Chapter 14 Interviewing and Following Up Essentials of

Chapter 14 Interviewing and Following Up Essentials of Business Communication 9 e Mary Ellen Guffey & Dana Loewy © 2013 Cengage Learning ● All Rights Reserved

So, you want to get your dream job? © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 13, Slide 2

Types of Employment Interviews Screening © 2013 Cengage Learning ● All Rights Reserved To weed out unqualified candidates. Often conducted by telephone or online. Goal Hiring/ placement To learn whether a candidate is a good fit for the organization. Usually conducted in person. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 3

Types of Employment Interviews § One-on-one § Panel © 2013 Cengage Learning ● All Rights Reserved Hiring/ placement § Group § Sequential § Stress § Online Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 4

Interview Success © 2013 Cengage Learning ● All Rights Reserved Before the interview During the interview Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition After the interview Chapter 14, Slide 5

Professional Phone Techniques Before During After § Remember that anytime the phone rings, © 2013 Cengage Learning ● All Rights Reserved it could be a potential employer. § Invest in a good answering machine or voice mail service. § Create a concise, professional outgoing message in your own voice; include your full name. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 6

Professional Phone Techniques Before During After § Alert those who may answer your phone; © 2013 Cengage Learning ● All Rights Reserved don’t let children answer. § Beware of answering cell calls. § Use voice mail to screen calls. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 7

An Impressive First Conversation Before During After © 2013 Cengage Learning ● All Rights Reserved Keep the following near your phone: § Your résumé § List of positions for which you have applied § List of references § Calendar § Notepad and pen Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 8

An Impressive First Conversation Before During After § Treat any call from an © 2013 Cengage Learning ● All Rights Reserved employer like an interview. § If caught off-guard, ask whether you can call back. § Be prepared for a screening interview. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 9

An Impressive First Conversation Before During After © 2013 Cengage Learning ● All Rights Reserved § Take good notes. § Get accurate directions. § Verify spelling of interviewer’s name. § Before you hang up, reconfirm date and time of interview. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 10

Researching the Company Before During After © 2013 Cengage Learning ● All Rights Reserved § Never enter an interview cold! § Learn all you can about the target company. § Employers are impressed by candidates who have done their homework. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 11

Researching the Company What should you look for? Field, service, or product Mission and goals Size/Geographic Location(s) © 2013 Cengage Learning ● All Rights Reserved Number of employees Customers Competitors Culture Management structure Names of leaders History Reputation in community Financial condition Strengths and weaknesses Recent news articles Future plans Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 12

Researching the Company Where should you look? © 2013 Cengage Learning ● All Rights Reserved Company’s Web site General Web search Library Annual reports Catalogs or brochures Current employees Blogs/Social Network Sites Newspaper articles Informal visit Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 13

Prepare and Practice Before During After © 2013 Cengage Learning ● All Rights Reserved § How do your qualifications fit the job description? § Rehearse success stories. § Practice answers to typical interview questions. § Prepare to explain résumé problem areas. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 14

Prepare and Practice Before During After © 2013 Cengage Learning ● All Rights Reserved § Clean up any digital dirt. § Decide how to dress professionally. § Gather items to bring: Copies of your résumé Reference list Notebook and pen Money Work samples Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 15

Cleaning Up “Digital Dirt” § Remove questionable content: © 2013 Cengage Learning ● All Rights Reserved Inappropriate photos Provocative statements Content about alcohol or drugs Discriminatory comments Anything that demonstrates poor communication § Stay positive—don’t complain about your professional or personal life online. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 16

Cleaning Up “Digital Dirt” § Be selective about your list of friends. § Avoid joining negative groups or “liking” negative pages. © 2013 Cengage Learning ● All Rights Reserved § If you are employed, don’t discuss your job search online. § Set up a professional social networking page or Web site. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 17

Traveling to Your Interview Before During After © 2013 Cengage Learning ● All Rights Reserved § Give yourself plenty of time to groom and dress. § Leave early enough so that you’ll arrive on time. § Don’t smoke, eat messy or smelly foods, or overdo the perfume or cologne. § If you are delayed, call immediately! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 18

Arriving at Your Interview Before During After © 2013 Cengage Learning ● All Rights Reserved § Arrive on time or a little early. § When you enter, be courteous and congenial to everyone. § Great the receptionist and wait for an invitation to sit. § Greet the interviewer confidently; don’t be afraid to initiate a handshake. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 19

The Basics of a Good Handshake © 2013 Cengage Learning ● All Rights Reserved § Hold the person’s hand firmly. § Pump hand approximately three or four times. § Maintain eye contact. § Smile! A strong handshake conveys power, professionalism, and confidence! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 20

Fighting Fear Before During After © 2013 Cengage Learning ● All Rights Reserved § Practice interviewing as much as you can, particularly with real companies. § Prepare thoroughly: Research the position. Practice answering questions. Prepare and rehearse success stories. Review the job posting. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 21

Fighting Fear Before During After © 2013 Cengage Learning ● All Rights Reserved § Dress professionally. § Remember that interviewing is a two-way street. You are also evaluating the interviewer and the organization. Let this give you confidence! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 22

During the Interview Before During After Being and Looking Professional © 2013 Cengage Learning ● All Rights Reserved § § § Control your body movements. Exhibit good posture. Practice appropriate eye contact. Use gestures effectively. Smile enough to convey a positive attitude. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 23

During the Interview Before During After Being and Looking Professional © 2013 Cengage Learning ● All Rights Reserved § Listen attentively. § Turn off your cell phone and other electronic devices—completely! § Sound enthusiastic and interested—but sincere. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 24

During the Interview Before During After Being and Looking Professional © 2013 Cengage Learning ● All Rights Reserved § Don’t chew gum. § Avoid empty words (um, uh, like, you know, basically). § Be confident, but not cocky. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 25

During the Interview Before During After Answering Questions Effectively © 2013 Cengage Learning ● All Rights Reserved § Use the interviewer’s name occasionally. Pronounce it correctly! § Be sure you understand the question asked. If necessary, clarify vague questions, such as By ____ do you mean _____? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 26

During the Interview Before During After Answering Questions Effectively © 2013 Cengage Learning ● All Rights Reserved Aim your answers at key requirements for the job and at characteristics that interviewers seek: Expertise Competence Initiative Motivation Communication skills Enthusiasm for the job Decision-making skills Pleasing personality Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 27

During the Interview Before During After © 2013 Cengage Learning ● All Rights Reserved Answering Questions Effectively § Don’t answer with a simple yes or no— elaborate! § Be positive—don’t criticize anyone or anything. § Stay focused on your strengths. § Use good English and enunciate clearly. § Never lie! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 28

During the Interview Before During After Answering Questions Effectively © 2013 Cengage Learning ● All Rights Reserved § Don’t bring up salary, vacation, and benefits first—let the employer do it. § Don’t be overbearing, overly aggressive, or conceited. § Show what you can do for the company. § Make yourself shine! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 29

Communication skills: How well do you present yourself and your ideas? Attitude: Do you have a positive attitude about yourself and your career? © 2013 Cengage Learning ● All Rights Reserved Five Important Areas Employers Will Probe Aptitude: Do your educational training and general life experiences qualify you for this position? Potential: How do your attitude and aptitude combine to contribute to this company? Motivation: What are your short- and long-term career goals? Why do you want this job with this company? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 30

10 Other Important Qualities © 2013 Cengage Learning ● All Rights Reserved 1. Ability to work with others 2. Alertness 3. Maturity 4. Initiative and drive 5. Leadership qualities 6. Manners 7. Organizational skills 8. Poise and selfconfidence 9. Preparation for the interview 10. Professional appearance Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 31

Kinds of Interview Questions © 2013 Cengage Learning ● All Rights Reserved Think about how you might respond most effectively to these examples of the ten most common types of interview questions. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 32

Kinds of Interview Questions Get Acquainted © 2013 Cengage Learning ● All Rights Reserved § Tell me about yourself. § What are your greatest strengths? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 33

Kinds of Interview Questions Gauging Your Interest © 2013 Cengage Learning ● All Rights Reserved § Why do you want to work for _______? § Why are you interested in this position? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 34

Kinds of Interview Questions Your Experience and Accomplishments © 2013 Cengage Learning ● All Rights Reserved § Why should we hire you when we have applicants with more experience or better credentials? § How do your qualifications and experience prepare you for this position? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 35

Kinds of Interview Questions The Future © 2013 Cengage Learning ● All Rights Reserved § Where do you expect to be five years from now? § What do you predict for the future of the ____ industry? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 36

Kinds of Interview Questions Challenging © 2013 Cengage Learning ● All Rights Reserved § What is your greatest weakness? § How would your former supervisor describe you as an employee? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 37

Kinds of Interview Questions Money © 2013 Cengage Learning ● All Rights Reserved § What are your salary expectations? § How much do you think you're worth? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 38

Kinds of Interview Questions Situational © 2013 Cengage Learning ● All Rights Reserved § If you were aware that a coworker was falsifying data, what would you do? § If you had to handle an irate customer, what would you do? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 39

Kinds of Interview Questions Behavioral © 2013 Cengage Learning ● All Rights Reserved § Tell me about a time when you solved a difficult problem. § Describe a time when you worked successfully as part of a team. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 40

STAR Method: Behavioral Questions © 2013 Cengage Learning ● All Rights Reserved Behavioral interview questions may begin with Tell me about a time when you. . . To answer effectively, use the S T A R method. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 41

STAR Method: Behavioral Questions What was the Situation? What was the Task? © 2013 Cengage Learning ● All Rights Reserved What Action was taken? What was the Result? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 42

Kinds of Interview Questions Illegal and Inappropriate © 2013 Cengage Learning ● All Rights Reserved § § What is your marital status? Do you have any disabilities? How old are you? Where are you from? What is the origin of your last name? What is your native language? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 43

Asking Your Own Questions Interviewee Questions © 2013 Cengage Learning ● All Rights Reserved § What will my duties be? § What is it like working here, in terms of the people, management practices, work loads, expected performance, and rewards? § What training programs does this organization offer? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 44

Asking Your Own Questions Interviewee Questions © 2013 Cengage Learning ● All Rights Reserved § Who would be my immediate supervisor? § What is the organizational structure, and where does this position fit in? § How is performance evaluated? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 45

Asking Your Own Questions Interviewee Questions © 2013 Cengage Learning ● All Rights Reserved § What do you like best about working for this organization? § May I have a tour of the facilities? § When do you expect to make a decision? Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 46

During the Interview Before During After © 2013 Cengage Learning ● All Rights Reserved Ending Positively § Wait for the interviewer to signal the end of the interview. § Summarize your strongest qualifications. § Demonstrate your interest in the position. § Don’t be afraid to say you want the job! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 47

During the Interview Before During After Ending Positively © 2013 Cengage Learning ● All Rights Reserved § § § Find out what steps will follow. Thank the interviewer. Ask for a business card. Shake hands confidently. Thank the receptionist on the way out. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 48

After the Interview Before During After © 2013 Cengage Learning ● All Rights Reserved Make notes on the interview as soon as you leave: § Key points discussed § Names of people you spoke with § Strengths and weaknesses during interview § Follow-up plans Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 49

After the Interview Before During After § Write a thank-you letter to the interviewer: © 2013 Cengage Learning ● All Rights Reserved Remind the interviewer of your visit. Show that you really want the job. Prove that you are qualified for it. § Alert your references that they might be called. § If you don’t hear from the interviewer within the specified time, call or send and interview followup message. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 50

Thank-You Message Dear Ms. Simmons: Talking with you Thursday, May 27, about the graphic designer position was both informative and interesting. © 2013 Cengage Learning ● All Rights Reserved Thanks for describing the position in such detail and for introducing me to Ms. Anderson, the senior designer. Her current project designing the annual report in four colors on a Macintosh sounds fascinating as well as quite challenging. Now that I’ve learned in greater detail the specific tasks of your graphic designers, I’m more than ever convinced that Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 51

Thank-You Message my computer and creative skills can make a genuine contribution to your graphic productions. My training in Macintosh design and layout ensures that I could be immediately productive on your staff. © 2013 Cengage Learning ● All Rights Reserved You will find me an enthusiastic and hard-working member of any team effort. As you requested, I’m enclosing additional samples of my work. I’m eager to join the graphics staff at your Santa Barbara headquarters, and I look forward to hearing from you soon. Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 52

Contacting References © 2013 Cengage Learning ● All Rights Reserved § Alert your references. § Tell what position you applied for, the company, what to stress, etc. § Send helpful information: Résumé Transcripts Job description Job posting Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 53

Interview Follow-Up Message Dear Ms. Jamison: © 2013 Cengage Learning ● All Rights Reserved I enjoyed my interview with you last Thursday for the receptionist position. You should know that I’m very interested in this opportunity with Coastal Enterprises. Because you mentioned you might have an answer this week, I’m eager to know how your decision process is coming along. I look forward to hearing from you. Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 54

Application form Resignation letter Application or résumé follow-up letter © 2013 Cengage Learning ● All Rights Reserved Other Employment Letters and Documents Job acceptance and rejection letters Rejection follow-up letter Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 55

Application Form Carry a card summarizing your vital data: © 2013 Cengage Learning ● All Rights Reserved § § § Graduation dates Beginning and ending employment dates Salary history Full names and titles of previous supervisors Full addresses and phone numbers of current and present employers § Complete data about your references Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 56

Application Form © 2013 Cengage Learning ● All Rights Reserved § Look over all questions before starting. § Print your answers neatly, using blue or black ink. § Answer all questions honestly. Write Not applicable or N/A if appropriate. § Use accurate spelling, grammar, capitalization, punctuation. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 57

Application Form © 2013 Cengage Learning ● All Rights Reserved § Give a specific job title if requested. § Expect a salary question. Suggest a range or write Negotiable or Open. § Be ready to explain reasons for leaving previous positions. § Look over application before submitting it to ensure completeness. § Sign and date. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 58

Application or Résumé Follow-Up © 2013 Cengage Learning ● All Rights Reserved § Send a short follow-up message if your application or résumé generates no response. § Open by reminding the reader of your interest. § In the body, review your strengths or add new qualifications. § Close by looking forward positively. § Avoid accusations that make the reader defensive. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 59

Application or Résumé Follow-Up Dear Mr. Lopez: Please know I am still interested in becoming an administrative support specialist with Quad, Inc. © 2013 Cengage Learning ● All Rights Reserved Since I submitted an application [or résumé] in May, I have completed my degree and have been employed as a summer replacement for office workers in several downtown offices. This experience has honed my word processing and communication skills. It has also introduced me to a wide range of office procedures. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 60

Application or Résumé Follow-Up Please keep my application [or résumé] in your active file and let me know when I may put my formal training, technical skills, and practical experience to work for you. © 2013 Cengage Learning ● All Rights Reserved Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 61

Rejection Follow-Up Message © 2013 Cengage Learning ● All Rights Reserved § Don't give up if you didn't get the job and you think it's right for you. § It’s okay to show your disappointment, but do so politely. § Emphasize your continuing interest. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 62

Rejection Follow-Up Message © 2013 Cengage Learning ● All Rights Reserved § Express confidence in meeting the job requirements. § Refer to specifics of your interview. § Close by taking the initiative; tell when you will call for an update. § Be persistent but not a pest! Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 63

Rejection Follow-Up Message Dear Mr. O’Neal: © 2013 Cengage Learning ● All Rights Reserved Although I’m disappointed that someone else was selected for your accounting position, I appreciate your promptness and courtesy in notifying me. Because I firmly believe that I have the technical and interpersonal skills needed to work in your fast-paced environment, I hope you will keep my résumé in your active file. My desire to become a productive member of your Transamerica staff remains strong. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 64

Rejection Follow-Up Message I enjoyed our interview, and I especially appreciate the time you and Ms. Goldstein spent describing your company’s expansion into international markets. To enhance my qualifications, I’ve enrolled in a course in International Accounting at CSU. © 2013 Cengage Learning ● All Rights Reserved Should you have an opening for which I am qualified, you may reach me at (818) 719 -3901. In the meantime, I will call you in a month to discuss employment possibilities. Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 65

Job Acceptance Message © 2013 Cengage Learning ● All Rights Reserved § After being offered a job, follow up with a letter confirming the details and formalizing your acceptance. § Open by expressing pleasure; confirm your acceptance of the position with enthusiasm. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 66

Job Acceptance Message § Review salary and benefits in the body. § Include the specific starting date. § Close with thanks. © 2013 Cengage Learning ● All Rights Reserved Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 67

Job Acceptance Message Dear Ms. Scarborough: © 2013 Cengage Learning ● All Rights Reserved It was a pleasure talking with you earlier today. As I mentioned, I am delighted to accept the position of web designer with Innovative Creations, Inc. , in your Seattle office. I look forward to becoming part of the IC team and to starting work on a variety of exciting and innovative projects. As we agreed, my starting salary will be $46, 000, with a full benefits package including health and life insurance, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 68

Job Acceptance Message retirement plan, stock options, and three weeks of vacation per year. © 2013 Cengage Learning ● All Rights Reserved I look forward to starting my position with Innovative Creations on September 15. Before that date I will send you the completed tax and insurance forms you need. Thanks again for everything, Ms. Scarborough. Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 69

Job Rejection Message © 2013 Cengage Learning ● All Rights Reserved § If you turn down a job, show professionalism by writing a sincere letter. § Thank the employer. § Briefly describe the reason for turning down the job offer. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 70

Job Rejection Message Dear Mr. Grinell: © 2013 Cengage Learning ● All Rights Reserved Thank you very much for offering me the position of sales representative with Bendall Pharmaceuticals. It was a difficult decision to make, but, I have accepted a position with another company. I appreciate your taking the time to interview me, and I wish Bendall much success in the future. Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 71

Resignation Letter © 2013 Cengage Learning ● All Rights Reserved § If you must leave a position, depart gracefully and tactfully with a resignation letter. § Remember that many resignation letters are placed in personnel files. Be careful and formal. § Confirm the exact date of your resignation. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 72

Resignation Letter © 2013 Cengage Learning ● All Rights Reserved § Remind your employer of your contributions. § Offer assistance to prepare for your resignation. § Offer thanks and end with a forward-looking statement. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 73

Resignation Letter Dear Ms. Patrick: © 2013 Cengage Learning ● All Rights Reserved This letter serves as formal notice of my resignation from Allied Corporation, effective Friday, August 15. I’ve enjoyed serving as your office assistant for the past two years, and I am grateful for everything I’ve learned and accomplished during my employment with Allied. Please let me know what I can do over the next two weeks to help you prepare for my departure. I would be happy to help with finding and training my replacement. Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 74

Resignation Letter Thanks again for providing such a positive employment experience. I will long remember my time here and wish Allied Corporation great success in the future. © 2013 Cengage Learning ● All Rights Reserved Sincerely, Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 75

Interviews – The Dirty Dozen According to recruiters, the following 12 things will hurt your chances during an interview: © 2013 Cengage Learning ● All Rights Reserved 1. 2. 3. 4. Showing up late or too early Treating the receptionist rudely Having a poor handshake Talking too much Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 76

Interviews – The Dirty Dozen © 2013 Cengage Learning ● All Rights Reserved 5. Dressing unprofessionally 6. Talking negatively about current or past employers/managers/jobs 7. Asking about benefits, vacation, or salary too soon 8. Not preparing for the interview Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 77

Interviews – The Dirty Dozen © 2013 Cengage Learning ● All Rights Reserved 9. Appearing bored or overly nervous 10. Not enough or too much eye contact 11. Failure to match communication styles 12. Acting desperate Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 78

“You’ve got to take the initiative and play your game. In a decisive set, confidence is the difference. ” © 2013 Cengage Learning ● All Rights Reserved --Chris Evert Tennis Champion Mary Ellen Guffey & Dana Loewy, Essentials of Business Communication, 9 th Edition Chapter 14, Slide 79

END Essentials of Business Communication 9 e Mary Ellen Guffey & Dana Loewy © 2013 Cengage Learning ● All Rights Reserved