Following Up via Phone and/or Email
Current practices in email and phone follow-up, highlighting the tools and strategies organizations use to maintain effective communication and build trust with employers.
Business Career Services Illinois
- Follow-ups are tailored to the employer’s preferences (email, phone, or text).
- The organization emphasizes prompt and reliable follow-up to build trust.
- Personal cell phone numbers are shared with employers for convenience when necessary.
This content is based on interviews or email correspondence with Deb Lawrence in 2024. This content was approved by the organization in March 2025.
Cara Collective
- Cara follows up with employers within 24 hours of initial meetings, sending personalized emails or handwritten notes that recap the conversation and outline next steps.
- Regular touchpoints with employers are established through biweekly, monthly, or quarterly calls to maintain alignment and address ongoing needs.
- The organization sends out regular updates to maintain engagement even when hiring needs are paused, such as sending updates or small tokens like coffee mugs.
This content is based on interviews or email correspondence with Tim Loeffler in 2025. This content was approved by the organization in March 2025.
Chicago Cook Workforce Partnership
Follow-up with employers is primarily handled by email. Depending on the urgency of the request, an employer can initiate a relationship with The Partnership and begin the hiring process within 30 days.
This content is based on interviews and/or email correspondence with Claudia Cattouse and Tonya Cody-Robinson in 2024. This content has NOT yet been signed off by the organization.
City Colleges of Chicago
- When initiating a relationship with an employer, the City Colleges of Chicago teams prioritize frequent communication. While the actual cadence may vary based on the needs of the employer, it is common to provide weekly communication updates to employers that indicate what has been accomplished and what the next steps are.
This content is based on interviews and/or email correspondence with Joachim Borha in 2024 and 2025. This content was approved by the organization in March 2025.
City of Chicago Department of Family and Support Services
- Follow-up practices are email-based, often informal and not systematically tracked. They consist of check-ins and satisfaction surveys.
- Feedback loops with employers are underdeveloped; DFSS relies on sporadic updates or partner reports for outcomes.
This content is based on interviews or email correspondence with Lisa Hampton, Chadra Lang, and Mark Sanders in 2024. This draft content has NOT yet been signed off by the organization.
City of Chicago Department of Planning and Development
- Follow-ups are conducted around application deadlines, with reminders sent by phone or email.
- Regular check-ins with grantees are performed to monitor progress and provide assistance.
This content is based on interviews or email correspondence with Lijia Evariz in 2024. This content was approved by the organization in March 2025.
Cook County Bureau of Economic Development
- The Bureau prioritizes consistent and timely follow-up as critical to maintaining employer trust and upholding the organization’s reputation as a reliable workforce development partner.
This content is based on interviews or email correspondence with Michael Thompson in 2024. This draft content has NOT yet been signed off by the organization.
Corporate Coalition
- Employer follow-ups are tracked in the recruiting tracker (an Excel spreadsheet).
- Immediately after an introductory call, employers receive the Fair Chance Hiring Overview, a two-page document explaining the program.
- Follow-up timing is structured, with an initial check-in email typically sent 1-2 weeks after the first conversation, then additional, periodic follow-ups (every 3-4 weeks) until a response is received or follow-up call is scheduled.
This content is based on interviews or email correspondence with Steph Dolan in 2025. This content was approved by the organization in April 2025.
Harper College
- After the initial employer meeting, a structured follow-up process includes sending meeting recaps, presentation slides, and next steps.
- Employers who show strong interest receive additional check-ins to discuss candidate resumes, hiring steps, and Department of Labor documentation.
- Ongoing employer engagement is maintained through email, phone calls, and site visits. A CRM system (Salesforce) is used to track follow-ups.
This content is based on interviews or email correspondence with Besa Sadiku in 2024. This content was approved by the organization in March 2025.
Illinois Division of Rehabilitative Services
- Follow-up emails after networking events or meetings typically include materials summarizing prior discussions, such as presentations, brochures, or meeting notes, and clarify next steps for collaboration or feedback on previous engagements.
- Updates on events, workshops, or new job opportunities are shared regularly.
- Application progress is monitored to provide updates to both employers and applicants.
- Engagement is maintained by offering value, such as invitations to job fairs or sharing resources.
- Continued engagement is pursued even if initial enthusiasm wanes.
This content is based on interviews or email correspondence with Biswa Phuyal in 2025. This content was approved by the organization in March 2025.
Mayor's Office for People with Disabilities
- MOPD executes regular follow-ups with employers after referrals are sent, including status updates on interviews and placements
This content is based on interviews or email correspondence with Lauren Hooberman in 2024. This content was approved by the organization in March 2025.
National Able Network
Northern Illinois University Workforce Policy Lab
- Apprenticeship specialists enter employer interactions into the Illinois WorkNet Navigator Tool, which integrates employer data from Dun & Bradstreet.
- A status-based follow-up system within Illinois WorkNet is used to track engagement and ensure consistent follow-ups with employers.
This content is based on interviews or email correspondence with Jennifer Foil in 2025. This draft content has NOT yet been signed off by the organization.
Per Scholas
- Biweekly follow-ups are conducted with high-priority employers, while frequent hiring employers may require weekly communication.
- Standardized messaging is not heavily utilized; follow-up methods are conversational and personalized based on employer needs.
- Emails summarize discussions, include tailored candidate profiles, and propose actionable next steps.
- Graduate profiles give employers key candidate details and a summary of their training.
- Communication and relationship management are tracked and organized using Salesforce.
This content is based on interviews or email correspondence with Kelsey Briggs-Dineen in 2025. This content was approved by the organization in March 2025.
RiseKit
- Immediately following an initial discussion or discovery session with an employer, an email is sent that highlights the topics discussed, the positions under recruitment, and the next steps.
This content is based on interviews and/or email correspondence with Josh Glantz in 2024 and 2025. This content was approved by the organization in March 2025.
Pyramid WorkWise Alliance
- Follow-up occurs within two business days of initial contact to maintain engagement.
- Emails summarize previous discussions and include actionable next steps.
- Employers are regularly updated about upcoming hiring events, training programs, and job candidate pools.
- A standardized email template ensures consistency in communication while allowing personalization for specific employers.
This content is based on interviews or email correspondence with Kelly Brown in 2024. This content was approved by the organization in March 2025.
scaleLIT
- Business Services teams at AJCs (American Job Centers) actively reach out to employers to gather information or invite engagement using cold calling or email follow-ups.
This content is based on interviews or email correspondence with Becky Raymond in 2024. This draft content has NOT yet been signed off by the organization.
World Business Chicago
- WBC does not use a formalized follow-up system. The organization relies on personal relationship management. Regular check-ins occur every 6-8 weeks with key employer partners to maintain engagement.
This content is based on interviews or email correspondence with Tana Francellno in 2024. This draft content has NOT yet been signed off by the organization.
Points of alignment
This section provides an overview of practices that are similar across organizations.
Each organization adopts a unique approach to follow-up communication, with many emphasizing timely responses to foster trust and strengthen relationships with employers.
Many organizations maintain regular contact with employers through recurring touchpoints, such as biweekly or monthly calls or meetings. These connections ensure ongoing alignment and provide a means to address emerging challenges.
- Some organizations have informal follow-up practices. Updates and reports are sent as needed.
