Time to Fill

What is Time to Fill?

Time to Fill in HR refers to the duration it takes for an organization to fill a vacant position from the time the job opening is approved until the successful candidate accepts the job offer. It is a crucial metric used to measure the efficiency of the recruitment process and assess the organization’s ability to attract, screen, and hire qualified candidates in a timely manner.

Time to Fill Key Features

  • Time Measurement: Time to Fill measures the number of days or weeks it takes to complete the recruitment process for a specific job vacancy, from requisition to offer acceptance.
  • Start to End Process: It encompasses the entire recruitment lifecycle, including job requisition, candidate sourcing, screening, interviewing, selection, offer negotiation, and acceptance.
  • Quantifiable Metric: Time to Fill provides a quantifiable measure of recruitment efficiency, allowing organizations to track and analyze recruitment performance over time.
  • Benchmarking Tool: Organizations can use Time to Fill as a benchmarking tool to compare their recruitment process against industry standards, best practices, and internal targets.
  • Diagnostic Indicator: It serves as a diagnostic indicator to identify bottlenecks, inefficiencies, or areas for improvement in the recruitment process and make data-driven decisions to optimize recruitment outcomes.

How Does It Work?

  • Initiation of Job Requisition: The recruitment process begins with the initiation of a job requisition by the hiring manager or department, indicating the need to fill a vacant position.
  • Candidate Sourcing: HR and recruiters source candidates through various channels, such as job boards, social networks, referrals, and talent databases, to attract a pool of qualified candidates.
  • Screening and Selection: Candidates undergo screening, assessment, and selection processes to evaluate their qualifications, skills, and fit for the role and organization.
  • Interview and Evaluation: Shortlisted candidates are invited for interviews with hiring managers and stakeholders, where they are evaluated based on job fit, cultural fit, and other relevant criteria.
  • Offer and Acceptance: The preferred candidate receives a job offer, including details such as salary, benefits, and start date. Once the offer is accepted, the recruitment process is considered complete.
  • Calculation: Time to Fill is calculated by subtracting the date the job requisition is approved from the date the successful candidate accepts the job offer.

Time to Fill Best Practices

  • Streamlined Processes: Streamline recruitment processes, workflows, and procedures to minimize delays and bottlenecks and expedite the hiring process.
  • Clear Communication: Maintain open and transparent communication with hiring managers, candidates, and other stakeholders to ensure alignment, manage expectations, and facilitate timely decision-making.
  • Technology Utilization: Leverage technology, automation, and applicant tracking systems (ATS) to streamline candidate sourcing, screening, and tracking, enhancing efficiency and reducing administrative burden.
  • Continuous Monitoring: Regularly monitor Time to Fill metrics and recruitment performance to identify trends, patterns, and opportunities for improvement.
  • Talent Pipeline: Build and maintain a talent pipeline of qualified candidates to reduce time-to-fill by proactively sourcing and engaging potential candidates before job openings arise.


A good Time to Fill benchmark varies depending on factors such as industry, job role, location, and organizational context. However, shorter Time to Fill durations are generally desirable, with industry averages typically ranging from 30 to 60 days.

Factors influencing Time to Fill metrics include the availability of qualified candidates, the effectiveness of sourcing channels, the complexity of the job role, the level of competition for talent, organizational bureaucracy, and internal approval processes.

Learn more