consultancy and quietly exploring the market.
If your CV lands on the desk of a manager, colleague, client or industry contact without your knowledge, that can lead to some awkward conversations.
The engineering and construction sectors across Australia are smaller than people think.
Relationships overlap.
People move companies.
Word travels.
That's why candidates should always know exactly where their information is being sent.
It Can Make You Look Disorganised
Fair or not, employers sometimes view multiple submissions as a sign that a candidate isn't managing their search effectively.
The reality may be completely different.
You might have done nothing wrong.
But perception matters.
A hiring manager seeing the same CV arrive from multiple sources can start asking questions about communication and professionalism.
The Questions Every Candidate Should Ask a Recruiter
This is where a little diligence goes a long way.
Before agreeing to have your CV submitted anywhere, ask a few simple questions:
- Which company are you representing me to?
- Which office, team or hiring manager is involved?
- Have you already submitted my details?
- Can you confirm with me before sending my CV anywhere?
A good recruiter won't have any issue answering these questions.
In fact, they should welcome them.
Transparency should be the standard, not a special feature.
Treat Your Job Search Like a Project
The best candidates I work with tend to approach their job search the same way they'd manage a project.
They keep notes.
They track conversations.
They know who they've spoken to and where they've been represented.
You don't need a complex spreadsheet or project management software.
A simple list on your phone works perfectly well.
Keep track of:
| Information to Track | Why It Matters |
|---|---|
| Company name | Avoid duplicate applications |
| Recruiter name | Know who's representing you |
| Date submitted | Track progress and follow-ups |
| Hiring manager/team | Understand where opportunities sit |
| Interview status | Stay organised during multiple processes |
Five minutes of organisation can save weeks of confusion.
Not All Recruiters Work the Same Way
This is probably worth saying.
Most recruiters genuinely want to do the right thing by candidates.
The vast majority work hard, communicate well and build long-term relationships based on trust.
But like any industry, there are exceptions.
That's why candidates should take ownership of their career decisions.
Your career is too important to leave entirely in someone else's hands.
A recruiter should be a trusted advisor and advocate, not someone making decisions on your behalf without your knowledge.
Our Approach at Vivid
At Vivid, we keep things pretty simple.
We don't send CVs anywhere without having a conversation first.
We tell candidates exactly who we're speaking to, why we think the opportunity is worth considering and what happens next.
No smoke and mirrors.
No surprises.
Just honest communication.
It sounds obvious, but you'd be amazed how much easier recruitment becomes when everyone is working from the same page.
Final Thoughts
If you're working with multiple recruiters, don't assume everyone is communicating as clearly as they should be.
Ask questions.
Keep track of where you're being represented.
Get confirmation before your CV is sent anywhere.
A little bit of diligence upfront can prevent missed opportunities, awkward conversations and unnecessary headaches later.
And if a recruiter doesn't want to tell you where they're sending your CV?
That's probably an answer in itself.
Frequently Asked Questions
Can two recruiters submit me to the same company?
Yes. It happens regularly, particularly when candidates are speaking with multiple recruiters. The problem is that duplicate submissions can create confusion and, in some cases, jeopardise an opportunity.
Should a recruiter tell me where they're sending my CV?
Absolutely. Candidates should know exactly which company, team or hiring manager their details are being sent to before any submission takes place.
What happens if I'm double-represented?
The outcome depends on the employer. Some companies will investigate who submitted you first. Others may pause the process until ownership is resolved. Occasionally, they may move on to another candidate entirely.
How can I avoid double representation?
Keep a record of where you've applied and ask recruiters to confirm before they submit your details. Clear communication is the easiest way to avoid issues.
