Module 6-Employment communication (Refer text book by P.

D Chaturvedi)
What is employment communication?
Employment communication is a mode of communication used for employees but
specifically for accepting applicants for a job. It includes application letter, follow-
up communications, interview and resumes.
Types of employment communication
• Job enquiries: It refers to the queries made by candidates or job seekers
about the availability of vacant positions for specific job roles with respect
to an organization. Thus based on the job enquiries received a firm may be
able to get skilled profiles of candidate matching their requirements.
• Job application: A job application may be regarded or considered as a
request letter written by a candidate or a job seeker asking the employer to
consider his profile for a suitable vacant position in the company. It includes
the basic information of the candidate such as his personal details,
experience, skills and competencies possessed, qualification etc.
• Cover letter: It is a letter that is usually prefixed to a C.V or resume. A
cover letter generally provides a basic introduction about a candidate’s
profile. It is the letter that is generally used a medium by the candidate to
market his profile to the employer. It includes the most vital information that
generally creates an interest in the employer. The details will be concerned
to the years of experience in relevant domain, highest qualification, skills,
achievements made etc.
• Curriculum vitae or resume: It is a document that describes a job seeker or
candidate in detail. A resume or C.V is generally suffixed to a cover letter
and sent to the employer. It includes the information such as the objective of
the candidate or job seeker, work experience, skills and competencies,
achievements, personal details, certifications undergone by the job seeker
etc. thus it gives the complete and detailed information about a candidate.
• Interview letter: It is also called as a call letter. An interview letter or call
letter is an invitation offered to the candidate or job seeker to come and
attend the interview with the employer on a specific day. This will provide
more clarity about the candidate to the employer.
 • Reference letter: It is also called as a recommendation letter. This letter is
used by an employee of a company to recommend a suitable candidate for a
specific job role in the company. The reference letter provides the qualities,
skills and competencies that the candidate has and justifies why the
company has to hire him.

Contents of a job application:

• Candidate name with date
• Employer name with address
• Subject
• Salutation
• Body
• Complimentary close
• Signature
• Enclosures
Types of job application
• Solicited job application
• Unsolicited job application
The main difference between a solicited application letter and an unsolicited one is
whether a company receiving the letter announced a job opening or not. If a
company announced an opening, the letter is considered solicited because it was
requested. However, if a company had not asked for applications, the letter is
considered unsolicited.
A solicited letter is used if a person is applying for a posted job advertisement. On
the other hand, an unsolicited letter is used when a job seeker is applying for
possible vacant position in a company, hoping that they will hire him.
C.V:
 Course of life
 More Detailed
 General talent
 Fresh graduates
Resume:
• Basic Summary
• One page
• Highlight specific skills
• Experienced Professionals
Bio-data:
• Biographical data
• Old Fashioned
• Specific format
• Mostly used in India
Writing C.V’s
• Personal information
• Education
• Work experience
• Activities
• Other information
Cover letter
What is an Interview?
“An interview is a procedure designed to obtain information from a person’s oral
response to oral inquiries”.
By: Gary Dessler
Structure of Interview:
• Opening or beginning
• Body
• Closing

Types of Interview:
• Preliminary interview: A preliminary interview is an initial interview that
the employer conducts for a candidate in order to collect the most basic
information about a candidate. These preliminary interview are generally
done through a telephone call, video call, sending a mail with some pre-
defined questions to the candidate.
• Informal interview: The interview is kept more open and the
intention of the employer is to know more about the candidate.
Therefore the candidates stress level and anxiety is relatively less in
such type of interview. The employer may give a brief description
about the interview and the further rounds of the interview, basic
details of the company etc. to the candidate.
• Unstructured interview: This kind of interview is not having any
pre-defined questions to be asked by the employer to the candidate.
The interview is kept more open to the candidate and the candidate is
given an opportunity to make a detailed description about his profile
to the employer. Therefore such interviews generally makes the
candidate to be stress free and speak openly with the employer.
• Core interview: Such type of interview is generally conducted with the
intention to know about the candidate in detail. The questions related to the
requirements of the job and the candidates experience in relevant job
domains are raised by the employer.
• Background information interview: A background interview is
generally conducted in-order to know about a candidates background
details such as the current salary drawn, current job role, current
employer, a few personal details of the candidate’s family etc.
• Stress interview: This kind of interview is organized with the motive
of putting the candidate into a stressful situation. Therefore the
employer checks whether the candidate can work under pressure or
stressful situation. The interview panel members tries to disprove and
disagree to the response given by the candidate for specific questions.
The candidate faces several questions raised by the panel members at
the same time.
• Formal and structured interview: This type of interview is of a
formal nature. The questions to be asked to the candidates are well
planned by the employer. A prior intimation will be given to the
candidate on which day the interview is going to be organized. The
candidates have to answer to the questions as per the expectation of
the employer in-order to get selected.
• Panel interview: This interview is usually accompanied by a panel of
experts in the company. The candidate faces the queries from the
panel of experts at the same time. The experts will be specialized in
their own domains and therefore can ask well specific questions to the
candidate to access his or her skills in detail.
• Group interview: A group interview is generally done especially
when the applicant pool to be interviewed is very large. Therefore in-
order to save and manage time effectively the employer may make
group or batches of candidates to be interviewed. Aptitude tests, group
discussions, computer tests etc. are the few examples for group
interview.
• Job and probing interview: This kind of interview requires the
candidate to prove his knowledge, skills and competencies he has on a
job to the employer. For example: A sales executive applying for the
same position in a different company may be asked to sell a product
back to the employer as a demonstration. Therefore if the candidate is
able to convince the employer then he may get hired by the employer.
 • Depth interview: A depth interview is made to know the candidates
competencies and skills possessed in detail. Therefore the employer
may take at least half an hour to 45 minutes for each candidate to be
accessed in detail. Queries related to the candidates current role with
the employer and his knowledge on the applied job is tested here.
• Decision making interview: This kind of interview is usually made at last
where the candidate faces the management members of the organization.
Here certain decisions related to the candidates expected salary, probable
date of joining, notice period etc. are discussed and finalized and thereafter
an offer letter may be issued by the employer to the candidate.
Preparing for a job interview:
 Consider yourself as a product.
• Know about yourself (your personality).
• Research about the Organization.
• Research about the competing organization.
• Practicing interview questions.
• Questions to ask to the Interviewer.
• Dressing for success.
After the interview:
• Think of the questions asked by interviewer for future purposes.
• Revaluate your resume.
• Send thank-you note or e-mail to the interviewer
Conducting yourself during the interview:
• Entering into the interview room.
• Wait for the interviewer’s reaction.
• Don’t talk what you have done.
• Talk about what you can do.
• Be confident.
• Maintain proper eye contact in a positive manner.
What is etiquette?
Etiquette is a code of behavior that delineates expectations for social behavior
according to contemporary conventional norms within a society, social class, or
group.
Introduction:
 Introduction protocol.
 Junior is introduced to senior.
 The rule is to say important person’s name first. Add a few words about that
person. If you forget someone’s name during an introduction, don’t panic.
 Look the person directly in the eye and with a sincere smile, say “I’m sorry,
but your name just slipped my mind. Could you remind me?”
 Stay around till both the parties start speaking.
 Failing to introduce people in a business situation makes you look downright
unprofessional.
 Always rise as a mark of respect. • Look into the eyes and smile.
 Give a firm handshake.
Handshake:
Handshake is a gesture of acceptance and welcome.
 Extend your right hand.
 Web to web, finger to finger.
 Give slight pressure.
 Grasp the other person’s hand firmly and completely.
 Look into the eyes and smile.
 Release the hand in three seconds.
 But no matter what, never, ever refuse to accept someone’s hand.
Dining etiquette:
• Be on time.
• Wait to sit until host/hostess indicated the seating arrangement.
• Stand on the right side of your chair and enter from your left.
• Put your napkin in your lap.
• Decide on your menu selections quickly.
• Never order the most expensive item.
• Wait for all people to be served before beginning.
• Know which silverware to use with which food.
• Wait until everyone has been served before you begin to eat.
• Salt/Pepper pass together.
• Generally pass food to the right.
• Don’t eat with your mouth full.
• Keep one hand in your lap unless you are eating
• European style.
• Remove anything from your mouth with the same implement that it went
in with (except bones).
• Eat at a moderate speed.
• Try to maintain some polite dinner conversation.
• Never medicate yourself at the table.
• If you must leave the table, place your napkin in your chair.
Meeting etiquette:
• Value time.
• Acknowledge introductions.
• Keep your phone at bay.
• Speak up to the ears.
• Avoid swear words and vulgar references.
• Poor communicating skill is not professional.
• Avoid personal questions during first meeting.
• Whoever gets to the door first should open it and hold for others who are
following.
Cubical etiquette:
• Never enter someone's cubicle without permission.
• Announce yourself at their doorway or lightly knock on the wall.
• Post a sign or flag at your cube entrance to signal when you can be
interrupted.
• Don't peek in as you walk past each one.
• Don't loiter outside someone's cube while you wait for him or her to finish a
phone call.
• Never read someone's computer screen or comment on conversations you
overhear.
• Keep your hands off others desk.
• Avoid eating meals.