Applying by phone

Your first contact with an employer may be on the telephone. This is your chance to make a good impression.

Hints and tips

Before you telephone, think about the following:

Be sure you are clear about the reason for making the call.
Write down the information you need e.g. the name of the person you would like to speak to, the department or the extension number.
Write a list of questions you may want to ask.
Have a copy of your CV ready as this may help you to answer some questions - look at our What is a CV? section.
Have a pen and paper handy to take notes.
Find a quiet place where you will not be disturbed.
Have a drink of water near you if possible, in case your mouth gets dry.

Be prepared to leave a message on an answering machine or ‘voice mail’

Leave your name, address and ‘phone number.
Leave the name of the person you are leaving the message for.
Say why you are calling.
Talk slowly and clearly.
Why not practice, speaking out loudly, before you make the call.

During the call

Keep calm. Before you start, take a deep breath and a drink of water.
Be polite and smile! This can help your confidence and you will sound friendly.
Don’t slouch – good posture will improve your breathing.
Speak slowly and clearly in your normal voice.
Don’t do other things while you are on the ‘phone. The other person will be aware of this.
Don’t be put off if the person you need to speak to is not available. Ask when it is convenient to ‘phone back.
Try to say more than ‘yes’ or ‘no’ to questions. Give as much information as you can.
Ask the person to repeat something if you are unsure what has been said.
Thank the person by name for their time at the end of the call.

Telephoning about an advertised vacancy

Make some notes before you phone and keep details of the vacancy in front of you.
Who do you want to speak to?
Which department are they in? Give the extension number if you know it.
What is the job you are interested in? Quote the reference number, if there is one. (The company may have more than one vacancy).
Where and when did you see the job advertised?
Write down any questions you still have.

What will happen next?

An employer will take your details and either send you an application form, arrange an interview or ask you to forward your CV. Be prepared to answer any questions about your relevant qualifications and experience.

Make a note of the date, time, place and the name of the person you will see if you are offered an interview. (Read this back to the employer to make sure you have written it correctly).

Make a note of any directions you need to get there.

Sometimes you have to apply for a vacancy by 'phone. This usually takes a few minutes. By doing this, the employer can:

hear how you sound
ask you a few questions
decide whether to offer you an interview

Use the points above to help you prepare.

Sometimes, an employer will want a more detailed interview on the telephone. If this is the case, the interview will take much longer and you would normally be sent out information in advance.