Following up on a job application by phone is a direct way to show sustained interest in a position. While many applicants rely on email, a well-executed call demonstrates initiative and professionalism that can distinguish a candidate. This is a higher-stakes communication method, requiring careful preparation and a polished delivery to make a positive impression on potential employers.
Should You Call? Assessing the Situation
Before dialing, the first step involves carefully reviewing the original job posting for any explicit instructions. Many listings will include a clear directive stating, “No Calls Please,” and ignoring this instruction immediately shows an inability to follow directions. If the advertisement contains such a restriction, a phone follow-up is not advisable, and an email should be used instead.
When no restrictions are present, a phone call can serve as a positive differentiator, especially in certain fields. This approach is more accepted in service, retail, or local business environments where direct communication is common practice. Conversely, for highly specialized or senior corporate roles, direct calls are often less common and may be seen as intrusive, requiring a careful assessment of the industry.
Timing Your Follow-Up Call
Determining the optimal moment to call is a major consideration. If the employer provided a specific hiring timeline, such as “We will contact candidates within two weeks,” wait the full duration of that stated period. Calling before the deadline indicates impatience and a lack of respect for the stated process.
In situations where no specific date or timeframe was provided, the recommended window for a follow-up is generally 7 to 10 business days after the initial application submission. This allows the hiring team sufficient time to process the initial influx of applications and begin their review.
Contacting the company too soon risks interrupting the administrative process before the application has been reviewed. Waiting significantly longer than the 10-day window risks calling after the initial screening process has concluded and the company has moved forward with other candidates.
Finding the Right Contact Person
Directing the inquiry to the appropriate individual significantly increases the chance of receiving a helpful response. The ideal person to contact follows a specific hierarchy, beginning with the hiring manager for the department, followed by the dedicated recruiter or human resources representative. Calling the general company line should be considered the last resort.
Candidates can often identify the correct person by reviewing the application confirmation email, which may contain the name of the HR contact. Utilizing professional networking sites like LinkedIn or scanning the company website’s staff directory can also yield the necessary name, title, and spelling. Having the correct name and title prepared ensures the inquiry is professional and appropriately targeted.
Preparing Your Script and Materials
Successful follow-up calls require a concise and organized approach, starting with having specific application details immediately accessible. Applicants must know the exact job title and the date they submitted their materials, along with any assigned job identification number, as this information streamlines the employer’s ability to locate the file. Organizing these facts prevents fumbling or delays during the brief conversation.
The verbal preparation involves structuring a brief script that can be delivered in approximately 30 seconds. The script should begin with a polite self-introduction, immediately followed by the clear statement of the purpose—inquiring about the status of the application for the specific position. The closing sentence should be a straightforward request for an update on the hiring timeline. This preparation ensures the conversation remains focused and respects the contact person’s time.
Making the Call: Professional Etiquette and Delivery
The actual execution of the call demands a tone that is polite, confident, and professional, avoiding desperation or demanding language. Speak clearly and maintain a moderate pace, as the goal is to convey enthusiasm without taking up more than two minutes of the contact’s time. Place the call during standard business hours, between 10:00 AM and 4:00 PM, to avoid the busiest periods at the start and end of the workday.
If the correct person answers, use the prepared script and ask specific, forward-looking questions rather than vague ones. A good question to ask is, “Could you provide an estimated timeline for the next steps in the hiring process?” or “Are you able to share when interviews are expected to begin?” This focuses on process rather than demanding a personal status update.
If the initial contact person is unavailable or redirects the call, handle the transfer smoothly and repeat the brief introduction to the new person. Maintaining composure and a consistent, pleasant demeanor during any redirection demonstrates adaptability and professional courtesy. The overall goal is to gather information and reiterate interest in a non-intrusive manner.
Handling Common Scenarios and Outcomes
It is common for the intended contact person to be unavailable, requiring the applicant to leave a message. A voicemail should be short and clear, stating the applicant’s name, the specific job title, and a brief statement of purpose. Clearly and slowly repeat the best callback number twice to ensure it is correctly noted by the recipient.
If the contact person is reached but provides vague feedback, such as “We are still reviewing applications,” express thanks for the update and ask when a better time to follow up might be. This confirms the application is still active without pressuring the representative for a definitive answer.
Regardless of whether the applicant speaks to someone or leaves a message, the next step should be to send a brief follow-up email. This email should thank the contact for their time, reiterate interest in the position, and formally confirm the information discussed during the call. This two-part communication strategy reinforces the professional initiative demonstrated by the phone call.