Staffing agency cold calling scripts for HR and operations managers
Staffing buyers are usually dealing with a problem that's happening right now: a shift that's short, a busy season coming, or turnover that won't stop. Many have also been called by plenty of agencies that promised reliable people and sent whoever was available. The calls that work are specific about the roles and shifts you fill, ask about the gaps the buyer is living with today, and offer a small, low-risk start, like a few workers for one shift, instead of a long agreement on the first call.
Who you're calling
HR managers, plant and warehouse managers, operations directors, and office managers at companies that use temporary, seasonal, or temp-to-hire workers, in roles like warehouse, light industrial, admin, or customer service. They care about people who show up, learn quickly, and stay through the assignment, at a bill rate they can justify. They're tired of no-shows, agencies that disappear after the first order, surprise markups, and reps who don't know the difference between a forklift operator and a picker.
Work it out from your own connect and meeting rates with the free cold call calculator.
Script 1
Operations manager with open shifts
Use when: You're calling a warehouse, plant, or distribution manager at a site that's posting hourly roles or heading into a busy season.
- You
Hi [Name], this is [Your Name] with [Agency]. We staff [Role Types] for sites around [Area]. I saw you're hiring [Job Title] on [Shift], and I wanted to ask how it's going. Got a minute?
- Prospect
We already use two agencies. I don't need a third.
- You
That's fair, a lot of sites run with two. Can I ask how they're doing on filling [Shift]?
- Prospect
Days are fine. Nights are a mess. We're short [Number] people most weeks.
- You
Nights are harder for everyone. When people don't show, what happens? Overtime for the day crew?
- Prospect
Overtime, and orders go out late. My supervisors are burned out.
- You
That sounds tough. I'm not going to promise we'll fix nights overnight. What I'd suggest is a small test: we fill [Number] night spots next week, you see who shows up and how they do, and you judge us on that. Would that be worth trying?
- Prospect
What's your bill rate?
- You
For [Role] on nights it's typically [Rate Range], depending on the pay rate and any certifications. I'll put the rates and terms in writing today. Can I ask what you're paying your current agencies, so I know if we're even in range?
- Prospect
Around [Rate]. I'm not going much higher.
- You
Understood. If we can't work at that rate and still pay people enough to show up, I'll tell you. Could I come by Thursday and walk the floor for 20 minutes, so I know exactly what the job is before I send anyone?
- Prospect
Thursday afternoon. Ask for me at the front.
Script 2
HR manager, temp-to-hire
Use when: You're calling an HR or talent lead at a mid-size company that hires for office, admin, or customer service roles and might want to see people on the job before hiring them.
- You
Hi [Name], it's [Your Name] from [Agency]. We place [Role Types, e.g. admin and customer service staff] in [Area], mostly on a temp-to-hire basis. I'm calling HR leads to ask how hiring is going for those roles. Is now okay?
- Prospect
We do all our hiring direct. We don't really use temps.
- You
Got it. Is that a firm policy, or more that it hasn't been needed?
- Prospect
Mostly cost. Agency markups add up.
- You
They can. Can I ask, when a direct hire doesn't work out in the first couple of months, what does that cost you in time and rehiring?
- Prospect
It's happened a few times this year in customer service. It's a pain.
- You
That's where temp-to-hire sometimes makes sense. You see how someone does on the job before you commit, and the conversion terms are agreed up front. It won't be right for every role. Would it help to look at it for just the customer service seats?
- Prospect
Maybe. What are your conversion terms?
- You
Typically [Conversion Terms, e.g. no conversion fee after a set number of hours worked], and I'll send them in writing. Would a 20-minute call next week work to go through the role and see if the numbers make sense for you?
- Prospect
Send me the terms first.
- You
I'll send them today and call you Tuesday to see if it's worth those 20 minutes.
Script 3
Lapsed client
Use when: A company ordered from your agency in the past but hasn't placed an order in several months.
- You
Hi [Name], it's [Your Name] at [Agency]. We worked with you on [Past Assignment, e.g. your holiday warehouse staffing] last year. I noticed we haven't filled anything for you since, and I wanted to ask honestly how it went from your side.
- Prospect
Honestly? A couple of your people didn't last a week.
- You
I'm sorry about that, and thank you for telling me. Do you remember what went wrong? Was it attendance, the work itself, or something else?
- Prospect
Attendance. And nobody called us when they weren't coming in.
- You
That's on us. Since then we've [Real Change, e.g. started a check-in call before every first shift], but I know a promise on the phone doesn't fix last year. Are you using another agency now?
- Prospect
We are. They're okay.
- You
Good. If you're ever short with them, or heading into another busy season, would you be open to a small order, so we can earn it back with a few people instead of asking for all of it?
- Prospect
Maybe for peak. Not before.
- You
Fair. When does peak planning start for you?
- Prospect
Usually [Month].
- You
I'll call you in early [Month]. Thanks for being straight with me, [Name].
Voicemail script
Hi [Name], this is [Your Name] with [Agency]. We staff [Role Types] in [Area], and I saw you're hiring for [Job Title]. If you're short on [Shift or Role], I'd like to ask a couple of questions and see whether a small trial order would help. My number is [Phone]. Again, [Your Name], [Agency], [Phone]. Thanks.
When someone else answers
At a plant or warehouse, the front desk or a shift lead often answers, and they usually know which managers are struggling with staffing. Be specific: 'Hi, it's [Your Name] with [Agency]. We staff [Role Types] locally. Who handles staffing for [Shift]? Is that [Name], or someone in HR?' If they say the company has an approved vendor list, ask who manages it and how vendors get added, so you have a real path forward.
Staffing objections and responses
- "We already have an agency."
- Most sites do, and I'm not asking you to replace them. Where do they struggle most: a shift, a role, or a location? If there's a gap, a small order lets you compare us on real results.
- "Your markup is too high."
- I understand. Our bill rate covers [What It Covers, e.g. wages, payroll taxes, workers' compensation, and recruiting]. What matters more is what an unfilled shift or a no-show costs you in overtime and late orders. If our rate doesn't make sense against that, I'll tell you.
- "Temps don't stay."
- That's a fair concern, and it happens. What usually drives people to leave your site: the pay, the shift, the work, or how they're treated on day one? If I understand that, I can screen for it, and if the pay rate is the issue, I'll say so honestly.
- "We're not hiring right now."
- Understood. When does your busy season start, or when do you usually see the most turnover? I'd like to call a few weeks before that, so you're not scrambling.
- "Send me your rates."
- I will. Rates depend on the role, the shift, and the pay rate, so which roles should I price, and roughly how many people? That way you get numbers you can actually compare.
More responses in the objection library.
Tips for this industry
- Name the roles you fill. 'We staff forklift-certified operators and pickers for second shift' is more credible than 'We do light industrial.'
- Ask about the shift, not the company. Staffing pain usually lives in one shift, one role, or one site, and that's where a small order fits.
- Offer a small trial order with clear terms. Buyers who've been burned by agencies would rather test you on a few workers than sign a long agreement.
- Walk the site before you send anyone. Seeing the work, the pace, and the safety setup helps you send people who'll stay.
- Call lapsed clients and ask what went wrong. Owning a past miss honestly is often the only way back in.
- Use AI roleplay to practice the 'We already have two agencies' and 'Your markup is too high' calls back to back, so you can answer both without dropping your rate.
Questions
Who should a staffing agency call at a company?
For hourly and industrial roles, the operations or site manager who feels the shortage, plus HR, who often manages the vendor list. For office roles, HR or the hiring manager. Orders are often placed after you've talked to both.
What's the best time to call warehouse and plant managers?
Avoid shift changes and the first hour of a shift, when managers are busiest on the floor. Mid-morning and early afternoon often work better, but every site keeps a different schedule, so ask the front desk when the manager is usually free.
How do I get on a company's approved vendor list?
Ask who manages it, how often it's reviewed, and what vendors need to provide, such as insurance certificates, rates, and references. In the meantime, offer to help with a role or shift the current vendors are struggling with, if the company allows that.
How do I handle a staffing buyer who only cares about price?
Ask what unfilled shifts and no-shows cost them in overtime, late orders, and supervisor time. If price is genuinely the only factor and you can't meet it while paying workers enough to show up, it's better to say so than to win an order you can't fill.
Make the script sound like you
Practice it against AI prospects until it flows. 250 free credits, about 25 minutes of practice, no card.