COMMUNICATION AND

ORGANIZATION STRUCTURE
2.1 FORMS OF COMMUNICATION
2.1.1 FORMAL COMMUNICATION
2.1.2 GRAPEVINE/INFORMAL COMMUNICATION
2.2 BARRIERS OF COMMUNICATION
2.3 PRINCIPLES OF EFFECTIVE COMMUNICATION
2.4 GATEWAYS TO EFFECTIVE COMMUNICATION
2.5 SEVEN CS OF COMMUNICATION
2.5.1 SEVEN CS OF WRITTEN COMMUNICATION
2.5.2 SEVEN CS OF ORAL COMMUNICATION

2.1 FORMS OF COMMUNICATION

Communication is divided into external and internal communication. External communications are
those communications which are occurring outside the organization like communication with other
companies, with government, general public etc. Internal communications are those which are inside
the organization. Internal communications are further divided into two parts, formal or official and
informal.
• Formal: Formal communication flows along prescribed channels which all members
desirous of communicating with one another are obliged to follow.
• Informal: Along with the formal channel of communication every organization has an
equally effective channel of communication that is the informal channel often called
grapevine, because it runs in all directions—Horizontal, Vertical, Diagonal. It flows around
water cooler, down hallways, through lunch rooms and wherever people get together in
groups.
2.1.1 Formal Communication
ADVANTAGES
1. It passes through line and authority and consequently ensures the maintenance of authority
as well as accountability of the executives’ in-charge.
2. It helps to develop intimate relations between immediate boss and his subordinates.
3. It keeps uniformity in the dissemination of information.
8 / Business Communication ■■■

4. It flows systematically and the information is trustworthy.

5. Source of information is known which creates harmony amongst the employees.

COMMUNICATION

ON THE BASIS OF REGULATION ON THE BASIS OF EXPRESSION

FORMAL INFORMAL VERBAL NON VERBAL

VERTICAL SINGLE CHAIN ORAL BODY LANGUAGE

DOWNWARD UPWARD STAR CHAIN WRITTEN PARALANGUAGE

HORIZONTAL CLUSTER SIGNS & SYMBOLS

PROBABILITY
CONSENSUS

Fig. 2.1: Forms of Communications

DISADVANTAGES
1. Increases the workload of various managers as communication is to be transmitted through
them.
2. Widens the communication gap between the executives and employees at the lower level.
3. It is time consuming because it follows the scalar chain of authority. The communication
flows from one authority level to another and it takes too much time.
2.1.1.1 Downward communication
When the communication flows from higher level to lower level, it is called downward communi-
cation. Order, individual instructions, policy statements, circulars etc. fall under downward communi-
cation.
BENEFITS
1. Helps to explain to subordinates the organizational plans, policies program and procedures,
work methodology etc. necessary information for performing the job.
2. Helps to convey to the subordinates the expectations of management from them.
3. Acts as a mean to control the activities of the subordinates with active feedback.
4. Provides motivation to the subordinates.
PROBLEMS
1. Sometimes the message may be distorted in the transmission from one level to another level.
2. If a particular authority is not present on the time of passing information it may leads to
delay in transmission of the message.
3. Sometimes when the workload is unevenly distributed among the employees it creates over-
load or unload of work which causes dissatisfaction among the employees.
■■■ Communication and Organization Structure / 9

How to make effective

1. Managers should be adequately informed.
2. Managers should be clear about how much to communicate.
3. Some authority should delegate to lower levels to shorten the line of communication.
4. Information should be passed on to the correct person.
2.1.1.2 Upward communication
This communication flows the message from subordinates to superiors. It is reverse of the downward
communication or communication flows from lower level to upper level.
BENEFITS
1. Provides feedback to the superiors.
2. Introduction of new schemes without unduly opposition from the employees.
3. Helps in to promote harmony between the management and the employees.
4. Problems and grievances are redressed.
PROBLEMS
1. Employees fear that their criticism may be interpreted as a sign of their personal weakness.
2. Bypassed superiors feel insulted which leads differences between the relationship of the
superiors and employees.
3. Great possibility of message distortion.
Methods/Channels of upward communication
1. Subordinates tell their problem and through discussion find out the solution for a particular
problem with the help of superiors.
2. If employees having any complaint and suggestion about working environment, policy and
procedure, peer group etc., then they write to management without giving identification of
themselves and drop into the box. And the management frequently checks these grip boxes
and find out the solution of problem.
3. It is very effective method of upward communication. Organization celebrates their
anniversary, arrange sports meets for their employees, doing some kind of social welfare
activities like plantation, providing food for flood affected areas etc. are the mode of social
gathering where superiors and subordinates are at the same platform and share their
emotions, feeling and thought more comfortably.
4. It is just opposite to grip box system. Here, identification of employee is not hidden. Any
employee can write directly to the higher level about the problem which he/she had.
5. It emphasizes in the psychological aspect of human being. A superior act as counselor and
he counsels the problem facing employees. Counseling does not mean that treating only
problem facing employees but also for the better prospect or how employees do better in
their workplace.
How to make effective
1. Superior should take initiative to get close to the subordinate staff.
2. Keeping the line of communication short as much as possible.
3. Timely redress the grievances of the employees.
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2.1.1.3 Horizontal/Lateral communication

This communication flows between persons at the same hierarchy level either of the same or other
department or division of the organization.

Fig. 2.2: Horizontal/Lateral Communication

BENEFITS
1. It develops mutual trust and confidence amongst employees of same level which help in
maintaining or promote understanding between similar position holders of different depart-
ments.
2. If employees at similar position communicate to each other for a given task it will create or
develop the feeling of co-ordination among various departments.
PROBLEMS
1. Sometimes it creates rivalry among employees of various departments.
2. Proximity shows the liking and disliking of an employee who is near by another in respect
of space. Like in any organization HR department and Marketing department are near to
each other then Manufacturing department. So proximity exists between HR and Marketing
department and they favour each other as compared to Manufacturing department.
3. Biasing shows the liking and disliking of an employee due to religion, caste, family back-
ground, personality etc.
Methods of horizontal communication
1. Face-to-face discussion: When individual communicate directly to another. Face-to-face
communication minimises the problem of misinterpretation and quick feedback makes the
communication more effectively.
2. Telephonic conversation: When the employees are busy with their work or they are sited
far from each other then telephonic conversation become more relevant against face to face
conversation. It saves time but sometimes congestion or disturbance and any other obstacles
create delay and distort the message.
■■■ Communication and Organization Structure / 11

3. Periodical meeting: Periodical meeting means meeting between employees on weekly,

monthly, quarterly, annually basis where all the members are assembled and discuss on pre-
determined issues.
4. Memorandum: Memorandum is a written form of communication which transmits
between different departments in the same organisation. It is also called inter office letter.
2.1.1.4 Consensus
When a number of people irrespective of their status, sit down and confer with one another to arrive
at a decision acceptable to all, it is called consensus. The format of these communications is predeter-
mined and can not be altered.
Consensus involves consultation
1. Chief executive takes up the problem and analysis it to understand.
2. Collect additional facts and information.
3. Try to find out various means to solve it.
4. Find alternatives.
5. He contacts the members individually or invites them to a meeting.
6. Problem is spelled out to the members.
7. To carefully listen all members view.
8. Arrived at solution.
ADVANTAGES
1. Decisions are taken after consultation among various members; they find it easy to accept
them.
2. It promotes harmony among the members of the group. If any conflict and split exits
between members it will be carefully find out and try to solve it.
DISADVANTAGES
1. Member is forced to subscribe to a view he doesn’t hold.
2. Sometimes it may project the false image of management because members think that
management may not be able to handle their problem efficiently.
2.1.2 Grapevine/Informal Communication
Factor responsible for the grapevine phenomenon
1. Feeling of certainty or lack of direction when the organization is passing through a difficult
period.
2. Feeling of inadequacy or lack of self confidence on the part of employee, leading to the
formation of gaps.
3. Formation of a clique or favoured group by the managers, giving other employees a feeling
of insecurity or isolation.
2.1.2.1 Forms of grapevine communication
1. Single chain: In this type of chain ‘A’ tells something to ‘B’ who tells it to ‘C’ and so on it
goes down the line. This type of communication flows from one person to another person
through single chain or communication flows one by one. When ‘A’ tells something to ‘B’
who tells it to ‘C’ and so on. One interesting fact comes out from this type of communication
that when one person passes certain information to other and they treat the message as
12 / Business Communication ■■■

confidential or secret which further communicated by another with same feeling of confi-
dentiality and secrecy.

Fig. 2.3a: Single Chain

2. Star chain: In this type of chain person speaks out and tells everyone the information he/
she has obtained. This chain is often used when information or a message regarding an in-
teresting but non job related nature is being conveyed. Sometimes it also called gossip chain.

Fig. 2.3b: Star Chain

3. Cluster chain: In this type of chain ‘A’ tells something to a few selected individuals who
again inform a few selected individuals. And the information flows in similar manner to
other individual.

Fig. 2.3c: Cluster Chain

■■■ Communication and Organization Structure / 13

4. Probability chain: The probability chain is a random process in which a transmission of

the information to other in accordance with the laws of probability and then these tell still
others in a similar manner. The chain may also be called random.

Fig. 2.3d: Probability Chain

MERITS
1. Under grapevine message travel or transmitted faster than any other form of communica-
tion because group formation is based on individual’s own liking and disliking.
2. It supports other channels of communication.
3. Feedbacks are quickly comes out from this type of communication.
4. When an individual communicates with other individual through grapevine it will develop
the cohesiveness and maintain or promote harmony between members of group.
5. By using grapevine communication, employees feel emotional relief. Because they can
communicate with other without the feeling of inadequacy and without threat of higher
authority.
DEMERITS
1. There is a great possibility of distortion of message between members of group.
2. Transmission of message depends upon willingness of sender and what method they used in
grapevine which causes sometimes transmission of incomplete information.
How to make effective
1. The managers should try to spot the leaders. So the harmful rumours do not reach the
employees.
2. Involve the workers in the decision making process.
3. The management should immediately use the official channels to contradict the rumours.
2.1.2.2 Verbal communication
Verbal communication is when we communicate our message verbally to whoever is receiving the
message. It is of two types oral and written which had their own advantages and disadvantages.
Oral communication: Oral communication is the communication where the message or
information exchanges by spoken words. It can be done by both face to face and also through
mechanical devices. For more details please refer to chapter 5.
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Written communication: Written communication is the communication where the message or

information exchanges by written words. Letter, telegraph, fax, e-mail are examples of written
communication. Written communication guarantees that everyone concerned has the same
information. It provides a longlasting record of communication for future. Written instructions are
essential when the action called for is crucial and complex. To be effectual, written communication
should be understandable, brief, truthful and comprehensive. For more detail please refer to chapter
no. 6.
2.1.2.3 Non-verbal communication
Non-verbal communication is usually understood as the process of communication through sending
and receiving wordless messages. Such messages can be communicated through gesture; body language
or posture; facial expression and eye contact; object communication such as clothing, hair styles or
even architecture; symbols and infographics. Speech may also contain non-verbal elements known as
paralanguage, including voice quality, emotion and speaking style, as well as prosodic features such as
rhythm, intonation and stress. Likewise, written texts have non-verbal elements such as handwriting
style, spatial arrangement of words, or the use of emotions. For more details please refer chapter no. 6.

2.2 BARRIERS OF COMMUNICATION

1. Wrong Choice of Medium
Each communication must be transmitted through an appropriate medium. An unsuitable medium
is one of the biggest barriers to communication.
Examples: When communication takes place in big organisation and departments or division are
far from each other. If any manager wants to communicate with others for confidential matter than
they opt written communication as compared to other medium of communication. So, it is required
that medium should be accurate and if wrong or unsuitable medium is selected than it leads to the
biggest barrier to communication.
2. Physical Barriers
• Noise—In factory, oral communication is rendered difficult by the loud noise of machines.
• Electronic noise interferes in communication by telephone or loud speaker system.
• The word noise is also used to refer to all kind of physical interference like illegible hand
writing, bad photo-copies etc.
• Time and distance.
— Congestion in telephone and network facilities.
— People working in different shifts.
— Faulty seating arrangement in a hall.
3. Semantic Barriers
• Interpretation of words
A person interprets same word in a different meaning and this will cause barrier between
the communications. Murphy and Peck in their book ‘Effective Business Communication’
mentioned, the little word ‘run’ has
71 meanings as a verb
35 as noun
4 more as an adjective.
■■■ Communication and Organization Structure / 15

• Bypassed instructions
Bypassing is said to have occurred if the sender and the receiver of the message attribute
different meanings to the same word or use different words for the same meaning.
“Take it to be our stockroom and burn it”
In official language burn it means to make more copies of the same document.
• Denotation & Connotations
Words have two types of meanings denotative and connotative.
Denotative—The literal meaning of a word is called its denotative meaning.
It must inform and names objects without indicating any positive or negative.
Connotative—It allows qualitative judgments and personal reactions.
Like—Honest, cheap, sincere etc.
Ex:—“He gave us cheap material”.
“At this shop, they sell things cheap”.
First one is favourable connotation and second is unfavourable.
To avoid this problem (By passed instruction and connotative meaning of words) the
followings can be used:
❖ Prefer words which are familiar to the receiver.
❖ If words are unfamiliar to the receiver, we should make meanings clear the very first time
we use it.
❖ We should choose words with positive rather than negative connotation.
4. Socio-Psychological Barriers
• Attitude and opinions
The information which agrees with opinion and attribute of the individual is favourable for
that particular individual.
• Emotions
It plays an important role in the act of communication.
If the sender is perplexed, worried, excited, afraid, nervous then he will not be able to
organize his message properly.
• Closed Mind
A person with a closed mind is very difficult to communicate with. We hold our opinion so
rigidly that we just refuse to listen.
• Status-consciousness
We are over-conscious of our lower or higher rank and do not express ourselves candidly.
• The source of information.
We react according to the trust we repose in the source from which the communication
originates.
• Faulty transmission
Most of part in the message is lost in transmission.
(In oral communication, something in the order of 30% of the information is lost in each
transmission.)
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• Poor retention
Oral message in particular are lost due to poor human retention ability.
(Employees retain only about 50%)
Barriers of Communication

Fig. 2.4: Barriers of Communication

2.3 PRINCIPLES OF EFFECTIVE COMMUNICATION

It is very difficult to suggest a comprehensive list of vital features of system of communication. It will
depend on the specific needs of the situation. The following guidelines or principles may be followed
to achieve effective communication:
1. Clarity of message: The basic principle in communication is clarity. The message must be
as clear as possible. No vagueness should creep into it. The message can be conveyed
properly only if it is clearly formulated in the mind of the both sender and receiver.
2. Speed: A good system of communication must ensure a speedy transmission of message.
The time taken to transmit a message to its destination and speed of the communication
system should be considered on the basis of the urgency of communicating the message. If
message not delivered at time it create problem for organization.
3. Two-way process: Communication is the two-way process that provides feedback to the
sender from the receiver. Feedback refers to transmission of information concerning the
effect of any act of communication.
4. Reliability: Communication starts on the basis of belief. This atmosphere is built by
performance on the part of the expert. The receiver must have confidence in the sender. He
must have a high regard for the source’s competence on the subject.
■■■ Communication and Organization Structure / 17

5. Completeness: Every Communication must be complete as adequate. Incomplete messages

create misunderstanding, keep the receiver guessing and delay action.
6. Content: The message must be meaningful for the receiver, and it must be compatible with
his value system. It must have significance for him. In general, people select those items or
information which promises them the greatest rewards. The content determines the response
of the audience.
7. Accuracy: The communication medium should ensure accuracy in the transmission of
messages. Whatever medium chooses by the sender should be accurate for that particular
kind of information which they want to send.
8. Capability: Communication must take into account the capability of the audience.
Communications are most effective when they required the least effort on the part of the
recipients. This includes factors like reading ability and receiver knowledge.
9. Economy: The communication system should be as much economical as possible. But
efficiency of the system should not be sacrificed to achieve economy.
10. Secrecy: The communication system should ensure secrecy and there should be no leakage
of information. It becomes more essential when messages are of confidential nature.

2.4 GATEWAYS TO EFFECTIVE COMMUNICATION

Developing and maintaining a system of communication is the key job of any manager. The
characteristics of a good communication system are discussed below:
1. Two-way channel: In communication, two parties are involved, namely, the sender or
transmitter, and the receiver of the message. An effective communication demands two-way
communication. It should be vertical, downward and upward. Therefore, a manager should
thus not only to inform, instruct and order but should also be prepared to listen, understand
and interprets.
2. Clarity of message: Clarity of facts, ideas, opinion in the mind of communicator should
be clear before communicating. According to Koontz and Donnell, “A communication
possesses clarity when it is expressed in a language and transmitted in a way that can be
comprehended by the receiver.”
3. Mutual trust: A communication system may be considered excellent when mutual trust
or understanding exists between sender and the receiver of the message. Existence of healthy
interpersonal relation between the seniors and their subordinates is also an indicator of an
adequate system of communication in any department or organization.
4. Timely message: Considerable attention should be given to the timeliness of
communication. Old information is worse than none at all.
5. Consistency of message: Consistency can be achieved if the communicator keeps in his
mind the objective, policies and program of the enterprise. It should not be conflicting with
the previous communications, otherwise, it would create confusion and anarchy in the
organization.
6. Good relations: The mode of communication should be chosen in such a manner that it
does not hurt the feelings of the receiver. It should create proper understanding in their
minds of the receiver which leads to develop and maintain the good relationship among the
receiver and the sender.
18 / Business Communication ■■■

7. Feedback: Feedback provides proper understanding of the message to the receiver. It

helpful in making a two-way communication process. The sender must try to ascertain
whether or not receiver properly understood the message.
8. Flexibility: The communication system should be flexible enough to adjust to the changing
requirements. It should absorb new techniques of communication with little resistance.

2.5 SEVEN Cs OF COMMUNICATION

2.5.1 Seven Cs of Written Communication
1. Clarity
Clarity of thought: It comes from a careful consideration of the objective, content and
medium of communication.
Clarity of Expression:
1. Use simple word, easy to understand words:
Avoid them Use them
Compensate Pay
Facilitate Help
Utilise Use
2. Use Single words for long phrases:
Long Phrases Single Words
At all times Always
For the purpose of For
Previous to Before
On account of Because
3. Use verbs for nouns (its brings about simplicity and clarity):
Using Nouns Using Verbs
(Difficult) (Simple)
Come to a conclusion Conclude
Make a decision Decide
Submit a proposal Propose
Take into consideration Consider
4. Avoid double entry
Double entry Simple
Actual fact Fact
End result Result
Period of one week One week
Previous experience Experience
5. Avoid ambiguity: If your message can mean more than one ambiguous. Faulty
punctuation causes the ambiguity.
Go. slow work in progress
Go slow. work in progress
■■■ Communication and Organization Structure / 19

6. Use short sentences: Use one sentence to express only one idea. If a sentence runs
beyond 30 words, it is better to break it up into two sentences.
2. Completeness
While answering a letter or in communication with other make it sure that you have
answered the all question.
Checking for the five w’s questions.
• Who
• What
• When
• Where
• Why
3. Conciseness
• Include only relevant facts
• Avoid repetition
• Organise your message well.
4. Consideration
• Adopt the you-attitude
We-attitude You-attitude
I want to express my Thank you for
Sincere thanks for your kind words.
The good words…..
• Avoid gender bias
Avoid Use
Chairman Chair person
Policeman Police Sir/Madam
5. Courtesy
In business we must create friendliness with all those to whom we write. Friendliness is
inseparable from courtesy.
• Answer the letters promptly.
• Omit irritating expressions.
(You neglected, you irresponsible, you are unaware).
• Apologise sincerely for an omission/thank enormously for a favour.
6. Correctness
• Give correct facts.
• Send your message at the correct time.
• Send your message in the correct style.
7. Concreteness
• Always use specific fact and figures.
• Message should be definite and vivid.
• Avoid exaggeration.
20 / Business Communication ■■■

Fig. 2.5: 7 Cs of Written Communication

2.5.2 Seven Cs of Oral Communication

According to Francis J. Bergin, a person engaged in oral communication must remember seven Cs.
And these are as follows:
1. Clear: An oral communication become effective when the message is clear for the audience
or receiver as the sender wants to convey. Oral messages are often misunderstood because
the speaker does not talk distinctly. So, for this purpose clear pronunciation is very much
required. To minimize this kind of problem a speaker tries to workout on different, lengthy
and unusual words for clear pronunciation.
2. Concise: Many people enjoy while talking and sometimes oral communication suffers from
the problem of over communication. But when the speaker keeps on talking for long, his/her
message will be distracted. So it will be advisable to speakers to try to keep the message as
brief as possible without changing the real message.
3. Complete: Like written communication in oral communication also, completeness
required. While communicating with other makes it sure that you have paid attention on
below questions. Checking for the five w’s questions.
• Who
• What
• When
• Where
• Why
4. Correct: In oral communication correctness means the source of information or from where
you get information is right or trustworthy source. Because if your source of information is
correct than the others generate faith on the speakers and listen them carefully.
5. Concrete: For making oral communication effectively speakers should use specific fact and
ideas and also avoid exaggerating of any information. They try to choose appropriate words
which are not affecting a particular individual, society, culture or nation.
6. Courtesy: Courtesy involves you-attitude. Use polite words for oral communication. Tries
to avoid irritating expression, sincerely apologies for any mistake, do not use any
■■■ Communication and Organization Structure / 21

discriminatory expressions which are related to individual people, race, ethics, origin,
physical appearance etc.
7. Candid: When the speaker chooses the candid approaches, its mean that their message
should be straight, open, frank, outspoken. But not hurting particular individual.

Exercise –2

1. What are the different forms of communication? Write detailed notes on the importance,
advantage and limitation of any two of them.
2. Define formal communication. Discuss its merits and demerits also.
3. What are the different types of formal communication? Briefly explain any two of them.
4. What are the merits and demerits of consensus?
5. Write a short note on informal communication.
6. What are the different forms of grapevine? Explain with examples.
7. Write notes on:
(i) Downward communication
(ii) Upward communication
(iii) Horizontal communication
(iv) Consensus
(v) Grapevine
8. Discuss the importance of informal communication in business organization.
9. Write explanatory notes on formal communication channel in business organization.
10. Distinguish between the upward and downward communication with examples.
11. What are the barriers to effective communication in an organization?
12. Discuss the semantic barriers to effective communication and how it will be overcome.
13. What are the different socio-psychological barriers to communication?
14. Explain how the wrong choice of a medium acts as a barrier to effective communication.
15. What physical factors cause barrier to communication?
16. Write brief notes on:
(i) Status consciousness
(ii) Attitude and opinions
(iii) Emotions
(iv) Close mind
(v) Poor retention
(vi) Faulty transmission
(vii) Source of information
17. Explain the general principles of effective communication.
18. Discuss the gateway of effective communication.
19. Explain the seven Cs of written communication.
22 / Business Communication ■■■

20. Explain the seven Cs of oral communication.

21. Discuss the importance of clarity on message in written communication.
22. Write notes on:
(i) Clarity of message
(ii) Completeness of message
(iii) Courtesy of message
(iv) Correctness of message

■■
 EMPLOYMENT
COMMUNICATION
3.1 APPLICATION LETTER
3.2 RESUME
3.2.1 CONTENTS OF A CV/Resume
3.2.2 SOME TIPS FOR PREPARING AN IMPRESSIVE CV
3.3 REFERENCES
3.4 DISCUSSIONS IN GROUPS
3.4.1 CONSIDERATIONS IN GROUP DISCUSSION
3.4.2 DISCUSSION SKILLS
3.5 INTERVIEW
3.5.1 TYPES OF INTERVIEW
3.5.2 CANDIDATE’S PREPARATION
3.5.3 INTERVIEWER PREPARATION
3.5.4 INTERVIEW DO’S AND DON’TS

3.1 APPLICATION LETTER

Applications are commonly invited for posts that are vacant in business or government offices. Letters
of application either in response to an advertisement or in the form of a self initiated proposal are
called as solicited and unsolicited letters respectively.

Exhibit: 3.1

STRUCTURE OF THE APPLICATION FOR A POST

❖ Address of the applicant and date.
❖ The name and full address of the employer or the concern.
24 / Business Communication ■■■

❖ Salutation.
❖ Body of the application.
• Introductory paragraph.
• Details of the applicant in paragraph or paragraphs.
• Concluding paragraph.
❖ Complimentary close of application.
❖ Signature of the applicant.
BODY OF THE APPLICATION FOR A POST
The opening paragraph should attract the attention of the reader and stimulate his interest to read the
letter further. In an introductory paragraph the applicant should state whether he has send the
application in response to an advertisement or at the suggestion of someone or on his own initiative.
Form the second paragraph onwards, should now give the details of the important points
mentioned in the introductory paragraph. It contains the bio-data of the applicant, such as, educational
qualifications, practical experiences, age, marital status, language known etc. In another paragraph,
references, if asked for, can be given with full address.
In applications, unwanted matter should not be written like family troubles, family expenses etc.
If you apply for better prospects, never write adverse remarks about the present employer.
In the concluding paragraph, an applicant should mention that he will serve the employer to the
best of his ability and also assure that he will discharge his duties to the thorough satisfaction of his
employer.
GENERAL HINTS FOR LETTERS
• The applicant’s address and telephone number are at the top right corner of the letter.
• Neat layout is necessary, modified block or semi-block form is the best.
• If the advertisement asks that the application must be written in the candidate’s own
handwriting, the covering letter should be neatly written in dark blue ink or ball pen.
• The letter should be addressed as indicated in the advertisement. If the letter is to be
addressed to a company, the salutation is ‘Sirs’. If it is to be addressed to an individual the
salutation is ‘Sir’. The complimentary close for an application letter is “yours faithfully”.
• Original documents like certificates are never enclosed with the application. Only certified
copies are enclosed. The original documents are produced at the interview.
Application may begin with one or other of the following forms like:
• I would like to apply for the post of a System Administrator in your firm advertised in the
“Indian Express” of March 22.
• I wish to be considered as a candidate for the post of Account Manager which, I understand,
has fallen vacant in your office.
• With reference to your advertisement in the “Times of India” of 25th September 07. I offer
my candidature for the post of computer operator in your office.
One of the following sentences may be added to the concluding paragraph if applicant feels so.
• I write this in the belief that my qualification and experience will merit your consideration.
• Salary is a secondary consideration to the opportunity of good career.
• I look forward to an opportunity to be with you for an interview.
■■■ Employment Communication / 25

14, Secundrabad Road

Lucknow–234567
16 April, 2009
The Managing Director
G.E. Communication
Deen Dayal Marg
Lucknow–5465577
Dear Sir/ Madam
Your advertisement for the post of _____________________________ in Times of India of
dated __________________ interests me because I think I have the kind of training and
experience which you expect in the person you are looking for.
I have indicated details of my qualifications, experiences etc. in the enclosed resume for
your kind perusal but should you require any information, please let me know. I shall be glad
to give it either in person or by post, as you wish.
Yours truly,
Saurabh Srivastava
Encl: Resume
Exhibit: 3.2

3.2 RESUME
A resume is a summary presentation of person’s backgrounds, employments, qualifications and
intended career plan.
PURPOSE OF RESUME
1. To pass the employer’s screening process (requisite educational level, year’s experience etc.)
2. To provide contact information, an up-to-date address and a telephone number (A telephone
number that will always be answered during business hours).
3.2.1 Contents of a CV/Resume
Since the purpose of the resume is to present the information one wants to give, therefore, there is no
fixed rules for a resume format. Whatever the format may be, a resume should consist of the following
details:-
1. Name, address and phone number: Your name, complete address and phone number,
e-mail address and fax number.
2. Career objectives: Mention career goals and specific job objectives.
3. Education: Mention the name of each institution attended, city and state, name of the
degree/diploma or certificate you have received, the year of graduation and post graduation,
if any, etc. If you are a fresh graduate in a field relevant to the job and your percentage are
good, listing your aggregates is a good idea.
4. Experience: Describe your major job responsibilities, skills and knowledge acquired on
the previous job. List your experiences in reverse order and with the latest and most
interesting coming first. You may highlight internships, training, voluntary work, extra
curricular activities, responsibilities handled etc. if you have no professional experience.
26 / Business Communication ■■■

5. Interests: Your interests are best listed, if they are either unique or relevant to the particular
job. Professional membership, licenses/certificates are to be listed depending upon their
relevance and contribution to your value as an employee on a particular organization.
6. Personal details: It includes father’s name and mother’s name, date of birth, nationality,
marital status and address of the candidate. In case of two addresses i.e. correspondence and
permanent address, correspondence address should be mentioned on the top of the resume
and permanent address in the personal details.
7. Declaration: Declaration by the candidate that all the information written in the resume is
true and he/she will be responsible for any mistake. And it is undersigned by candidate itself
and also mention date and place.
8. Referees: The names and address of referees can be provided, if necessary.
3.2.2 Some Tips for Preparing an Impressive CV
1. Always put the essential things—first arrange the information within each item with your
career objective in mind.
2. Emphasize your skills, accomplishments and levels of responsibility attained.
3. Use reverse sequential order, meaning that when items are listed by date, the most recent
should come first.
4. The contents of the CV should be completely accurate and honest.
5. Mention anything special that can add weightage to your candidature.
6. Use a clear font and a font size that is easy to read. The font size should not be too small or
too large. The ideal font size would be 12.
7. Ideally, a CV should not be more than two or three pages. It should be shorter for fresh
graduates.
8. Abbreviation should be avoided.
9. References should be provided, if required.

RESUME
My Name
My Street
E-mail: [email protected]
64 My street, My City 7X00074
Ph.: - 94330XXXXX(M) 2551XXXX (Resi)
Objective
Being a committed team player, want to be a part of a renowned organization, to contribute
towards the growth of the Organization, based on my expertise and to further my personal
capabilities by learning from the new exposure within the structured framework of the organization.
Expertise Summary
• To be an asset to the organization I serve.
• Expertise in HRD/Administration.
• A quick learner with ‘Can do’ attitude
Contd...
■■■ Employment Communication / 27

Key Skills and Management

Professional management skills
– Meeting objectives
– Identifying problems
– Promoting solutions
– Managing change
– Motivating and developing staff
• Well-developed and effective communication skills.
• Thrive in deadline-driven environments.
• Excellent team-building skills.
Professional Qualification
• MBA from XYZ University, specialization in Human resource [75%, May 2005 pass-out]
• Presently pursuing SAP training from Technology Foundation XYZ Centre.
PROJECTS
• Training Assessment Needs for clinical and non-clinical staff in Medical College, My
City (A project for My City Healthcare Ltd.)
• Manpower Planning in MY City Medical College, My City (Individual project under My
City Healthcare Ltd.)
• Motivational Factors (Extrinsic vs. intrinsic) on MIT Staff (Local project to be submitted
to college)
• Trade Union Activities (HR Project-Third Semester)-XYZ Paints Ltd. My City.
• Market Analysis of viability of Café XYZ Coffee Day in My City.
• Financial Analysis in XYZ Industry, My City
Training Attended
Organization : XYZXYZ CORPORATION LIMITED
Position : Trainee
Tenure : May 2006 – July 2006
Reporting to : Vice President HRD
Project Title : Project on “Critical Evaluation of Performance Appraisal in
XYZXYZ Corporation”
General Education
• Graduation (English Honours), My University, My College, 52%
• Intermediate (Humanities) I.S.C, My Convent School, 85%
• Matriculation, I.C.S.E., My Convent School, 70%
Computer Proficiency
• MS Office – Word, Excel, Power Point, Internet & E-mail operations.
Achievements
• 50% scholarship in MBA program.
• Certificate in Test of Proficiency in English Language.
Contd...
28 / Business Communication ■■■

Personal Details
Date of birth : 12th April, 1984
Sex : Female/Male
Nationality : Indian
Marital status : Single
Language known : English, Hindi, and Bengali
Hobbies : Listening music, reading & playing sitar

Date:
Place: (MY Name)
Exhibit: 3.3

AMIT

OBJECTIVE
Relentless assimilation of my academic and managerial skills & orientation for positive
development.
PRESENT STATUS
• Working as a lecturer in Jonshon Academy where I teach Marketing and Strategic
Management related subjects in Bachelor’s and Master’s degree courses of Business
Administration.
Work experience: Total 5 years
Teaching experience:
• Working as Lecturer in ABC College of Engineering and Management, Jabalpur (July
2004 to August 2007).
EXPERIENCE
Industry Experience
• Worked as Placement Coordinator in ABC College of Engineering and Management,
Jabalpur. My job profile was arranging training and placement for the students (Oct.
2003 to June 2004).
• Worked as Field Development Executive in Sharada Agrico Private Ltd. New Delhi.
My job profile was related to Market Development and Customer Support especially
in the rural areas of the State of Madhya Pradesh, Satna region (June 2003 to Sept.
2003).
• Worked as Field Development Executive in Rajkamal Industries Ltd. (Chemicals for
Industry & Agriculture) Rajasthan. My job profile was related to Market Development
and Customer Support especially in the rural areas of the State of Rajasthan, Jaipur
region (Aug. 2002 to May 2003).
• M.B.A. in Marketing in 2000 from the Institute of Engineering & Technology,
Bhopal, affiliated to Technical University.
• Post Graduate Diploma in Computer Application from Bhopal University in 1998.
• B.Com. from XYZ College affiliated to Bhopal University in 1999.
Contd...
■■■ Employment Communication / 29

Papers Published
• “Capability Approach vs Utilitarian Approach” (2006) , DOGMAS A Caravan,
ISSUE IV.
• “Cultural Ethos and Blue Ocean Strategy for and as Innovations in Management
Practices” published in conference proceeding in 7th National Conference on
“Innovations in Management Practices” on 31-32 September, 2006 at IJKL
University, Timbuktoo (Nagaland).
Papers Presented
• “xxxxxxyyyyyyzzzzzz” 7th National
• , 2007 at iiiiiiiiiii University, Timbuktoo (Nagaland).
• “xxxxxxxxxxxyyyyyyyyyyyyyzzzzzzzzz” presented in the First Biennial International
Conference ‘New Age Entrepreneurship: Vision and Vistas’ at CESBM (Center for
Entrepreneurship and Small Business Management) on 9th-11th, 2005.
• “xxxxxxxxxxxxxyyyyyyyyyzzzzzzz”, presented at National Seminar, ‘Manthan’, at
Lakshy Business School, Lucknow, April 21-22, 2006.
Seminars, Conference and Faulty Development Programmes Attended
• Participated in National Conference on “Building Management Competencies in India
Business: Then, Now and Beyond” at xxxxxx University, Timbuktoo (Nagaland), 20-
21 January 2006.
• Participated in Seminar on “xxxxxxxxxxxxx” at LLL Institute for Special Education,
Nagaland, 4th March 2006.
• Attended Faulty Development Programme organized by IDBI, Tripura, December 2004.
EDUCATION
Extra Curricular Activities
• Coordinator circulation of college International Journal DOGMAS AND CIRCULATING
IT INTERNATIONALLY ACHIEVING THE SUBSCRIPTIONS AND GREATER
READERSHIP.
• Regularly attending Seminars and Symposiums organized by Bhopal Management
Association.
PERSONAL DETAILS
Name : Amit
Father’s name : Mr. Ram Sagar
Date of birth : 8th July 1979
Marital status : Single
Nationality : Indian
Address : 234, Lalit Nagar, Bhopal
Contact number: 956845125445

Date:
Place: (Signature)
Exhibit: 3.4
30 / Business Communication ■■■

3.3 REFERENCES
A referee is a person who is ready to give an undertaking for another. The test and the interview con-
ducted by the employer enable him to select the candidates suitable for the work. But before the ap-
pointment order is sent, it may be necessary for him to obtain information about the selected candi-
dates reliability, honesty, talent for the post and any other facts which may be useful for the purpose.
Hence, the applicants are generally requested to name, in their application, a person/s who is/are
willing to be a reliable sense of information about them. While writing to a referee the following points
should be kept in mind:
1. Use polite language.
2. The letter must seek specific information about the applicant.
3. For maintaining the secrecy, the letter should be marked ‘confidential’.
4. For the convenience of the referee, it is advisable to enclose a prepaid self-addressed
envelope.
5. The referee must assure that the information supplied by him will be treated as confidential.

3.4 DISCUSSIONS IN GROUPS

Discussion is a method to develop one’s creative approaches to knowledge. In a discussion we learn to
listen to others because we deduce and believe to contribute positively. We learn to speak our own
points to others with more clarity. We also learn to create the points before concluding the views.
Discussion is a process of reflective thinking, thought and opinion. In a discussion we may
continue for some time with predetermined issues but we cannot sell our preconceived idea. It is
reflective because our thinking and opinion depends upon what others think and what others express.
A healthy and successful discussion eliminates conflicts and achieves a harmony. In a discussion each
participant presents his or her imaginative thinking by offering suggestions, adding ideas but different
the solutions until all ideas have been appropriately enumerated.
The salient features of group discussion are noted below:
1. Interaction: A basic feature of group discussion is interaction among the various members
of the group. They observe and communicate with each other orally by playing attention to
each other.
2. Group members: Group discussion is effective only when there is a group of members
which constitute leader and followers. The leader has to summarize facts and information,
integrates, simulate thinking, and agree to a solution of the problem. The members of group
become actively related to each other in their respective roles.
3. Involvement: The effectiveness and efficiency of a group discussion depends to a great
extent upon the active participation of the members.
4. Interpersonal desirability: Another characteristic feature of a group discussion is
interpersonal attraction. As long as interaction continues, likes, dislikes, behaviour,
temperament of members are known to each other. Among them empathy develops and as
such they share each other’s problems.
5. Pressure to obey the rules: In a group discussion, there is always an element of pressure
to obey the rules and norms. The pre-defined and established standards are always enforced
and followed.
■■■ Employment Communication / 31

6. Discrepancy: A discrepancy is a conflict, difference, disagreement, among the members of

the group, which often arise during deliberations and discussion. It can simulate the
members to find new solutions to the problem.
3.4.1 Considerations in Group Discussion
1. Aims of discussion: The main aim of group discussion is to evaluate how we behave in a
group. Group discussion gives a platform to us to display our personality traits like our
intellectual ability, creativity, imagination and approach to solve the problems, leadership
qualities, conflicts and group behaviour. In the purpose of our participation we judge the
clarity of our thought and the facility of our expression. In the process we also learn how to
communicate our ideas and thoughts effectively. They teach as how to get rid of our biased
judgements and avoid undertaking prejudiced actions.
2. Purpose of discussion: The main purpose of a group discussion is to present a platform
for group learning. It aims at creating an prospect to discuss a problem. The participants in
a group discussion attempt at solving it. They share findings of each other, analyze and
classify the established findings. Discussion as a process makes a group members think
together. The group does this thinking in a cooperative style for problem-solving and
decision-making. Group discussion plot intends to make responsible professionals out of us.
As a group there is a smooth flow of interaction and we learn the process of group dynamics.
3. Participants in group discussion: For successful group discussion there should be an
adequate number of participants. It is, however, difficult to spellout the number of
participants that makes the discussion functional. It is true that the nature and effectiveness
of discussion depends upon the number of participants in a one group. The ideal number of
participants for an effective and successful discussion is between five to nine participants in
a group. A faithful discussion, however, can take place when all members share views and
exchange information with each other.
4. Venue of discussion: A group discussion should take place in a carefully chosen room. It
should be well-ventilated and illuminated. It should have pleasant atmosphere having an
oval arrangement of chairs for participants in which all participants should get an
opportunity to see each other easily and equally.
It should start with the announcement of the problem to the participants after they
congregate. The participants are given five to ten minutes of time for assessment of problem
thoughts. The another way of holding it is by announcing the problem beforehand and the
discussion starts when all the participants come prepared to the discussion table.
5. Role of observer: A group discussion takes place in the presence of an observer. The role
of the observer is to learn and scrutinize the process of discussion. He or she keeps a watch
on the participants and their participation on the discussion.
3.4.2 Discussion Skills
For an effective participation in a group discussion, we require to improve our skills in speaking and
listening both.
SKILLS FOR SPEAKER
1. Command over the subject-matter: For effective discussion we should know how to
state our points that require specific attention and consideration. We should know how to
32 / Business Communication ■■■

explain, elaborate, compare, describe, illustrate, relate summarize and review matters. We
should be well prepared for discussion having knowledge and information about the subject
matter.
2. Remarkable or impressive voice: A participant should have a pleasant and amusing
voice quality. He or she pronounces words with proper stress and accent. An impressive
voice attracts other participants to hear what we speak.
3. Pronunciation: The participants should know how to modulate his or her voice with
effective pronunciation combining stress on syllables pronunciation.
4. Poise: A general poise and bearing makes us to maintain our cool. A poise doesn’t allow us
to pronounce someone or on some point of view. The poise includes our attentiveness,
calmness, a brevity attitude and confidence. All these help us participate efficiently in a
discussion.
5. Effective body language: For effective participation in a discussion we should avoid too
many gestures or body movements while speaking. Our body language should not display
any antagonism, irritation, fatigue, panic, hurry or hesitation.
SKILLS FOR LISTENER
1. Positive approach: As listener also we should follow a positive approach for a useful
discussion. We sincerely listen to others.
2. Focused attitude: Our mind should be on the subject matter or on the problem of the
discussion. It helps to understand the speaker intention and also it makes easier to
understand the particular topic.
3. Systematic perception: For effective participation in a discussion we should perceive the
viewpoints expressed in the discussion. We should interpret the viewpoint and opinions of
others rationally and objectively. We must listen to what others say and accordingly we
should transform our views.
4. Detailed analysis: As a participant we should know how to listen, what to listen and get
the right meaning. We should know how to generalize or interprets the information
gathered. This should be done by a proper comparison between the old knowledge and the
new facts listen in the discussion.
5. Body language: As a responsible listener in a discussion we should be frank, friendly in
receiving the views and opinions of others. Our gestures, therefore, should not be of hostile
kind. We should be frank and accommodating but indeed not defensive too.
Healthy discussions gave us newer and newer ideas. We learn how to transmit our views,
examining their validity appeal. Through discussions we share our views and opinions. Discussion
plays a very important role in our learning process. By the group discussion process we learn the kind
of role a team-effort has in the modern world. We also learn how to respect the views of others, think
together and work together helpfully resolving conflicts and confusions at all steps.

3.5 INTERVIEW
The word ‘interview’ means ‘view between’ or ‘sight between’. It suggests a meeting between two
persons for the purpose of getting a view of each other, or for knowing each other or we can say that
it is the interaction between interviewer and interviewee. An interview is a means of two-way
communication.
■■■ Employment Communication / 33

Fig. 3.1

3.5.1 Types of Interview

1. Promotion interview: Persons due for promotion are interviewed even if there is no
competition. This type of interview is more informal and serves as induction for new
responsibilities and duties. And if there, is competition for promotion, the interview helps
in the selection process and may also serve as an opportunity for a discussion of career
opportunities for candidate.
2. Appraisal or Assessment interview: An appraisal interview is one of the methods of
periodical assessment of employees. Annual appraisal interview is the best method for
judging employees performance. A face-to-face confidential talk is an opportunity for both
they discuss on several issues which are related to job.
This interview is more a discussion rather than question-answer. The focus is on the career
development, shortcomings, areas which need improvement, training, opportunities for
promotion etc.
3. Exit interview: An exit interview is given to an employee who has resigned or leaving the
organisation. The organization can—
• Find out the precise reason for the employee decision to leave.
• Give information about PF, group insurance and how and when’s the dues will be paid.
• Get feedback on employee’s opinion about the organization’s policies.
• Give the final pay cheque or information about when it will be ready and how it will be
handed over.
• Check that all books, manuals, tools, equipments which were issued to the employee
have been returned as same.
4. Problem interview: Problem interview basically meant for those employees who create
problem. An employee whose performance or behaviour is unsatisfactory in spite of
warning represents a problem. An interview is more likely to suggest a solution than
warnings and notices.
The reason for the employee’s poor performance can be found out in a face-to-face talk, it
may be domestic problems, health problem, lack of training or dissatisfaction with job,
environment problem, hierarchy problem etc. Many organizations have facilities for
counseling staff, the employee may be offered a session with the counselor.
5. Stress interview: A stress interview puts the candidates into difficult situations in order
to test her/his reaction to stress. This method is used for selection for positions in which the
person must be able to face difficult situations without getting upset. A stress interview tests
34 / Business Communication ■■■

such qualities as courage, tact, cool temper, and self-command, on candidates which is
needed when confronted by other individual or groups.
6. Selection interview: The most important objective of the selection interviews is to
measure the suitability of the candidates for specific jobs.
Employment interviews are usually taken by a panel of interviewer. An interview may take
time from 10 minutes to 45 minutes or even longer. Interviewers spend more time on good
candidates. They have to gather enough information about the candidates to be able to assess
their suitability to join the organization.
The candidates too must find out about the organization, its employee policies and culture,
what it expects the recruits to do and what opportunities for career development it offers.
3.5.2 Candidate’s Preparation
In interview not only information and knowledge of the candidate assessed but the whole personality
is assessed. The candidate must be physically, mentally and psychologically prepared for the interview.
PHYSICAL PREPARATION
1. The candidate is likely to be properly groomed and formally dressed. Clean and well-cut
nails, properly combed hair, well-fitting clothes, neat footwear and a suitable handbag or
brief case are the normal requirements of formal appearance.
2. Posture. The way a candidate carries him while standing, walking, sitting reveals a good deal
about him. Self-confidence, nervousness or over-confidence, are all reflected in the posture
and bearing of the candidate. Note your body movements, and take care to stop any bad
habitual movements.
3. Good etiquette is necessary for interview. The candidate must know what the suitable
greetings are for the day on a particular time.
• Do not offer to shake hands unless it is offered by an interviewer.
• Do not sit until you are asked to sit down. If you are not asked to sit then take
permission from interviewer to sit.
• Take care, while handling the chair. It should not be dragged noisily. Sit comfortably
and with good posture.
• If you have large briefcase, put it down on the floor near the chair. If you have small one
then keep it on your lap. Be comfortable and well practiced in handling your bag.
• Do not put elbows or hand on the table. Practice keeping hands comfortably when you
are not using them.
• Maintain comfortable posture throughout the interview.
• At the end of the interview, remember to thank the interviewers and wish them Good
day.
MENTAL PREPARATION
1. It is advisable to new job-seekers, that they revise concern subjects. Knowledge in the field
of specialization must be up-to-date, take a look at your bio-data and be prepared to give
more information about your interest.
2. Important current issues in the country and in the world will be asked at the time of
■■■ Employment Communication / 35

interview. Regular reading of newspapers, listening to TV news and discussion on current

issues are suggested.
3. Information about the company where you go for interview, its owners/boards of directors,
its product or services, its turnover, share capitals, market value etc. are available in the
company’s annual report or it is also available at the internet. The candidate must find out
such information as possible about the company whose employment he seeks.
PSYCHOLOGICAL PREPARATION
1. Honesty and openness in answering questions is the best policy. Dishonesty generally makes
a bad impression in the mind of the interviewers. It is better to admit inability to answer a
question than to pretend and guess answer.
2. Inability to discuss a topic makes a bad impression. If there is any topic that seems too
embarrassing to talk about, it is useful to read up information on it and talk about it
objectively to a few friends for practice.
3. Salary is a topic that must be discussed at the time of interview. It is important to talk about
the compensation package without appearing to be bargaining, or being driven or defeated.
4. A candidate must have the clarity of purpose and determination to want to know her/his
prospects in the organization. Information about the nature of duties, working time,
deduction, future prospects, other benefits and any of the desired information must be
received before leaving.
SELF EVALUATION
1. Anyone who wants to be successful in life must make a good self-evaluation. Knowledge of
one’s strengths and weaknesses is very useful in gaining self confidence.
2. It takes time and should be done carefully and patiently by candidates.
3. Parents and close friends can help in pointing out faults or limitation and in correcting them
and also in finding out strong points and strengthening them.
4. Coming to terms with oneself, knowing how to deal with one’s faults, and how to make good
use of one’s talents and skills is excellent preparation for an interview. It adds a great deal of
self confidence and poise to the personality.
3.5.3 Interviewer Preparation
1. Preparation for the interview has to be made well in advance. The received application are
sorted and scrutinized and qualified candidates are selected for interviewing.
2. A panel of interviewers is selected on the basis of requirements of the job and the assessment
which has to be made at interview.
3. A date for the interview is fixed, and the interviewers as well as his selected candidates are
sent letters informing them of the date, time and place of the interview.
4. On the day of the interview, the room in which the interview is to be conducted is suitably
arranged. Another room near the interview room is also arranged for the candidates to be
seating while waiting to be interviewed.
5. A senior office staff and a peon attend to the needs of the waiting candidates. Each panel
member has to examine the bio-data of candidates and prepare questions based on the
bio-data for each candidate.
6. Develop rapport to encourage the candidate to be involved. A candidate is more willing to
speak openly if the interview show respect and understanding of his/her needs.
36 / Business Communication ■■■

At the time of interview the interviewer must consider the following points:
1. A relaxed atmosphere can be created by interviewer having a brief conversation unrelated
to the interview and by using the candidate’s name.
2. Friendly responses to what the candidate says make the candidate comfortable and
encourage him to speak.
3. A candidate must never be humiliated even if it is obvious that he is unsuitable.
4. If the interviewer conducted a stress interview than after the interview candidate should be
told that it was stress interviewing and that he need not feel anxious about it.
5. Leave taking must be pleasant and sociable, with response to the candidate’s wishing.
3.5.4 Interview Do’s and Don’ts
With the requirements of the position in mind, the interviewer will search for your strong and weak
points and evaluate your intellect and the abilities that you have developed as a result of your
education and past experience. They will also be interested in personal characteristics such as your
motivation and the way you present yourself.
THE “DO’S”
• DO follow the interviewer’s leads and prompts, reading whether your answer is going to be
too long or if further information is required to explain on a point made.
• DO make sure that you highlight your strengths to the interviewer in a factual, sincere
manner. Provide specific examples of your abilities that demonstrate positive outcomes or
achievements.
• DO realise that the interviewer will ask you questions about your skills that relate to the
selection criteria or the requirements of the position. If the position requires technical or
special knowledge, you can expect to be asked a question that involves applying theory to
solve a problem.
• DO make sure you leave the impression that you are more interested in the activities
involved in the job than the promotional opportunities or benefits that the organization may
offer.
• DO always indicate your interest in the job for which you’re being interviewed. Never close
the door on an opportunity. It is better to be offered the position so you can consider it in
relation to other jobs for which you are applying than to not have a choice.
• DO ask questions when given the opportunity.
• DO take advantage of the opportunity to add anything else in your favour if asked.
THE “DON’TS”
• DON’T answer questions with a simple “yes” or “no”. Give good responses and explain
yourse lf whenever possible by referring to relevant examples from your experiences.
• DON’T respond in a general, vague, or hesitant manner. Keep in mind that you alone can
sell yourself to an interviewer. Project a sense of purpose and direction.
• DON’T ‘over answer’ questions. The interviewer may steer the conversation into politics
or economics. It is best to answer the questions honestly, and say no more than is necessary.
• DON’T ever make derogatory remarks about your present or former employers.
• DON’T enquire about salary, holidays, bonuses or retirement at the initial interview.
■■■ Employment Communication / 37

However, you should know your market value and be prepared to specify your required
salary range if asked.
• DON’T lie. Answer questions truthfully, frankly and as close ‘to the point’ as possible.
• DON’T focus on negatives: emphasis positive outcomes and learning experiences.
Negative factors frequently assessed during an interview that most often lead to rejection include:
• lack of responsibility taken for actions.
• lack of interest and enthusiasm.
• lack of preparation, failure to obtain information about the job and organization.
• inability to express thoughts clearly, poor diction or grammar, and lack of poise.
• lack of career planning, purpose or goals.
• lack of tact, maturity, courtesy or professionalism.
• evasive – making excuses for poor academic record or other unfavourable factors.
• overbearing, aggressive, arrogant or conceited.
• over-emphasis on money – interested only in remuneration.
• persistent attitude of “What can you do for me?”
• failure to ask pertinent questions about the job or the organization.
Make sure these negative factors do not apply to you on your interview. And try to overcome
these factors so you should better present yourself in the interview.

Exercise–3

1. How do you define application letter?

2. Distinguish between the solicited and unsolicited application letters.
3. Define structure of application letter.
4. What are the general hints for writing application letter?
5. Draft an application letter for the post of the Sales Manager of a private firm.
6. Write an application letter for the post of Deputy Welfare Officer addressed to the Personnel
Manager of Laxmi Enterprises, Orissa, in response to an advertisement in a newspaper dated
12th August, 2004.
7. Answer the following advertisement: “Wanted a lady receptionist with at least three years
experiences for the office of the Galaxy InfoTech, Chandigarh. Apply to the Manager stating
age, qualification, experience and minimum salary acceptable.”
8. Draft a letter to the Registrar, Rampur Technical University, applying for the post of Asst.
Registrar giving your qualifications, age and experiences.
9. Discuss the purpose of resume.
10. What are the different contents of resume?
11. What is the need or importance of listed references in a resume?
12. An International Bank has recently advertised some vacancies of teller. Write an application
for one such post giving full details to the Personnel Manager.
38 / Business Communication ■■■

13. Write out an application to the following advertisement appearing in Indian Express of
4th July, 2006.
“Wanted Accountant on Rs. 20,000 p.m.: Apply stating age, qualification and experiences,
to Box No. 46. The Leader.”
14. What are the tips for writing an impressive C.V/ Resume?
15. “A group discussion is the creative approach to knowledge.” Explain.
16. What are the features of group discussion?
17. What are the different factors taken into consideration while group discussion?
18. “For participation in group discussion one should require the balance of speaking and
listening skills.” Explain.
19. Explain the skills required at the level of listening in group discussion.
20. What do you mean by interview?
21. Describe any two types of interview.
22. Write notes on:
(i) Promotion Interview
(ii) Appraisal Interview
(iii) Exit Interview
(iv) Problem Interview
(v) Stress Interview
(vi) Selection Interview
23. For interview what preparation have to be done by candidates. Explain.
24. “First impression is the last impression.” Explain with the concern of physical preparation.
25. Differentiate between mental and psychological preparation.
26. “Self assessment is required before interview.” How much you agree with this statement and
why?
27. What preparation does the interviewer has to make for an interview?
28. List some do’s and don’ts of interview.
29. Write down five questions that you would like to ask the interviewers at your interview for
a job.
30. Suggest some ways and means of making exit interview successful.

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