Once you have sent your resume to a prospective employer, wait about three days and then follow up with a phone call. This increases your chances of an interview.
This phone call is known as a ‘warm’ call, because you have already made contact—a ‘cold’ call is when you phone without any introduction.
Use the following steps as a guide when you make a warm call:
When the call is completed, record it on your ‘job leads’ sheet.
Step 1-Call and ask to speak to the recruiter
When you call, ask to speak to the relevant recruiter.
Receptionists, telephonists and personal assistants are often responsible for screening calls. Be upfront about why you are calling. Sell the assistant on your positive attitude, your courtesy and your efficiency. They might put in a good word for you to their employer.
If it seems appropriate, sell the assistant on your experience and skills, too. If they seem happy to talk, ask about the company, and whether they have any advice about the best way to pursue a position there.
If the recruiter you want is not in, or is unavailable, ask when you should call back. Try to establish a time when you would be guaranteed to reach them.
When you call back, ask for the person by name (‘Would you please put me through to Jack Hall?’) and, if it’s a large company, refer to their department too (‘Can I please speak to Jack Hall in the IT department?’).
You may be put through to the recruiter’s voicemail. If this is the first time you’ve called, leave your name, telephone number, and a brief message saying why you’re calling, and that you will call again later. Leaving your telephone number gives the person the option of calling you back, even though you will take the responsibility of calling again.
If you have tried repeatedly to reach the person with no success, leave a message saying that you:
- realise they must be very busy
- are sorry to bother them
- would still really like to talk to them about the position
- will only take a few minutes of their time
- look forward to hearing from them when it’s convenient for them.
Step 2-Use your skills statement
Assuming you do get through to the recruiter, do three things: greet them, give your name and explain why you are calling.
Then briefly tell them the skills, experience, interests and personal qualities you have. For example:
'Good morning, Mr Hall. My name’s Emma Cloyst. I sent you a resume at the end of last week. I was hoping you’d be able to use me in Premium Insurance’s IT department. Just to remind you, [use your skills statement here]…
‘Would there be a need for someone with my skills in your company at the moment, or are there any projects coming up where you could use me?'
Step 3-Ask for a meeting or a referral
After you've told the recruiter about your skills, the conversation could go in several directions.
The recruiter might ask you to tell them more. They might have some questions about your skills, abilities or experience in a certain job or company. Be ready to answer—have your resume and any other relevant papers on hand.
If the recruiter says there might be a position for you, say something like:
‘That’s great! I understand that you’re busy. But would you have a few minutes in the next day or so when I could come in and see you? Just so that we can meet and talk further about the position (or possible positions).’
If the recruiter says there are no openings at the company right now, you can do one of at least four things:
- Suggest a meeting anyway, to talk about possible future vacancies.
- Ask what this recruiter looks for in new employees for this company. Ask whether they think the skills you have outlined are compatible with the direction the industry is taking, and what they think you could do to be a more competitive applicant. For example: ‘I know you don’t have any vacancies at the moment, but what sort of skills will you be looking for when you do recruit?’
- Ask if you can send in your resume, and when would be a good time to call them again—this will depend on how often vacancies are likely to come up. Ask for an interview at that time.
- Ask for a referral or other leads. For example: ‘Do you know of any other companies in the area/industry who might be hiring people with my skills?’ If they do:
- take down the company’s name
- ask whether they know who you should contact there
- ask for permission to use this recruiter’s name when you make your networking call to the other company.
Whichever way you take the conversation, speak in a confident and energetic way; this might make the recruiter reconsider meeting you.
Write down all the details! If you do arrange a meeting, verify the address, and make sure you know exactly where to meet them. For example:
‘Wednesday the 15th at 2pm would be fine. Is your address still 398 Fullington Road? What’s the nearest cross street there? And do I need a Level number?’
Step 5-Thank the recruiter
Thank the recruiter for their time.
If you haven’t been successful in arranging a meeting, say something like:
‘Thanks very much for your time, Mr Hall. I hope you’ll keep my resume on file for future reference. I’ll be in contact again in a couple of weeks/closer to Christmas, just in case something comes up. Thanks again.’
If you have arranged a meeting, repeat the agreed time to check that you both have it right. For example:
‘Thank you, Mr Hall. I look forward to seeing you on Wednesday the 15th at 2pm.’
Restate your name if the recruiter did not ask for it during the conversation, in case they didn’t write it down when you introduced yourself. For example:
‘I look forward to meeting you on Wednesday at two. Should I go to reception and say you are expecting to see Emma Cloyst?’
If they have referred you to another company, you might say something like:
‘Thanks for your help and the referral, Mr Hall. I’ll contact Ms Coles at Mondo Enterprises tomorrow.’