Chapter 19: Applying and Interviewing for Employment
This final chapter completes the discussion of employment communication, addressing the written
communications needed before and after interviewing, along with the interviewing process.
CHAPTER OUTLINE
Submitting Your Résumé
Writing Application Letters
Getting Attention
Building Interest and Increasing Desire
Motivating Action
Following Up After Submitting a Résumé
Understanding the Interviewing Process
The Typical Sequence of Interviews
Common Types of Interviews
Structured Versus Unstructured Interviews
Panel and Group Interviews
Behavioral, Situational, Working, and Stress Interviews
Interview Media
What Employers Look for in an Interview
Preemployment Testing and Background Checks
Preparing for a Job Interview
Learning About the Organization and Your Interviewers
Thinking Ahead About Questions
Planning for the Employer’s Questions
Planning Questions of Your Own
Bolstering Your Confidence
Polishing Your Interview Style
Presenting a Professional Image
Being Ready When You Arrive
Interviewing for Success
The Warm-Up
The Question-and-Answer Stage
Answering and Asking Questions
Listening to the Interviewer
Handling Potentially Discriminatory Questions
The Close
Concluding Gracefully
Discussing Salary
Interview Notes
Following Up After the Interview
Follow-Up Message
Message of Inquiry
Request for a Time Extension
Letter of Acceptance
Letter Declining a Job Offer
Letter of Resignation
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LECTURE NOTES
Section 1: Submitting Your Résumé
Learning Objective 1: Explain the purposes of application letters, and describe how to apply the AIDA
organizational approach to them.
Your résumé needs support from several other employment messages before, during, and after the
interview process.
These can include application letters, job-inquiry letters, application forms, and follow-up notes.
Writing Application Letters
Whenever you mail, email, hand-deliver, or upload your résumé, you should include an application
letter, also known as a cover letter, to let readers know:
What you’re sending
Why you’re sending it
How they can benefit from reading it
Take the same care with your application letter that you took with your résumé. A poorly written
application letter can prompt employers to skip over your résumé, even if you are a good fit for a job.
The best approach for an application letter depends on whether you are sending one of two types:
A solicited application letter to apply for an identified job opening, when the writer knows
exactly what qualifications the organization is seeking
An unsolicited application letter—taking the initiative to write to companies even though
they haven’t announced a job opening that is right for you
Search for news items that involve the company, its customers, the profession, or the individual
manager to whom you are writing. Using this information in your application letter helps you
establish common ground with your reader.
For either type of letter, follow these tips to be more effective:
Resist the temptation to stand out with gimmicks.
Impress with knowledge and professionalism instead.
If the name of an individual manager is at all findable, address your letter to that person.
If another applicant finds a name and you don’t, you’re at a disadvantage.
Clearly identify the opportunity you are applying for or expressing interest in.
Show that you understand the company and its marketplace.
Search for management names using:
LinkedIn
The company’s website
Industry directories
Twitter
People in your network
In the application letter, clearly identify the opportunity you are applying for or expressing interest in
by taking these steps:
Show that you understand the company and its marketplace.
Keep it short—no more than three paragraphs.
Keep in mind that all you are trying to do at this point is move the conversation forward one
step.
Show some personality, while maintaining a business-appropriate tone.
Project confidence without being arrogant.
Never volunteer salary history or requirements unless requested.
Getting Attention
The opening paragraph of your application letter has two important tasks to accomplish:
Clearly stating your reason for writing
Giving the recipient a reason to keep reading
Promising applicants show some immediate potential for meeting the company’s needs by using
these methods:
Research the company and the position.
Know something about the industry and its current challenges.
Mirror the company’s stated needs (keywords).
Highlight personal qualifications.
Show evidence that you understand the broader market.
Balance any relative lack of experience with enthusiasm and knowledge of the industry.
All these openings demonstrate the “you” attitude, and many indicate how you can benefit the
employer.
Building Interest and Increasing Desire
The middle section of the application letter presents your strongest selling points in terms of their
potential benefit to the organization, thereby building interest in you and creating a desire to
interview you.
The more specific you can be in the middle section of the letter, the better. And back up your
assertions with some convincing evidence of your ability to perform.
When writing a solicited letter:
Discuss each requirement specified in the advertisement.
Stress other solid selling points to help strengthen your overall presentation.
Don’t restrict your message to just core job duties.
Highlight personal characteristics that apply to the targeted position, such as diligence or
your ability to work hard, learn quickly, handle responsibility, or get along with people.
Mention salary requirements at this stage only if the organization has asked you to state
them.
Toward the end of this section, refer the reader to your résumé by citing a specific fact or general
point covered there.
Motivating Action
The final paragraph of your application letter has two important functions:
Ask the reader for a specific action (usually an interview).
Facilitate a reply.
Also include options in the final paragraph by making these offers:
Go to the employer’s office at a convenient time.
Meet with its nearest representative.
Arrange a telephone interview.
Include your email address and phone number.
Indicate the best time to reach you.
Follow up with a phone call.
Refer again to your strongest selling points.
Offer your date of availability.
After editing and proofreading your application letter, give it a final quality check.
Class discussion question: You’ve been on the receiving end of advertising for most of your life; what
can you apply from your experience to the task of applying for jobs? What works, and what doesn’t
work?
Following Up After Submitting a Résumé
Deciding if, when, and how to follow up after submitting your résumé and application letter is one of
the trickiest parts of a job search. Keep these tips in mind:
Employers continue to evaluate your communication efforts and professionalism during this
phase, so don’t say or do anything to leave a negative impression.
Adhere to instructions the employer has provided. If a job posting says “no calls,” don’t call.
Don’t call or write before a close date; the company is still collecting applications.
A single instance of poor etiquette or clumsy communication can undo all your hard work in a job
search.
When you do follow up, you can share an additional piece of information linking your qualifications
to the position and ask a question about the hiring process as a way to gather some information about
your status.
Good questions to ask include:
Has a hiring decision been made yet?
Can you tell me what to expect next in terms of the hiring process?
What is the company’s timeframe for filling this position?
May I follow up in another week if you haven’t had the chance to contact me yet?
May I provide any additional information regarding my qualifications for the position?
Whatever the circumstances, follow-up messages can demonstrate that you’re sincerely interested in
working for the organization, persistent in pursuing your goals, and committed to upgrading your
skills.
Section 2: Understanding the Interviewing Process
Learning Objective 2: Describe the typical sequence of job interviews, the major types of interviews, and
what employers look for during an interview.
An employment interview is a formal meeting during which both you and the prospective employer ask
questions and exchange information:
The employer’s objective is to find the best talent to fill available job openings.
Your objective is to find the right match for your goals and capabilities.
As you get ready to begin interviewing, keep two vital points in mind:
Recognize that the process takes time. Start your preparation and research early.
Don’t limit your options by looking at only a few companies.
The Typical Sequence of Interviews
Most employers interview an applicant multiple times before deciding to make a job offer.
Depending on the company and the position, the process may stretch out over many weeks, or it may
be completed in a matter of days.
Employers start with the screening stage, in which they filter out applicants who are unqualified or
otherwise not a good fit for the position. Screening can take place in these ways:
On your school’s campus
At company offices
Via telephone (including Skype or another Internet phone service)
Through a computer-based screening system
Time is limited in screening interviews, so keep answers short while providing a few key points that
differentiate you from other candidates.
The next stage of interviews, the selection stage, helps the organization identify the top candidates
from all those who qualify. During these interviews follow these tips:
Show keen interest in the job.
Relate your skills and experience to the organization’s needs.
Listen attentively.
Ask insightful questions.
Show you’ve done your research.
If the interviewers agree that you’re a good candidate, you may receive a job offer, or be invited back
for a final evaluation.
The objective of the final stage is to sell you on the advantages of joining the organization.
Common Types of Interviews
Employers use a variety of interviewing methods throughout the interviewing process, and you need
to recognize the different types and be prepared for each one.
Structured Versus Unstructured Interviews
In a structured interview, the interviewer asks a series of questions in a predetermined order.
Structured interviews help employers identify candidates who don’t meet basic job criteria and
compare answers from multiple candidates.
In an open-ended interview, the interviewer adapts the line of questioning based on the answers you
give and any questions you ask. Keep your answers focused and professional.
Panel and Group Interviews
In a panel interview, you meet with several interviewers at once. Try to:
Make a connection with each person on the panel.
Keep in mind that each person has a different perspective.
Tailor your responses accordingly.
In a group interview, one or more interviewers meet with several candidates simultaneously. A key
purpose of a group interview is to observe how candidates interact with potential peers.
Behavioral, Situational, Working, and Stress Interviews
In the behavioral interview, you are asked to relate specific incidents and experiences from your past.
Behavioral questions require candidates to use their own experiences and attributes to craft answers.
To prepare for a behavioral interview, take time to prepare the following:
Review your work or college experiences that relate to the job at hand.
Recall instances when you demonstrated an important job-related attribute or dealt with a
challenge.
Be ready to quickly summarize the situation, the actions you took, and the outcome of those
actions.
A situational interview is similar to a behavioral interview except that the questions focus on how you
would handle various hypothetical situations on the job. The more you know about the position, the
better prepared you’ll be.
A working interview is the most realistic type of interview: you actually perform a job-related activity
during the interview.
The stress interview is the most unnerving type of interview. The theory is that you’ll reveal how well
you handle stressful situations. If you find yourself in a stress interview, recognize what is happening
and collect your thoughts for a few seconds before you respond.
Interview Media
Expect to be interviewed through a variety of media. Employers interview candidates via these
methods:
Telephone
Email
Instant Messaging
Online systems
Videoconferencing
Face-to-face meetings
Mobile apps
To succeed at a telephone interview, follow these steps:
Treat it as seriously as an in-person interview.
Be prepared with a copy of all the materials you have sent to the employer.
Have on hand your résumé and any correspondence.
Prepare note cards with key message points you want to make and questions you want to ask.
You won’t be able to rely on nonverbal signals to create a good impression.
Use a positive, alert tone of voice.
Email and IM are also sometimes used in the screening stage and have major advantages in
communicating:
Review and edit each response before you send it.
Maintain a professional style in your responses.
Ask questions that demonstrate your knowledge of the company and the position.
Many employers use video technology for both live and recorded interviews. With recorded video
interviews, an online system asks a set of questions and records the respondent’s answers.
Prepare for a video interview as you would for an in-person interview:
Take care with dressing and grooming.
Become familiar with the equipment and the process.
Arrange your space so that it appears professional.
Remember to sit up straight and focus on the camera.
What Employers Look for in an Interview
Interviews give employers the chance to go beyond the basic data of your résumé to get to know you
and to answer two essential questions:
Can you handle the responsibilities of the position? The more you know about the demands
of the position and how your skills match those demands, the better you’ll be able to respond.
Will you be a good fit with the organization and the target position? This line of inquiry
includes your overall personality and approach to work.
All good employers want people who are:
Confident
Dedicated
Positive
Curious
Courteous
Ethical
Willing to commit to something larger than their own individual goals
Preemployment Testing and Background Checks
Many employers conduct a variety of preemployment evaluations and investigations. Here are types
of assessments you are likely to encounter during your job search:
Integrity tests attempt to measure how truthful and trustworthy a candidate is likely to be.
Personality tests are designed to gauge such aspects as attitudes toward work, interests,
managerial potential, dependability, commitment, and motivation.
Cognitive tests measure a variety of attributes involved in acquiring, processing, analyzing,
using, and remembering information. Typical tests involve reading comprehension,
mathematics, problem solving, and decision making.
Job knowledge and job skills tests measure the knowledge and skills required to succeed in a
particular position.
Substance tests. A majority of companies perform some level of drug and alcohol testing.
Background checks include reviewing your credit record, checking to see whether you have a
criminal history, and verifying your education.
You should also assume that every employer will conduct a general online search on you. To help
prevent a background check from tripping you up:
Verify that your college transcripts are current.
Look for any mistakes or outdated information in your credit record.
Plug your name into multiple search engines to see whether anything embarrassing shows up.
Scour your social network profiles and connections for potential problems.