Passive candidates are people who are not actively looking. They are employed, they did not apply to anything, and you are interrupting their working day. Many recruiters send a message and wait. A phone call can work better, but only if it is respectful, short and clear about what you are asking.
The central idea of this article is simple: on a sourcing call, you are not asking someone to change jobs. You are asking for a first conversation. Keeping that distinction in mind shapes everything you say.
Before you call
A sourcing call is easier when you have done some groundwork.
- Know why this person. Be able to say, in one sentence, what in their background made you call. "You've led a support team through a platform migration" is better than "your profile looks great".
- Know the role. Be ready to describe it in two or three sentences, including what is genuinely good and what is a trade-off.
- Choose the time. Where possible, avoid the middle of the working day. If the number is a work line, think about whether it is appropriate to use it. Follow your agency's and your region's rules on contacting candidates and on how you obtained their details.
Step 1: Open and ask permission
State who you are, why you are calling and ask whether it is a good moment. Candidates often relax when they hear that they can end the call.
"Hi Priya, this is Sam from [Agency]. I'm calling because of your work on payments infrastructure. Is this a bad time? I can call back."
If they are in a meeting or driving, offer to call back at a time they choose, then actually do it.
Step 2: Give a specific reason
Show you did your homework without being creepy. Mention professional information they have chosen to make public and keep it brief.
"I'm working with a company building a payments platform, and your name came up because of the migration work you've led. I'd like to know if it's worth a short conversation."
Step 3: Make the ask small
Most passive candidates are not ready to commit to an interview on a first call. So ask for the smallest useful thing.
"Would you be open to a ten-minute conversation, just so I can tell you about the role and you can tell me whether it's interesting? No obligation."
Saying "no obligation" is only helpful if it is true. Do not push for a decision during that call.
Step 4: Ask what would make a move worth considering
If they are willing to talk, shift from pitching to listening.
- "What would a next role need to have for you to even consider leaving?"
- "What do you enjoy most in your current job, and what would you change?"
- "How are you thinking about the next year or two?"
The answers tell you whether a role fits, and they signal respect. A candidate who feels heard may take a later call from you, even if the timing is wrong today.
Handling common responses
"I'm not looking." "That's fine, most people I call aren't. Would it be useful if I stayed in touch, in case something changes? I'll only contact you with something relevant."
"How did you get my number?" Answer honestly and briefly, then offer to remove them from your list if they prefer. See who gave you my number for the structure of that reply.
"Who's the company?" If you are allowed to share it, tell them. If you are not, explain why, and say what you can share: sector, size, location and the kind of team. Do not be evasive about the things you can say.
"What's the salary?" Share the range if you have one and are permitted to. If you do not have it, say so and promise to find out rather than guessing.
"Send me the details." "Happy to. Which email address is best, and is there anything in particular you want me to cover?" Then send a short, specific message.
A short example
You: Hi Priya, it's Sam from [Agency]. I'm calling about your work on payments infrastructure. Is now a bad time?
Priya: I've got a couple of minutes.
You: Thanks. I'm working with a company building a payments platform, and your migration work stood out. Would you be open to a ten-minute conversation this week? No obligation.
Priya: I'm happy where I am, to be honest.
You: That's good to hear. Most people I speak to are. What would a future role need for you to even consider it?
Priya: Probably more ownership of the architecture.
You: That's useful to know. This one has that. Shall I call you Thursday for ten minutes so I can explain?
The recruiter did not argue with "I'm happy where I am". They asked a question and found something to talk about.
What to avoid
- Overselling. "This is a once-in-a-lifetime opportunity" makes people suspicious.
- Pressure. Pushing for a decision on the first call can damage your reputation in a small professional community.
- Mismatched roles. Calling about a job well below their level shows you did not read their profile.
- Forgetting follow-up. If you promise to call back, schedule it before you hang up.
Practise before real calls
The first sentences of a sourcing call matter most, and they are easy to rehearse. A simple routine is to write your opener, say it aloud, then run it against a candidate who is busy, one who is curious and one who is irritated. Change only the candidate's mood between rounds.
Practise this script aloud with a colleague who plays the candidate, then swap roles. DIRI AI is built for sales and client calls and does not offer recruiter or candidate-screening practice.
Related: How to Practise Cold Calling Alone, Not Interested: Cold Call Responses, The Thirty-Second Phone Pitch, Recruiter Phone Screen Role-Play, Recruitment Agency Client Cold Call Script for Hiring Managers, Telecom Cancellation Save Call Script: Find the Real Reason.
FAQ
Should I call or message passive candidates first?
Either can work. A short message that mentions a specific reason can warm up a later call, and a call can be quicker for someone who rarely reads messages. Follow your agency's rules on contact.
How long should a sourcing call last?
The first call can be very short. Its goal is to agree a time for a proper conversation, not to cover everything about the role.
What should I do if the candidate says no?
Thank them, ask whether you may stay in touch, and only contact them again with something relevant.