It’s difficult to answer every phone call when you’re in a meeting, during a meal ️ , on a date , or in your comfort place .
But, these situations can be handled politely. Understanding and learning the appropriate way of dealing with missed calls can help you a lot.
So, how to respond to a missed call by text and email in the appropriate way so that the second person doesn’t feel awkward calling you next time?
Wait for the END to learn different ways to handle a missed call by text and email through this article with short and sweet missed call text reply samples and examples.
We’ve all been there. You’re in the middle of something and your phone rings. You see it’s an unknown number so you let it go to voicemail. Later, when you listen to the message, it’s a recruiter calling about a job opportunity! Now you’re wondering – what should I say when I return this call?
Returning a call from a recruiter or hiring manager can feel nerve-wracking. After all, they called about a job so it must be important. You don’t want to mess this up! When you return the call, you need to come across as professional, polite, and enthusiastic about the opportunity.
Here are some tips on what to say when returning a missed call about a job
Start by Thanking Them for Calling
When you return the call, start by thanking them for calling and apologizing for missing it. Something like:
“Hi Jane, this is John Smith returning your call. Thank you for calling me and I apologize for missing your call earlier.”
This shows that you have good manners and feel bad about not answering initially. It starts the conversation off on a positive note.
Briefly Explain Why You Missed the Call
After thanking them, you can briefly explain why you missed the call. But don’t go overboard with a long story. A simple explanation is fine, such as:
“I was in a meeting when you called so unfortunately I wasn’t able to pick up”
Or
“I apologize for missing your call. I was driving when you phoned and unable to answer safely.”
Keeping it brief avoids sounding like you’re making excuses.
Express Enthusiasm About the Opportunity
Next, pivot the conversation to the potential job opportunity. Express excitement about it so they know you’re interested. You could say:
“I’m really excited to learn more about this opportunity. I reviewed the job description and it seems like a great fit.”
Or
“This role sounds very intriguing. I’d love to hear more details about the position and the company.”
Conveying enthusiasm sets a positive tone and gets the discussion moving in the right direction.
Ask About Next Steps
Towards the end of the call, inquire about next steps in the hiring process. For example:
“What are the next steps after this call? I’m very interested in moving forward.”
Knowing the next steps demonstrates that you’re organized and want to actively pursue the opportunity. It also gives you clarity on what to expect.
Thank Them Again
Be sure to thank the recruiter or hiring manager again before hanging up. Express appreciation for their time and interest:
“Thank you so much for calling me about this opportunity. I look forward to continuing the process.”
Ending on a gracious note leaves a great last impression.
Follow Up With an Email
After the call, send a follow up email thanking them again and reiterating your interest. Include any next steps discussed so there’s documentation on both sides.
Sending an email shows extra care and provides a written record of what was agreed upon. It also gives you an excuse to share your resume, if you didn’t already.
What Not to Say
When returning a missed call about a job opportunity, there are also some things you’ll want to avoid:
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Don’t make excuses or overly apologize for missing the call. A simple “sorry about that” is sufficient.
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Don’t ask too many logistical questions about pay, benefits, etc. Wait for them to provide those details.
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Don’t act desperate or pushy about wanting the job. Be eager but professional.
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Don’t ramble or overshare irrelevant details. Keep the discussion focused on the role.
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Don’t mention other jobs you’re interviewing for. Keep the focus on this opportunity.
Additional Tips for Returning the Call
Here are some additional tips to keep in mind:
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Call back promptly – Return the call within 24 hours whenever possible. Don’t let too much time elapse.
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Have your resume ready – Before calling back, review your resume and refresh yourself on your background. You never know when they may ask you to walk through it.
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Take notes – Jot down important details during the call like next steps, names, and dates. Having notes prevents miscommunication.
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Find a quiet place – Return the call from a place with minimal background noise. You want to be able to have a clear conversation.
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Speak slowly and clearly – Since it’s a phone call, speaking articulately ensures you’re easily understood. Avoid mumbling or trailing off.
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Mind your tone – Pay attention to your tone of voice, which conveys just as much as your words. Sound confident, warm, and enthusiastic.
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Follow up in a timely manner – If they ask you to send additional materials, do so within the timeframe specified. Prompt follow up is key.
Don’t Panic!
While an missed call about a job opportunity can definitely make your heart race, don’t let it overwhelm you. Take a few minutes to collect your thoughts before returning the call. Have a glass of water and do some deep breathing.
When you call back, be professional, polite, and interested in learning more. Avoid sounding desperate or overly apologetic. Ask about next steps and express appreciation for their consideration. Follow up promptly with any requested items.
Returning a recruiter’s call with confidence and care will get the process off on the right foot. Stay focused on your qualifications for the role and convey excitement about the potential opportunity. With the right approach, a missed call doesn’t have to hold you back! You’ve got this!
How to Respond to a Missed Call by Text and Email Professionally?
The way you handle missed calls may give out the first impression. That’s why you need to learn proper business phone etiquette for handling missed calls.
You got to ease the worry people feel after they were unable to reach you on your phone.
If you missed a call, be thoughtful to respond as soon as possible with a brief explanation of why you were unable to answer the phone with a proper apology.
These are some of the protocols and standard words that are commonly used in various aspects of social life.
- Start by apologizing earnestly.
- Give proper reasons if necessary
- Begin to address their issues.
- Let them know you will call back later
- Give alternative ways or ideal times to communicate
Here are the different ways to respond to a missed call by text and email professionally.
Be it in a personal relationship or business relationship, if the person calls you it means they have been thinking of you. Let them know you value them and regret missing their call.
The proper apology will ease their worries and soothe their hurt feelings. You must attach the foremost apology while responding to a missed call by text.
An apology is conveyed for the inconveniences caused by not being able to answer their call right away.
Here are the missed call text message examples you can use:
“I’m sorry that I missed your call.”
“Sorry for not being available at that time.”
“I’m sorry that I couldn’t talk then.”
“I’m sorry that at that moment I was unable to take your call.”
“We are miserable for missing your call.”
If you’re truly sorry for missing their call, you should apologize through a good missed call message momentarily. If you miss someone’s call, it’s essential to respond quickly in both business and personal circumstances.
Read also:
How to respond to missed calls from a recruiter or job interview?
The best way to handle missed calls from employers or recruiters is to remain professional.
Here is an example of what you can say:
“Hello, this is [Your Name]. I’m sorry for missing your call earlier. I understand that you’re with [Company/Recruiting Agency] and wanted to discuss the [Job Position/Interview]. I apologize for any inconvenience this may have caused. Please let me know the best way to contact you and the most convenient time to schedule a call or a meeting. Thank you for your understanding and I look forward to speaking with you soon.
“Hi [Employer’s Name], this is [Your Name]. I’m sorry I missed your call earlier. Please let me know the best time to call you back, or if it’s more convenient, you can reach me via email at [Your Email Address]. Thank you.”
How to handle-Missed Calls. Communication Series. Part 1
What to do if you missed a call about a job opportunity?
Here are seven things you can say or do after missing a call about a job opportunity: 1. Mention that you listened to their voicemail A helpful tip to follow when you’ve missed a call about a job is to check for any voicemails that a recruiter may have left from their original call.
What to say if someone missed a call for an interview?
You can say I received your voicemail and wanted to call you back when someone has left a message on your phone’s answering machine. This is also a good example of what to say when returning a missed call for an interview. After all, stating that you wanted to call the other person back shows that you are interested in the role in question.
What should I do if I miss a call?
The voicemail might contain important instructions for communicating with the recruiter, such as their preferred method of contact and when they’re available. Consider returning the call that you missed in a quiet place that’s free of distractions.
What should you write after a missed call?
Another useful synonym to write after a missed call is “I’m returning your call. How can I be of service?” Again, this works best when contacting a client or customer. It shows that you missed the initial call, but you want to keep a positive working relationship with them. Here’s a great example showing you what to include in a return message:
