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Communication with Employers

Below are some tips to help you communicate in a polished, professional way by phone, email or Skype.

General Guidelines for Communicating with Employers

Communicating with Employers by Phone

  • Speak professionally, clearly and with confidence.
  • Smile when you talk – it helps to make you sound more positive over the telephone.
  • Always be very polite with administrative staff and assistants.
  • Check and respond to all messages promptly (within 24 hours). You may need to call several times before you are able to connect with the employer.
  • If nervous, create a phone script.
  • Keep your call short and to the point. Always be prepared to take notes and have your schedule available in case they would like to arrange a meeting.
  • End your call politely by thanking the employer for their time and wishing them a nice day.

Communicating with Employers by Email

  • Use your Drexel email address, or a professional address (i.e., yourname@gmail.com).
  • Use professional business letter formatting, and avoid the use of colors, unusual fonts and emoticons.
  • Include a subject line. Do not use slang or short forms. Common short forms used when texting are unacceptable when emailing, and create a negative first impression.
  • Be precise and ensure your message is clear to the recipient.
  • Proofread and spell check your email before you hit send.
  • Check your email regularly and respond to new messages promptly.
  • Create an email signature with your contact information and a link to your portfolio (if applicable).

Sample Signature:

John Smith
Mechanical Engineering Student
Drexel University
215-555-1234
john.smith@drexel.edu
www.johnsmithportfolio.com

Contacting Employers to Schedule Interviews

Scheduling Interviews by Phone

If you are nervous speaking on the phone to an employer, it is always helpful to have a phone script ready in advance. Have your calendar ready, and a pen and paper for any notes.

Carefully read the interview instructions before you call. Ensure you know exactly who you are asking for and what the job entails. Research the company briefly online. Have an idea of where they are located and how you are going to get to the interview.

Keep in mind that many employers have multiple jobs in the system, so you want to be precise about the job title. Also, have your resume handy. You may be asked a couple of basic questions, so be prepared to speak briefly about your experience.


Sample Phone Script:

Hello Mr./Ms. _______. My name is __________ and I am a Drexel University co-op student. I received notice that I have been selected for an interview for the __________________ position with your company and I am calling to arrange a time to meet with you.

Book time and ask any questions you may have, such as:
Is there anything you would like me to prepare for the interview?
Where will the interview be held?
May I ask how many people will be meeting with me?

Listen carefully and take notes. Confirm the time by repeating it back to them.

I look forward to meeting with you on Tuesday at 10 AM. Thank you for your time. Have a nice day.


Voicemail

If the employer is not available, leave a concise message and state your name and telephone number slowly and clearly.


Sample Voicemail Script:

Hello Mr./Ms. _______. My name is __________ and I am a Drexel University co-op student. I received notice that I have been selected for an interview for the __________________ position with your company and I was calling to arrange a time to meet with you. I can be reached at (phone number). I look forward to your call. Thank you.


If they call you:

Some employers will be calling you to arrange a time. When you answer, sound professional by saying hello and stating your name. Only answer your phone when you are in a quiet place and have time to talk. In case you miss a call, ensure that your voicemail message is professional and clearly identifies you. While you are waiting for these calls, make sure you have pen and paper handy at all times, as you never know when they might call. Return any employer phone calls promptly.

Scheduling Interviews by Email

Read the instructions carefully. Many employers ask for specific details in the subject line of the email, so be certain to follow those. If there are not any instructions, put the job title and the words “Drexel University Co-op Interview” in the subject line.


Sample Email:

Subject: Drexel University Co-op Interview – ________________ Position

Dear Mr. / Ms. ____________:

I am a Drexel University co-op student and I received notice that I have been selected for an interview for the _____________ position with (company name). I am excited by this opportunity and look forward to learning more about your company.

I am writing today to arrange a time and location for the interview.

You may want to give some availability here. For example, if there are days when you know you are simply unavailable, you may want to state something such as:

I am available any weekday with the exception of Wednesdays, and would be happy to meet at your convenience.

Alternatively, you could provide a link to an online calendar, such as Google, Outlook or Doodle, which allows the employer to view all your available times and select one right away.)

I can be reached at this email address, or by phone at _____________. Thank you for your time.

Best,

John Smith
Mechanical Engineering Student
Drexel University
215-555-1234
john.smith@drexel.edu
www.johnsmithportfolio.com


Skype Interviews

Prepare for a Skype interview as you would an in-person interview by practicing questions, reviewing the job posting and researching the company. There are additional factors you will want to consider for an interview on Skype:

Before the Interview

  • Ensure you have a quiet place to talk. Choose a room away from street noise, roommates and pets. Turn off the television, radio and any other media devices that may distract. Silence your phone, but have it nearby in case they call due to technical issues.
  • Test your sound and video with a friend well in advance of the interview so you have time to resolve any issues.
  • Double check the time of the interview and ensure you have accounted for any time differences.
  • Check the lighting and ensure the picture quality is good. Select a spot in front of a blank wall, so the interviewers will not be distracted by what is behind you. Tidy any clutter that may be visible to the interviewers.
  • Ensure you are logged on early and that they have your user name (which should be a professional user name).

During the Interview

  • Once the call goes through and they can see and hear you, smile, say hello and thank them for meeting with you.
  • Know the names of the people who will be interviewing you and use their names when addressing them.
  • Give yourself time to answer the questions. There can often be a small delay on Skype, so pause, smile and then answer the question.
  • Have all the same items you would have for a phone interview (paper, pen, glass of water, copy of resume) beside you, but out of sight.
  • Focus only on the interview. Do not have other windows open, or have anything going on in the background.
  • Dress professionally. Sit up straight. Look directly into the camera. Smile.
  • At the end, thank them for their time. Within 24 hours, send a thank you email.

Phone Interviews

Prepare for a phone interview as you would an in-person interview by practicing questions, reviewing the job posting and researching the company. There are additional factors you will want to consider for an interview over the phone:

  • Ensure you have a quiet place to talk, with no possible interruptions from roommates, family, pets or street noise. Turn off all electronic devices.
  • Do not eat, smoke or chew gum while you are speaking with the employer.
  • A cell phone is acceptable for a phone interview, but it is preferable to use a land line when possible. Turn off call waiting.
  • Answer the phone professionally by identifying yourself.
    For example: “Good morning, John Smith speaking.”
  • Be prepared. Have your resume in front of you, plus a list of questions you have for them. Have a pen and paper ready in case you need to take notes. Have a glass of water in front of you in case you need it.
  • Smile while you speak. Smiling helps to make you sound positive and upbeat.
  • End the phone call on a positive note by thanking them for their time and wishing them a pleasant day.
  • After the interview, send a thank you note within 24 hours.