Understanding Human Resources Communication

An important aspect of managing your career is planning how you will address and respond to communication from the human resources department of a prospective employer. The reason why it’s important is that you are being assessed as a potential employee and the content of your communication is evaluated, including the level of interest, professionalism, critical reflection, and overall tone used. The most important forms of communication include the initial cover letter sent, the initial screening phone call from a Human Resources representative or recruiter, the initial interview, and the disposition correspondence.

Initial Cover Letter

The initial letter that you send to a recruiter or the human resources department, whether it is an e-mail or letter, provides you with an opportunity to make a strong first impression. You want to avoid having a letter that is too short in detail or too wordy. The goal is to generate interest so that they will want to review your resume, which will prevent your letter from getting lost in a stack of other letters and resumes. Be sure to create your response within the body of a Word document first so you can utilize the spelling and grammar checkers. Take time to read the response out loud and check what you have written for sentence structuring and clarity.

Screening Phone Call

When you receive the first phone call you want to connect with the caller through a method that is warm, friendly, and approachable. This means that you want to be direct in your responses and yet avoid providing too much self-disclosure. The goal is to be able to move forward in the process if there is a mutual fit between you and this prospective employer. It is also recommended that you avoid salary discussions as there are many considerations for your career that may go beyond monetary compensation.

Interview

When you are scheduled for your first interview the most important advice is to be prepared, which means knowing the company and yourself. Prior to the interview develop a list of prompts which will be your questions and your list of transferable skills. The interview is a two-way process and the goal is to determine if this is a good, mutual fit for you and this prospective employer, along with a good fit for you and your career. An interview is not one-sided. This is your opportunity to ask questions about the company, its mission, future plans, and how your background and experience will align with the position.

Disposition Correspondence

Job Offer

When you receive an email or letter extending an offer of employment it would be a very good idea to send a reply and express your appreciation for this opportunity, which will further strengthen your connection. 

Rejection Letter

If it is determined that you are not a good fit for the position you are likely to receive an e-mail or letter that will include standard verbiage about your background and skill sets not being a match, or that other candidates had a stronger background. That type of correspondence can be very discouraging if taken personally. Often frustration sets in when a letter like this is received and it is not clearly known why this was sent when it seemed that there was a good match or fit, and this frustration may grow if answers are not found. The best approach for handling a rejection letter is to develop a strong mindset. Here is something for you to consider: what others say or think about you doesn't determine who you really are - you can choose how you feel and what you believe about yourself. You can choose to maintain a strong belief about the skills that you possess and you will find an opportunity that is a mutually good fit. The greatest discovery we can make about ourselves is a time when we find our ability to persist, withstand, persevere, endure, and succeed.

The time and effort that you put into your career development will not be without its rewards. You may not find the right job fit with your first phone call or your first interview; however, your persistence and strong belief will generate the result that you are looking for in time.

Wishing you the best,

Dr. J