How to Request Temporary Workers: A Step-by-Step Guide
The quality of a temporary staffing request directly affects recruiting speed, candidate fit, attendance, and assignment success.
Saying, “We need five workers tomorrow,” communicates urgency, but it does not give a staffing provider enough information to recruit accurately and prepare workers safely.
A complete staffing request reduces delays, prevents misunderstandings, and helps candidates make informed decisions before accepting an assignment.
Step 1: Explain the Business Need
Start by explaining why your organization needs temporary workers.
The request may be related to:
Seasonal demand.
Employee vacations or leaves.
Unexpected absences.
Increased production.
A customer deadline.
A special project.
Inventory or warehouse backlogs.
A new shift or location.
A position that may become permanent.
Explain what the additional workers should help your team accomplish. This context allows the staffing agency to understand the urgency, expected duration, and type of candidate needed.
Step 2: Identify the Position and Number of Workers
Provide the exact position title and number of workers required.
Avoid broad descriptions such as “warehouse help” or “general workers.” A specific title gives candidates a clearer understanding of the opportunity.
Examples include:
Warehouse Associate.
Order Picker.
Forklift Operator.
Production Associate.
Machine Operator.
Shipping and Receiving Clerk.
Administrative Assistant.
Customer Service Representative.
Maintenance Technician.
Assembly Worker.
If you need workers for different positions or shifts, list each staffing need separately.
Step 3: Describe the Actual Work
Provide an accurate description of what workers will do during a typical shift.
Include:
Primary job duties.
Equipment and tools used.
Expected work pace.
Production or quality standards.
Team structure.
Reporting relationships.
Work environment.
Physical requirements.
Required protective equipment.
Possible exposure to noise, heat, cold, dust, or outdoor conditions.
Avoid using an old job description if the responsibilities or workplace have changed.
Candidates should understand the actual assignment before accepting it. Clear expectations can improve attendance, job satisfaction, and assignment completion.
Step 4: Separate Required Skills From Preferred Skills
Identify which qualifications are essential on the first day and which skills can be taught after the worker starts.
Required qualifications might include:
Forklift certification.
Previous machine-operation experience.
A valid driver’s license.
Computer or software proficiency.
A professional license.
The ability to read measurements.
Bilingual communication.
Experience using specific tools or equipment.
Preferred qualifications may be helpful but not essential.
An unnecessarily long requirement list can reduce the candidate pool and delay hiring. Focus on the skills workers truly need to perform the job safely and successfully.
Step 5: Confirm the Worksite Location
Provide the complete address where workers will report.
Also include:
The correct building entrance.
Parking instructions.
Public-transportation availability.
Security or check-in procedures.
The department or floor.
The name of the onsite contact.
A phone number for first-day questions.
If the assignment involves multiple locations, travel, or changing worksites, explain those expectations before recruiting begins.
Transportation and commute requirements can significantly affect candidate interest and attendance.
Step 6: Provide the Shift and Schedule
Clearly communicate the complete work schedule.
Include:
Shift start and end times.
Days of the week.
Break and meal periods.
Expected weekly hours.
Overtime requirements.
Weekend expectations.
Rotating schedules.
Possible schedule changes.
Whether overtime is required or optional.
Avoid using terms such as “first shift” or “second shift” without listing the actual start and end times. Shift definitions vary between employers.
Candidates use schedule information to evaluate transportation, childcare, education, and other personal commitments.
Step 7: Confirm the Start Date and Assignment Length
Provide the desired start date and estimated assignment duration.
The assignment may be:
One day.
Several weeks.
A few months.
Seasonal.
Project-based.
Ongoing.
Temp-to-hire.
Explain whether the assignment could be extended or become permanent.
If the end date is uncertain, provide the best available estimate. Candidates are more likely to accept and complete assignments when they understand the expected duration.
Step 8: Establish a Competitive Pay Range
Provide the hourly pay rate or approved pay range.
The rate should reflect:
Job duties.
Required skills.
Worksite location.
Shift and schedule.
Physical demands.
Assignment length.
Local labor-market conditions.
Overtime expectations.
Similar positions in your organization.
Ask your staffing partner what it is seeing from current applicants.
A pay rate that does not attract dependable candidates can create larger costs through vacancies, overtime, production delays, repeated training, and employee turnover.
Step 9: Define Screening Requirements
Identify every screening requirement before candidates are submitted.
Screening may include:
Employment application.
Structured interview.
Reference checks.
Employment verification.
Education verification.
Skills testing.
License verification.
Background checks.
Motor-vehicle record checks.
Drug testing.
Physical-capability testing when appropriate.
Work-authorization documentation.
Screening requirements should be job-related, consistently applied, and permitted by applicable requirements.
Also confirm whether the staffing agency or employer will order, review, and pay for each screening service.
Step 10: Explain the Work Environment and Physical Requirements
Candidates should know the conditions they will experience during the assignment.
Provide details about:
Standing or walking requirements.
Lifting and carrying expectations.
Repetitive movements.
Bending, reaching, or climbing.
Indoor or outdoor work.
Temperature conditions.
Noise levels.
Dust, odors, or other environmental factors.
Required clothing.
Personal protective equipment.
Safety-sensitive responsibilities.
Be specific about essential physical job functions without making assumptions about a candidate’s abilities.
Step 11: Prepare the Worksite
Temporary workers need a structured first-day experience.
Before requesting workers, confirm who will provide:
Worksite orientation.
Job-specific safety training.
Equipment training.
Personal protective equipment.
Uniforms.
Identification badges.
System access.
Tools and supplies.
Lockers or storage space.
Parking information.
Emergency procedures.
Timekeeping instructions.
Supervisor introductions.
Workers should know where to report, when to arrive, what to wear, and who will meet them.
Step 12: Assign a Supervisor and Backup Contact
Provide the name and contact information of the person who will supervise the workers.
The supervisor should be prepared to:
Welcome assigned workers.
Explain job responsibilities.
Provide training.
Answer questions.
Monitor performance.
Address safety concerns.
Approve timecards.
Communicate with the staffing agency.
A backup contact should also be available if the primary supervisor is absent.
Step 13: Agree on Communication Procedures
The employer and staffing agency should establish communication procedures before the assignment begins.
Decide how to report:
Late arrivals.
Employee call-offs.
No-call, no-show situations.
Schedule changes.
Overtime requests.
Performance concerns.
Workplace injuries.
Safety incidents.
Employee complaints.
Assignment extensions.
Assignment endings.
Potential permanent-hire decisions.
Fast communication prevents small problems from becoming larger workforce disruptions.
Step 14: Review the Request Before Recruiting Begins
Before approving the request, verify that all information is accurate.
A complete temporary-worker request should include:
Company name.
Contact name.
Worksite location.
Onsite supervisor.
Position title.
Number of workers.
Temporary or temp-to-hire status.
Job responsibilities.
Required experience.
Shift and schedule.
Desired start date.
Expected assignment length.
Pay range.
Overtime expectations.
Physical requirements.
Work environment.
Screening requirements.
Safety requirements.
First-day reporting instructions.
Additional comments or special instructions.
Changes should be shared with the staffing provider as soon as possible.
What Happens After You Submit the Request?
After receiving the request, the staffing agency should review the details and clarify any missing information.
The agency can then begin:
Developing the recruiting plan.
Advertising the opportunity.
Contacting potential candidates.
Conducting interviews and required screening.
Confirming candidate availability and interest.
Presenting qualified candidates.
Coordinating start dates and first-day instructions.
The employer should remain available to answer questions and provide prompt feedback. Delayed responses can cause qualified candidates to accept other opportunities.
Request Temporary Workers From Safar Staffing
Safar Staffing helps Minnesota employers request temporary workers through a clear and organized process.
To get started, tell us the position, number of workers, worksite location, shift, pay range, desired start date, assignment length, and job requirements.
Our team will review your request, discuss the recruiting plan, and begin identifying candidates suited to your workplace.
