Time-to-Fill: what it is, how to measure it, and how to cut it in half

The average TTF in LATAM is 45 days. Top agencies have it at 18-22 days. The difference is process, not talent.

What Time-to-Fill actually measures

Time-to-Fill (TTF) is the number of days from when a position opens to when the candidate accepts the offer. It's the most important KPI in any recruitment process — and the one most ignored.

Every day a position stays open has a real cost for the client: a vacant Country Manager can mean $50,000-200,000 USD in unrealized revenue per month. When you reduce TTF, you're generating measurable economic value.

How to calculate your real TTF

TTF = Offer accepted date — Position opening date

The most common mistake: measuring from when the candidate arrives in your pipeline, not from when the client opened the position. This artificially inflates your numbers. Measure the last 20 positions you closed and calculate the average. That's your baseline.

The 5 stages where time gets lost

1. From briefing to first candidate: 5-12 days (should be 2-3)

Lack of a structured intake means the recruiter starts searching without clarity. Fix: digital intake form with the HM before starting.

2. From candidate to client feedback: 4-8 days (should be 24-48 hours)

The client doesn't respond to the PDF you sent by email. Fix: client portal where the client reviews and responds from their phone in 2 minutes.

3. From feedback to interview: 3-7 days (should be 1-2)

Coordinating schedules by email and WhatsApp. Fix: automatic invite with time slot options from the ATS.

4. From interview to decision: 5-10 days (should be 1-3)

Without structured feedback, decisions drag. Fix: structured feedback form the HM fills immediately after the interview.

5. From decision to offer: 3-7 days (should be 1-2)

Internal client approvals without active tracking. Fix: next-action in the ATS with deadline and owner.