Time-to-fill: is the number of days between when a job requisition is approved or posted and when a candidate accepts the offer. It measures how long a role stays open and helps HR plan hiring and spot slow points in the process.
Key takeaways
- The usual formula is offer acceptance date minus requisition approval date.
- SHRM's 2026 benchmarking puts the median for nonexecutive roles at 39 days.
- Time-to-hire is different: it starts when a candidate enters the process.
- Breaking the process into stages shows where days are lost.
How time-to-fill works
To calculate time-to-fill, subtract the requisition approval date (or posting date, if that's your standard) from the date the candidate accepted. Average or median the results across roles, and report by department, location, and job family, since a software engineer and a cashier won't have the same timeline.
Time-to-hire is a related metric. It measures days from when a specific candidate applied or was sourced to when they accepted, which shows how quickly your process moves people once they're in it.
To find delays, track time spent in each stage: sourcing, screening, interviews, decision, offer, and background check. Interview scheduling and manager feedback are common bottlenecks.
Time-to-fill example
A company opens a data analyst requisition on March 1 and the candidate accepts on April 14. Time-to-fill is 44 days. Stage tracking shows 10 days to first screen, 21 days for three interview rounds, 8 days waiting for the hiring manager's decision, and 5 days for offer and acceptance. Moving to a single interview day and setting a 48-hour feedback rule would cut about two weeks.
Why time-to-fill matters for employers
Open roles cost money in missed work, overtime, and burnout for the people covering. SHRM's 2026 benchmarking reports a median 39 days for nonexecutive roles (SHRM 2026 recruiting benchmarking data). If you're well above that for similar roles, candidates are likely accepting other offers while they wait.
Speed shouldn't come at the cost of quality, so track time-to-fill alongside quality of hire. An ATS with stage timestamps and automated scheduling makes both easier to measure. Use our cost per hire calculator to see the financial side.
Common time-to-fill mistakes to avoid
Mixing start points
Use one standard start date for every role.
Comparing all roles together
Benchmark by job family and level.
Ignoring stage data
The total hides where days are actually lost.
Rushing at the expense of quality
Fast bad hires cost more than slow good ones.
Time-to-fill: questions people also ask
How do you calculate time-to-fill?
What is a good time-to-fill?
What is the difference between time-to-fill and time-to-hire?
How can I reduce time-to-fill?
Does time-to-fill include the start date?
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HRTally glossary entries are written by people who have run US payroll, benefits, and HR operations, then checked line by line against primary sources such as the IRS, Department of Labor, EEOC, and Bureau of Labor Statistics. Dollar limits and rates are for 2026 unless stated. We review every entry at least twice a year and whenever a rule changes. This page explains general rules and isn't legal or tax advice; state law can differ. Read our editorial standards.
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<blockquote>Time-to-fill is the number of days between when a job requisition is approved or posted and when a candidate accepts the offer. It measures how long a role stays open and helps HR plan hiring and spot slow points in the process.</blockquote><p>Source: <a href="https://www.hrtally.com/hr-glossary/time-to-fill/">HRTally HR Glossary, Time-to-fill</a></p>
Written by the HRTally Research Team
Our guides are written and reviewed by people with hands-on US HR, payroll, and HR technology experience. Legal and tax facts are checked against primary sources, such as the Department of Labor, IRS, EEOC, and USCIS, and linked at the end of each guide. Vendors never review or pay for our editorial content.