October 15, 2007 | Vol. XI, Issue 9

Follow-Up Phone Calls

You have carefully crafted your resume and cover letter and sent them off to the hiring partner or UF alumni in your targeted mailing. The next critical step is the follow-up phone call about two weeks after your mailing. You are calling to ensure that your letter reached the proper person. Additionally, busy legal employers get sidetracked and your call not only demonstrates your interest, but it can serve as a reminder to them of your availability. When planning your follow-up calls, it can be helpful to understand that:

• The worst times to call are Monday mornings (overwhelming) and Friday afternoons (people leave early).
• The best times to by-pass a secretary are before 9:00 a.m. and after 5:00 p.m. It is not uncommon for lawyers to answer their own phone before and after hours.
• It is better to ask for a good time to reach the person and call back then, rather than to just leave a message.
• In some organizations, you will be unsuccessful getting past the "gatekeeper" (secretary or assistant). It is vital to establish a good rapport with this person or you may never get through.
• Keep track of to whom you called and when, along with any information you gleaned.
• The best follow up phone calls begin with a written script.

Making the call: Be ready to enthusiastically state in a professional and articulate manner:
"Good Morning, this is Susan Johnson and I’d like to speak to Alice Sams."

When asked what it is in regard to, be prepared to explain:
"I’m calling to see if she received the letter that Ocala Bar President Jones suggested that I write."

When you reach your party, be concise and state why you are calling and carefully listen to the response. If they are positive or indicate interest, then use the opportunity to ask whether you could provide additional information or schedule an interview. If the response is less enthusiastic, politely ask what the anticipated hiring timeline is and thank them for their time.

Also, be prepared to sell how your qualifications meet the needs of the firm in one or two crisp sentences. Consider why a face-to-face meeting will be beneficial.

If you sent out a targeted mailing when no opening was advertised, be prepared if your target informs you that they do not have any openings. You will want to respond positively with a statement of interest, such as:
"I’d appreciate it if you could keep my resume on file as I am highly interested in working for your firm based upon what Susy Smith indicated following her summer clerkship last year."
OR
"Can you suggest other firms in the area who may need a law clerk as I am highly interested in gaining legal experience this summer?"

Another option is to try to parlay this conversation into an informational interview.
"I know how busy you are, but is there a time I could call back (or see you) and talk to you for 10 minutes to learn about your career path (or why you moved to the area)?"

Your script will prepare you and provide you with added confidence, even if you do not rely upon it. The essential step is to follow through and actually make the calls. You will find that after mastering that first call, the rest of the calls will be a breeze. Try it! We know you will be pleasantly surprised at the results of your follow up.

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