Sample Scripts/Phone Etiquette for Making a Contact

Basic tips:

• When you call your contact, be confident, friendly, and energetic.
• Use a pleasant tone of voice and try not to sound rushed, even though you might be nervous.
• Use the person's name when you speak with them.
• Call early in the morning, in the middle of the week. Avoid Mondays and Fridays, lunch hours or late in the day.
• Be swift and to the point.
• Remember, your first contact may be with a secretary...always be polite.
• Explain your purpose in calling.
• If the contact isn't available, find out the best time to call. In general, you should not ask them to call you.
• Know what you want- to meet in person or talk on the phone.
• Be prepared to go ahead with the full informational interview. Your contact might be free when you call. Have a 30-second introduction prepared about yourself that will describe your background.
• Have your list of questions ready. Keep your resume handy and refer to it when appropriate.
• It's OK to leave 2 or 3 messages with the contact, but if you get no response, let it go.
• If you set up an appointment or phone interview more than 5 days away send a confirmation e-mail.
• Be sure to follow up any conversation.
• If you are asked to call at a particular time, do so. If you're asked to send an e-mail, do so. If you say you'll be somewhere at a particular time, be there. You get the idea.
• Send a thank you note after your conversation, regardless of whether it was by phone, e-mail, or in person.

Sample script to set up a meeting:

Hello, Dr. Miller, my name is Jane Smith and I am a junior chemistry major at Dickinson. I obtained your name from the Dickinson Works programs. I will be in the Philadelphia area March 15-18th and would like to schedule a meeting with you to gain more insight into your research at work at the University of Pennsylvania. I was wondering if we could meet for about 20 minutes, or if you'd like to have lunch.

Sample script to set up a phone informational interview:

Hello, Ms. Smith? I am an English major at Dickinson, and Prof. Jones suggested I contact you because I'm considering a career in publishing. I can't come to New York now, but would it be possible to have 15 minutes of your time to talk about careers in the publishing field? Would this be an all right time to speak or would you like me to call you back? When would be most convenient?