Unit 3: Recruitment and employment correspondence
Business Communication notes · PTU syllabus (MCOP106-18)
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Unit summary
Getting a job is itself a communication task — from researching employers to accepting offers. This unit covers researching a job, job application letters, CVs and resumes, employment interviews, references, offers of employment, job descriptions, and letters of acceptance and resignation.
After this unit you can
- Research jobs and employers effectively
- Write job application letters and resumes
- Prepare for and perform in employment interviews
- Write references, offers, job descriptions, acceptance and resignation letters
PTU syllabus topics
- Researching a job
- job application letters
- curriculum vitae/resumes
- employment interviews
- references
- offers of employment
- job descriptions
- letters of acceptance and resignation
Cover letter
Why you fit this role
Resume
Education, skills, experience
References
People who can vouch for you
Interview
Prepare, practise, follow up
Topic 1
Researching a job
- Self-assessment: skills, interests, values, strengths (SWOT).
- Sources of vacancies: campus placements, company career pages, job portals (Naukri, LinkedIn), employment exchanges, newspapers, referrals, recruitment agencies, networking events.
- Research the employer: products, culture, financials, recent news, role requirements — helps tailor the application and interview answers.
Topic 2
Job application letters and CVs/resumes
- Application (cover) letter: solicited (in response to an advertisement) or unsolicited (prospecting).
- 1Opening
Position applied for and source
- 2Body
Relevant qualifications, achievements, fit with the company
- 3Closing
Request for interview, availability, thanks
Length
1–2 pages
Longer, detailed
Focus
Skills and achievements relevant to the job
Complete academic and professional history
Use
Corporate jobs
Academic, research, international roles
Customisation
Tailored for each job
Mostly constant
- Resume formats: chronological, functional, combination.
- Sections: contact details, career objective/profile summary, education, experience, skills, projects, achievements, certifications, extracurriculars; references available on request.
- Tips: action verbs, quantified achievements ("increased sales by 15%"), keywords for applicant tracking systems (ATS), no errors, honest information.
Topic 3
Employment interviews
Structured
Fixed questions
Unstructured
Free-flowing conversation
Panel
Several interviewers
Stress
Tests composure under pressure
Behavioural
Past behaviour as predictor — STAR method
Technical/case
Problem-solving
Virtual/video
Online platforms
- Preparation: research the company, practise common questions, prepare STAR stories (Situation, Task, Action, Result), dress appropriately, carry documents, arrive early or test technology.
- During: greet confidently, listen carefully, answer concisely, maintain eye contact, ask thoughtful questions at the end.
- After: send a thank-you email within 24 hours.
Example
"Tell me about a time you handled a difficult customer" — STAR answer: Situation (angry client at internship), Task (resolve within a day), Action (listened, offered replacement), Result (client renewed contract).
Topic 4
References, offers, job descriptions, acceptance and resignation
- Reference letter: written by a former employer or teacher about the candidate's character and abilities; specific, honest, balanced.
- Offer of employment (offer letter): position, start date, salary and benefits, location, probation, terms and conditions, acceptance deadline.
- Job description: job title, department, reporting relationship, purpose, duties and responsibilities, working conditions; job specification — qualifications, experience, skills.
- Letter of acceptance: accept the offer, confirm joining date and terms, thank the employer.
- Letter of resignation: state intention to resign, last working day (as per notice period), brief reason (optional), gratitude, offer to help with handover — always polite, never burn bridges.
Key terms
- Cover letter
- Letter accompanying a resume to introduce the applicant
- Resume
- Concise summary of qualifications and experience
- STAR method
- Situation, task, action, result framework for answering behavioural questions
- Job description
- Statement of duties and responsibilities of a job
- Notice period
- Time required between resignation and leaving
Quick revision
- Research self, vacancies and employer.
- Cover letter: opening, body, closing; resume vs CV.
- Interviews: structured, panel, behavioural, stress, virtual; STAR answers.
- Offer letter contents; job description vs specification.
- Acceptance and resignation letters — polite and clear.
Important exam questions
Practice questions written to the PTU exam pattern for this unit's syllabus: short answers (Section A style) and long answers (Sections B and C style).
Short-answer questions
- Q1.What is a solicited application letter?
- Q2.Distinguish a resume and a CV.
- Q3.What is a behavioural interview?
- Q4.Explain the STAR method.
- Q5.What does an offer letter contain?
- Q6.What should a resignation letter include?
Long-answer questions
- Q1.Explain how to research a job and write an effective application letter.
- Q2.Explain the structure and types of resumes.
- Q3.Explain how to prepare for and perform in employment interviews.
- Q4.Explain the contents of references, offer letters, job descriptions and resignation letters.
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