Phone and E-Mail Tips

Have the information from the job listing (i.e. job title, contact person, phone number, e-mail address, pay rate, location, etc.) in front of you when you make your call or write your email. If calling, also be sure to have pen and paper handy to jot down notes.

Here are some questions you may want to ask the employer:

• Where will the job be located?
• How do you get to the job site?
• Are there any special requirements?
• What tasks/duties does the job involve?
• How long will the job last?
• What is the rate of pay?

Ask to speak to the contact person, referring to him or her by either full name or title (Mr./Mrs./Ms./Dr.) and last name.

• Identify yourself.
• State the nature and purpose of your call.
• Answer the contact person’s questions and ask any questions that may be helpful to you.
• If appropriate, set an interview date and confirm the time, location, and date again before ending the call.
• Politely exchange closing remarks and thank the employer.

If the contact person is not available at the time of your call, leave a message. Whether your message is left with another person or on a voice mail system, remember to leave your full name, your phone number, the reason you are calling, and specific hours you can easily be reached.

• Put the job title in the subject line.
• Begin the e-mail as you would a business letter (e.g. Dear Mr./Mrs./Ms./Dr.). Going forward, the way the employer signs off on their email PLUS any titles included in their signature should be the way you address them.
• State the nature and purpose of your email.
• Give descriptive information about yourself relevant to the job in the form of a resume or summary of academic history, work experience, and skills.
• Ask any questions you have about the job.
• Give an email address and a phone number for the employer to respond.
• Politely close the email and tell the employer that you look forward to their response.

Remember not to use informal Internet jargon (i.e. “how r u?”) in your email and use appropriate spelling and grammar.

If you do not receive a response to your email within a week, it may be appropriate to send a follow-up email verifying that the employer received the first one.

The first call or email exchange is not only the first impression the employer has of you, it is also your first impression of the employer. Use this first contact as an opportunity to determine whether or not this job is a match for you.

• Does the job match your interests?
• Do the hours match your schedule?
• Will you be able to travel to the job site?
• Are you qualified to do the job?

Also use this first contact to help you determine whether this is an employer with whom you would like to work. Phone manner or writing style can be an indication of personality or professionalism.

Never feel that you must accept a position that does not interest you. Additionally, never disclose any personal information that isn’t necessary prior to your accepting a position (e.g. Social Security number or address). Identifying ethnicity, a disability, etc. should never be required when applying for a position.

DO:

• Speak slowly, clearly, and audibly.
• Be polite, courteous, and patient.
• Sound motivated and interested.
• Be personable.
• Use the contact’s name when appropriate.
• Listen attentively.
• Ask relevant questions.
• Write down important information.
• Use professional language and tone.
• Confirm the interview appointment before ending the conversation.

DO NOT:

• Eat, drink, chew gum, or smoke while on the phone.
• Rush the phone call.
• Use slang terms, derogatory language, or online jargon (e.g. lol, omg, how r u?).
• Use repetitive “space filler” sounds (e.g. uh, um).
• Interrupt while the contact person is speaking.
• Anticipate the contact person’s questions or responses.
• Be vague or unresponsive when asked questions.
• Slam down the receiver.