A phone call to follow up after a job interview serves as a professional tool that can significantly elevate a candidate’s standing. While email is the default method for post-interview communication, a well-executed phone call showcases initiative and continued enthusiasm that can help an applicant stand out from the competition. This direct approach offers a unique opportunity to re-engage with the hiring team and reiterate your strong interest in the role. Successfully navigating this conversation requires careful timing, thorough preparation, and a precise script to ensure the message is professional and impactful.
When is the Right Time to Call?
The optimal moment to make a follow-up call is determined by the timeline the interviewer provided during your conversation. If the hiring manager stated they would be in touch within a week, you should wait until that full week has passed before initiating contact. Demonstrating respect for the process and the stated schedule is an important part of professional etiquette.
If the interviewer neglected to provide a specific decision timeline, a generally accepted waiting period is five to seven business days following the interview date. Calling too soon can be perceived as intrusive and impatient, potentially irritating a busy hiring team. Conversely, waiting longer than a week and a half without contact can signal a lack of genuine interest in the position. Careful timing ensures your call is seen as professional engagement rather than a pressure tactic.
Preparation Before Making the Call
A successful follow-up call relies heavily on the preparation done before dialing the number. Gather all the specific logistical information, including the exact job title, the date of your interview, and the full name and correct title of the person with whom you spoke. Having these details readily available prevents fumbling and ensures you project competence.
You should also have concise notes prepared regarding one or two accomplishments or skills discussed during the interview. Having them nearby allows you to quickly and smoothly reiterate your value if the opportunity arises. Always make the call from a quiet, professional environment and practice your opening lines to ensure a confident and clear delivery.
Essential Elements of the Follow-Up Script
The language used during the follow-up call must be professional, brief, and centered on understanding the next steps in the process. The conversation should begin with a clear and concise introduction that immediately establishes your identity and the reason for your call. A simple opening, such as, “I am calling regarding the Marketing Manager position I interviewed for with Ms. Smith on Tuesday, November 5th,” is effective and respectful of the recipient’s time.
Following the introduction, briefly reaffirm your strong interest in the opportunity and restate your fit for the role. This is not the time to re-interview or deliver a lengthy summary of your qualifications. Instead, mention a single, specific detail from the interview. This brief statement connects your value directly to a memorable point of discussion.
The final part of the script involves gently inquiring about the hiring status or updated timeline. Frame your question to focus on gaining information rather than demanding a decision. Ask, “I was hoping you could provide an update on the current timeline for the next stages of the hiring process,” or “Could you share when you anticipate making a decision regarding the role?”
It is important to maintain a tone that is polite and patient throughout the entire exchange, ensuring you never sound desperate or entitled to an answer. The goal is to gather information and leave a positive impression. Ending the call by thanking the person for their time and reiterating your availability concludes the interaction on a high note.
Strategies for Handling Different Outcomes
The approach you take depends heavily on who answers the phone when you call. If you speak directly with the hiring manager, keep the conversation extremely brief, delivering the core script outlined previously without elaboration. Be prepared for the possibility that they may not have an immediate update, and simply thank them for their time and the information they were able to provide.
When an administrative assistant answers, your strategy shifts to maximum politeness and minimal information sharing. State your name and the position you are calling about, then politely ask to be connected to the hiring manager. You should never attempt to extract a status update from the assistant, as they are rarely privy to the decision-making process and should not be put in an awkward position.
If you are redirected to voicemail, your message must be exceptionally concise, ideally under 30 seconds. State your name, the job title, and the date of your interview, and then briefly ask for an update on the hiring timeline. Clearly repeat your contact phone number twice—once at a normal pace and again slightly slower—before ending the message.
What to Do If You Receive No Response
If your initial follow-up call results in no contact or return message, wait approximately five additional business days before taking final action. This waiting period shows patience and gives the hiring team ample time to address your query amidst their other responsibilities. After this time has passed, a final, professionally worded email is appropriate to close the loop.
This closing communication, sometimes referred to as a “breakup email,” should state that you are assuming the company has moved forward with other candidates. Maintain a positive tone, thanking them again for their consideration and stating that you remain interested in future opportunities. This final message ensures you maintain a professional relationship and leave the door open for future roles without wasting further time waiting for a response.