How to Call an Employer to Schedule an Interview

Have pen and paper handy to take notes during your call.

In a tough economy, being proactive gives you an advantage over other job seekers. One way to take the lead in your job search is to contact prospective employers to schedule an interview rather than passively waiting for a call that may never happen. By laying the proper foundation by submitting a well-crafted resume and cover letter ahead of time, your phone call to the hiring authority may well result in obtaining a coveted invitation to come in for an interview.

Things You'll Need

• Job description
• Resume
• Cover letter
• Company research notes
• Calendar
• Notepad and pen

Instructions

1. Call the company and ask if the hiring authority is available. If you're able to contact the hiring authority directly, inquire if this is a good time for a brief conversation before launching into your request for an interview. If you reach her assistant, ask if you can be put through immediately or if there's a more convenient time to call back. If you reach the hiring manager's voice mail, leave a brief message stating that you'll call back.

2. Remind the hiring authority of your earlier contact once you get her on the phone. If you're responding to an advertised opening, mention the job title, along with your letter and resume. Otherwise, briefly outline the contents of your cover letter and describe how your qualifications relate to the work of the company. Have your resume, cover letter, notes and the job listing in front of you for ready reference during your conversation, along with pen and paper.

3. Request the interview. Express your desire to discuss the position and your qualifications in person. Be prepared to suggest possible dates. If she declines your request, thank her for her time and ask for permission to stay in touch. Inquire if there are other people within the company that you should contact.

4. Follow up in writing. Send a note thanking the hiring authority for her time. If she indicated that she didn't have a copy of your resume, send another copy, along with your note. If she agreed to an interview, confirm the time and date for the appointment in your note.

Tips & Warnings

• Keep your call brief. Unless the hiring authority engages you in conversation, make your request and get off the phone.

• Try calling before 8:30 a.m., between 11:30 a.m. and 2 p.m., or between 5 p.m. and 6 p.m. You'll be more likely to reach the hiring authority directly at those times.

• Practice your call ahead of time so that you sound polished and professional.

• Keep a log of your job search efforts, including interview calls.

• Don't lie to a receptionist or assistant to have your call put through. The tactic may work once, but you may alienate someone who could otherwise be a valuable ally.

• If the job listing states "no calls" or instructs you to make all contact through the HR department, don't attempt this technique.

• Be persistent, but don't become a pest. Limit your requests to once every few days until you get through to the hiring manager or it becomes clear that you'll never be able to do so.

References

• Quintessential Careers; Phone Interviewing Dos and Dont's; Maureen Crawford Hentz
• JobStar; Make Contact With the Employer; Donald Asher