Phone calls can feel intimidating, but they're often the most effective way to reach decision-makers. Here's how to prepare and execute successful calls.
Before you call
- Research the company thoroughly
- Know who you want to speak with
- Have your pitch ready (see previous guide)
- Prepare for common questions
- Have a pen and paper ready for notes
- Choose a quiet place to call
When to call
Best times are typically:
- Mid-morning: 10:00-11:30 (after people settle in)
- Early afternoon: 14:00-15:30 (after lunch meetings)
- Avoid: Monday mornings, Friday afternoons, lunch hours
Getting past the gatekeeper
If you reach a receptionist:
- Be polite and friendly
- State your purpose clearly
- Ask to be connected to the right person
- If they're unavailable, ask when to call back
- Get the direct number if possible
During the call
- Introduce yourself: Name and brief context
- Explain why you're calling: Looking for an internship
- Show interest: Why their company specifically
- Make your ask: Could we meet? Can I send my CV?
- Listen: Let them respond and ask questions
If they say no
Don't give up immediately:
- Ask if they expect to have opportunities in the future
- Ask if they know other companies that might be interested
- Ask if you can send your CV anyway for their files
- Thank them for their time
After the call
- Update your company list with what was discussed
- Send any promised materials immediately
- Follow up as agreed
- Reflect on what went well and what to improve
Key takeaways
- Prepare thoroughly before calling
- Call at optimal times (mid-morning or early afternoon)
- Be polite to gatekeepers – they can help you
- If they say no, still try to get value from the call