The 5-Step Guide to Cold Calling Federal Buyers
Yes, you can call contracting officers. Here's how to do it without being annoying.
Many contractors hesitate to call federal buyers, thinking it's forbidden or pointless. The reality: contracting officers want to hear from industry. They just want you to be relevant and respectful.
The Myth of "No Contact"
Let's clear something up first. The "no contact" rules apply to active procurements after the solicitation is issued. Before that? Fair game. After the contract is awarded? Fair game.
In fact, FAR 15.201 explicitly encourages exchanges with industry:
"Exchanges of information among all interested parties, from the earliest identification of a requirement through receipt of proposals, are encouraged."
The key is timing.
Step 1: Know When to Call
Good Times to Call
- During Sources Sought / RFI phase
- Before a solicitation is issued
- After contract award (for the next opportunity)
- When you see a Small Business Office event
Avoid Calling When
- After RFP is issued and before award
- During evaluation period
- If the solicitation says "submit questions in writing only"
Step 2: Do Your Research First
Nothing kills a cold call faster than "Hi, what do you buy?" If you don't know what they procure, you shouldn't be calling.
Before you dial, know:
- Their recent solicitations - What have they posted in the last 6 months?
- Their NAICS codes - Do they even buy what you sell?
- Current contract end dates - Are any incumbents up for recompete?
- Their role - Are they a CO (authority to sign) or CS (support)?
This is where a tool like GovCon Contacts saves hours. Each buyer profile shows their buying history, NAICS patterns, and recent activity.
Step 3: Have a Specific Reason
"I wanted to introduce my company" is not a reason. That's what capability statements are for.
Good reasons to call:
- "I saw your Sources Sought for [specific thing] and had a question about the evaluation criteria"
- "We're a current vendor on [similar contract] and wanted to discuss how we might support [their office]"
- "I noticed the [contract name] is ending in Q4 - is there a recompete planned?"
- "We have a new COTS product that might solve [specific problem you saw in their RFI]"
Step 4: The Call Script
Keep it under 60 seconds. Here's a framework:
Opening (10 seconds):
"Hi [Name], this is [Your Name] from [Company]. I know you're busy so I'll be quick."
Hook (15 seconds):
"I saw [Office] posted a Sources Sought for [Topic] last month. We've done similar work for [Other Agency/Reference] and wanted to ask one quick question about the requirement."
Ask (10 seconds):
"Is [specific question] - is that something you're still exploring?"
Close:
"I really appreciate your time. Would it be okay if I sent you a one-pager on what we've done in this space?"
Step 5: Handle Voicemail Like a Pro
You'll get voicemail 80% of the time. That's fine. Leave a message that's:
- Under 30 seconds
- States your name and company clearly
- References a specific solicitation or need
- Leaves your number SLOWLY
Then follow up with an email. "Hi [Name], I just left you a voicemail about [Topic]..."
Important
Do not call about an active solicitation if the RFP says "written questions only." This can result in your proposal being disqualified.
What to Expect
Realistic outcomes from cold calling COs:
- 40% - Voicemail, no callback
- 30% - Voicemail, email response
- 20% - Pick up, brief helpful conversation
- 10% - Pick up, refer you to someone else or a website
That 20% makes it worth it. One good conversation can save you months of chasing the wrong opportunity.
Get the Phone Numbers
The hardest part of cold calling is often just finding the direct number. SAM.gov listings often only show the main office line.
GovCon Contacts includes direct phone numbers (when available) for 17,097+ federal buyers, extracted from solicitation documents.