MODULE IN TECHNICAL WRITING 1

Module 7

JOB INTERVIEW and LETTER of RESIGNATION

Objectives:
At the end of the lesson, the students should be able:
1. Explain the steps in the interview process
2. Identify and adapt to various interviewing techniques
3. List the types of questions you are likely to encounter during a job interview
4. Discuss how to perform well during the interview
5. Write the most common types of messages required to follow up after an
interview.
Introduction
Finding a job that fits is important. With the right job, you stand to be happy in
your work. Thus, it pays to approach job interviews with a sound appreciation of their
dual purpose. The organization’s main objective is to find the job best suited to his or
her goals and capabilities.
PREPARING FOR AN INTERVIEW

Things to consider BEFORE the INTERVIEW

 Research the company and position description by using their company website,
CEO resources, LinkedIn, and networking with contacts and employees.
Glassdoor and Vault are great resources, which, accessed through the CEO’s
website provide full access.
 Be prepared to give specific examples from your experience, education, or skills
that are relevant to the job and the organization. Use the position description as a
guide.
 Prepare 4-5 relevant questions for the interviewer that focus on the company’s
mission and goals.
 Practice, practice, practice! Visit the CEO for a mock interview and more
information on preparing for an interview.
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 Create a portfolio with samples of your work, reference letters, awards and other
materials that demonstrate your abilities.
 If you have a car, get travel and parking information and an estimated time
commitment so that there are no surprises on the interview day.

DAY of the INTERVIEW

 Make sure that you look professional. It is appropriate to dress more formally for
the interview, even if the environment is casual.
 Avoid heavy use of scented body products as others may be sensitive to the
scent.
 Arrive at least fifteen minutes early and be sure to bring money for parking.
 Bring a professional looking folder or padfolio with two copies of your resume, list
of references, pen, calendar, and notepad.
 Demonstrate enthusiasm and interest by making eye contact, smiling, and a firm
handshake.
 Be courteous to everyone you meet; others not directly in the interview process
may be asked to express an opinion about you.

DURING the INTERVIEW

 Give clear and concise answers with specific examples about your past
experiences, skills, and abilities that directly relate to the position or company
goals. Mention your accomplishments whenever possible.
 Clearly articulate your career goals and how they relate to the position.
 Avoid talking negatively about past supervisors, co-workers, or companies of
employment.
 Avoid asking about salary and benefits during the first interview.
 Ask at least two of your pre-prepared, well thought out questions to determine if
this organization and job is right place for you.
 Maintain eye contact and avoid fidgeting during your interview. Calm nerves.
 You need to be fully engaged in this conversation, so turn off your cell phone and
do not check it.
 Do not chew gum, eat or drink (unless offered to you).
 Be honest and sincere. Just be yourself!

AFTER the INTERVIEW

 Send a thank you letter within two days to the people who interviewed you.
Reiterate your interest and some key points that were discussed during the
interview. You can also use thank you notes to expand on a point that you
discussed in the interview or ask any additional questions if you have any.
 If a large panel (more than 3 people) interviews you, you may elect to send a
thank you note to the chair of the interview panel and ask them to convey your
thanks, but when possible, send an individual thank you to each interviewer.
 Request business cards during your interview to ensure correct spelling of
names and email addresses.
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 Follow up with a phone call within a week if you have not heard back. Be
persistent and try to stay optimistic.
 Be sure to send any requested material such as transcripts, applications, or
references in a timely manner.

DRESS for SUCCESS

When deciding what to wear, consider your industry’s standard. It is always better to
dress a bit more formally if you are unsure. Everything should be cleaned, pressed and
polished. Visit the CEO Clothing Closet to select a free outfit.

 Business Attire: Consists of two-piece suit in black, gray, or navy with a

matching shirt/dress. Make sure that clothing is not open below the neckline. Ties
or stockings may be required in more formal workplaces or industries. Dark
closed-toed shoes.
 Business Casual Attire: Can include dress pants/skirt and a shirt/sweater
without a jacket. Can also include khaki pants or slacks and a nice shirt. Ties and
stockings are not usually required.
 Do NOT Wear: revealing clothes, extensive jewelry/piercings or makeup, have
exposed tattoos, too much cologne or perfume, hats indoors, open toed-toes,
headphones, sunglasses, dirty clothing, or any clothing with holes.

TYPES of INTERVIEWS and TIPS for EACH TYPE

Phone/Screening Interview – Preliminary, brief interview to determine if the candidate

should move forward in the process.
As with every interview, make sure you are enthusiastic and discuss how your
skills match the needs of the employer.
Make sure to keep a copy of your resume close along with notes on the
company and your calendar.
Determine a location with little distractions and background noise ahead of
time. Make sure you have good cell service.

In Person Interview - One or more employer representatives will interview the

candidate. May be multiple interviews or all day.
Can include either traditional interview questions or behavioral interview
questions. See below for examples.

Group Interview - Takes place with other candidates seeking the same job, predicts
how well the candidates interact with others.
Try to find a good balance between getting your points across and dominating
the conversation.
Practice a two minute introduction that summarizes your education, skills,
experience, and related career goals.

Panel Interview - Two or more people will interview you to get different opinions. This
can be a very intimidating interview format.
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Be careful not to ignore anyone on the panel. Make eye contact with each
person while answering a question.
When asking questions, make sure they are directed at the group rather than
a specific person.

Videoconferencing or Internet Interview - Usually take place over Skype or other

videoconferencing services.
Dress professionally from head to toe and make sure that your background is
not distracting (e.g., white or neutral wall)

Pre-recorded Interview - Usually no direct interaction with a person. Given set of

questions and asked to record answers.
Don’t sound too robotic, rehearsed or rushed. Consider attire and
background.

Stress Interview - Designed to see how you react under pressure. Used in fast-
paced positions where quick decisions are needed.
Focus on the way you solve the problem, not the “right” answer. A typical
question is designed to induce stress and can appear very aggressive: “Was
the stress of your last job too much for you to handle?”

Case Interview - Includes case questions about hypothetical situations. Used to test
your analytical and problem-solving ability.
Be sure to explain your thinking process in detail to give them a good idea of
the steps you take to solve a problem.

TYPES OF INTERVIEW QUESTIONS AND COMMON EXAMPLES

Traditional Interview – Below are common interview questions with a tip on how to
answer the most common ones. Employers usually use your resume to guide their
questions. Always have the job description in mind and consider ways to match your
skills.
 Tell me about yourself.
 Tip: Summarize your skills and why you are interviewing today

 Why did you choose the career you’re pursuing?

 Tip: Share what excites you about this field and how you will be successful.

 What do you consider your strengths?

 Tip: Describe skills that match the job description and will make you an asset.

 What do you consider your weaknesses?

 Tip: Acknowledge your limitations, but most importantly, explain how you
manage or are working to improve them.
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Here are some others:

 How would a friend or professor describe you?
 What motivates you to put forth your greatest effort?
 In what ways do you think you'll contribute to our company?
 Where do you see yourself in five years?
 What 2 or 3 accomplishments have given you the most satisfaction? Why?
 Describe your most rewarding college experience.
 Why did you select your college or university?
 What led you to choose your field or major study?
 What do you know about our company?

Behavioral Interview - Consists of questions about past experiences determine how

you will behave in the future. Use the STAR method to guide your answer:
Situation and Task (details), Action and Results (skills, accomplishment).

Give enough details so the Interviewer understands the situation, but spend more time
on the skills you used, the results, what you learned and what you might do differently
next time. Ask for clarification if you do not understand the questions and make sure
your answers are clear and complete.

 Tell me about a time when you worked on a group project and disagreed with a
team members’ ideas.
 Give me an example of a goal you reached and how you achieved it.
 Tell me how you work effectively under pressure.
 Give an example of an occasion when you used logic to solve a problem.
 Have you ever made a mistake? How did you handle it?
 Describe a stressful situation at work and how you handled it.

QUESTIONS TO ASK DURING THE INTERVIEW

Usually near the end of the interview, the employer will ask what questions you have for
them. Your goal here is to ask questions that will help you determine if this position and
organization is the right place for you. Do not ask any questions that could be easily
answered by looking at their website!

 What are the challenges facing this company?

 What type of growth do you see for the organization in the next five years?
 What do you look for in people that you promote?
 Who would I report to?
 What are the biggest challenges of the job?
 How does the company promote professional growth?
 How would you describe the organization’s culture?

The most important question you should ask, typically as your last question – what’s
the next step in the process?. This gives you information on who else may be in the
pool and the company’s timeline. You can use this information to determine when to
send a follow-up message.
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LETTER of RESIGNATION
Writing a Resignation Letter
A resignation letter provides notice that you will leave a company. It follows the verbal notice
you give your supervisor about quitting your job.
Why should I write a resignation letter?
Resignation letters are professional courtesies that extend your professionalism, even in the last
days of current employment. A letter of resignation often secures a favorable letter of
recommendation in the future, and it officially documents your departure.

What should I consider before I submit my resignation letter?

 If you choose to leave your current job for an opportunity at another company, be sure that
you have a true offer from your prospective employer, such as written acknowledgment of the
new job offer. Likewise, be sure to accept the offer formally, preferably through written
documentation. Once you understand you have a secure position at the other company, notify
your current employer: first verbally and then with your resignation letter.
 Do not discuss your plan to quit your job with co-workers prior to the verbal notice you give
your employer about quitting. Such unprofessional behavior will undermine the professionalism
of your letter of resignation.
How much notice should I give?
It is standard practice to give at least a two-week notice. If you have a leadership position or a
position that requires your specialized skills, it is important that you provide extra notice.
Managerial jobs and above may require a month or even a six-week notice. In all cases, it is
important to consult employee handbooks or contracts for the specifics on when to give notice.
Who should receive my resignation letter?
You should give your letter of resignation to your immediate supervisor. How do I format a
resignation letter? A resignation letter is a business letter, so it follows formatting conventions
for business letters. Spacing
 Use single-spacing throughout your resignation letter.
 Align all paragraphs to the left.
 Leave one space between your heading and opening salutation.
 Leave one space between each paragraph.
 Leave three spaces between your closing salutation and signature.

Margins Use one-inch margins for all sides of the letter.

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Professional versus Unprofessional Resignation Letters

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SELF-ASSESSMENT QUIZ (SAQ)

Name: ___________________________________________ Date: __________________

Year/Section: ____________________________________ Score: _________________

A. Job interviews: True or False

_____1. Spending a lot of time preparing for a job interview will make me seem desperate.
_____2. When preparing for a job interview – put yourself in the interviewer’s shoes to see
things from their perspective.
_____3. Role playing to prepare for typical interview questions is really important.
_____4. If you have reservations about your abilities or skills for the position you should tell the
whole truth.
_____5. A job interview is a one way conversation – like a talk show.
_____6. Interviewers are like dogs – they can smell fear.
_____7. The “real me” will shine through no matter whether I am dressed in jeans or in a suit.
_____8. Sending a thank-you card is an important way of standing out.
_____9. Making demands for the ideal salary and vacation on the very first interview is very
risky.
_____10. It doesn’t matter if I am late – everyone runs late for interviews.

B. Identify the type of interview as described by the following statements.

_______1. This is a brief interview to decide if the applicant should move forward in the
process.
_______2. This can be a very intimidating interview type which includes more than 3 or
more interviewers.

_______3. This is used to check your logical reasoning and problem-solving ability.

_______4. This type is given set of questions and asked to record answers.

_______5. This is designed to see how an interviewee reacts under pressure.

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ACTIVITY 2
A. The “What-Ifs” of Resignation Letters
Mark whether you agree or disagree with recommendations in the following scenarios. Write
your reasons.

1. Raul is a hard worker. He has been at his company for three years, and he has a great
relationship with his boss. Raul should take the opportunity to ask for a recommendation letter in
his resignation letter.
[Agree] [Disagree]

2. Sharon is not employed, but she does volunteer at a local school since she wants to be a
teacher someday. She has been volunteering for a year, and she has been volunteering
extensively for the past six months. She is more than a familiar face, and the children expect to
see her weekly. Since Sharon is only volunteering, she should not write a resignation letter.
[Agree] [Disagree]

3. Walker rarely sees his supervisor. He should email his supervisor his resignation letter.
[Agree] [Disagree]

4. Patricia has been a member at her local church for three years. The past six months have
been difficult for Patricia. The church is under the leadership of a new pastor, and she believes
his doctrine to be unsound. She has prayed, and her decision is made – she wants to leave the
church. She should submit a resignation letter.
[Agree] [Disagree]
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B. Professional vs Unprofessional Resignation Letters

Read the two resignation letters from the fictional person Shannon Jackson as if you were her
employer. Shannon Jackson’s feelings toward her company are not any different, but she
expresses herself in different ways. Note the differences in the resignation letters. Record your
reactions to each of the letters.

Letter A Letter B

C. Interview Questions: Answer the following questions.

1. Describe yourself.
______________________________________________________________________
______________________________________________________________________
2. Explain why you are qualified for this job.
______________________________________________________________________
______________________________________________________________________
3. What do you know about our company and why do you want to work for us?
______________________________________________________________________
______________________________________________________________________
4. Why did you leave your old job?
______________________________________________________________________
______________________________________________________________________
5. Describe your coping techniques when asked to deal with a highly stressful situation.
______________________________________________________________________
______________________________________________________________________
6. Are you goal oriented?
______________________________________________________________________
______________________________________________________________________
7. How do you typically deal with conflicts?
______________________________________________________________________
______________________________________________________________________
8. Give us an example of a situation when you failed to meet your objective.
______________________________________________________________________
______________________________________________________________________

9. Give us an example of a time you took the initiative whether in school or at work – what
was the outcome?
______________________________________________________________________
______________________________________________________________________
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D. Pair work: Listed below are some qualities used to rate applicants during an interview. Work
with a partner, then exchange roles (as an employer and an applicant) during an interview. Use
the questions on activity C to conduct the interview. Below is the rating sheet to rate your
partner.