You’re an IT staffing rep calling the hiring manager about an open contract role. Find out what the contractor must do in week one, then ask for a ten-minute job intake.
The first line
“Hi [Name], [Rep] with [Agency]. I saw the contract network administrator role in [City]. Is that one yours?”
This is an agency calling a prospective employer. Start with a job your recruiting team can fill and use the employer’s exact title.
[Check the employer’s posting, contract status and location before you dial.]
Hi [Name], [Rep] with [Agency]. I saw the contract network administrator role in [City]. Is that one yours?
[If yes.]
Is it still open?
[If they’re still hiring.]
Curious to ask, what’s the one thing this person needs to handle on their own in the first week?
[Listen. If they name a requirement, follow that thread.]
When you’ve spoken to people so far, what’s been missing?
[If there’s a gap your agency can cover.]
When do you need them on site?
[Pause.] And are you open to another recruiting partner for this role?
[If they can consider your agency.]
Got it. We recruit for that kind of network work. The part I’d want to get right is [requirement they named]. Would you be open to ten minutes with our technical recruiter to go through that before we send anyone over?
[Buyer: “We already have agencies.”]
Makes sense. Are they finding people with [skill they mentioned]?
[If they aren’t.] Can you bring in another agency for this role, or does everything go through the approved list?
[If they say “Just send résumés.”]
Sure. What would rule someone out straight away?
[If they give you a real constraint and outside submissions are allowed, ask again.]
That helps. Would ten minutes with our recruiter be useful to get [specific task] right before we send you a résumé?
[If they accept.]
Would [day and time] or [second day and time] work better? That’s [time zone].
What’s the best work email for the invite?
Perfect. We’ll cover [must-have], [start window] and how you’d like submissions handled.
[If only approved suppliers may submit.]
Understood. Is there a vendor review we can apply for, or is the list closed?
[Buyer: “Talent acquisition handles that.”]
Got it. Who there looks after contract suppliers, and how do they want us to get in touch?
[Buyer: “The list is closed.”]
Understood. I’ll leave it there. Thanks for letting me know.
[Buyer: “We filled it.”]
Good to know. I’ll take it off my list. Thanks for your time.
An IT staffing sales call starts with one verified vacancy. Confirm the hiring owner, the work the contractor must handle and whether the employer can use your agency. Earn a job intake before promising a shortlist.
The job title gives you a reason to dial. The manager’s answer tells you whether you can help. For a network role, ask what the contractor needs to do without supervision. Then check the working arrangement, start window and route for submissions.
1
What’s the one thing this person needs to handle on their own in the first week?
2
When do you need them on site?
3
Are you open to another recruiting partner for this role?
Illustrative example from the network administrator call. Copy the five fields into your CRM so the recruiter has the requirement, the timing and the approved route for submissions.
Role and hiring owner
Contract network administrator. Infrastructure manager owns the technical interview.
First-week must-have
Can diagnose a branch VPN outage independently. Ask about an example in the intake.
Working terms
Two days on site each week. Rate range and contract length still to confirm.
Start and decision timing
Employer wants a start next month. Interview dates unconfirmed.
Submission route and next step
Talent acquisition approved a Thursday intake with the hiring manager. Complete supplier registration before sending a résumé.
Blank IT staffing intake card
Role and hiring owner — [enter what the buyer confirmed]
First-week must-have — [enter what the buyer confirmed]
Working terms — [enter what the buyer confirmed]
Start and decision timing — [enter what the buyer confirmed]
Submission route and next step — [enter what the buyer confirmed]
What to say next
When the hiring manager pushes back
“We already have approved agencies.”
Makes sense. When they can’t cover a particular skill, can the team consider a specialist, or does every submission have to go through the same list? If the list is closed, thank them. A vendor review date is a follow-up, not a job order.
“Talent acquisition owns the agency list.”
Thanks. Does talent acquisition handle this specific contract too? If they do, who should I ask about the approved route? Stop there if the employer is keeping the search internal.
“We already filled it.”
Good to know. I’ll take it off my list. Don’t try to turn a closed job into a technical intake. Record the change so another caller doesn’t call about the same posting.
“Send me your rates.”
Happy to get you the right information. Is there an approved range for this contract, and does it go through procurement? Follow their process. Quote only terms your agency can actually offer.
Make it yours
An adaptable recruiter script, switchboard opener and voicemail
Fill-in IT recruiter script
For a different technical contract your agency can genuinely cover.
Hi [Name], [Rep] with [Agency]. I saw your [contract role] opening in [location]. Does it sit with your team?
[If still open.] What does this person need to be able to do from day one?
[Listen.] What’s been hard to find so far? Can you consider an outside recruiter for this role?
[If there is a fit.] Would you be open to a short intake to go through [their requirement] with our recruiter before we send profiles?
Calling through a switchboard
Give the receptionist a specific job to route.
Hi, [Rep] with [Agency]. I’m calling about the contract [role] in [City]. Who’s handling that search for the IT team?
Voicemail for the hiring owner
Reference only a posting you have checked.
Hi [Name], [Rep] at [Agency], [number]. I’m calling about your contract [role] in [City]. We recruit for [specialty]. If you’re considering outside help on that search, my number is [number].
How do you cold call a hiring manager as an IT recruiter?
Reference one verified role and ask whether the manager owns it. Confirm it is still open. Ask what the contractor must handle in the first week, then find out whether the employer can consider an outside recruiter.
What if the employer already uses preferred staffing agencies?
Ask whether those agencies are covering the specific requirement. If there is a gap, confirm whether another supplier can participate. If only approved firms may submit, ask for the formal review route and follow it.
Should I send résumés before a job intake?
First confirm what the person must do, working conditions, timing and the employer’s submission process. If the manager wants information only, send the agreed material through the authorised route.
What qualifies an IT staffing sales meeting?
The vacancy is active, the person can discuss the work, the agency can cover the requirement, and there is a permitted way to participate. A meeting has an agreed time and intake purpose. A vendor registration link on its own is a different outcome.
What if a job posting is old or already filled?
Ask whether the position is still active before discussing recruiting support. If it has closed, update your record and thank the manager. An old posting alone gives you no basis for an intake or a candidate submission.
Editorial and source notes
How CallTeam put this script together
CallTeam wrote this employer-side example using its calling and qualification approach. The vacancy and intake note are illustrative. The industry sources below explain the staffing model and occupation.
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