We will now analyse this correspondence. The candidate, T.A. Ramesh has drafted his application quite well. To start with, he refers to the advertisement and comes to the point stating that he is applying for the job of Senior Accounts Officer.
Next he tries to impress upon the employer stating that he has the necessary qualification and experience with an assurance that he will perform well if selected. In this paragraph, he creates a positive attitude in the mind of the employer with regard to him. To prove his stand, he then states that he is enclosing his detailed bio-data.
Later he closes the letter with the appropriate complimentary words. As you will see, the candidate used proper words written in lucid style. Paragraphs are short and convey a point in each one. He takes care to point out the enclosure to the application as copy of bio-data writing clearly Encl : copy of bio-data.
In a bio-data, the name, date of birth, educational qualification, experience in chronological order, extra-curricular activities and status of health should be mentioned and care should be taken to see that the details are to the point using simple language. The candidate in this instance has followed the procedure correctly.
Let us now see as what the employer says. Just above the date of the letter, their reference is marked as INT/SAO/TAR/186. Here as per their coding, INT refers to Interview, SAO refers to Senior Accounts Officer, TAR refers to T.A. Ramesh and the number 186 refers to the count of the letter written in that month till then. With such a reference, any incoming or outgoing letter can be easily identified by the personnel department. Different companies may have different ways of forming this reference. What we have shown is one sample.
As they begin the letter, a reference is made to the candidate’s application followed by intimation of the date and time of interview. Any employer will be particular to see the certificates in original and accordingly the company informs the candidate to bring those documents.
Lastly, the employer makes it certain that they will not bear the expenses to be incurred by the candidate for attending the interview.
After the customary conclusion with complimentary words and the company’s name, the words Personnel Manager with his name come. There will be sufficient space for him to put his signature.The company’s interview letter is precise and clear. Paragraphs are short to the point. Of course, the language is simple.
Their next letter, being the appointment order, is lengthy, which is inevitable. That is the reason why paragraphs area numbered. In the opening paragraph, a mention of selection is made followed by terms and conditions in seriatim. Rest is same as what we mentioned before.
Certain companies follow the procedure of sending regret letters to those candidates who have not been selected. One such sample has been shown. In their letter, the company, to begin with, makes reference to the interview and say that the post has been filled up. This is a very polite way of communicating the bad news to the candidate. It will be hurting, if it had been mentioned that the candidate had not been selected for the post. Their final words are saying that they will keep his bio-data in the data bank for future requirement and that will be of solace to the disappointed soul.
To sum up, the entire correspondence follows the principles of effective business letters.