Unit - 4 Personnel Correspondence
(B.com Sem 4 MKBU)
Interview Letters
Personnel: The department of a large company or organisation that deals with employing and training people
Correspondence: An act of writing a letter to someone
What is Interview Letter
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Interview letter is a type of formal letter which is generally regarded as a 'Call Letter.' Hiring authorities generally invite applications from candidates for employee recruitment. In order to choose the best candidate for available positions first they will shortlist the number of candidates on the basis of their skills and qualifications and send an invitation letter for Interview.
So, An interview call letter is a formal invitation sent to shortlisted candidates for a face-to-face interview with the recruiter. A well-drafted interview call letter helps communicate the message clearly and may increase the chances of a candidate's positive response.
Format of Interview Call Letter
An interview call letter follows the similar format as a formal business letter. The format can be varied from organisation to organisation. But still here are some static key components points that one should not miss while drafting an Interview Letter.
- Write sender's Name and Contact Details (Aligned to Right Side)
- Date of sending (By skipping one line before and after - aligned to Right Margin)
- Name of the Recipient (Left Margin)
- Address of the Recipient (Left Margin)
- Subject
- Salutation
- Body of the letter (Description of Job)
- Conclusion (can add Contact Information if necessary)
- Closure
- From: email id of the sender
- To: Email id of Receiver
- Cc: Carbon Copy
- Bcc: Blind Carbon Copy
- Subject: Call for Interview (Company/organisation Name)
- Compose Email: Main body of the E-mail
- Demonstrate a passion for the candidate you’ll be interviewing.
- Include important details such as the names of the interviewers and the location of the interview or meeting platform.
- To book the interview, provide a range of dates and times.
- Mention your contact details in your signature.
Tips for drafting an Excellent Interview Letter
- Began your letter with a greetings (Thank them, Congratulate them, Use Daily Greetings)
- Keep your tone friendly and supportive (show humbleness and generosity, mention mutual benefits)
- Keep your instructions clear and precise (Provide Time and Place and Location with clear direction and Transportation options, Give Rescheduling option if they miss, Offer two or more slots for better convenience)
- Better to Ask for Confirmation (Provide Contact no, E-mail address, Contact hours clearly for confirmation)
- Sign off politely (End your letter with respectful signature)
Essential details for an interview call letter
An interview call letter includes the interview date, time, contact person's name and location for the interview. The hiring representative may also have specific details about the interview procedure, such as how many rounds are there and what documents to carry for the interview. These details add clarity to the interview. You can follow the below given steps to write a good interview call letter:
1. Write your name and contact details
Write your and your company's name on the top right corner of the letter. Include your company address below the name. Ensure that the address you mention is accurate, as the candidate may contact you at this address if needed.
2. Mention the date
Next, include the date of drafting the call letter. Separate the date line from your address and the recipient's address. This date is crucial, as it works as an official record.
3. Write the recipient's details
Write the recipient's name and contact information below the date. Ensure you include the recipient's correct title with their name. When emailing an interview call letter, you may skip the information in steps one to three.
4. Add salutation
This is where you greet the shortlisted candidate. Make sure that your salutation is formal. By greeting your recipient with a proper salutation, you are setting a professional tone that may carry throughout your letter.
5. Write the body of the interview letter
The body of an interview call letter is three or four paragraphs long. The first paragraph includes a reference to the job role and the candidate's application. Follow it by an interview invite and related key details in the second paragraph. The third paragraph can contain other essential interview details, such as any additional requirements. In the last section, you can ask for availability confirmation or share contact details.
6. Include a sign-off
In the sign-off section, you can include a closing like Yours faithfully, Yours Sincerely, or Best, followed by your signature and name. You can also include your title and contact details after your name. If you have another document with this letter or email, put Enclosure below this, followed by a colon and the document's name.
7. Proofread your letter
Make a habit of proofreading your emails or letters before sending them. Reading them aloud to yourself can help check for typos, misspellings and grammatical mistakes. Ensure the interview call letter reads well and contains all the critical information which the candidate may require.
For Example click on the below given link.
References
- https://www.hrhelpboard.com/contract-letters/interview-call-letter.htm
- https://ubsapp.com/interview-call-letter-format/
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