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You may contact an organization directly by writing or telephoning places where you think you might like to work.
Phone Calls
When making a call your objective should be to talk to the person who is in the best position to evaluate your skills and abilities and who has the authority to hire you. Therefore, you should attempt to get past the secretary or the personnel officer (who in most cases does not have the final authority regarding hiring). Below are some suggestions for telephoning an organization. Use these suggestions only as a guideline—do not attempt to memorize the dialogue as it will only make your conversation stilted and ineffective.
Suggestions for Phone Calls
(Courtesy Linda Lansman, Association Placement and Guidance Service)
You may contact an organization directly by writing or telephoning places where you think you might like to work.
1. Decide which department head you wish to speak to before dialing.
2. Speak clearly.
3. Ask for the department head. If the receptionist asks what the call is regarding, respond:
a.“It’s personal,” or
b.“It’s to discuss a job possibility.”
4. Make sure you have the department head on the line, i.e., “Is this the supervisor of the department?”
5. If the supervisor is out or busy, ask for his/her name and find out when he/she will be available.
6. To the supervisor, introduce yourself and state your qualifications.
7. Ask for an appointment to discuss your skills further in person, i.e., “May I stop by and talk to you about my skills?’’
8. If the supervisor gives you an appointment:
a. Ask for a specific date and time (suggest a date and time if the supervisor does not do so).
b. Make sure you have the name of the supervisor.
c. Verify the location.
d. Thank the supervisor.
9. If the supervisor says: “Have you put in an application?’’
— If no: “No, but I was planning to do that when I came in to see you.’’
— If yes: “Yes, but I would like to meet with you in person,’’ or “Yes, but the application form does not really show all my skills.’’
10. If the supervisor says: “I don’t need anyone right now.”
Respond: “I would like to talk with you further about your organization and my skills should something become available in the future.”
11. If the supervisor says: “Where did you hear about our facility?’’
Respond: “I heard this was a good place to work,’’ or “Several alumni and professors at ____ suggested that I call.”
12. If the supervisor begins to ask questions as if interviewing over the phone: Respond by restating your desire to talk to the supervisor in person.
Direct Mail
The direct mail approach is defined as an unsolicited letter or a letter covering a resume sent to the decision maker of an organization where there may be a position opening. Your presentations should outline the type of position you seek and the educational experience, accomplishments, and personal characteristics that qualify you for this particular job. It is important that each letter—even if you are sending out the same letter many times—be typed and not xeroxed.
The most important factor in the direct mail approach is to find out the name of the decision maker and send it directly to that person. This way your correspondence will be reviewed by supervisors and administrators who know what immediate openings exist, which professionals are leaving, and what the near future needs of the organization will be.
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