The period following a job interview often generates uncertainty about the appropriate method for checking in with the hiring team. Deciding whether to call after an interview requires understanding communication norms and assessing the specific context of the hiring process. This guide explores when a phone call is appropriate, how to time it effectively, and what to say to maintain a positive, professional impression.
Standard Follow-Up Etiquette
The universally accepted first step after an interview is the written thank-you communication, typically sent via email. Sending this message within 24 to 48 hours is considered timely and keeps the applicant top-of-mind without being intrusive. Written correspondence is preferred because it provides the interviewer with a permanent record of the candidate’s enthusiasm and allows the hiring manager to review the message and respond at their convenience, respecting their demanding schedule.
A concise thank-you email offers the chance to reference a specific point from the conversation, reinforcing engagement and suitability for the role. This quick, formal communication serves as a professional acknowledgment and a way to reiterate interest immediately after the meeting.
Deciding If a Phone Call is Necessary
A phone call is generally reserved for situations where the standard email follow-up has not yielded results or when the hiring process has deviated from the established timeline. It is usually best to wait until at least one to two weeks have passed since the interview before initiating a call, especially if no decision timeframe was provided.
It is appropriate to call if the hiring manager promised an update by a specific date and that date has passed without any communication. A call is also justifiable if a candidate receives an offer from a different company and needs to check the status of the current application quickly.
Conversely, a phone call is inappropriate if the interviewer explicitly stated “no calls” or requested all follow-up communication be directed through a specific email address or recruiter. Calling the very next day after the interview is also ill-advised, as it can appear overly anxious and may interrupt the manager’s schedule while they are still interviewing other candidates.
Timing Your Call for Maximum Impact
The primary rule for making a follow-up call is to wait until the decision timeframe provided by the employer has clearly elapsed. If the interviewer indicated a two-week timeline, the call should occur a few days after that two-week mark to account for common administrative delays. If the hiring team did not provide a specific timeline, waiting between one to two weeks after the interview before calling is a reasonable approach.
Timing the call during the workday is also important to maximize the chance of a direct conversation. Mid-mornings, such as Tuesday through Thursday around 9:00 a.m., are often considered the optimal window for reaching busy professionals.
Calling on Monday is often problematic because managers are typically dealing with weekend backlog and meetings. Late Friday afternoons should also be avoided, as employees are generally winding down their week and are less receptive to taking unscheduled calls.
What to Say During the Interview Follow-Up Call
The goal of the call is to politely check the status of the hiring process and reaffirm genuine interest, not to demand an immediate answer. If the interviewer answers, begin with a brief introduction, stating your name, the position you interviewed for, and the date of the meeting. Refreshing their memory with these details is often needed, as hiring managers speak with numerous candidates.
After the introduction, express gratitude for their time and mention a specific detail from the interview you enjoyed discussing, which demonstrates engagement. The core purpose of the call should be a professional inquiry about the hiring timeline and next steps in the process. Conclude the conversation by offering to provide any additional information or references they might need. Maintain a professional, confident, and concise tone throughout the call.
Handling Voicemail, Gatekeepers, and Non-Response
If the call goes to voicemail, prepare a brief and concise message that includes your name, the job title, the date of your interview, and a clear call to action. The voicemail should reiterate your interest and politely ask for an update, ensuring you leave your phone number clearly at the end. Avoid leaving multiple voice messages in quick succession, as excessive calling can be counterproductive.
When an administrative assistant or gatekeeper answers the phone, maintain a polite and professional demeanor, as they are often the first line of communication. Confidently ask for the hiring manager by name, being vague about the purpose of the call if necessary, to avoid being screened.
If the gatekeeper insists on taking a message, politely ask when the manager might be available for a brief chat, sometimes declining to leave a message and choosing to call back later. If multiple call attempts over a period of two to three weeks result in no response, it is generally time to send a final, formal email follow-up or shift focus to other opportunities.