You’re calling a fleet manager for your body shop. Find out who chooses the repair shop and whether the depot can use a backup.
“When one of your vans needs bodywork, do you choose the shop locally, or does head office handle that?”
Give your name, shop and town. Pause after the first question so the fleet manager can tell you how repairs work at that depot.
[Introduce yourself.] Hi [Name], it’s [Rep] at [Shop] in [Town]. When one of your vans needs bodywork, do you choose the shop locally, or does head office handle that? Fleet manager: “We decide here, but we already have a shop.” You: “When they’re booked up, can you use a second shop?” [They can use a backup.] Fleet manager: “Yes, if ours can’t give us an estimate date.” You: “Got it. Which vehicles would you send out in that situation?” Fleet manager: “Mainly service vans. A few are high-roof.” You: “Where are those vans based?” Fleet manager: “They all come back to the west depot.” You: “Does purchasing have to add us before you can request an estimate?” Fleet manager: “I can ask for a quote. Purchasing approves the shop before we send a van.” [If the vehicles and location fit.] You: “Would ten minutes with our shop manager help you decide whether to keep us as a backup?” [They ask for an email.] Fleet manager: “Just send me your details.” You: “Sure. What would help next time you need an estimate?” Fleet manager: “Your estimate contact and whether you can fit our high-roof vans.” You: “I’ll check the clearance with our manager. Would it help to speak with them about that model?” [If they prefer email, confirm the address and send the details. If they want the introduction, offer two times and confirm the time zone and email address before sending the invite.] [Head office or a fleet management company decides.] Fleet manager: “All bodywork goes through head office.” You: “Who at head office handles repair vendors for this depot?” [Record the route they give you. If the list is closed, thank them and end the call.] [They can’t use a second shop.] Fleet manager: “No. Even when ours is full, every van goes through them.” You: “Got it. Thanks for clearing that up. I’ll leave it there.”
Use the fill-in version for your own call · Copy the handoff note
A fleet account is worth pursuing when someone can authorise a second estimate. Once you reach that person, ask which vehicles they would send and what would prompt them to call your shop.
Check that the depot is inside your service area and the vehicles fit your bays before offering the shop manager’s time.
Which vehicles would you send to a second shop, and where are they based?
What usually prompts a call to the backup shop?
Who has to approve a new shop before you can request an estimate?
Compare the fleet response with two other cold calling examples
Illustrative calendar note for the shop manager. It records what the fleet supervisor agreed to and what the manager needs to check.
Depot and vehicles — [enter what the buyer confirmed] Who chooses the shop — [enter what the buyer confirmed] When they would call us — [enter what the buyer confirmed] What the manager needs to check — [enter what the buyer confirmed] Agreed next step — [enter what the buyer confirmed]
“If your usual shop can’t give you an estimate date, who can approve another quote?” If purchasing makes that decision, ask how a shop can get on its list.
“Who looks after approved body shops for this depot?” Record the contact or application process the supervisor gives you.
“Which model is it, and where is it parked? I’ll check with the shop manager and get you an answer.” Agree who will call back. Pickup, bay clearance and repair timing all need confirmation.
“Of course. Do you just want our estimate contact, or is there a specific van you need us to check?” If the contact is all they want, send it and finish.
Use the work your shop actually takes and the location it serves.
[Name], this is [Rep] from [Shop]. We repair [vehicle type] in [Town]. Who chooses the body shop for the [vehicle type] out of [depot]? [If they choose locally] When your regular shop can’t take one, can you use a backup? Which vehicles would that apply to? [If it fits] Would it help to introduce you to [manager] so you know who to call for [need they named]?
Use this when reception or dispatch answers.
Hi, it’s [Rep] from [Shop] in [Town]. Who handles collision repairs for the vans at this depot? Do they choose the body shop here, or is that done centrally?
Leave one reason to return the call.
Hi [Name], [Rep] here from [Shop]. We repair vans in [Town]. If you ever need a second estimate, you can reach me at [number]. Again, that’s [number].
Have your own opener? Check your cold call script.
Give your name, your shop and your town. Ask who chooses the repairer when a van needs bodywork, then pause. The answer tells you whether to speak with the depot manager or ask for the head-office contact.
Look for a specific gap you can cover. A depot might need an estimate for a high-roof van while its regular shop is full. Confirm the depot can send that work elsewhere and your shop can take the model.
Record the depot, vehicle type, who approves a second shop, when the fleet would use it, and what the manager needs to confirm. Include the agreed next step and time zone. Mark a repair order only after the fleet actually authorizes work.
Ask who maintains the approved vendor list. That might be head office or the fleet management company. If they give you a route, record it. If they have no route for a new shop, close the call.
Yes. Give CallTeam your service radius, the vehicles your bays can take and the name of your estimate contact. CallTeam uses those details to qualify fleet managers for an introduction. Your shop confirms capacity and handles estimates.
CallTeam wrote the dialogue and the handoff note. The trade sources below describe how collision shops work with local fleets and fleet management companies.
Prepared by CallTeam ·
Read CallTeam’s qualification standard. Use the qualification standard to decide which calls go on the manager’s calendar. Track introductions booked, meetings held and first repair orders separately.
CallTeam researches local fleets, reaches the person who selects repair shops and books qualified introductions. Tell us which vehicles fit your bays and which towns you serve. Your manager gets the buyer’s name, the reason they might use a backup and the question they want answered.
Explore B2B appointment setting →Bring your service area, vehicle limits and ideal repair work. We’ll talk through what makes a fleet introduction worth your manager’s time.
Book a B2B Strategy CallNeed more leads, more calls, more booked appointments, better sales execution, or a stronger pipeline system? Send a message and we will get back to you.