Recruiter Handbook

Outbound Carrier Outreach Standard

The standard outbound approach for ProHRHQ recruiters working their own markets. Lead with the Hoffman Report. Ask one focused question. Move into recruiting only after the carrier engages.

Purpose

This is the standard outbound approach for ProHRHQ carrier outreach.

The purpose is not to cold-pitch recruiting services immediately.

The purpose is to open a real conversation with A or A+ rated motor carriers by first giving them a free Hoffman Report about their own company, then following up to discuss the report, then asking for the correct person to speak with about recruiting if the conversation is positive.

This should be used by recruiters working their own markets.

Strategic Premise

ProHRHQ recruits CDL drivers for A and A+ rated motor carriers.

We do not start by calling random carriers and asking, “Do you need drivers?”

We start with a specific reason for contact:

We prepared a Hoffman Report on your carrier using public FMCSA / SMS data, and your company shows an A or A+ rating in our system.

The report gives the carrier something useful before we ask for anything.

The report also gives the recruiter a more credible reason to call.

Why This Approach Exists

Motor carriers are already contacted by many recruiters.

A normal recruiter pitch sounds like noise.

ProHRHQ’s first contact should not sound like another vendor call.

The first contact should sound like:

We work in your market. Your company has a strong carrier record. We prepared a free report about your carrier. I would like to send it to the right person and get your feedback.

This creates a softer opening and gives the carrier a reason to interact.

Core Sequence

The outbound process has three major steps:

  1. First call: introduce yourself and offer to send the Hoffman Report.
  2. Follow-up call: ask whether the report was received and whether it fairly represents the company.
  3. Referral call: speak with the right recruiting decision-maker and present the recruiting elevator pitch.

Do not skip the follow-up step.

The report review comes before the recruiting ask.

Target Carrier Standard

Recruiters should focus on carriers that meet the ProHRHQ quality standard.

Primary target:

  • A or A+ rated carrier in the Hoffman Report system
  • Located in a market the recruiter actually knows
  • Carrier type or equipment type the recruiter can discuss credibly
  • Active enough to plausibly need drivers
  • Strong enough that ProHRHQ would want to represent the company to drivers

Recruiters should not work unlimited prospects.

Each recruiter works a focused list of active prospects inside the ProHRHQ tools.

Step 1 — First Call: Introduce Yourself and Offer the Hoffman Report

Goal

Get the Hoffman Report sent to the right person inside the carrier.

This is not the recruiting sales call.

This is a report introduction and relationship opener.

Script

Hi, this is [Recruiter Name] with ProHRHQ.

I work in the [market/city] trucking market.

We built a new Hoffman Report from public FMCSA data, and [Carrier Name] shows an A/A+ grade in our system.

Since I work in your market, I wanted to send it over, introduce myself, and see what you think of it.

It is just a free report about your carrier.

Who would be the right person to send that to?

If they ask what the report is

It is a readable summary of the carrier’s public FMCSA record.

It includes things like fleet profile, inspection history, safety signals, and operating information.

We are asking strong carriers to look at their own report and tell us whether it is useful, accurate, or missing anything.

If they ask whether this is a sales call

The report itself is free.

We do recruit CDL drivers for strong carriers, but this call is mainly to get the report to the right person and ask for feedback.

If they give you a contact

Confirm:

Thank you. Should I send it to [email address]?

And should I address it to [person’s name]?

If they ask you to send it to a general inbox

That is fine. I will send it there.

Is there a person I should put in the subject line or opening note so it gets routed correctly?

Step 2 — Email the Hoffman Report After Permission

Goal

Send the report cleanly and briefly.

Do not over-explain ProHRHQ.

Do not pitch the full recruiting service yet.

Subject options

  • Hoffman Report for [Carrier Name]
  • Carrier report for [Carrier Name]
  • [Carrier Name] — Hoffman Report

Email draft

[Name],

Thank you for letting me send this over.

We built a Hoffman Report for [Carrier Name] using public FMCSA data. Your company shows an A/A+ rating in our system.

Report:
[insert report link]

I would appreciate any feedback on whether it is useful, whether anything looks incomplete, and what you think should be added or removed.

We also recruit CDL drivers for strong carriers, but the first purpose here is to get the report reviewed by people who know the company.

[Recruiter Name]
ProHRHQ
[phone]
[email]

Step 3 — Follow-Up Call: Ask About the Report First

Goal

Find out whether the report landed and whether anyone looked at it.

Do not jump directly into the recruiting pitch.

Script

Hi, this is [Recruiter Name] with ProHRHQ.

I am following up on the Hoffman Report we sent over for [Carrier Name].

Did the right person get a chance to look at it?

If they say yes

Does this fairly represent your company?

If the reaction is positive

That is helpful.

The report is part of the free service we provide as recruiters. We use it to help strong carriers tell their story better to CDL drivers.

Who would be the right person to speak with about driver recruiting?

If they name someone

Would you mind introducing me, or should I reach out directly?

If they say nobody looked at it yet

Understood.

Would it be better if I resend it directly to someone, or should I follow up later?

Step 4 — Referral Call to the Recruiting Decision-Maker

Goal

Start over respectfully with the correct person.

The person may be the owner, the owner’s spouse, HR, safety, dispatch, operations, or someone wearing several roles.

Do not assume a formal HR department exists.

Script

Hi [Name], this is [Recruiter Name] with ProHRHQ.

I was referred to you by [Joe / the front desk / dispatch] after we sent over the Hoffman Report on [Carrier Name].

Your company shows an A/A+ rating in our system, and we focus our recruiting work on carriers with stronger records.

Have you had a chance to see the report?

If they have seen the report

Does this fairly represent your company?

Transition to recruiting

Separate from the report, would you be open to hearing how we support CDL recruiting for carriers like yours?

Step 5 — Elevator Pitch if They Say “Tell Me”

Goal

Explain ProHRHQ in a short, confident way.

Do not sound like generic recruiting.

Do not sell software first.

Elevator pitch

ProHRHQ recruits CDL drivers for A and A+ rated motor carriers.

We focus on strong carriers because they give us a better story to tell drivers. Instead of just sending another job ad, we can show the driver who the carrier is, what kind of fleet they operate, and why the company is worth considering.

When there is an open seat, we start with the details: equipment, lane, home time, pay, endorsements, experience, and insurance requirements.

If it is a search we can realistically work, we quote the placement terms before we begin.

Follow-up question

Are you hiring CDL drivers right now, or are you fully seated?

Step 6 — If They Say “Send Me Something”

Script

Absolutely.

I will send a short summary, not a long package.

Should I send it to this email?

Follow-up email

[Name],

Thank you for speaking with me.

The short version is that ProHRHQ recruits CDL drivers for A and A+ rated motor carriers.

We use the Hoffman Report as part of the recruiting story, so drivers can see the quality of the carrier before the hiring conversation begins.

If you have an open CDL seat, we start with the practical details:

  • equipment
  • lane / region
  • home time
  • endorsements
  • pay range
  • experience requirement
  • insurance limits

If it is a search we can realistically work, we quote the placement terms before recruiting begins.

Your Hoffman Report:
[insert report link]

[Recruiter Name]
ProHRHQ
[phone]
[email]

Step 7 — If They Say They Already Use Recruiters

Script

That makes sense.

We are not asking you to drop anyone.

We focus on A/A+ rated carriers and can be useful when you have a seat that needs a more targeted search, or when you want the carrier’s own record to support the driver conversation.

Would it be alright if I stayed in touch and checked back when you have a harder seat to fill?

Step 8 — If They Say They Are Not Hiring

Script

Understood.

Are you fully seated right now, or just not adding trucks?

If fully seated

That is a good position to be in.

I will leave the Hoffman Report with you. If anything looks off or if hiring changes, you have my contact information.

If not adding trucks but still replacing drivers

That makes sense.

If a replacement need comes up, we can talk about that one seat at the time.

Step 9 — If They Say No

Script

Understood.

I will leave the Hoffman Report with you. If anything in the report looks wrong or incomplete, please feel free to send corrections.

Thank you for taking the time.

Do not argue.

Do not keep selling.

Placement Fee Language If They Ask About Cost

Do not lead with price.

Use this only if asked.

The standard placement structure is $1,250 per driver.

It is $625 to begin the search and $625 when the driver starts.

If the driver does not start, the balance is not owed.

Specialized seats can be quoted separately.

Key Messaging Principles

Lead with the report

The first contact is about the Hoffman Report, not a cold recruiting pitch.

Use the A / A+ standard

The quality standard matters. Say:

Your company shows an A/A+ rating in our system.

Do not weaken it with unnecessary modifiers unless the data is uncertain.

Make it local

The recruiter should say:

I work in your market.

or:

I work with carriers in the [city/region] market.

This helps the call feel less random.

Ask for feedback before selling

The report feedback step creates a natural reason to call back.

Move to recruiting only after engagement

Once they respond positively to the report, then ask who handles recruiting.

What Not To Say

Avoid:

  • Do you need drivers?
  • We are calling all carriers in your area.
  • We are a platform.
  • We replace your ATS.
  • We are cheaper than other systems.
  • We guarantee drivers.
  • We work with anybody.
  • Can I send you our marketing packet?

Use:

  • We prepared a Hoffman Report on your carrier.
  • Your company shows an A/A+ rating in our system.
  • I work in your market and wanted to send it to you.
  • We would value your feedback.
  • Who is the right person to speak with about driver recruiting?

Summary of the Standard

  1. Select an A / A+ carrier in the recruiter’s market.
  2. Call to offer the free Hoffman Report.
  3. Send the report after permission.
  4. Follow up and ask whether it fairly represents the company.
  5. Ask for the right recruiting contact only after the report conversation.
  6. Restart with the referred person respectfully.
  7. Give the elevator pitch only when invited.
  8. Move into seat intake only if they are hiring or interested.

The goal is interaction, not instant closing.

The first real win is getting the carrier to look at the report and identify the right recruiting contact.