How to Get on a Preferred Supplier List (PSL) as a Recruitment Agency

"Sorry, we only work with agencies on our PSL." Every recruiter who calls mid-sized and large companies hears this sooner or later. It sounds like a closed door, and many agencies treat it as one.

It is not. A preferred supplier list (PSL) is a list a company keeps of the agencies it is allowed or encouraged to use. Lists get reviewed, suppliers drop off, and new agencies get added, usually because a hiring manager pushed for them. The public sector has its own version, the framework agreement, with formal tenders and fixed deadlines.

This guide covers both: how private PSLs really work, how public frameworks work in the UK and US, which documents you need, and how to decide whether a list is worth the effort.

What is a preferred supplier list in recruitment?

A PSL is an approved list of recruitment agencies, typically agreed between HR, talent acquisition and procurement. Agencies on the list have agreed terms, often a fixed fee or rate card, and are allowed to receive vacancies. Agencies not on the list often find that invoices are hard to get approved, even if a hiring manager liked their candidate.

Some larger organisations go a step further and hand the whole agency relationship to a managed service provider (MSP), with vacancies released through a vendor management system (VMS). In that set-up you are usually dealing with the MSP's supplier team, not the end client's procurement.

How do you get on a company's PSL?

Start with a live vacancy, not with procurement

Procurement rarely adds an agency because it asked nicely. Agencies get added because a hiring manager wants them, often because the existing suppliers have failed to fill a role. So the route is the same as any other business development: find a company with a vacancy that has been open too long, call the hiring manager and book a meeting.

"Hi {first name}, it's {your name} from {agency}. I'm calling about the senior quantity surveyor role you're hiring for in Birmingham. That's still open, right?"

If the answer is "we only use PSL agencies", treat it like "we already work with someone":

"Understood. And are you happy with how quickly they're filling it?"

"If we put a really strong, local candidate in front of you, would they get a chance, or would you turn them away because of where they came from?"

Then ask the questions that matter for the list: when the PSL is next reviewed, who in procurement or talent acquisition owns it, and whether hiring managers can request an additional supplier for hard-to-fill roles. Get a meeting in the diary either way.

Find out how the list works

Every company runs its PSL differently. Before you invest time, find out:

• Who owns the list: procurement, HR, talent acquisition or an MSP.
• When it is reviewed: some lists are reviewed on a fixed cycle, others only when a contract ends or a problem arises.
• Whether there are tiers: many lists have a first tier that receives vacancies first and a second tier that only gets roles the first tier cannot fill.
• Whether off-list exceptions exist: some companies allow a manager to use a non-PSL agency for a specific role, sometimes with a sign-off.

Win one role, then ask to be added

The strongest case for being added is a placement. If you fill a role as an exception, ask the hiring manager to support your addition at the next review and send procurement your documents straight away. Our guide on how to grow existing recruitment clients shows how to build on it.

How do public sector frameworks work?

Public bodies cannot simply pick an agency. They buy through formal procurement, and for recurring needs such as temporary staffing they often use framework agreements: a tender selects a group of suppliers who can then be called off for individual assignments over the term of the framework.

United Kingdom

• The Procurement Act 2023 came into force on 24 February 2025 and replaced the previous rules for new procurements. Suppliers who want to bid for new tenders under the Act register on the Central Digital Platform, which sits within the Find a Tender service.
• Where tenders are advertised: higher-value opportunities appear on Find a Tender, lower-value ones on Contracts Finder (mainly England). Both are free to search.
• Framework length: under the Act, frameworks generally run for a maximum of four years (eight for defence, security and utilities), with open frameworks working differently.
• Existing frameworks: central government buyers use Crown Commercial Service (CCS) agreements. For example, CCS framework RM6277 covers non-clinical temporary and fixed-term staff for the public sector; it is not meant for permanent roles. Joining usually means waiting for the next tender or reopening, not applying at any time.
• Smaller buyers: councils, schools, housing associations and NHS trusts also run their own procurements or use regional frameworks, so it pays to follow the buyers in your patch directly.

United States

• Federal contracts: to bid as a prime contractor, you need an active registration in SAM.gov, which also issues your Unique Entity ID. Registration is free on the official site and must be renewed every year.
• State and local government: states, counties, cities and school districts run their own procurement portals and vendor registrations. If you recruit in Texas or Illinois, register with the buyers in your region, for example the city of Dallas or Chicago, rather than trying to cover the whole country.

This is general information, not legal advice. Procurement rules change and each tender sets its own conditions, so always read the tender documents and check the current official guidance.

Which documents do you need for a PSL or framework?

Requirements vary, but most supplier onboardings and tenders ask for a similar set. Prepare them once and keep them up to date.

Your terms of business matter more than most agencies think. Procurement will compare them line by line with other suppliers and push back on fees, guarantees and payment terms.

Is getting on a PSL worth it?

Not always. A place on a list gives you permission to work, not a guaranteed volume of roles. Before you invest days in a tender, check:

• Volume: how many roles per year does the company or framework actually release in your niche?
• Competition: how many agencies are on the list, and which tier would you be in?
• Terms: PSLs usually come with lower or fixed fees and strict payment terms. Our article on recruitment agency fees helps you decide where your floor is.
• Effort: a public tender can take days of writing, and an MSP can add a layer between you and the hiring manager.

For a small specialist agency, direct relationships with hiring managers in mid-sized companies are often worth more than a place on a corporate list. For volume temp suppliers, frameworks can be the backbone of the business.

A simple PSL plan

The first three steps depend on knowing which companies are hiring right now and who decides. LeadFlow delivers exactly that to your CRM every day: companies with live vacancies in your niche, with the decision maker. That gives you a steady flow of hiring managers to call, whether or not their company runs a PSL.

Key takeaways

• A PSL is not a closed door. Lists are reviewed, and agencies get added when a hiring manager pushes for them.
• Start with a live vacancy and the hiring manager, then deal with procurement.
• Ask who owns the list, when it is reviewed, whether there are tiers and whether exceptions exist.
• UK public bodies buy through tenders and frameworks advertised on Find a Tender and Contracts Finder; US federal contracts need a SAM.gov registration.
• Prepare your document pack and terms before a review or tender opens.
• Check volume, competition and terms before you invest days in a tender.

FAQ

How do recruitment agencies get on a preferred supplier list?

Usually through a hiring manager who wants to work with them, often after the existing suppliers have struggled to fill a role. Find out who owns the list and when it is reviewed, fill a role as an exception if possible, and have your documents ready for procurement.

What does "we only work with PSL agencies" mean?

It means the company has an approved list of agencies with agreed terms. It does not always mean there is no way in: many companies allow exceptions for hard-to-fill roles and review the list regularly. Ask whether they are happy with their current suppliers and when the list is next reviewed.

How do I find public sector recruitment tenders in the UK?

Search Find a Tender for higher-value contracts and Contracts Finder for lower-value ones, both free to use. Under the Procurement Act 2023, suppliers register on the Central Digital Platform to bid for new tenders. Also watch the local councils, NHS trusts and schools in your region.

What documents do I need to join a PSL?

Most companies ask for company details, insurance certificates, terms of business, a data protection policy, compliance processes such as right-to-work checks, references and financial information. Public tenders often add equality and modern slavery statements. The exact list depends on the buyer.