Submitting a job application often leads to uncertainty while candidates wait for a response. This passive waiting can feel unproductive, especially when a candidate is genuinely interested in the opportunity. Proactively following up by phone offers a high-impact method to move past the application stage and demonstrate engagement. This approach influences the hiring process and provides insight into the next steps.
Is Calling the Right Strategy?
Choosing a phone call over an email significantly shapes the perception of a candidate. A phone call immediately conveys confidence and initiative, traits highly valued by hiring managers. This direct communication helps a candidate stand out from the large volume of applicants relying solely on digital correspondence. A direct conversation often yields immediate information about the hiring timeline or process that an email exchange might delay.
The primary benefit of calling is the human connection it establishes, making the applicant feel less like a data point and more like a prospective employee. This personal touch creates a memorable impression, associating the applicant’s name with a voice and a proactive attitude. However, do not call if the job posting explicitly instructs applicants not to or to use email only for inquiries. Ignoring this directive demonstrates an inability to follow instructions.
When to Make the Follow-Up Call
Timing the follow-up call appropriately avoids appearing impatient or intrusive. The optimal period to wait after submitting an application or after the stated deadline is generally between seven to fourteen business days. This timeframe allows the hiring team sufficient time to complete the initial screening of applications. Calling too soon suggests a lack of understanding regarding the volume of applications a company processes.
To maximize the chance of reaching the intended contact directly, place calls during specific times of the day. Mid-morning, between 10:00 AM and 11:30 AM, or mid-afternoon, between 2:00 PM and 4:00 PM, are often the best windows. Placing calls during these times avoids the busy start of the day, common lunch hours, or the final rush before the close of business.
Essential Pre-Call Preparation
Thorough preparation is necessary before dialing to ensure the conversation is focused and professional. Start by carefully reviewing the job description and the company’s recent activities. Having a solid grasp of the position’s requirements allows you to speak with greater authority and purpose during the call.
Preparation involves several steps:
- Identify the specific person you intend to reach, typically the hiring manager or a designated HR contact, along with their correct title.
- Look up this information through the company website or professional networking platforms to ensure accuracy and avoid miscommunication.
- Gather all pertinent application details, including the exact submission date and any associated job identification number. These details simplify the search process for the person you speak with.
- Prepare two or three brief, specific questions focused on the hiring timeline or the next steps in the selection process, rather than asking about your application status.
Executing the Call: Navigating Gatekeepers and Delivering Your Message
Navigating the Gatekeeper
Reaching the intended contact often involves navigating a receptionist or administrative assistant, referred to as the gatekeeper. Maintain a polite and professional demeanor when speaking to this person. Clearly state your name and that you are calling to follow up on a recent job application for a specific role. Request to speak with the hiring manager by name, avoiding vague or demanding language.
The Core Conversation
If transferred, the conversation with the hiring contact must be brief and respectful of their time. Start by confirming their identity and thanking them for taking the call, then briefly reintroduce yourself and the position. Frame the purpose of the call as a simple inquiry into the typical hiring timeline or the next stage of the process. For example, you might ask when they anticipate completing the initial review of applications.
Keep your message concise, avoiding the temptation to launch into a detailed pitch about your qualifications. The conversation should focus on gathering information and expressing continued interest. Use a clear voice, a positive tone, and practice active listening throughout the exchange. Pay close attention to the details provided, as this information will dictate your future follow-up strategy.
Concluding the Call
If the person is unable to provide a timeline but offers a general update, accept the information gracefully and thank them for their time. Do not press for more details than they are willing to provide, as maintaining a positive, non-aggressive tone is paramount. Conclude the call by reiterating your strong interest in the specific position. Ask if there is a preferred method for a final follow-up, such as email, if you do not hear back by a certain date.
Handling Potential Outcomes
Leaving a Professional Voicemail
If the intended contact is unavailable, keep the voicemail brief and focused. State your full name, the specific job title you applied for, and the application submission date. Conclude with a polite request for a return call or an update on the hiring timeline. Ensure the message is under thirty seconds and maintains a professional tone, avoiding detailed personal information.
Receiving a Rejection
If the follow-up call results in an immediate or implied rejection, handle it with poise. If the contact indicates the position has been filled, respond gracefully and thank them for the clarity. Use this moment to turn the situation into a networking advantage by asking if they would consider keeping your information on file for future openings. Maintaining a positive professional relationship, even after a rejection, can sometimes lead to future opportunities.
Next Steps After the Conversation
Regardless of the outcome, the next immediate action is to send a brief, professional email to the contact. This email summarizes the conversation, thanks the individual for their time, and confirms any agreed-upon next steps or timelines. For instance, if they mentioned receiving an update next week, confirm that you will follow up then.
This written communication reinforces the professional impression made during the call and provides a paper trail. If the conversation did not yield a specific timeline, or if you left a voicemail with no return call, decide when to move on. If no further contact is made by the agreed-upon date, or within a week of the general timeline provided, shift focus to other opportunities.