I. GETTING TO THE SOURCE

Experts in business communication will tell you that, next to public speaking, making a cold call strikes fear in the hearts of even the most seasoned executives. They call this phenomenon "telephone reluctance." To overcome this phobia, we've assembled a list of telephone tips. Review these points, plan your calls, practice what you are going to say and start dialing.

Note the name of person with whom you are speaking.

State your name and indicate that you would like to speak with the person responsible for hiring.

“My name is Chris May. I saw on the Internet that your firm offers wonderful entry-level sales positions. Is there a specific person who could tell me more about these positions? Good. That person's name, phone and fax number is? Does s/he have e-mail? Could you please connect me?”

or:

“Hello, my name is Chris May. I’m calling to inquire about potential or future sales associate positions. Is there a particular person to whom I could direct my resume? The correct spelling of his/her name is? Does s/he have an e-mail address? May I speak with him/her now?”

When Referred by Someone Else

It is often advantageous to be referred by someone else. If this is the case, immediately give the name of the person who suggested you call. For example, say:

"Hello, Ms. Smith. Joan Doer suggested I give you a call."

If the receptionist asks why you are calling, say:

"A friend of Ms. Doer’s suggested I give her a call."

When Calling Someone You Know

Sometimes using your telephone script will not make sense. If you were calling someone you know, you would normally begin with some friendly conversation before getting to the purpose of your call. Then, you could use your telephone script by saying something like this:

“The reason I called is to let you know that I am looking for a job, and I thought you might be able to help.”

There are many other situations where you will need to adapt your basic script. Use your own judgment. With practice, it becomes easier!

What if I get voice mail?

It is best to speak directly to the person on the initial call; however, many companies rely on the voice mail system. If it is apparent that voice mail is the only way you are likely to contact the employer, leave a short message detailing the purpose of your call and follow-up with a mailed resume.

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