Making a professional and well-timed follow-up call can demonstrate your continued interest and help you stand out from other applicants. This guide provides a framework for navigating the process, from when to call to what to do after the conversation ends.
Deciding When to Call
Carefully review the original job posting. Companies sometimes include specific instructions, such as a timeline for when they will contact candidates or a clear request for “no phone calls.” Adhering to these instructions is important, as ignoring them can reflect poorly on your ability to follow directions.
If the job description does not provide a timeline, a general guideline is to wait one to two weeks after the application deadline has passed. If there was no deadline, allow the same amount of time from the date you submitted your application. This gives the hiring team sufficient time to review initial submissions without you appearing impatient.
Timing your call during the day can also make a difference. Aim for mid-morning or mid-afternoon on a Tuesday, Wednesday, or Thursday. Mondays are often busy with weekend catch-up, and on Fridays, employees may be wrapping up their week or leaving early.
Preparing for the Call
Before dialing, identify the most appropriate person to contact. This is typically the hiring manager for the department you applied to, but could also be a recruiter or a general Human Resources contact. Check the company’s website or a professional networking site like LinkedIn to find a name and title.
Have all your relevant materials in front of you, including a copy of your resume and the job description. Being able to reference your qualifications and the role’s requirements will help you speak confidently. Also, keep a notepad and pen handy to jot down important information, such as the name of the person you speak with.
Prepare a brief, 30-second summary of who you are and why you are a good fit for the position. This “elevator pitch” should concisely highlight your skills and enthusiasm for the role. Be prepared for the possibility that the person you reach might ask you a few screening questions on the spot, so think through your core qualifications beforehand.
What to Say During the Call
When you connect with the right person, state your purpose clearly and professionally. You can begin by saying, “Hello, my name is [Your Name]. I am calling to follow up on my application for the [Job Title] position I submitted on [Date of Application].”
The main part of your conversation should be focused on reiterating your interest and politely inquiring about the status of your application. You could say, “I am very interested in this opportunity and wanted to confirm that my application was received. I was also hoping to ask about the general timeline for the hiring process.”
Conclude the call by thanking the person for their time, regardless of the information they provide. A polite closing, such as, “Thank you for the update, I appreciate you taking the time to speak with me,” leaves a positive and professional final impression.
If You Reach Voicemail
If your call goes to voicemail, leave a concise and professional message. State your full name, the specific job title you applied for, and your phone number clearly. A simple message like, “Hello, this is [Your Name] calling to follow up on my application for the [Job Title] position. My phone number is [Your Phone Number]. Thank you,” is sufficient. Avoid leaving multiple messages.
What to Do After the Call
Following the phone call, it is a good practice to send a brief thank-you email to the person you spoke with. This gesture reinforces your professionalism and reiterates your enthusiasm for the position. The email should be short, referencing your call and thanking them for their time and any information they shared.
Immediately after the call, take notes for your own records. Document the date and time of your conversation, the name of the person you spoke with, and any key details they provided, such as an expected timeline for decisions.
After you have made the call and sent a thank-you note, the follow-up process is complete. It is important to now wait patiently for the company to proceed with their hiring process. Calling again would likely be perceived as overly aggressive, potentially harming your candidacy.
Alternatives to Calling
If a job posting explicitly states “no phone calls” or if you feel uncomfortable calling, a follow-up email is a perfectly acceptable and often preferred alternative. An email provides a written record of your communication and allows the hiring manager to respond at their convenience. This method is a common way to show your continued interest without being intrusive.
When composing a follow-up email, use a clear and concise subject line, such as “Follow-up on Application for [Job Title].” In the body of the email, politely state your reason for writing, express your continued interest in the role, and ask about the hiring timeline. The structure should mirror a phone call, with a professional opening, a brief body, and a courteous closing.
Another subtle way to connect is by finding the hiring manager on a professional networking site like LinkedIn. Sending a connection request can be a soft touchpoint. However, avoid using the platform’s messaging feature to send a direct follow-up message unless it is your only means of contact. An email is generally the more appropriate channel for formal application follow-ups.