Recruitment cold calling scripts for winning new clients
Hiring managers hear from agency recruiters constantly, and many have been burned by a stack of irrelevant CVs followed by a fee invoice. Business development calls work when you show you know their market, bring a real reason to talk (a live role, a strong candidate, or a market insight), and stay useful even when they aren't hiring. It's a long game: plenty of good client relationships start with 'not right now.'
Who you're calling
Hiring managers, department heads, and in-house talent leads at companies in your niche. They care about filling roles quickly with people who stay, staying within budget, and not wasting time on poor-fit candidates. They're tired of recruiters who send CVs without asking, don't understand the role, lead with fees, or call about a job ad without knowing anything else about the company.
Work it out from your own connect and meeting rates with the free cold call calculator.
Script 1
Live job ad
Use when: The company is advertising an open role on its site or a job board, and it falls in your specialty.
- You
Hi [Name], it's [Your Name] from [Agency]. We specialize in placing [Role Type] in [Area or Industry]. I saw you're hiring a [Job Title], and I wanted to ask a couple of questions about it. Do you have two minutes?
- Prospect
We're handling it in-house, thanks.
- You
That's fine, plenty of roles get filled that way. Can I ask how long it's been open?
- Prospect
About six weeks.
- You
And what's been the sticking point? Not enough applicants, or not the right ones?
- Prospect
Plenty of applicants. Not many who've actually done [Key Skill].
- You
That's a common gap for this kind of role, and a lot of people who've done [Key Skill] aren't actively applying. I'm not going to send you a pile of CVs. Would it be useful to spend 15 minutes so I understand exactly what good looks like, and then come back with two or three people only if they genuinely fit?
- Prospect
What are your fees?
- You
Fair question. Our terms are [Fee Structure], and I'll send them in writing before I introduce anyone. We can go through them on that call too. Does tomorrow at 11 or Thursday morning work?
- Prospect
Thursday. But I'm not committing to anything.
- You
Understood, and you shouldn't have to. Thursday at 9:30, then. I'll send a short invite and our terms today.
- Prospect
Fine.
Script 2
Spec candidate
Use when: You represent a strong candidate who has agreed to be presented, and you're calling companies that could use them, even without a posted role.
- You
Hi [Name], it's [Your Name] from [Agency]. I'm working with a [Job Title] who's open to a move, and based on what I know about [Prospect Company], I think you'd want to hear about them. Have you got a minute?
- Prospect
We're not hiring right now.
- You
Understood, I'm not assuming you are. Can I give you a 20-second summary, and you tell me if it's even relevant?
- Prospect
Go on.
- You
They've spent [Years] years at [Type of Company], led [Specific Achievement], and they're interested in [Prospect Company] because of [Reason, e.g. your expansion into a new market]. I'm only sharing their profile with a few companies where it genuinely makes sense.
- Prospect
Interesting. But there's no headcount approved.
- You
That's useful to know. Is there a role you'd create for the right person, or one you're planning for later in the year?
- Prospect
Possibly next quarter. We've talked about a [Job Title] for [Team].
- You
Okay. With the candidate's permission, I can send you an anonymized profile today, with no obligation. If it's interesting, we can set up 15 minutes to talk about the role you're planning. Would that help?
- Prospect
Sure, send it over.
- You
Will do. I'll email it this afternoon and follow up Friday to see if it's worth a conversation. Thanks, [Name].
- Prospect
Talk Friday.
Script 3
Market insight call
Use when: You want to open a relationship with a hiring manager at a target company that isn't advertising roles right now.
- You
Hi [Name], it's [Your Name] from [Agency]. I recruit [Role Type] in [Area]. I'm not calling about a specific role. I've been talking with a lot of [Role Type] lately, and I keep hearing [Market Insight, e.g. that flexible hours are deciding offers]. I wanted to ask if you're seeing the same thing.
- Prospect
Hmm. We're not really hiring at the moment.
- You
That's fine, I'm mostly curious. When you last hired for your team, what was the hardest part?
- Prospect
Honestly, people accepting the offer and then pulling out for a counteroffer.
- You
That's a frustrating one. Was it mostly about salary, or something else?
- Prospect
Mostly salary. We're a bit below market and we know it.
- You
That's useful context. I put together a short salary snapshot for [Role Type] in [Area], based on the conversations and placements I've had this year. Would it help if I sent it over? No strings.
- Prospect
Yeah, that would actually help with budgeting.
- You
Great, I'll send it today. If anything changes on the hiring side, would you be open to me checking in next quarter?
- Prospect
Sure, that's fine.
- You
Thanks, [Name]. I'll put a note in for early [Month].
- Prospect
Sounds good.
Voicemail script
Hi [Name], it's [Your Name] from [Agency]. I specialize in [Role Type] hiring in [Area], and I'm calling about your [Job Title] opening. I have a couple of questions about what you're looking for, and if it's a fit, I may be able to help. No CVs unless you ask for them. My number is [Phone]. Again, [Your Name], [Agency], [Phone]. Thanks.
When someone else answers
Receptionists and in-house HR often screen agency calls, so be honest and specific: 'Hi, it's [Your Name] from [Agency]. I'm a recruiter specializing in [Role Type], and I'm hoping to speak with whoever is hiring for the [Job Title] role. Is that [Name], or someone else on the team?' If there's a no-agencies policy, ask: 'Understood. Is there a preferred supplier list, and who manages it?' That gives you a legitimate path instead of a dead end.
Recruitment objections and responses
- "We don't use agencies."
- Thanks for telling me. Is that a firm policy, or more that it hasn't been needed? If a role ever gets hard to fill, who would decide whether to bring in outside help? I'd like to be a name you know if that day comes.
- "Your fees are too high."
- I understand. A fee only makes sense if it saves you more than it costs, whether that's time, a mis-hire, or a role sitting empty. What is this vacancy costing you right now? If the math doesn't work, I'll be the first to say so.
- "We already have a preferred supplier list."
- That makes sense. How often is the list reviewed, and who manages it? In the meantime, if there's a role your current suppliers are struggling with, I'd be glad to help on just that one.
- "Just send me some CVs."
- I'd rather send two that fit than ten that don't. Can I have ten minutes to understand the role properly first? That way you're not wading through people you'd never hire, and the candidates know exactly what they're being put forward for.
- "We're in a hiring freeze."
- Understood, and thanks for telling me. When freezes lift, roles often need filling quickly. Would it help if I kept an eye out for strong [Role Type] and checked back when you expect things to open up?
More responses in the objection library.
Tips for this industry
- Specialize your calling list. Hiring managers trust a recruiter who knows their niche far more than one who 'does everything.'
- Always bring a reason to call: a live role, a candidate, or a market insight. 'Just checking if you're hiring' gives them nothing to say yes to.
- Ask what the open role is costing them before you talk fees. Time to hire, lost output, and team strain are the context your fee lives in.
- Never send CVs without permission from both the candidate and the client. It protects candidates and your reputation.
- Treat 'not right now' as a timing answer. Log the next hiring window and call back with something useful.
- Practice switching between live-role and spec-candidate calls. AI roleplay lets you rehearse a skeptical 'We don't use agencies' until you can answer without sounding defensive.
Questions
What's the best time to call hiring managers?
Early morning, before their day fills with meetings and interviews, or late afternoon tends to work. Monday mornings and Friday afternoons are often taken up with planning and wrapping up. Test within your own niche, since hiring managers in different functions keep different schedules.
Is it okay to call about a job ad if the company says no agencies?
Respect it if it's clearly stated, but it's reasonable to ask once whether there's a preferred supplier list or a process for being considered later. Repeated calls after a clear no damage your reputation in a niche where people talk.
How do I market a candidate without being pushy?
Get the candidate's permission first, lead with why this specific company would care, and offer an anonymized profile rather than a full CV. Keep it to a short summary and let the hiring manager decide whether to go further.
How many BD calls should a recruiter make a day?
It depends on your desk, your niche, and how much time delivery takes. Rather than chasing a number, block regular calling time, make each call specific, and track how many conversations turn into meetings or roles.
Make the script sound like you
Practice it against AI prospects until it flows. 250 free credits, about 25 minutes of practice, no card.