You get a reply to your outreach. Great. And then it says something like “we already have agencies” or “send me your terms.” Your stomach drops a little.
Take a breath. Most objections aren’t rejections. They’re a busy person protecting their time. How you answer decides whether the conversation continues or ends there.
A few principles first, then the specific ones.
Principles that apply to every objection
Don’t argue. If you win the argument you lose the client. Acknowledge what they said, then offer something easy.
Get curious. The words someone uses often hide the real concern. “Too expensive” might mean “I’ve been burned before” or “I don’t have budget.” Asking a question usually reveals which.
Keep your reply short. Two or three sentences. A long defensive answer makes you sound nervous.
Offer a small next step. Don’t try to close the deal in one email. Aim for permission to send profiles, or a quick chat.
Know when to stop. A clear “no” deserves a polite acknowledgement and a note to check back later. Pushing past it burns a relationship you might want in a year.
“We already work with agencies”
What it usually means: they have a process and don’t want to add complexity.
What not to say: “But we’re better than them.”
A better reply:
That makes sense. Most teams do. A lot of our clients use us alongside their existing agencies for the harder roles, since a second pair of eyes often finds different candidates. If you’ve got a role that’s been open a while, I’m happy to send a couple of profiles and you can judge us on those.
You aren’t asking them to switch. You’re asking to prove yourself on one role.
“Send me your terms” / “What are your fees?”
What it usually means: either they’re genuinely interested and screening, or they want to dismiss you politely.
What not to say: just a PDF with a rate card and silence.
A better reply: be clear and calm about how you charge, and attach a question about the role.
Happy to. We work on [your model: contingent / retained], [your fee structure]. Rather than send a document, could you tell me about the role you’re trying to fill? That way I can tell you honestly whether we’re a good fit.
Being open about fees early builds trust. Hiding them until the end causes the worst kind of surprise.
“Your fees are too high”
What it usually means: it could be price, or it could be “I’m not convinced of the value,” or “I have a lower quote from someone else.”
What not to say: an instant discount.
A better reply: ask what they’re comparing to.
Thanks for being upfront. Can I ask what you’ve paid in the past for similar roles, and how those placements went? I’d like to understand whether the difference is the fee or the outcome.
Often the real concern is quality, speed, or a bad experience with cheap agencies. If it genuinely is budget, you can talk about options (a different model, a narrower scope) without just cutting your rate. If you’d rather not move on price, say so politely and leave the door open.
“We’re not hiring right now”
What it usually means: exactly that, or “not for the roles I can think of today.”
What not to say: “Great, we’ll keep in touch!” and then never do.
A better reply:
Understood, thanks for letting me know. Would it be useful if I checked back in a couple of months? Plans change quickly after funding or a new product launch, and I’d rather be useful when it’s relevant than add to your inbox now.
Then actually set a reminder. That’s often where the best deals come from: someone who said “not now” and heard from you at the right time.
“We hire internally / we have a talent team”
What it usually means: they have recruiters and they believe agencies are unnecessary.
A better reply:
That’s great, and it’s common for strong internal teams to bring us in for roles that are hard to fill or when they have a spike in hiring. Is there a role on your plate where help would be useful, or is everything under control?
You’re positioning yourself as a pressure valve, not a replacement.
“Can you send some CVs?” (and you haven’t spoken yet)
What it usually means: they’re interested, and they’re testing you.
What not to say: nothing, or a pile of unsorted profiles.
A better reply: say yes, and ask a couple of questions so you send the right people.
Happy to. So I send relevant ones, could you share what matters most for this role (must-have skills, location, salary range)? I’ll aim to get you two or three strong profiles by [day].
Fast, specific, and a small piece of homework for them. That’s a good sign.
“How is this different from other agencies?”
What it usually means: genuine curiosity, or a polite challenge.
A better reply: answer with something real, in a sentence or two. Not adjectives.
We stick to [your niche], so we already know most of the strong people in that market and what they currently earn. That usually means shorter shortlists with fewer misses. Happy to show you on one role.
Avoid “we’re passionate”, “we’re a partner, not a vendor” and any phrase that every agency uses.
“We tried agencies before and it didn’t work”
What it usually means: they’ve been burned. This is a good conversation to have.
A better reply: acknowledge it and ask.
That’s frustrating, and honestly fairly common. Would you mind telling me what went wrong? Was it the quality of profiles, the speed, or the communication? I’d like to avoid doing the same thing.
Then listen. What they say next is your pitch.
No reply at all
Silence isn’t an objection, but it’s the most common outcome. Most people are busy rather than uninterested. That’s what follow-ups are for, as long as each one adds something. The follow-up sequence workflow shows a cadence that works without being annoying.
When to let go
If someone says no clearly twice, thank them and move on. Note it in your records with a date to try again, perhaps six months out. Your reputation with a hiring manager matters more than a single deal.
Keep a swipe file
Whenever you get a good reply that works, save it. After a few months you’ll have your own set of answers to the common objections, in your own voice. New team members can learn from it, and you’ll answer faster.
Faster replies matter more than perfect ones. For the bigger picture, see how recruitment agencies get clients.
The short version
Treat objections as questions. Stay calm, ask what’s behind the words, offer a small next step, and know when to leave things alone. Most good deals start with someone who was a little skeptical.