Recruiting drivers is no easy feat, and one question every trucking recruiter faces is: How many times should you contact an applicant? Figuring out the right number can significantly improve your contact rates and recruiting funnel efficiency.

Here’s why the first engagement phase is the most critical step in your trucking recruitment process: 40-50% of leads are never contacted. This stage is where your team can make the greatest impact on your cost-per-hire and overall recruiting success.

Let’s dive into best practices for optimizing this phase and how much time you need to invest to maximize results.

Step 1: Send a Text Message Immediately After Application Submission

Why It Matters

Drivers applying for CDL jobs are often considering multiple opportunities. Reaching out immediately ensures you grab their attention and make a lasting first impression.

Best Practice

Send a personalized text message within one minute of receiving an application. Here’s an example message template:
“Hi [Name], thanks for applying for our CDL driver position! Let’s chat about your experience. I’ll call you shortly, or feel free to reply with any questions.”

Time Estimate

1 minute
With automation tools, this step can be completed in seconds while maintaining personalized messaging.

Step 2: Call Within Minutes of Receiving the Application

Why It Matters

Calling applicants quickly demonstrates your seriousness about hiring and shows you value their time. Speed is crucial to outpace competitors, especially with tools like AI voice agents.

Best Practice

• First call: Place a call within 1 minute of receiving the application.

• If unanswered: Call again 5 minutes later.
  Use these calls to:

• Introduce yourself and your company.

• Share the next steps in the hiring process.

• Schedule a follow-up conversation or interview.

Time Estimate

3-4 minutes per call
Add 1-2 minutes to log call outcomes and write a summary (e.g., "Left voicemail about next steps.").

Step 3: Follow Up With a Text After Leaving a Voicemail

Why It Matters

Voicemails can easily go unnoticed, especially for drivers on the road. Sending a follow-up text ensures applicants know who called and why.

Best Practice

Send a polite and clear text after leaving a voicemail. Example:
“Hi [Name], this is [Your Name] from [Company Name]. I just left you a voicemail about your CDL application. Feel free to call me back or text if you have any questions!”

Time Estimate

1-2 minutes, including logging the text in your system.

Step 4: Call Again Within 24 Hours

Why It Matters

Some drivers won’t answer right away but may be available later. A follow-up call 24 hours after the application gives them another chance to connect without feeling overwhelmed.

Best Practice

Reiterate your interest in their application and offer to schedule an interview. This step can also be automated with AI voice agents to save time.

Time Estimate

4-5 minutes, including voicemail and logging.

Step 5: Create a Follow-Up Sequence for Unresponsive Applicants

Why It Matters

With 40-50% of leads going uncontacted, having a follow-up sequence can help re-engage drivers who might be interested later.

Best Practice

Implement a longer follow-up sequence:

• Weekly text or call attempts for 3-4 weeks.

• Quarterly re-engagement messages for leads marked as “Unable to Contact.”

Time Estimate

1-2 minutes per follow-up attempt.

Total Time Investment for First Engagement Phase

If done manually, here’s how much time you should spend per applicant:

1. Initial text: 1 minute

2. First call + logging: 5 minutes

3. Second call + logging: 5 minutes

4. Follow-up text after voicemail: 2 minutes

5. 24-hour follow-up call + logging: 6 minutes

Total: ~18 minutes per applicant

Why the First Engagement Phase Is Critical for Trucking Recruiters

Most drivers drop out during the first engagement phase for reasons like:

• Not hearing back quickly.

• Forgetting they applied.

• Accepting another job with faster outreach.

Key Benefits of Improving the First Engagement Phase:

• Higher contact rates lead to more interviews.

• Engaged drivers move faster through the recruiting funnel.

• Optimized outreach reduces wasted ad spend and lowers cost-per-hire.

How Automation Improves Results and Saves Time

Manually handling these steps can quickly overwhelm your team, especially with large applicant pipelines. Automation tools streamline outreach and ensure consistency at scale.

Automation Benefits:

• Automated Texts and Calls: AI voice agents can contact applicants within seconds.

• Auto-Logging: AI updates your ATS with call statuses, voicemails, and notes, saving 2-3 minutes per interaction.

• Self-Scheduling: Drivers can schedule interviews based on recruiter availability.

With automation, the total time per applicant drops to 3-5 minutes, allowing recruiters to focus on meaningful conversations.

Takeaway: Focus on the First Phase for Maximum ROI

The first engagement phase is where small process improvements can have the greatest impact on recruiting success. By refining your timing, messaging, and follow-up strategy, you can significantly improve contact rates, reduce costs, and hire drivers faster.

About Double Nickel

Founded in 2023, Double Nickel helps trucking companies streamline recruiting and compliance with innovative tools like driver CRM, document management, and the Virtual Recruiter.

Learn More
For more details about the Virtual Recruiter or to schedule a demo, visit www.getdoublenickel.com or contact Francisco Lopez Roualdes at fran@getdoublenickel.com.