L16 Applying and Interviewing For Employment

Excellence in Business Communication
Thirteenth Edition, Global Edition
Chapter 16
Applying and Interviewing

for Employment
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Learning Objectives
16.1 Explain the purposes of application letters, and describe
how to apply the AIDA organizational approach to them.
16.2 Describe the typical sequence of job interviews, the major
types of interviews, and the attributes employers look for during
an interview.
16.3 List six tasks you need to complete in order to prepare for a
successful job interview.
16.4 Explain how to succeed in all three stages of an interview.
16.5 Identify the most common employment messages that
follow an interview, and explain when you would use each one.

Submitting Your Résumé
(LO 16.1) Explain the purposes of application letters, and
describe how to apply the AIDA organizational approach to
them.
Supporting materials include:

• Application and job-inquiry letters
• Application forms
• Follow-up notes

Writing Application Letters (1 of 2)
• Application letters (cover letters)

– Three goals:
1. Introduce your résumé.
2. Persuade an employer to read it.
3. Request an interview.

Writing Application Letters (2 of 2)
• Resist the temptation to stand out with gimmicky application letters.
• Address your letter to the hiring manager.
• Clearly identify the opportunity you are applying for.
• Show that you understand the company and its business challenges.
• Explain employment gaps from your résumé.
• Keep it short—no more than three or four brief paragraphs.
• Show some personality while maintaining a business-appropriate tone.
• Don’t just repeat information from your résumé
• Be sure to adapt each letter to a specific job opening.

Getting Attention
• Two important tasks to accomplish:
1. Clearly stating your reason for writing
2. Give the recipient a reason to keep reading
• Building Interest and increasing desire
– Strongest selling points
• Motivating action
– Two functions:
1. Ask reader for a specific action.
2. Facilitate a reply.

Checklist: Writing Application Letters

Following Up After Submitting a
Résumé (1 of 2)
• Deciding if, when, and how to follow up after submitting

your résumé and application letter
1. Communicate Professionally
2. Follow Employer’s Instructions
3. Observe Job Posting’s Close Date

Following Up After Submitting a
Résumé (2 of 2)
• Think creatively about a follow up message
– Questions to ask:
▪ Has a hiring decision been made?
▪ Can you tell me what will happen next?
▪ What is the company’s time frame?
▪ Could I follow up in another week?
▪ Can I provide additional information?

Understanding the Interviewing
Process
(LO 16.2) Describe the typical sequence of job interviews,

the major types of interviews, and the attributes employers
look for during an interview.
• Employment interview:
– Meeting in which you and the prospective employer
ask questions and exchange information

The Typical Sequence of Interviews
1. The Screening Stage
– Filter out applicants.
2. The Selection Stage

– Show keen interest in the job.
3. The Final Stage

– You may receive a job offer.

Common Types of Interviews and
Interview Questions
• Structured
– Interviewer asks questions in a fixed order
• Unstructured
– Doesn’t follow a predetermined sequence
• Panel
– Answer questions from two or more interviewers
• Group
– You and several other candidates meet with one or
more interviewers at once

Behavioral Interview Questions
• Behavioral questions.
– Tell me about a time (situation that you have resolved)
– Describe your last high-stress project
– Explain how you resolved a communication breakdown
– Tell me about a mistake you made
– Tell me about an important goal
• STAR (Situation/Task/Approach/Results)

Situational, Case, and Stress Interviews
• Situational interview:
– Focuses on how you would handle various situations
• Case interview:
– Presents you with one or more problems
• Stress interview:
– Asks questions designed to unsettle you

Interview Media
• To reduce travel costs and the demands on employee
time, many employers now conduct interviews via
telephone or video.
– Telephone
– Video
▪ Make sure your interview space is clean.
▪ Don’t sit in front of a window.
▪ Dress and groom appropriately.
▪ Maintain frequent eye contact.
▪ Don’t fidget.

Table 16.2 Tips for a Successful Phone
Interview (1 of 2)
Tip Details
Prepare your material. Have these materials on hand:
• Your résumé
• Any correspondence you’ve had with the employer
• Your research notes about the company
• The job description
• Note cards with key message points you’d like to make and questions you’d
like to ask
Prepare your space. Arrange a clean and quiet space to be during the interview.
As much as possible, avoid distractions from pets, other people, television,
music, and other audio and visual interruptions.
Practice your answers. Call a friend and rehearse your answers to potential questions to make sure
you’re comfortable saying them over the phone.
Talk on a landline if possible. If your mobile service isn’t clear and reliable, try to arrange to talk on a landline.
Schedule the interview. As much as possible, schedule a time when you can be in your prepared space,
safe from interruptions.
Dress for a business meeting. You don’t need to go full out, but don’t wear sweat pants and a T-shirt. Dressing
up sends a signal to your mind and body to be attentive and professional.
Answer your phone professionally. Say “Hi, this is —” to let callers know they’ve reached the right person.
While your job search is active, answer every call from an unknown caller as if
it’s a potential employer.

Table 16.2 Tips for a Successful Phone
Interview (2 of 2)
Table 16.2 [Continued]
Tip Details
Maintain good posture. Whether you sit or stand during the interview, good posture will keep you alert
and keep your voice strong.
Compensate for the lack of visual You can’t use facial expressions or hand gestures for emphasis, so make sure
nonverbal signals. your voice is warm, friendly, and dynamic. Smile frequently—it changes the
sound of your voice and lifts your mood.
Finish each answer in a definitive Don’t trail off and leave the interviewer wondering whether you’re finished.
way.
Speak clearly. Remember that the interviewer can’t see you; your spoken words have to carry
the entire message.
Write down essential information Don’t rely on your memory for important details such as arrangements for a
you get during the interview. follow-up interview.
It’s fine to pause and ask, “May I take a moment to write this down?”
End on a positive note. No matter how you think the call went, thank the interviewer for the opportunity
and say you look forward to hearing from the company.
Sources: Based in part on Jon Simmons, “5 Steps to Mastering Phone Interviews,” Monster, accessed
25 May 2018, www.monster.com; Larry Kim, “17 Phone Interview Tips to Guarantee a Follow-Up,” Inc.,
24 March 2015, www.inc.com; Kate Finley, “How to Nail the Dreaded Phone Interview,” Fast Company,
6 February 2015, www.fastcompany.com.

What Employers Look for in an
Interview
• Interviews give employers the chance to go beyond the

basic data of your résumé to get to know you and to
answer two essential questions.
1. Suitability
2. Organizational fit

Pre-Employment Testing and
Background Checks
• Types of assessments:
– Integrity, personality, and cognitive ability tests
– Job knowledge and job skills tests
– Substance tests
– Background checks
– Online searches

Preparing for a Job Interview
(LO 16.3) List six tasks you need to complete in order to
prepare for a successful job interview.
• Preparation will help you feel more confident and perform

better under pressure.

Learning About the Organization
• Information About the Company
– Operations
– Markets
– Challenges
• Information About the Managers

– Names and job titles
– Common interests
– Organizations

Table 16.3 Investigating an Organization
and a Job Opportunity (1 of 2)
Where to Look and What You Can Learn
• Company website, blogs, and social media accounts: Overall information about the company, including key
executives, products and services, locations and divisions, employee benefits, job descriptions
• Competitors’ websites, blogs, and social media accounts: Similar information from competitors, including the
strengths these companies claim to have
• Industry-related websites and blogs: Objective analysis and criticism of the company, its products, its reputation,
and its management
• Marketing materials (print and online): The company’s marketing strategy and customer communication style
• Company publications (print and online): Key events, stories about employees, new products
• Your social network contacts: Names and job titles of potential contacts within a company
• Periodicals (newspapers and trade journals, both print and online): In-depth stories about the company and its
strategies, products, successes, and failures; you may find profiles of top executives
• Career center at your college: Often provides a wide array of information about companies that hire graduates
• Current and former employees: Insights into the work environment
Points to Learn About the Organization
• Full name
• Location (headquarters and divisions, branches, subsidiaries, or other units)
• Ownership (public or private; whether it is owned by another company)
• Brief history
• Products and services
• Industry position (whether the company is a leader or a minor player; whether it is an innovator or more of a follower)
• Key financial points (such as stock price and trends, if a public company)
• Growth prospects (whether the company is investing in its future through research and development; whether it is in
a thriving industry)

Table 16.3 Investigating an Organization
and a Job Opportunity (2 of 2)
Points to Learn About the Position
• Title
• Functions and responsibilities
• Qualifications and expectations
• Possible career paths
• Salary range
• Travel expectations and opportunities
• Relocation expectations and opportunities

Thinking Ahead About Questions
• Planning for the Employer’s Questions
– What’s the hardest decision you’ve made?

– What’s your greatest weakness?
– Where do you want to be in five years?
– What didn’t you like about previous jobs?
– Tell me something about yourself.
– How do you spend your free time?

Planning Questions of Your Own
• Helps you understand the company and the position, and

it sends an important signal that you are truly interested.
• Ask questions.

Table 16.5 Ten Questions to Consider
Asking an Interviewer (1 of 2)
Question Reason for Asking
1. How does this job fit in the overall department or A vague answer could mean that the responsibilities have not
organization? been clearly defined, which is almost guaranteed to cause
frustration if you take the job.
2. What have past employees done to excel in this This will help you go beyond the job description to understand
position? what the company really wants.
3. How do you measure success for someone in this A vague or incomplete answer could mean that the
position? expectations you will face are unrealistic or ill defined.
4. What is the first problem that needs the attention of Not only will this help you prepare, but it can also signal
the person you hire? whether you’re about to jump into a problematic situation.
5. How well do my qualifications align with the current This gives you the opportunity to address any unspoken
and future needs of this position? concerns the interviewer might have.

Table 16.5 Ten Questions to Consider
Asking an Interviewer (2 of 2)
Question Reason for Asking
6. Why is this job now vacant? If the previous employee got promoted, that’s a good sign. If
the person quit, that might not be such a good sign.
7. What makes your organization different from others The answer will help you assess whether the company has a
in the industry? clear strategy to succeed in its industry and whether top
managers communicate this to lower-level employees.
8. How would you define your organization’s You want to know whether the managerial philosophy is
managerial philosophy? consistent with your own working values.
9. What is a typical workday like for you? The interviewer’s response can give you clues about daily life
at the company.
10. What are the next steps in the selection process? Knowing where the company is in the hiring process will give
What’s the best way to follow up with you? you clues about following up after the interview and possibly
give you hints about where you stand.
Sources: Courtney Connley, “5 Things You Should Ask During Every Job Interview,” Black Enterprise,
June 2016, 29; Jacquelyn Smith and Natalie Walters, “The 29 Smartest Questions to Ask at the End of
Every Job Interview,” Business Insider, 28 January 2016, www.businessinsider.com; Heather Huhman,
“5 Must-Ask Questions at Job Interviews,” Glassdoor blog, 7 February 2012, www.glassdoor.com.

Boosting Your Confidence
• Focus on Your Value to the Company
• Emphasize Your Positive Attributes
• Highlight Your Individual Strengths
• Know How You Can Help the Employer

Polishing Your Interview Style
• Build Your Competence and Confidence

– Staging Mock Interviews
• Observing Your Nonverbal Behavior
– Posture, eye contact, facial expressions, gestures
• Improving Your Speaking Voice
– You know, like, um

Table 16.6 Warning Signs: 35 Attributes
Interviewers Don’t Like to See (1 of 2)
1. Poor personal appearance
2. Overbearing, overaggressive, or conceited demeanor; a “superiority complex”; a know-it-
all attitude
3. Inability to express ideas clearly; poor voice, diction, or grammar
4. Lack of knowledge or experience
5. Poor preparation for the interview
6. Lack of interest in the job
7. Lack of planning for career; lack of purpose or goals
8. Lack of enthusiasm; passive and indifferent demeanor
9. Lack of confidence and poise; appearance of being nervous and ill at ease
10. Insufficient evidence of achievement
11. Failure to participate in extracurricular activities
12. Overemphasis on money or discussing salary and benefits too early in the process
13. Poor scholastic record
14. Unwillingness to start at the bottom; expecting too much too soon
15. Tendency to make excuses

Table 16.6 Warning Signs: 35 Attributes
Interviewers Don’t Like to See (2 of 2)
16. Evasive answers; hedging on unfavorable factors in record
17. Lack of tact
18. Lack of maturity
19. Lack of courtesy and common sense, including answering mobile phones, texting, or
chewing gum during the interview
20. Being critical of past or present employers
21. Lack of social skills
22. Marked dislike for schoolwork
23. Lack of vitality
24. Failure to maintain comfortable eye contact
25. Weak or overly aggressive handshake
Sources: Danial Bortz, “7 Rookie Job Interview Mistakes You Need to Avoid,” Monster, accessed 25
April 2018, www.monster.com; Donna Fuscaldo, “Seven Deadly Interview Sins,” Glassdoor blog, 4 April
2012, www.glassdoor.com; “CareerBuilder Releases Annual List of Strangest Interview and Body
Language Mistakes,” CareerBuilder.com, 12 January 2017, www.careerbuilder.com; The Northwestern
Endicott Report (Evanston, Ill.: Northwestern University Placement Center).

Figure 16.5 Interview Simulators

Presenting a Professional Image
• Physical appearance is important.
– Neat, “adult” hairstyle
– Conservative business suit (formal)
– Business casual attire (less formal)
– Limited jewelry (men especially)
– No visible tattoos or piercings
– Stylish but professional-looking shoes
– Clean hands and trimmed fingernails
– Little to no perfume or cologne
– Subtle makeup (for women)
– Exemplary personal hygiene

Being Ready When You Arrive
• Take a small notebook, pen, list of questions, copies of
your résumé, outline and past correspondence.
• Take transcripts, references, and a portfolio.
• Be sure you know when and where the interview will be
held.
• Plan to arrive early.

Checklist: Planning for a Successful
Job Interview

Interviewing for Success
(LO 16.4) Explain how to succeed in all three stages of an
interview.
1. The warm up
2. The question-and-answer session
3. The close

The Warm-Up Stage
• Making a Good First Impression
• Paying Attention to Body Language
• Being Courteous and Professional
– Why do you want this job?
– Why do you want to work here?
– What do you know about us?
– Tell me a little about yourself.
– Why should we hire you?

Question-and-Answer Stage
• Answering and Asking Questions
– Listen carefully to questions before you answer.
• Listening to the Interviewer
– Paying attention to both verbal and nonverbal
messages.
• Handling Discriminatory Questions
– Federal, state, and local laws

Table 16.7 Acceptable Versus Potentially
Discriminatory Interview Questions
Interviewers May Ask This . . . But Not This
What is your name? What was your maiden name?
Are you over 18? When were you born?
Did you graduate from high school? When did you graduate from high school?
[Questions about race are not allowed.] What is your race?
Can you perform [specific tasks]? Do you have physical or mental disabilities?
[Questions about alcohol use are not allowed.] Do you drink alcoholic beverages?
Are you currently using illegal drugs? Have you ever been addicted to drugs in the past?
Would you be able to meet the job’s requirement to frequently Would working on weekends conflict with your
work weekends (or evenings)? religion?
[Questions about marital status are not allowed.] Are you married?
Do you have the legal right to work in the United States? What country are you a citizen of?
Have you ever been convicted of a felony? Have you ever been arrested?
This job requires that you speak Spanish. Do you? What language did you speak in your home when
you were growing up?
What is your current address and how long have you lived there? Do you own or rent your home?
Sources: “Illegal Interview Questions,” Betterteam, 7 January 2018, www.betterteam.com; Dave Johnson, “Illegal Job
Interview Questions,” CBS Money Watch, 27 February 2012, www.cbsnews.com; “5 Illegal Interview Questions and How
to Dodge Them,” Forbes, 20 April 2012, www.forbes.com; Vivian Giang, “11 Common Interview Questions That Are
Actually Illegal,” Business Insider, 5 July 2013, www.businessinsider.com.

The Close
• Concluding the Interview Gracefully
– Conclude an interview with courtesy and enthusiasm;
ask questions if you’re not sure about what will happen
next.
• Discussing Salary Requirements
– Research salary ranges in your job, industry, and
geographic region before you try to negotiate salary.
– Negotiating benefits may be one way to get more value
from an employment package.

Interview Notes
• Keep careful notes during the job search process
• Carefully organized notes will help you decide which
company is the right fit for you.

Checklist: Making a Positive Impression
in Job Interviews

Following Up After an Interview (1 of 3)
(LO 16.5) Identify the most common employment messages

that follow an interview, and explain when you would use
each one.
• Stay in contact with a prospective employer after an
interview shows

• Follow-up Message
– Send a thank you note.
• Message of Inquiry
– You can inquire about the hiring decision
• Request for a Time Extension
– You can ask the employer for a time extension.

• Letter of Acceptance
– Confirm important details
– Legally binding contract
• Letter Declining a Job Offer
– Do so tactfully.
• Letter of Resignation
– Use a gracious and professional tone

Checklist: Communicating After an
Interview

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Excellence in Business Communication

Thirteenth Edition, Global Edition

Applying and Interviewing

Slides in this presentation contain

Copyright © 2022 Pearson Education Ltd.

Copyright © 2022 Pearson Education Ltd.

Supporting materials include:

Copyright © 2022 Pearson Education Ltd.

• Application letters (cover letters)

Copyright © 2022 Pearson Education Ltd.

Copyright © 2022 Pearson Education Ltd.

Copyright © 2022 Pearson Education Ltd.

Copyright © 2022 Pearson Education Ltd.

• Deciding if, when, and how to follow up after submitting

Copyright © 2022 Pearson Education Ltd.

• Think creatively about a follow up message

Copyright © 2022 Pearson Education Ltd.

(LO 16.2) Describe the typical sequence of job interviews,

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2. The Selection Stage

3. The Final Stage

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• Interviews give employers the chance to go beyond the

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• Preparation will help you feel more confident and perform

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• Information About the Managers

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– What’s the hardest decision you’ve made?

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• Helps you understand the company and the position, and

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Question Reason for Asking

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Question Reason for Asking

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• Build Your Competence and Confidence

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(LO 16.5) Identify the most common employment messages

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