How to phone an employer about a job

Is it okay to phone an employer after you apply?

Yes, as long as the advert does not ask you not to, a short and polite call is a normal part of applying for work.

Read the advert again before you pick up the phone. Some say "no phone calls" or "only shortlisted candidates will be contacted". If it says that, respect it and do not call. A call the employer asked you not to make does you more harm than good.

If the advert gives a name and a number, that is an open door. A call shows that you really want the job, and it lets the person put a voice to your CV. It is also a chance to check that your application arrived, which matters more than people think when a CV goes into a busy inbox.

How long should you wait before you follow up?

Wait until a few days after the closing date, or about a week after you applied if the advert has no closing date.

Calling the day after you apply is too soon: nobody has read the applications yet. Waiting a month is too long: the shortlist may already be done. Write down the date you applied and the date you plan to follow up, so it does not slip. A simple list works: the company, the date you applied, and the date you will follow up.

Choose a sensible time of day. Mid-morning is usually calmer than first thing, and late on a Friday afternoon is rarely a good time to reach anyone.

Before you dial

1. Have the advert in front of you: the job title, the reference number if there is one, and where you saw it.
2. Have your CV next to you, so you can answer a question about it without guessing.
3. Find somewhere quiet. Not a taxi, not a busy shop, not with the TV on.
4. Make sure you have airtime or data for the whole call, and enough battery.
5. Write down the two or three things you want to say. Nerves make people forget, and a note fixes that.
6. Keep a pen ready to write down the name of the person you speak to.

Never give your ID number, bank details or a password to someone on a call about a job, and never pay to be considered. A real employer does not need any of that before an interview. How the Career Office looks after your own information is on our privacy page.

What to say when you phone

Keep it short. Say who you are, which job you applied for and when, and ask one clear question. The 30-second introduction in the Career Office scripts is a good start: your name, what you have just finished, and the work you are looking for. Practise it out loud until it sounds like you talking.

Then stop and listen. If they say it arrived and they are still sorting through applications, thank them and ask if you may check in again in a week or two. Write down the name of the person you spoke to, and use it next time.

If you get voicemail, leave a short message with your name, the job, and your number said slowly, twice. If nobody answers, a short email or WhatsApp message (if the advert gives a WhatsApp number) is a fine next step. One follow-up is polite. Calling every day is not.

Some people phone to ask whether a post is still open before they apply. That is fine too: give your name, name the job and where you saw it, and ask whether they are still taking applications and how they would like to receive them.

Following up after an interview

The follow-up starts before you leave the room. When the interviewer asks if you have any questions, one of the scripts gives you a good one: "When can I expect to hear back from you?" Now you know when it is fair to call.

At the end, thank them for their time, and send a short thank-you message the same day (the free templates page has a thank-you note you can fill in). The Career Office programme's module on following up gives the same advice: send the thank-you note, then check in after a few days by email or with a call to ask whether there is any news.

Can you ask why you did not get the job?

Yes, you can politely ask for feedback, but the employer does not have to give it, so take whatever you get as a bonus.

Keep the call calm and short. Thank them for the chance, then ask one question: "Is there anything I could do better at my next interview?" Do not argue with the decision or ask them to change it. Some employers will tell you something useful, others will say they cannot comment. Either way, you leave a good impression with someone who may advertise again.

It is normal to feel disappointed. Give yourself a moment, then write down what you learned and move on to the next application.

Questions people ask

Is it better to phone or email?

Use what the advert asks for. If it gives a phone number, a call is more personal and you get an answer straight away. If it only gives an email address, follow up by email.

What if they say the post is filled?

Thank them, and ask if you may send your CV for anything similar in future. Then put your energy into the next application.

How many times should I follow up?

Once after you apply, and once after an interview if you have not heard by the date they gave you. More than that starts to work against you.

I get very nervous on the phone. What can I do?

Write down what you want to say, practise it out loud, and smile while you talk. It is normal to feel nervous, and short and clear is better than long and polished.