The time-to-fill has reached an average of 44 days globally. It presents significant challenges for recruiters attempting to hire efficiently. This key metric has grown over the past four years, with big differences across industries.
Here's the problem: 62﹪ of candidates lose interest if they don't hear back within two weeks. Finding the right balance between speed and quality remains crucial for success in recruitment. A shorter time to fill usually means you run an efficient process and attract candidates quickly.
This guide covers everything about time-to-fill in 2025. You'll learn the difference between time-to-fill and time-to-hire. You'll discover how to calculate your average using proven formulas. You'll also receive practical guidance on how to reduce this measurement without compromising quality, as well as benchmark data across various industries to help evaluate your performance.
What Is the Time-to-Fill Metric?
Time to fill measures how long your entire hiring process takes. It tracks the time from when a job opens to when a candidate accepts your offer.
Time to fill indicates the total number of calendar days required to complete your full recruitment cycle. This metric covers every step from writing the job description and posting it to screening candidates and making offers. For recruiters and hiring managers, it measures how efficiently you hire talent.
When Does Measurement Start and End?
Organisations vary in their start and end points for time-to-fill. Most follow similar rules, though. The starting point typically occurs when:
- HR approves a job requisition
- A hiring manager submits a job requisition
- The job opening is officially created
- The position gets advertised online
The endpoint typically marks the moment when your chosen candidate accepts the job offer. Some organisations extend measurement until the new hire's first day.
The calculation is simple. Count the calendar days between your start and end points. Leadership approves a requisition on July 19, and a candidate accepts your offer on August 22. Your time to fill equals 34 days.
Consistency is key. Whatever parameters you choose, apply them consistently across all positions and departments.
Key Differences Between Time-to-Fill vs Time-to-Hire
Recruiters often use these terms interchangeably. Time-to-fill and time-to-hire are different metrics, though. They show different aspects of your recruitment success.
The main difference lies in their starting points. Time-to-fill measures the entire recruitment cycle from job approval to candidate acceptance. Time-to-hire begins when your chosen candidate first enters your pipeline and ends when they accept your offer.
Globally, the average time-to-fill is 54 days, while the average time-to-hire is 44 days. Some industries report averages closer to 24 days.
These metrics measure different things:
- Time-to-fill shows your entire recruitment process efficiency, including sourcing, screening, interviewing and onboarding
- Time-to-hire focuses on candidate engagement and how quickly you move selected candidates through the pipeline
When to Prioritise Each Metric
Which metric to focus on depends on your specific goals and challenges.
Prioritise time-to-fill when:
- You need a complete view of your entire recruitment process
- You want to improve overall hiring efficiency
- You want to reduce the cost of vacancies
- You focus on workforce planning and hiring strategies
Focus on time-to-hire when:
- You want to improve specific recruitment stages
- You need to move candidates through the pipeline faster
- You lose high-demand candidates to competitors
- You want to improve response times and candidate experience
Both metrics offer valuable insights. Time-to-fill provides a comprehensive view of how long positions remain vacant. Time-to-hire helps you understand how efficiently you move candidates once they apply.
Why Measure Time-to-Fill?
Measuring time to fill delivers big benefits beyond basic performance tracking. This critical metric provides valuable insights that drive improvements throughout your entire hiring system.
Organisational Efficiency
Tracking time-to-fill helps you find specific bottlenecks and inefficiencies in your recruitment workflow. Regular data review helps you spot which roles take longer to fill and which departments struggle with timelines. This visibility enables you to make targeted improvements rather than broad changes that may not address the root causes.
Companies that excel at optimising this metric fill positions in as little as 34 days. Struggling teams might take up to 91 days.
Cost and Workforce Planning
Your time-to-fill directly affects how candidates see your organisation. Candidate experience shapes your reputation beyond hiring success. Studies show 72﹪ of candidates share their hiring experiences online, and 55﹪ avoid companies with negative reviews. Even rejected candidates can become brand advocates.
Long vacancies create a significant financial drain through lost productivity, advertising costs, and overworked existing staff. The total impact can reach three to four times the position's salary when training and productivity losses are included.
Time-to-fill also enables better workforce planning. With accurate hiring timeline data, you can schedule recruitment efforts strategically and coordinate onboarding more effectively.
How to Calculate Time-to-Fill?
Calculating your time-to-fill accurately requires clear parameters and consistent methods. Once you establish these calculations, they offer valuable recruitment insights.
Single Position Formula
The formula for one position is straightforward. Count the calendar days between your start and end points. First, determine your starting point:
- When management approves the job requisition
- When HR processes the job opening
- When the position gets advertised online
Next, establish your endpoint. Most organisations consider the position filled when a candidate accepts your job offer.
Your company posts a marketing manager position on January 1st, and a candidate accepts on March 1st, which means your time to fill equals 60 days.
Average Time-to-Fill
To assess broader recruitment efficiency, calculate your average across multiple positions:
Average Time to Fill = Sum of Time to Fill for All Positions / Number of Positions Filled
You filled four positions that took 10, 20, 20, and 30 days respectively: (10 + 20 + 20 + 30) ÷ 4 = 20 days
Maintain consistency in your starting and endpoints across all calculations. Exclude permanently open positions from your calculations. These would artificially inflate your averages.
Benchmarks for Time to Fill in 2025
Current global recruitment data reveals striking patterns. Understanding these benchmarks helps you gauge your recruitment effectiveness.
Organisations using AI-driven recruitment tools hire 26﹪ faster. They save about 11 days compared to those without AI support.
Industry & Regional Variations
Time to fill varies dramatically across industries in 2025:
- Energy & Defence: 67+ days
- Engineering: 62 days
- Healthcare: 56 days
- IT: 41 days
- Retail: 38 days
- Hospitality: 14 days
Regional differences also exist. American companies average 35 to 36 days. This makes them 8﹪ faster than the global median. Australian teams are even more efficient and hire 16﹪ faster. German employers take approximately 55 days, partly due to the involvement of worker councils.
Key Factors That Influence Time-to-Fill
Several critical factors determine how quickly you can fill vacant positions.
Role Type and Seniority
Leadership positions and technical roles consistently need longer hiring timelines. Executive and senior management positions take 40 to 50﹪ longer to fill than entry-level jobs. Technical positions require extended time across all sectors.
Research roles average 48 days, finance positions require 46 days, and IT positions require 44 days. Non-technical roles move faster. Customer service positions get filled in about 34 days.
Employer Brand & Process Complexity
Your employer brand has a significant impact on recruitment speed. Organisations with strong employer branding fill positions in 1 to 2 weeks faster. A respected employer brand can reduce recruitment costs by up to 50﹪. It naturally attracts candidates, rather than requiring expensive advertising.
Process complexity creates another crucial variable. Lengthy approval processes, complex background checks, and limited hiring manager involvement all extend your time-to-fill.
Market Supply and Technology Use
Labour market conditions fundamentally shape your recruitment timelines. Tight job markets with limited qualified candidates naturally extend the time-to-fill. Technology offers solutions. Companies using AI-powered recruitment tools hire 26﹪ faster. They save about 11 days compared to those without such technology.
How to Reduce Time-to-Fill?
Reducing time to fill requires strategic interventions across your recruitment process. You can significantly speed up hiring without compromising quality.
Use Recruitment Technology (ATS & AI)
Use modern recruitment technology to automate time-consuming tasks. Companies that use AI-powered tools hire 26﹪ faster than those without them. An effective Applicant Tracking System can reduce the average hiring cycle by 60﹪. 86﹪ of recruiters confirm shorter time to fill after implementation. AI-driven screening can filter the 88﹪ of applicants who are typically unqualified for roles.
Remove Common Bottlenecks
Start by mapping your entire hiring workflow to find where delays occur. Streamline internal approval processes, particularly job requisition approvals, to cut initial delays. Consider limiting the decision-makers involved. Too many stakeholders often stall final hiring decisions. Complex interview processes often result in unnecessary wait times. Consider panel interviews rather than multiple sequential rounds.
Build Talent Pipelines & Referrals
Develop talent pipelines proactively so you can act immediately when vacancies arise. Focus on building relationships with qualified candidates before positions open. Employee referral programmes yield remarkable results. Referred candidates average just 29 days to hire compared to 39 to 55 days for job board applicants. 84﹪ of companies identify employee referrals as their most cost-effective recruitment channel.
Optimise Employer Branding & Job Ads
Strong employer branding speeds up recruitment. Top companies fill positions 1 to 2 weeks faster. Create compelling, specific job descriptions that allow candidates to self-qualify. Organisations with powerful employer brands experience both 28﹪ lower turnover and a 50﹪ decrease in cost per hire.
Conclusion
Understanding and optimising time to fill is central to recruitment success in 2025. This metric affects candidate experience, employer brand, and hiring costs. Candidates often lose interest after two weeks of silence. Benchmarks provide context: retail roles may be filled in 14 days, while energy and defence positions can take more than 67 days. More than just a number, time-to-fill reflects the health of your recruitment system, and when tracked consistently, it becomes a driver of continuous improvement.
Frequently Asked Questions(FAQs)
1. What Is Considered a Good Time-to-Fill?
Most recruiters aim to keep their time-to-fill at or below their industry average. Across most sectors, the average hovers around 44 days. A good target is to reduce your time to fill to about 20 days. Track this metric against industry benchmarks rather than arbitrary targets.
2. How Does Time-to-Fill Differ for Small vs Enterprise Companies?
Company size dramatically impacts recruitment timelines. Large organisations with 5,000+ employees typically need 58 days to fill positions, compared with the national average of 25 days. This difference often stems from complex approval processes and additional screening steps.
3. Can Reducing Time-to-Fill Harm the Quality of Hire?
Excessively rushed hiring certainly risks quality compromises. However, optimising your recruitment process doesn't necessarily mean cutting corners. Balancing efficiency with thorough evaluation remains crucial for maintaining hire quality.
4. How Often Should You Report on Time-to-Fill?
Monthly or quarterly reporting offers the ideal balance between timely insights and meaningful trend analysis. Annual reviews help identify seasonal patterns.
5. Which Industries Have the Shortest and Longest Time-to-Fill?
Energy and defence positions take the longest at 67 days, followed by engineering at 58 days. Retail positions fill quickest at about 14 days, with housekeeping roles requiring just 29.1 days.
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