EMPLOYMENT

COMMUNICATION

By Hasan Ahmad
Subject: Business Communication
Program: MBA Executive
Contents

 INTRODUCTION
 COVERING LETTER
 CURRICULUM VITAE
 GROUP DISCUSSION
 INTERVIEW SKILL
EMPLOYMENT COMMUNICATION :

“Employment Communication reveals the communication skills

necessary for conducting a successful job search or changing jobs. Learn
to present a professional image, communicate well with potential
employers, and use the Internet as a job-search tool”
Letters:
There are various kinds of letters exchanged between the applicant and
the organization. Besides the application letter sent by the applicant to
the organization there are other letters of correspondence regarding
employment.

Letters are sometimes sent by the employers to the reference whose

names and addresses are asked for by the employer . The reference
replies to the employers quarries are very important.
Application Letter:
 A letter of application is a sales letter, and one of most important
ones ,which sells ,not goods, but the service of the writer.
 An application letter functions as a cover letter in the transmitted of the
resume. A job seeker must first come to know to whom to write an
application letter. So that he may get an interview for a job.

 Application letter are personal letter incorporating a few features of a

business letter.
 Purpose of Application Letter:
 Attention

 Interest

 Desire

 Action

 A successful application letter motivates a potential employer to read your

resume with interest and to arrange an interview, to accomplish his goals, the
letter and resume must create sufficient interest to separate you from the
applicant to invite you for a personal interview.
 Structure of Application Letter:
 The application letter should begin with a business like paragraph that attracts the
reader’s attention. It should make a clear that you are applying for a job not
inquiring about one applicant letter consists of the following parts:

 Address of the Applicant and Date:

 Employer’s Name and Address: Salutation:

 Body:

 Complimentary Close: Signature:

 Enclosure:
Tips of Writing Effective Application Letter:
 Indication in your letter that you have some knowledge of the organization.

 Use simple, clear, and direct language; get to the point immediately.

 Focus on the employer’s need.

 Use formatting such as bullets, bolt, and italics when appropriate. Do not
use clipart.

 Use action verbs and phrases.

 Maintain a balance between professionalism and friendliness.

Covering Letter:
C ove r l e t t e r a l s o c al l e d “ t h e c ol d c on t a c t l e t t e r " i s t h e l e t t e r a c c o mp a ny i n g t h e re s u m e . I t i s a s
i mp o rt a n t a s t h e a p p l i c a t i on l e t te r. I n fac t , i t i s an a p p l i c a t i o n , s h o r t a n d s we e t , te l l i n g t h e re c i p i e n t
t h a t a l l t h e d e t a i l s a re a t t ac h e d t o i t . T h e c ove r i n g l e t t e r, s i mp ly b e c a u s e i t i s su p p o s e d t o t e l l o r i n fo r m
t h e e m p l oye r a b o u t t h e p ar t i c u l a rs e n c l os e d i s n ot s u p p o s e d to b e a d u l l o r, l i fe l e s s n o t e .

Hints for drafting Covering Letter:

 U s e o f s t a n d a rd q u al i t y p ap e r

 T h e l e t t e r m u s t b e t y p e d or word - p roc e s s e d u n l e s s t h e e mp l oye r s p e c i f i c a l ly a s ks fo r a h a n dw ri t t e n

application

 T h e n a me a n d a d d re s s o f t h e e mp l oye r mu s t b e c a re f u l ly w r i t t e n

 T h e s o u rc e o f i n fo r mat i on re gard i n g t h e va c an c y mu s t be m e n t i o n e d
H i n t s for d rafti n g Cove r i n g L e tte r:

 The application must express de sire to be considered for the positio n

 He must use active and passive voice

 He must express enthusiasm and optimism towards receiving a favorable replay from the
employer to discuss more details in an interview

 He must mention that the resume and other papers, if any, are e nclo sed

 If the employe r has given only a box number, the covering letter must be addressed to “The
advertiser, box number”

 The style of the covering letter sho uld be fo rmal.

Example: Covering letter
Mu n ee b Ma li k D ate: 12/ 12/2022
C/O p ro fes s or A li H a ss an #325, Pu n j ab,
Mys ore- 570008 (Tel - 225562)
Sub:
Si r,
Bei n g g ive n to un de rs tan d th at you r orga n i zat i on re qu i res a few co mp u te r p rofes s i on a ls , I wi s h to
ap p ly for th e p os t of Sof tware E n gi n e er a s I have ear n ed th e deg ree o f M as ter i n Co m p u ter
A p p l i cati on (M CA) fro m V. T. U Un ive rs i ty of Bel g u m. I n t h i s con n e cti on , I am e n cl os i n g he rewi t h my
Bi o- Da ta for you r k i n d p er u s al .
I h op e to h ave a favorabl e con s i derat i on an d I as s u re yo u t h at you wi l l n ot regret you r s el ecti on i f
I am g iven a ch an c e to s e rve you r f i rm .

You r s fai th fu l ly
Ma n ai el Zu lf i q ar,
#325, Pu n j ab, Pak i s t an
Curriculum Vitae:
The word CV or resume is called in American English.The Latin words curriculum vitae
means “course of life”. It is a summary of the candidate’s qualification and experience.
The Details Should be Containeds:
 PERSONAL PARTICULARS.

 ACADEMIC QULIFICATION.

 ADDITIONAL QUALIFICATION.

 EXPERIENCE THAT MAY BE STATED INNTHE FOLLOWING ORDER:

 FUNCTIONAL:THE SKILLS AND TALENT.

 CHRONOLOGICAL: WORK EXPERIENCE LISTING JOB DESCRIPTION.

 ADDITIONAL IN FORMATION THAT MAY BE LANGUAGES; etc.

 REFERANCE.
Guideline for Preparing Good Curriculum Vitae:

“A good C.V. provides basic information to the recruiter in a systematic way form”

 DO’s:
 Indicate s a specific job objectives or summary o f qualification.

 Highlight accomplishments.

 Emphasis any education/training /experience related to yo ur job obje ctive.

 Give details of your professional activities supportive of your career objective.

DONT’S:
 Do not use an uncommon C.V. format .

 Do not mention salary you expect .

 Do not leave any gap in yo ur experience.

 Do not give reaso ns for changing yo ur earlier jobs.

 Do not use co lored paper.

 Do not send a hand writte n resume.

 Do not mention personal details such as number of children or martial status.

 Do not be too brief or too lengthy.

Group Discussion:
“The term discuss is derived from the Latin ro ot discutere, which means to shake or strike”
 The term group discussio n is used to refer to a oral communication situation in which a small
number of professio nals meet and discuss the problem or to exchange information on
significant matter related to the function, growth or expansion of the organization to which
they belo ng.
 The purpose of the discussion is to elicit the views of all participants and through intense
interaction evolve a consensus.
Features of Group Discussion:
 PURPOSE

 PLANNING

 PARTICIPATION

 FREE COMMUNICATION

 LEADERSHIP
Advantages of Group Discussion:
 Ideas can generated

 Ideas can be shared

 Ideas can be tried out

 Group member can respond to ideas

 Group provides a supportive environment for academic and professional endeavor

when the dynamics are right

 GD skills have many professional application

 Working in groups is fun

Types of Group Discussion:
 TOPIC-BASED
 Knowledge intensive

 Non knowledge intensive

 CASE STUDIES

 GROUP TASK
Qualities Looked for in GD:
KNOWLEDGE OF USE OF
LEADERSHIP CLARITY OF CONVICTION FLEXIBILIT
SUBJECT ANALYTICAL
QUALITIES THOUGHT Y
MATTER ABILITIES

Taking Presentation
initiative of details

Ability to give Error free

direction presentation

Taking the
group along

Even
contributions

Listening

Goal
fulfillment
Guidelines to improve Performance in Group
Discussion:
The quality of performance wo uld improve by following guideline s given below in the form of
Do’s and Do n’ts:

 Do’s:
 Keep eye contact while speaking
 Initiate the group discussio n
 Allow othe r to spe ak
 Speak clearly
 Make sure to bring the discussion on track
 Positive attitude
 Speak se nsible
 Listen carefully to others
 Be short and simple
 Fo rmal dressing
Don’ts:
 Being aggressive
 Blocking
 Se lf confessing
 Competing
 Se eking sympathy
 Special pleading
 Ho rsing around
 Se eking recognitio n
 Withdrawing
 Speak lo udly
 Ado pt a negative stance
 Negative gesticulation
 Positioning of legs
 Movement o f hands
Interview Skills:
GUIDELINES FOR THE INTERVIEWEE: -

 Before the interview :

 Prepare in advance
 Find someone to role-play
 Use a mirror
 Assess your interviewing skill
 Prepare answers for questions
 Assess your overall appearance
 Research the company
 Have extra copies of resume
 Arrive early at the interview
During the Interview:
 Intro ductory Phase
 Make a good impression
 Get the information yo u need
 When to ask questions:

 Middle Phase:
 During this phase o f the interview , yo u will be asked many questions about yo ur
wo rk experience , skills , education , activities , and interests. You are being assessed
on how you will pe rfo rm the jo b in relatio n to the co mpany o bjectives.
 Closing P hase:
 During this phase , you will be asked whether you have any other questions. Ask any
relevant questio ns that has not yet been answered.
Important Non Verbal Aspects during Interview:

 EYE CONTACT
 FACIAL EXPRESSION
 POSTURE
 GESTURES
 SPACE
After the Interview:
 Say thanks:
The next day write the interviewer a brief note reiterating yo ur interest in the job.
 Follow up:
If you haven't heard fro m the interviewer within the time frame indicated at the close
of the interview ,call them to re lay a po lite reminder that you are still interested in the
job.
 Keep in touch:
if you aren't hired and you are still interested in the company , it pays to keep in touch
with the interviewer.
 Chin up:
if you don’t get the job , don’t be disheartened , gear up fo r your next interview.
Guidline For the Interviewer:
 If an interview is to be successful effective planning is essential. If the interviewer makes
thorough preparations, the rewards will be well- structured, enjoyable, informative
interviews for both the interviews and the interviewee.

 Befo re the Intervie w:

 Aim

 Info rmatio n

 Se tting

 Structure
Cont,
 DURING THE IN TERVIEW
 You aim sho uld be to put the interviewee, at ease and help him or her to relax by
being friendly and reassuring.
 Give the interviewee yo ur undivided attention.Sum up the interview by stating any
actio n yo u are going to take o r anything expe cted of the interviewee after the
meeting.
 QUALITIES OF A GOOD IN TERVIEWER:
 Interest in the applicant .
 Alertness
 Patience
 Deliberation
 Concentration