Why Excellent Phone Etiquette is Still Necessary

Phone etiquette plays a crucial role in the job search process. As a job seeker, you may find yourself communicating with potential employers, recruiters, or networking contacts over the phone. It’s essential to know how to conduct yourself professionally, as a single call could help you land – or lose – your next role.

Preparation is Key

First impressions matter. When you receive a call from an unknown number, always answer with a polite and professional greeting, such as:

“Hello, this is [your name].”

Avoid using informal language or slang, as it may give the caller a negative impression.

If you’re expecting a call from, or reaching out to, a potential employer, take the time to prepare in advance:

• Have your resume accessible. Keep a printed or digital copy nearby for easy reference.
• Research the organization. Understand their mission, services, and recent news to show informed interest.
• Know your talking points. Be ready to discuss your experience, ask thoughtful questions, and articulate your interest clearly.
• Check your environment. Choose a quiet, distraction-free space with strong reception.

Being prepared helps you speak with confidence, engage meaningfully, and demonstrate professionalism from the first hello.

Be Clear, Confident, and Considerate

Effective phone communication requires clarity, confidence, and full attention. Speak at a moderate pace, enunciate clearly, and project professionalism in your tone. Because body language isn’t visible, active listening becomes critical. Eliminate distractions, avoid multitasking, and focus entirely on the conversation.

Keep the following best practices in mind:

• Speak clearly and deliberately. Avoid rushing or mumbling; clarity builds trust.
• Project confidence. Use a calm, steady voice and avoid filler words like “um” or “you know.”
• Stay fully engaged. Give the conversation your undivided attention – no background noise, typing, or side tasks.
• Listen actively. Use verbal cues like “I see” or “That makes sense,” and ask follow-up questions.
• Be mindful of your tone. Friendly, respectful, and enthusiastic tones leave a strong impression.
• Take notes when needed. Jot down key points discreetly to reference later or include in a follow-up.
• Send a thank-you email. Follow up promptly after a phone interview or an important call to express appreciation and reinforce your interest.

Timing is Everything

Respecting someone’s time is a core part of professional phone etiquette. Whether you’re initiating or receiving a call, be mindful of the other person’s availability and schedule.

 Before and during the call, keep these points in mind:

• Start by asking if it’s a good time to talk. A simple, “Is now still a good time?” shows courtesy and sets a respectful tone.
• If it’s not a good time, reschedule. Offer to set a mutually convenient time and confirm the expected duration of the call.
• Stay aware of time limits. If you agreed to a 15-minute call, aim to wrap up within that window.
• If you need more time, ask. Politely check if they’re available to continue: “I know we’re near the end of our scheduled time. Do you have a few more minutes to continue?”
• Avoid assuming unlimited availability. Only extend the call beyond the agreed time if the other person explicitly agrees.

Messages Matter

If your call goes unanswered, always leave a voicemail. Never assume a missed call alone will prompt a return call – most people need context to respond.

Smile while speaking – your tone will sound warmer and more approachable. Keep your message short, professional, and informative. A clear structure helps ensure your message gets heard and understood. Use the following script as a guide:

• “Hi, this is [Your Name].”
• “My number is [Your Phone Number].”
• “I’m calling [Recipient’s Name] regarding [Topic or Reason for Call].”
• “Please feel free to return my call at your convenience.”
• “Again, my number is [Repeat Phone Number Clearly].”

Mastering the phone call is a powerful advantage for any job seeker. It allows you to project professionalism, demonstrate preparedness, and convey genuine enthusiasm – often before you ever meet someone in person. In a competitive job market, every interaction counts. A clear, confident phone conversation can leave a lasting impression and move you one step closer to your next opportunity.

At CBIZ Talent Solutions, your success is our success. We offer tips and tools to guide you through your job search and beyond. Want to browse current job openings? Follow us on LinkedIn to see who’s hiring.