For some high-profile executives, being approached by a headhunter is almost a daily experience – a sign that their performance is being noticed. For many of us though, a call from a headhunter will be a completely new, exciting and unexpected occurrence.

The first approach will probably catch you off guard, especially since you may not even be looking for a new job opportunity. You might get a call, probably while you’re in the office, surrounded by clients or colleagues and unable to openly discuss the opportunity. If there’s a chance this could happen to you, it’s well worth knowing how to deal with the situation before the phone rings. Of course, a lot of headhunters prefer a more subtle approach initially – you may get an email, a message on LinkedIn or even a tweet.

Often a headhunter will initially make contact with a prospective candidate to find out whether they would be interested in the position. You won’t be expected to make a decision on the spot, just to listen to the proposal. At this stage the best thing you can do is stay open minded. Take the opportunity to learn more about both the company and the opportunity before you make the decision whether to continue the discussion. Get some background details about the organisation, the role and the type of candidate the client is looking for. This will help you decide whether the role is a good match for your skills and whether it will offer any practical career development.

Some headhunters will keep the specifics of the company they are representing confidential. This is actually a good sign – it shows that they are trustworthy. It also indicates that they have probably been retained by the company, which in turn shows that the company is taking the approach seriously enough to invest in the process.

If you decide straight away that the role is not right for you, be upfront and clear with the headhunter. If changing jobs at the moment is not really a possibility, then don’t waste anyone’s time being a tyre kicker. Give them a definite answer and the reasons behind your decision. It’s best to maintain a good relationship with the headhunter – they will be motivated to call you again if a relevant opportunity comes up in the future. The next opportunity might be a better fit.

If you’re interested in the opportunity, the headhunter will usually request another meeting, perhaps in person, where you can talk about the opportunity in more depth. Be as flexible as you can about arranging the meeting, but try to make sure that it doesn’t overlap with any of the responsibilities of your current role. You want to be relaxed in the meeting, with enough headspace to really consider what is being discussed without feeling guilty or pressured for time. Any good headhunter will understand that you are busy and will accommodate you out of hours or even on the weekend – don’t be afraid to ask.

When it’s time to meet, keep in mind that if the headhunter wants to put you forward for the position, they will be assessing your communication, conduct and manner very closely. Their job is to find the best possible candidate for the role and their own ability, integrity and judgement are being illustrated by the quality of the candidates they nominate to the company. Everybody wants a great result from this meeting – you, the headhunter and the company they represent.

From this stage on, it’s not a great deal different to a job interview – they will ask about your experience, your previous roles and responsibilities, which clients you have worked with and so on. Be polite, courteous and professional – and brush up on how to make a great first impression at a job interview.

Go in to the meeting with an open mind and a clear idea of the outcomes you would like to achieve. Show that you respect the fact that you have been approached with an opportunity and that work has already been done that could prove to be to your long term benefit. Even if the first opportunity is not the right fit, the headhunter could eventually offer you the chance of a lifetime, so it’s well worth keeping them on side. Career progression rarely takes a straight path – and the headhunter may well be your guide to a number of opportunities along the way.