When you are Telephoning an Employer

Have with you:

  • Paper
  • Pen
  • Diary or Calendar
  • The advert and any reference number for the job
  • The name of the person you want to speak to, or the extension number you require

When the Phone is Answered

It is unlikely you will get through right away to the person you want to speak to. Often, calls are answered by a receptionist who will then transfer your call. So, when phoning you should ask for:

  • A person by name
  • Or a department
  • Or an extension number

Check you are speaking to the person you want. When the receptionist transfers your call, check you've got the right person:

Is that Peter Jenkinson?

Say why you are calling. This part really is worth preparing. Decide what you're going to say before you telephone.

Explain briefly:

  • The vacancy you are interested in
  • How you came to know of it

Be Prepared - with a 'personal telephone check card'. The other person may want to hear something about you. They may only want your name and address in order to send you information, such as an application form, but, be ready to talk about yourself.

In some cases you may have the chance to ask questions. You may want to store these on the back of your Personal Telephone Check Card.

Here are a few examples of questions you might want to ask:

What does the job involve?
When would I be required to start work?
What are the hours of work?
Is weekend work required?
Do you expect staff to work shifts?
What is the starting salary?
Is there any overtime?
What are the prospects of promotion?

Remember, it's most unlikely you would need to ask all of these questions or even get the chance to! What you ask will depend on what information is already in the advertisement and on the way the phone call develops.

Listen Carefully

  • Give the other person time to speak.
  • Listen carefully to what they say and take notes in case you forget e.g. time, place of interview.
  • Don't be afraid to ask the person to repeat something if you don't catch what has been said, or to spell out names which are unusual.

Telephone Problems

Think how you would cope with the following problems. There are some suggestions for you to consider.

  • A bad phone line: "I'm sorry, it's a very bad line. Could you please repeat that?"
  • Getting cut off: Don't be put off - phone back and explain you must have been cut off.
  • The person you want to leave a message with is not there or unavailable: "Could you tell Mr Jenkinson I phoned. My name is William Chiang. I'll phone again. Do you know when he will be free?"
  • Mishearing something: Always check what has been said. By repeating the key points back to the person you are speaking to, anything you've misheard can be clarified and confirmed.
  • Spelling a name: If the line is bad and you are trying to spell a name, use the international alphabet, e.g. A for Alfred; B for Benjamin, C for Charles, etc.

Confirm Details

At the end of the conversation, confirm anything you have agreed. (Read this back to the employer to make sure).

  • Correct address for attendance at interview.
  • Date and time of appointment and directions for location of interview.
  • If you don't already know it, get the name of the person you have spoken to.
  • Thank the person for his or her time.
 
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