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Make a positive first impression to pave the way for a successful interview
Making a phone call to ask about job opportunities is an effective way to leave a strong first impression on a potential employer. It also provides an opportunity to gather more information about the company and build a connection with the person you’re speaking with. To make the most of the call, be sure to do your research, plan your talking points, and ensure the call is professional and courteous.
How to Make a Job Inquiry Call
Plan what you’re going to say in advance. Keep it brief, friendly, and conversational. If you learn about a job opening, briefly explain why you’re a strong fit and ask if you can submit an application.
Key Steps
Preparing Your Script for the Call
Note down your key talking points. Begin by creating bullet points to highlight the main points you want to cover. This should include the phrases you’ll use to introduce yourself, key details about your experience, and the specific role you’re interested in. If you prefer to write a full script, make sure to use language that sounds natural to you so your delivery feels authentic.
- Start with an introduction. Mention your full name. For example: “Good morning, Ms. Smith. I’m John Doe.”
- Share relevant accomplishments if they pertain to your inquiry. For instance: “I’m a skilled web designer and IT professional with ten years of experience, seeking new opportunities.”
- Explain the purpose of your call. For example: “I’d appreciate a moment of your time to inquire about openings in your IT department.”
PROFESSIONAL TIP
Lucy Yeh
Human Resources Director
Human Resources Director
Speak with confidence and humility when engaging with a potential employer. A good approach might be to say something like, "I understand there may be a position open, and I believe I'd be a great addition to the team because..." This creates a positive opening without sounding pushy.
Prepare a list of your questions. Before making the call, write down any questions you have about the company. You could ask about the available positions in your field or how best to follow up on an application. Consider what other information the company might need from you.
- Also, anticipate questions they might ask and rehearse your responses.
- For example, you could be asked why you’re interested in their company, how you heard about them, when you’re available for an interview or to start, and your expected salary range.
Rehearse for the call. Find a quiet spot to sit down with your script and question list, then practice making the call. Experiment with different ways to phrase your sentences to ensure your delivery feels natural. Time yourself to ensure your main points stay within a minute.
- Focus on speaking clearly.
- Remember to smile while you speak—it will make you sound more confident.
- Record yourself and listen to your delivery. Adjust anything that doesn’t sound right, such as overusing filler words like “um” or speaking too quickly or flatly.
Conducting Research
Find the best point of contact at the company. Use tools like LinkedIn, Facebook, Google, and the company’s website to track down the hiring manager’s contact details. If necessary, try calling the company’s main line, as they may provide direct numbers or extensions for specific individuals you wish to reach.
Research the company thoroughly. Take the time to learn as much as possible about the company. Review their mission statement to understand their primary objectives. Look at employee profiles and job descriptions to get a sense of the people they hire and the types of responsibilities they expect from their staff.
- Leverage resources like LinkedIn, the company’s website, and social media for this research.
- Identify aspects of the company that interest you in case you're asked why you want to work there.
Keep your company research organized. If you’re contacting multiple companies, organize the information you gather in a spreadsheet. Highlight key details like contact information for easy reference. As you make calls, add the date, outcome, and the name of the person you spoke with so you can track your progress and follow up later if needed.
Getting Ready for the Call
Determine the ideal time to call. Use the company’s website and your own knowledge of the industry to figure out the best time to make your call. Aim to reach out early in the workday. Avoid calling during peak hours, such as midday, or during lunch breaks when people may be unavailable.
Choose a quiet location for the call. Make sure you’re in a peaceful, distraction-free environment where you can focus on the conversation. Avoid places where you may be interrupted by street noise or activity in your building. If you’re in a shared space, inform others that you need privacy for the call and can’t be disturbed.
Get your space ready. Have a pen and paper nearby to jot down notes, and make sure your contact and company information spreadsheet is easily accessible for quick reference. Use a landline for clearer audio and fewer disruptions, and keep a glass of water on hand in case you get dry-mouthed.
- If another call comes in, don’t put the hiring manager on hold.
- Aside from your water, avoid eating, drinking, smoking, or chewing gum during the conversation.
Keep your resume within reach during the call. Refer to your resume when discussing your experience. This ensures consistency between the information you share and what the hiring manager sees on your resume. Make sure it’s updated before the call so that you’re sharing the most accurate and current details.
- Having your resume nearby can also help you answer questions more smoothly if you're feeling nervous during the call.
Making the Call
Take notes during the call. Write down every important detail: who you spoke with, their title, the time and date of the conversation, what was discussed, and any commitments you made for follow-up. Also, note any unexpected questions, so you can prepare for them in future calls.
- Store this information in your spreadsheet.
- Before ending the call, review the follow-up actions you promised and confirm the contact details from your notes.
- For example, you could say: “As discussed, I will send my resume and references within the next two business days.”
Be ready to schedule interviews. If you're offered a time for an interview or follow-up meeting, avoid vague responses like “whenever.” Instead, give a specific answer, such as: “I’m available until noon on Tuesday and Wednesday, and in the afternoon on Friday.” Keep your calendar open during the call to make this easier.
- Before the call, know your availability for the two weeks following it.
- Once you’ve scheduled an interview, avoid changing it unless there’s an urgent issue.
Practice proper phone etiquette. Be courteous to everyone you interact with, including receptionists and assistants. Your behavior could be reported to the decision-maker. Address the person you’re speaking with as “Mr.” or “Ms.” unless they specify otherwise. Pay close attention to what they say, and avoid interrupting. Conclude the call by thanking them for their time and consideration, even if the outcome isn’t what you hoped for.
- Before making your call, ask if they have a few minutes to speak. If not, offer to call back at a more convenient time and inquire about their availability.
Send a thank-you note. After the conversation, follow up with a formal email to express your gratitude for their time. Aim to send this on the same day as your call, but no later than the following day. If you haven't been advised not to pursue opportunities with the company, include your resume and a customized cover letter that references specific details you discussed during the phone call.
