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Business & contracts 2 signers 3 pages 18 blanks to fill in

Staffing Agency Agreement Template

Supply temporary workers to a client on clear terms — bill rates, timesheets, who supervises, who insures, and the fee if the client hires a temp — signed online.

Use This Template — Free See the Agreement Signers don’t need an account
Staffing agency agreement
The blanks in brackets are what you fill in. VergeHR adds each signer’s signature and date boxes.
Staffing agency agreement — page 1 of 3
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Staffing agency agreement — page 2 of 3
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Staffing agency agreement — page 3 of 3
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Use This Template Fill in the blanks, name who signs, and send — from VergeHR eSignature.

What is a staffing agency agreement?

A staffing agency agreement (also called a temporary staffing or labour hire agreement) is the contract between an agency that employs temporary workers and the client business where they work. The agency recruits, pays and insures the workers; the client directs their daily work and keeps the workplace safe. Writing down who does what matters because both have responsibilities towards the same people.

This template covers how assignments are requested and filled, the agency's duties as employer (pay, payroll taxes, workers' compensation, general safety training), the client's duties (supervision, site-specific safety, no unapproved tasks like driving or cash handling, fair treatment), hourly bill rates by position and overtime billing, timesheet approval and invoicing, no charge for a worker sent home in their first hours, with a replacement where possible, a conversion fee if the client hires a worker directly with an hours threshold after which it falls away, liability, confidentiality and data protection, and ending the agreement.

Best for
Temp and staffing agencies supplying warehouse, industrial, office or event workers
Signed by
The agency and the client, each with a job title
Temp to perm
Conversion fee you set, waived after a number of hours worked
Length
3 pages, initialled on every page

When to Use a staffing agency agreement

  • An agency supplying warehouse or production staff for peak season
  • Temporary office and admin cover for holidays or leave
  • Event and hospitality staff for a busy period
  • Temp-to-perm hiring where the client may keep a good worker
  • A new client relationship that needs written terms before the first shift

What You Fill In

18 blanks, then the name and email of each person who signs: client, agency.

1 The parties

  • Effective date*
  • Agency's legal name*
  • Agency licence or registration number
  • Agency's address
  • Client's legal name*
  • Client's address

2 The assignments

  • Worksite(s)*
  • Currency*
  • Positions and hourly bill rates*
  • Overtime is billed at*

3 Timesheets and invoices

  • Timesheets approved by*
  • Invoices paid within (days)*

4 Replacements and hires

  • No charge if a worker is sent home within (hours)*
  • Conversion fee to hire a worker directly*
  • No conversion fee after (hours worked)
  • Fee applies to hires within (months after the last assignment)*

5 Other terms

  • Notice to end the agreement (days)*
  • Governing law*

6 Who signs

  • Client signature and date, job title, initials on every page · The business where the temporary workers will work.
  • Agency signature and date, job title, initials on every page · The staffing agency that employs and supplies the workers.

What the staffing agency agreement Covers

  1. Supplying workers
  2. The Agency's responsibilities
  3. The Client's responsibilities
  4. Bill rates
  5. Timesheets and invoices
  6. Unsuitable workers and replacements
  7. Hiring a worker directly
  8. Liability and insurance
  9. Confidentiality
  10. Term and ending
  11. General

Using the staffing agency agreement, step by step

1 Enter the parties and worksites

Add both businesses and the agency's licence or registration number if your area requires one. List the worksites where workers will be placed.

2 List positions and bill rates

Put each position on its own line with its hourly bill rate — the rate the client pays the agency, not the worker's wage. Set the overtime billing multiplier.

3 Set timesheet and payment terms

Choose when timesheets must be approved (unapproved timesheets count as approved after that) and how many days the client has to pay the weekly invoice.

4 Agree replacements and conversion

Set how many hours into a first shift the client can send a worker home without charge. Then set the conversion fee for hiring a worker directly, how long after an assignment it applies, and the hours after which no fee is due.

5 Send for signature

Send it to the client's authorised manager. Once signed, it's filed in Files alongside each assignment's details.

Tips Before You Send It

  • Rules on temporary work — equal treatment, joint employer liability, licensing and limits on conversion fees — vary a lot between places. Check the rules where the workers are placed.
  • Agree in writing before workers drive, operate machinery, handle cash or work with hazardous substances. The template bars those tasks unless the assignment allows them.
  • Make sure the client gives site-specific safety training on the first day. The agency's general training doesn't cover the client's equipment and hazards.
  • Build minimum wage and statutory cost increases into your pricing — the template lets the agency pass these on immediately.

Sign It Online In Minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Use the staffing agency agreement Template — It’s Free

Staffing agency agreement: frequently asked questions

Who is the employer of a temporary worker?

Under this template, the agency is the employer: it pays wages and payroll taxes, provides workers' compensation cover and handles employment matters. The client directs the daily work and must keep the workplace safe. Depending on local law, a client can still share some responsibilities as a joint employer.

What is a conversion fee?

A fee the client pays the agency if it hires a temporary worker directly, compensating the agency for recruiting them. Under the template, it applies during an assignment or within the months you set afterwards. If you set an hours threshold, no fee is due once the worker has worked that many hours through the agency, provided the client gives the agency a week's written notice of the hire.

Can a staffing agreement be signed electronically?

In most countries, including the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, an electronic signature is generally valid for an ordinary commercial contract like this one. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF as evidence of who signed and when.

Is this template free?

Yes. The template is free to use with the eSignature app in VergeHR, and the people you send it to don't need a VergeHR login to sign.

Use This Template — Free