MODULE 2:CORE ELEMENTS

OF INTERVIEW AND BUSINESS

LETTERS
WHAT IS AN INTERVIEW
PROCESS?
An interview process is a multistep practice that companies use to screen candidates
from a larger pool. It allows managers and company stakeholders to gauge if
candidates are a good fit for their company. The stages and requirements involved in
this process can vary depending on the industry, position and company for which
you are interviewing.
The interview process is an important phase in recruitment. It helps an employer
understand whether a candidate is ideal for a job and aids the candidate in
determining whether the job suits them or not.
WHAT ARE THE STEPS IN AN
INTERVIEWING PROCESS?

Screening interview
In a screening interview, a recruiter tries to determine whether a
candidate is suitable for a job and if they should proceed to the next
stage. Sometimes, employers replace this step with an open interview.
Companies typically conduct open interviews at an open hiring event,
where they interview multiple candidates at the same time. It usually
involves a brief discussion and straightforward questions to gauge a
candidate's suitability for a job.
Phone interview
Sometimes companies may start the process with a phone interview. They
usually use this to narrow down the pool of candidates and select interested
candidates for a job. An in-person interview may usually follow, though
interviewers hiring for remote positions often have to rely solely on video or
phone interviews to recruit ideal candidates. An interviewer may schedule a
phone interview in advance via email or phone.
Skill assessment/Aptitude test
Some positions can require candidates to take a skill assessment test, which
may evaluate a candidate's aptitude for a particular job. For example, an
employer might ask a candidate applying for a writing position to take a
grammar test or general knowledge or basic maths etc. With this, the
company determines whether a candidate has the necessary skills to perform
their jobs successfully. Companies also use a skill assessment test to evaluate
existing employees for promotions.
First interview
Also known as a pre-interview, the first usually begins with a one-on-one
interview with a hiring manager. The interviewer typically asks questions
about the candidate's qualifications, skills, work history and relevant
experience. They also try to determine if a candidate would be a good fit for
the company culture. The company may shortlist some candidates after this
interview who can proceed to the next round of the interview.
Second interview
After an initial in-person interview, a second interview is usually more in depth
and may even be a technical interview. A second interview is to determine
whether candidates are genuine contenders for the job and further reduce the
pool of candidates. Sometimes it may be additional meetings with the same
interviewer, or it can be a day-long meeting with various members of the staff,
like executives and supervisors.
Lunch or dinner interview
Depending on the type of role you are applying for, your interviewer may ask
you to join them for lunch or dinner. They may share information regarding
the job role and ask you relevant questions about your background. This helps
them evaluate your etiquette, interpersonal skills and communication skills in
a more relaxed setting.
Background check
At some point during the interview, the employer or an HR executive may
conduct a background check to verify the information you have shared with
them. Depending on the results, your application can progress through the
interview or be withdrawn from consideration. Hence, always ensure that you
provide the right information to an interviewer.
Job offer
If you successfully progress through the interviewing process, the last
phase is when the employer makes you a job offer. You are provided
information regarding the terms and conditions, compensation and
benefits of the position. Make sure that you study the offer letter
carefully before accepting it. If you would like to adjust a certain aspect
of it, you can make a counter-offer. After negotiations are over, you may
either accept or decline the job offer.
PREPARE THE RIGHT INTERVIEW
QUESTIONS
Develop an approach you will use with all candidates. Rank the key factors required for the
job in order of importance. Again, let the job ad you created be your guide.
Prior to your video or in-person interview, have a list of questions prepared that explore the
key skills necessary to perform the job of each applicant. Include key questions suitable for
all candidates, and more specific questions tailored to each candidate's resume. Vary the
styles of the questions by including:
1. Close-ended, factual questions; e.g. “How long did you work for company A?”
2. Open-ended, competency-based questions that require more than a “yes” or “no”-style
answer; e.g. “Can you describe three achievements at firm A that you're particularly
proud of?” and “Can you tell me about a time when you had to give criticism?”
3. Behavioural/hypothetical questions that relate to situations the candidate is likely to face
on the job; e.g. “How would you handle a situation when you are sure your boss is
wrong?” and “As a project manager, what would you do to build team spirit?”
Use reflecting to get more information. For example, if the answer is, “I managed
big projects,” reflect the answer back: “You say you managed big projects?” (show
interest) It’s interesting how much information will often come forth.
Present a scenario. Describe a typical situation that might occur in your organization
and ask what the candidate might do. Scenario questions can be very effective, but
don’t be locked into expecting a specific answer. After all, the candidate can’t
know all of the particulars of your operations. Instead, listen for the logic of their
ideas.
Make sure you prepare interview questions for each round of interviews. Asking factual
questions in the first interview is more suitable as you want to get to know the candidate
and what experience they have. Behavioural questions are more suited to the second and
third round of interviews as the candidate will have to deliver concrete evidence to
demonstrate they are capable of doing the job.

During each round of the hiring process, make sure each interviewer gives their
feedback to every stakeholder involved to avoid doubling up on questions in the
second or third interview that were already addressed in the first interview. This will avoid
the candidate getting the impression that your company isn’t organised in their post-
interview feedback process. Candidates in second or third interviews may consider it
unprofessional or a waste of their time if they need to re-state answers to questions
already answered in the first interview.
HOW TO IMPROVE YOUR PERFORMANCE
IN AN INTERVIEW

1. Prepare an introduction
An introduction may be the first thing an interviewer asks. It is a great
opportunity for them to evaluate you and for you to highlight your skills.
Prepare an introduction beforehand and practise it. Keep it short, for
instance, anywhere between 30 seconds and two minutes. Give a brief
overview of your skills, experience and how you may be a good fit for
the job.
2. Research the company
Before any interview, try to understand more about the company as well
as the job role for which you are applying. You can do a quick online
search, go through the company website or read more on job search
websites. If you know who your interviewer is, you can also gather
relevant information about them regarding their education,
specialisations and work experience. This may enable you to interact
with them confidently.
3. Practise your answers
Try practising your answers to common questions beforehand. You can
practise them in front of a mirror or take a video so that you are aware
of your tone, body language and facial mannerisms. Practising can help
you deliver your answers in a clear way and sound confident.
4. Arrive early
Punctuality is a virtue that interviewers appreciate in candidates.
Determine how much time it may take for you to reach the place and
plan to leave early. Reach at least 15 minutes early so that you can settle
down and be comfortable before the interview starts.
5. Dress appropriately
Make sure you have appropriate attire for an interview. Even if a
company has a casual dress code, you may have to dress professionally
for an interview. Ensure that your clothes are fresh and ironed.
6. Bring all necessary documents
Make sure that you bring all the necessary documents for an interview.
Take copies of your resume and other relevant documents if necessary.
If you are unsure of what documents to bring, you can ask the
interviewer for this information in your interview confirmation email.
7. Ask questions at the end of an interview
Usually, the interviewer may ask you if you have any questions for them.
Be ready with some relevant questions regarding the job, the work
culture or any other area you may have queries in. This can leave a
positive impression on the interviewer as it demonstrates your
enthusiasm and willingness to learn.
LETS PREPARE THE 1 ST
QUESTION’S ANSWER OF
INTERVIEW.
Introduce Yourself?
Good day, sir/ma’am.
It gives me great joy to speak to you. I am a ___________ , basically from _____,
completed my schooling, Secondary and degree from _______. We are ___ in
our family, my father is a ______ and my mother is a_______/Queen of our
house. Apart from my parents my elder/younger brother/sisters are
studying/working in _________. I’m really interested in (mention the domain of
your interest). That is why I opted to pursue my masters in (program name).
I am passionate about _______,______ & ________ and my strengths are
_____,_______ & ______________. Apart from this I’m really interested in (any
social activity etc )
GROUP DISCUSSION
A group discussion is a discussion between a group of participants on a given
subject. A group discussion typically forms a part of the selection process used by
organisations and educational institutions. The candidates talk about the given topic
to present facts, opinions and conclusions.
What is an example of group discussion?
For example, if the topic for the group discussion is “How Covid-19 has changed the
education sector?”, you can begin with a simple question like “Does a pandemic
hold the power to affect our education system?” and then continue with introducing
the topic.
WHAT ARE THE TYPES OF GROUP
DISCUSSIONS?
•Factual group discussions: These group discussions are about practical
things and judge how a candidate processes information and analyses
day-to-day topics or socio-economic issues.
•Opinion-based group discussions: These group discussions test how
candidates put forward their opinions and views. These group discussions
are less about facts and more about opinions. (No right/wrong answers)
•Case study-based group discussions: These group discussions simulate
real-life situations. The panellists give the group the details of a
hypothetical situation and then the group has to resolve the situation
together.
•Abstract group discussions: These group discussions are about
intangible topics. In these, the interviewers observe if a candidate can
handle the given topic with lateral thinking and creativity.
STARTING LINES FOR A GROUP
DISCUSSION
While exploring the best ways to start a group discussion, gearing up for some starting lines
will always help you prepare for this situation. Since many competitive exams are often
succeeded by a group discussion, it is important to gear up for this aspect of the selection
process of your chosen course or job profile, some of the starting lines are:
“I would like to start by stating my view of the matter….”
“I would like to put forward the point that….”
You can start with a quote: “As X once had said…”
If you are giving a definition related to the topic: “______is defined as…..”
I am sure that some of you might agree with my point while others might not, but I would like
to say that….”
Hi everyone, I am _____ (name) and I would like to introduce the topic of this group
discussion.
Hello everyone, my name is ____ and I will be initiating the group discussion. I would like to
ask a question from all of you. [Add a question here relevant to the topic]
IMPORTANCE OF GROUP DISCUSSION

Group discussions are important because they help the evaluator:

•To judge whether the candidate is fit for the job
•To test whether the candidate is a good team player
•To assess the candidate's communication skills
•To check whether the candidate is comfortable speaking spontaneously
on any subject
•To gauge the candidate's diction and pronunciation
•To evaluate the body language and posture along with general
composition and maturity
WHICH SKILLS ARE EVALUATED IN
GROUP DISCUSSION?

1. Subject knowledge
2. Creativity/Originality
3. Voice
4. Body language
5. Fluency
6. Initiative
7. Leadership
8. Active listening etc
BUSINESS CORRESPONDENCE
Business correspondence means the exchange of information in a written format for
the process of business activities. Business correspondence can take place between
organizations, within organizations or between the customers and the organization.
The correspondence refers to the written communication between persons.
A businessman writes and receives letters in his day to day life. A correspondence
between two organizations or within an organization comes under this category. A
letter to a supplier, complaint letters, letter of inquiry, job application letters are some
of its examples.
 HOW TO WRITE A BUSINESS
LETTER IN 9 SIMPLE STEPS?
(FORMAT
Step 1: Sender’s Information
OR STRUCTURE)
If you want a reply, you need to understand how to address a business letter properly. In this
section, you’ve to write your address, contact number, and email address. Many people include
their full name at the top too. However, others think that it’s unnecessary because you are going to
sign the letter with your name anyway.
Want to save some time?
Well, if your company has a letterhead, you can use that instead of typing out all the information.
 STEP 2: DATE
Rather than abbreviating with numbers, write the entire date. When you’re writing to American
companies, use the American date format i.e, put the month before the day.
Example: October 20, 2016
Write the date before the month if you’re sending a letter in the U.K. or Australia.
Example: 20 October 2016
 STEP 3: RECIPIENT’S ADDRESS
This is the address where your letter will be delivered.
Write the recipient’s name, their title (Ms./Mrs./Mr./Dr), and their address. Make sure you’re as
specific as possible so that it reaches the right destination.
If you don’t know the person’s name, a little research won’t harm you! Call the company or speak to
the employees of the company to find out the name.
Example:
Mr. Mike Brown
Executive Director
XYZ, Inc.
602 Melrose Avenue
Los Angeles, California 90038
Tips:
In case you’re unsure about a woman’s preference in being addressed, use ‘Ms’.
If you think that your recipient uses ‘Dr’ or has some other title, use that. (Usually, people don’t
mind being addressed by a higher title than they actually possess, but they don’t want to be
addressed by a lower one.)
STEP 4: THE SALUTATION
A salutation isn’t just a simple greeting, it’s an indicator of respect. You can choose the salutation based on
how well you know the person and the context of your letter.
If you know the person you’re sending the letter to, and you mostly address them with their first name, it’s
okay to use their first name in the salutation. (For example, Dear Mike)
However, there are exceptions to this case too.
Dear [First and last name],
Dear Mr. [ Last name],
Dear Ms. [ Last name],
Dear Dr. [ Last name],
Dear Prof. [ Last name],
Dear Hiring Manager,
Dear HR Team,
Dear Hiring Team,
 Let’s take an example.

The dean at XYZ college might be your uncle, but if you’re writing to him regarding an official
matter, it would be best if you use the salutation “Dean (Last Name)” or “Dr. (Last Name)”
because there’s a chance that other people handle his letters and emails.
If you don’t know someone, always use the personal title and their last name
If you are not sure of someone’s gender, you can use their full name. (For example, Dear Taylor
Brown)
If you don’t know specifically whom you’re sending the letter to, use “to whom it may
concern.”
Whatever the situation is, make sure that you end the salutation with a colon. (Not a comma,)
 STEP 5: THE BODY
This is the most important part of your letter. The body should contain a few (mostly
three) concise paragraphs, each with a clear purpose.
If you want your reader to get the best possible impression, keep your message
crystal-clear.
In the opening paragraph, introduce yourself and clarify the point of your letter. You
can also mention mutual connections here, in case the recipient doesn’t know who
you are.
Not sure how to start?
You can write “I am writing to you regarding…” as the opening line.
In the next paragraph, go into the details of your main point.
In the closing paragraph, briefly summarize your points, restate the letter’s purpose
and tell your planned course of action.
Tip: Try to avoid lengthy, meandering sentences and just get straight to the point.
 STEP 7: COMPLIMENTARY
CLOSING
This is a short remark that marks the end of your letter. You’ve got a lot of options
here but choose the one that reflects the formality of your relationship.
Recommended formal closings include “Yours Truly” or “Respectfully” or
“Sincerely”.
If your letter is less formal, you can write “All the best” or “Thank you” or
“Regards” or “Best”.
Regardless of what you choose, add a comma to the end of it.
STEP 8: SIGNATURE

Below the complimentary close, sign the letter.

Make sure that you skip at least four lines so that there’s enough room for your
signature. After that, type out the name that has to be signed.
You can include your job title below your full name too.
Here’s the format:
Your signature
Typed full name
Title
 STEP 9: ENCLOSURES (IF
If youAPPLICABLE)
plan to send anything along with your business letter, you can indicate this simply by
writing Enclosures after the signature.
Consider it the print version of “please find attached” for emails.
If you have included many documents, make a list that tells the recipient what he needs to look for
in the envelope.
For example:
Enclosures (5): 2 Brochures & 3 Flyers
When it comes to a business letter, using the right justification and accurate structure isn’t good
enough.
You need to strike the right tone.
You need to ensure that your recipient understands your letter’s intent.
WHAT IS A BUSINESS LETTER?
(DEFINITION)

A business letter is a professional, formal letter that is sent by one company to

another. These letters can be used for professional correspondence between business
clients, employees, stakeholders as well as individuals.

Whether you need to tell a potential client about your product, collaborate with
another company, convince someone to attend your event, or give a thank you note –
a well-written business letter can stand out.
TYPES OF BUSINESS LETTERS
1. Cover Letters
First up, a cover letter is a one-page document that candidates submit along with their resumes.
It takes the employer on a guided journey of their greatest career & life achievements.
No matter if you’re a student or an experienced professional, a cover letter is an important
document to show your skills, experience, and why you’re fit for the position you are applying
for.
Tips:
Don’t try to fit your whole career in your cover letter. It should have a carefully curated
collection of stories.
Don’t state a skill that you don’t actually have. You’ll definitely regret it when you’re asked to
use that skill in the interview.
Keep it concise and to the point. The employer does not have time to sit down and read an
entire memoir.
2. Business Invites
These letters are a formal way to reach out to a company or an individual and invite
them to attend an event hosted by your company.
As business events tend to be formal, an invitation letter is most likely to be formal
as well. But, if you are organizing a casual event, it should be reflected in your invite
and tone.
Tips:
Write the letter in such a way that it builds anticipation about the event.
Clearly mention the date, time, and venue.
Set a friendly follow-up to remind them of the event.
3. Complaint Letter
This letter is a way to formally express your disappointment formally. You can report
a bad experience, poor customer service, or let a company know that their products
didn’t meet your expectations.
The key to this letter is that it shouldn’t sound like you are nagging, but also
shouldn’t lose its importance if you want to be taken seriously.
Tips:
Don’t get too emotional or over-the-top angry. Just state the facts.
Be cordial and professional. Let them know the entire story and how’d you like them
to rectify their mistakes.
4. Letter of Resignation
A letter of resignation is a document that notifies your employer that you’re leaving
your job. Whether you work at a coffee shop or a big-shot company, it’s proper
protocol to submit a letter of resignation before you leave.
Also, if you have an urge to send an incendiary letter of resignation, don’t give in!
You might cross paths with these people again.
Tips:
Keep it simple, stick to the facts, and don’t start complaining. Resignation letters are
not the right place for complaints & critiques.
Thank your boss and/or the company for the opportunities and describe some of the
key things you learned on the job.
5. Order Letters
Also known as “purchase orders”, these letters are used to order things or buy
material. They act as a legal record, documenting the transaction between the buyer
and seller.
These letters are generally written by one business to another business to make an
order or to modify it.
Tips:
Be concise and clear to avoid any misunderstanding or confusion.
Include everything the seller would need to deliver the order and get the payment.
Provide contact information for future conversations or follow-up.
6. Letter of Recommendation
These letters intend to recommend someone for an internship, job, fellowship, or
other such opportunities.
Before hiring an employee, many employers ask for such kinds of letters. It tells why
the person the letter is about is a good person to hire and describes their strengths &
abilities.
Tips:
Be honest and don’t agree to write a letter to someone you don’t know.
Use specific examples to highlight the person’s strengths, skills, and abilities.
Include why you believe the candidate would excel in the role.
SOME MORE TYPES OF  BUSINESS
LETTER
1. Sales Letters
2. Order Letters 12. Application of Job
3. Complaint Letters 13. Quotation Letter
4. Apology Letter 14. Acknowledgement Letter
5. Demand of Delivery Letter 15. Job Appointment letter
6. Adjustment Letters 16. Circular Announcements
7. Inquiry Letters 17. Interest
8. Follow-up Letters 18. In-Office Memorandum
9. Networking Letters Letter
10. Resignation 19. Commendation
11. Cover Letter 20. Recommendation letters
STRUCTURE AND LAYOUT OF
BUSINESS LETTERS
THANK YOU