There’s a saying by Steve Jobs which goes: “It’s not the tools you have faith in – tools are just tools – they work, or they don’t work. It’s the people you have faith in or not.” He knew that one very important secret, which is that your business will only ever be as good as your employees. When you need to run a company and make critical spending decisions that can either make or break you, one of the most important decisions that can help in driving your company to new heights is hiring the right people.
It may seem like a daunting task; having to filter through hundreds of hopefuls, shortlist the ones with the greatest potential, run through multiple interview sessions, and then select the one who’s (hopefully!) the best fit. It can even seem scary when you find out there’s research which proves that hiring the wrong people will actually pose a significant cost to your company. For example, the average cost of a bad hire is estimated to range from 30% to 150% of an employee’s annual salary (re-hiring costs, lost productivity, lost manager time, lost training investment, training of replacement).
From the receptionist desk to the executive offices, every single one of your employees represents a facet of your business to clients, and to the community at large. Which is why when you make the wrong hiring decision, that can cost you more than just money, such as the following:
Every new employee will need some form of training, and time to acclimatise to the job. The wrong person won’t be able to grasp the job scope and responsibilities quickly enough, and may even decrease productivity, especially if he/she requires frequent follow-ups, retraining, and even disciplinary action. As time is money, you shouldn’t have to worry about whether your employees are getting the job done (and done right), or holding their hand for as long as they work there.
When you hire someone who’s wrong for the job, not only will you and your business suffer, your company’s image may take a beating too. This is because what people say about you and/or your company does matter – and you wouldn’t want word to get around that there’s a high turnover rate, because that’s not a place most jobseekers want to join. Additionally, you wouldn’t want the bad hire to go around talking negatively to either existing employees or outsiders about their experience.
If someone doesn’t want to grow with you, they’re essentially working against you, and that’s the last thing you want on your plate when you’re trying to focus on growing the business. You want people who are able to help you in not only contributing to the company’s overall success, but working to stabilise and improve the business, as well as reducing the need to rehire – over and over again.
Let’s face it, having so many people come and go in such a short period of time may have an adverse effect on the existing employees because it can cause them to feel uneasy and/or unsettled. Furthermore, a bad hire is able to sow discord and cause tension among their teammates and other departments, where it may not have even existed before, thus causing an upset in the daily workflow, overall people connectivity, and company culture.
For many small- to medium-sized companies, having a dedicated in-house HR team won’t make much fiscal sense, which is why many opt to turn to external recruiters to facilitate hiring. With only a small team, every new hire is crucial for the company’s success, so turning to an outside expert who has a talent pool of qualified and experienced candidates as well as an array of tools and resources to draw upon is often the preferred choice. However, bear in mind that external recruiters/agencies have various pricing structures which can quickly add up, no matter whether it’s in the form of a role’s annual salary, retainer-based, or flat rate.
It’s true that an experienced and skilled Human Resources (HR) team is a crucial asset for any company’s recruiting efforts. Even if you’re only able to hire one dedicated HR person at a time, the tasks that will need to be carried out for the hiring process are valuable: Setting up the job posts, putting them out on job boards, screening and selecting the candidates, assessing and interviewing them, all the way to making an offer and training them. But wait, they have more than that to do too, such as drafting corporate policies and procedures, which is why all this can come at a high cost.
Now that you’ve got the best in-house HR person/team ready to start hiring for you, you’re going to have to start getting those job posts out in the open. Writing a compelling ad is no small task, and it can make the difference between attracting the top talent, or just another average person who needs a job. When it comes to boards to post, there are several free options to consider like LinkedIn and ZipRecruiter, but those come with limited features. Other popular job board options that charge for you to use them include Indeed, Monster, CareerBuilder, and Dice.
After you’ve got a shortlist of who you think are the “right” candidates, you need to screen and run background checks before making an offer to one of them. First up, a lot of time will go into discussing with various department heads to whittle the list down further, and setting up screening calls. Then the background check lets you learn about them more by verifying basic information like the individual’s education and previous employers, right up to criminal databases, so that you have peace of mind that they’re as good as they seem.
Did you know that your new hire’s onboarding and training process would need to be factored into the total cost of hiring an employee? Here’s a rough example for you to consider: According to a report by Training Magazine, it would “cost” companies an average of 46.7 hours to train an employee, plus an additional USD986 in training expenses. Apart from that, there are also IT equipment costs (laptop/desktop, work phone, WiFi dongle, etc) and formal training costs (in-person/online courses, onboarding materials, etc) to factor in. But don’t worry, the training you provide is to get the new hire up to speed quickly, and prepare him/her to make key contributions!
Once the new hire has accepted and signed the job contract, it’s time to start paying their monthly salary when they begin work – which is the more obvious cost associated with hiring. When calculating your ongoing cost to hire though, make sure you also consider the taxes, benefits (like health insurance, retirement plans and employee growth initiatives), and bonuses (if relevant). You also need to bear in mind that most employees will expect their salaries to rise over a period of time, usually in line with their work contributions and keeping with your country's inflation.
Apart from the most common methods of job boards or external recruiters/agencies, there are other methods which can prove successful, such as referrals, your website’s job availability page, or attending/hosting career/industry events. While it’s not easy to create an effective and enticing referral programme, the high-quality candidates it can generate actually makes it a great recruiting tool for many companies because you’ll be relying on the network of your existing employees, which can turn up many top talent yet untapped. As for the other methods, they too may have an associated cost, all of which must be taken into due consideration.
There are two main costs to look at — cost of recruiting and cost of dislocation due to hiring time. On top of that, there's also a variable — time to hire that will affect how the cost is being calculated. Let's dive into it:
Typically, working with a recruitment agency will cost you an average 22% of the employee's annual salary. Meanwhile, if you are utilising in-house HR resources to help with the recruitment, considering the amount of hours and tools like job boards that are used, it will cost you an average of 12% of the employee's annual salary.
Say you are looking to hire a Senior Software Engineer with an annual salary of $84,000. This will amount to:
Many companies underestimate the financial impact of the hiring process duration. Typically, it takes 10 to 12 weeks for a role to be filled, depending on the route they took to hire, be it in-house or with recruitment agency. The wait time will result in either no productivity or the need to redirect resources or hire contract labor.
As mentioned above, if this is a role that requires immediate productivity, we will need to factor in productivity losses and/ or contractor cost. For the same role of Senior Software Engineer with an annual salary of $84,000, productivity of 2x salary, and contractor rates of $50/ hr; we can roughly estimate the additional cost incurred during the hiring process.
| Agency | In-house | |
| Avg time to hire | 10 weeks | 12 weeks |
| Productivity loss | $32,307 | $38,769 |
| Contractor cover | $20,000 | $24,000 |
Based on the cost of recruiting, time to hire, and cost of dislocation due to hiring time, we can roughly gauge the total cost of hiring that is so much higher than what we have anticipated in the past. Here's a summary of the total cost of hiring a Senior Software Engineer with an annual salary of $84,000:
| Agency | In-house | |
| Cost of recruitment | $18,480 | $10,080 |
| Cost of dislocation | $20,000 to $32,307 | $24,000 to $38,769 |
| TOTAL | $38,480 to $50,787 | $34,080 to $48,849 |
Another major cost is the time which is spent by whoever is involved with managing the recruitment process; they’re tasked with specifying roles, reviewing CVs, arranging interviews manually, collecting feedback and, as over 50% of offers made are rejected, they then have to repeat the process!
We’ve already discussed that almost all recruitment solutions are reactive, which is the act of sourcing candidates only when the need arises. The immediacy of that need means that companies are entirely reliant on candidates already in the market: Signed up with agencies, looking at ads, on job sites, or on databases. But studies have shown that this only represents around 20% of the qualified candidates in the marketplace, and even then, to access all of that you have to use every agency, database, and advertising medium.
A limited access, to only people who really want or need a new job, has a dramatic impact on the quality of talent. Most companies know that the candidates who apply to their job post(s) are irrelevant, which still significantly reduces their talent pool. If a company is able to access the wider pool of talent, as is achieved by the GRIT Talent Platform, there’s a demonstrable improvement in quality of talent, and as a result, an evident increase in productivity per head of between 10-30%.
Finally, up to half of new hires leave within the first twelve months, and the average is over 20%. The reasons are simple: The 6-8 weeks of contact with a company during a standard recruitment process is not enough to develop a cultural rapport between candidate and company. In short, the new hire starts work and then only finds out if they do ‘fit in’ or otherwise, any concerns they may have are amplified by the pressure of the new job.
In short, the true cost of hiring is not just how much you pay for recruiters (whether internal or external) but also include loss of productivity costs and more. An unplanned and unoptimised hiring process can result in the hiring cost soaring well above five times to eight times of their monthly salary.
At GRIT, we understand the importance of keeping the cost low when it comes to hiring. And with that, we have came out with an incredible solution — GRIT Talent Platform, where our AI-powered talent platform allows you to achieve the below:
With GRIT Talent Platform, we are able to reduce your hiring cost by a whopping 80%! It is achievable when our intuitive talent platform with support of our experienced talent advocate team are able to source, curate, and qualify talent for any roles in just 3 weeks! With our recruitment fees of just $999 and an incredible fast time to hire, GRIT Talent Platform is the most effective and efficient way you're really going to address the fundamental issue of recruitment costs!
Join over 500 companies that are hiring (effectively and efficiently) with GRIT!
In industries all over the world, many people still place a high value on skills, experiences, and education. They're one of the main factors that employers will consider before hiring the right talent. Or what people will look at to determine whether one is qualified for certain tasks. The reason for this, is that every job has a specific set of hard and soft skills requirements. So, to find the ideal job, you must match your acquired skills to the qualifications needed for the position.
However, with all the commotion surrounding the need for specific skills and qualifications to carry out a job, some individuals occasionally overlook or underplay people skills. That's why it's common to hear in the workplace that those hired are not given the job they're supposed to, are being compared to others, are kept stagnant with no career advancement, or are even downgraded to lower positions.
Nonetheless, while this is inevitable, one of the major concerns about employee skills is observed in the digital realm. As countries and businesses digitally transform, the issue of providing workers with the right skills at the right time is becoming increasingly important to governments and many digital technology companies.
According to a Digital Talent Insight report released by international consultant Korn Ferry, Asia Pacific will face a 47 million tech talent deficit by 2030. Along the same lines, consulting firm PwC discovered in a survey that more than 50% of chief executives in the region found it difficult to hire digital talent with the necessary skills.
In Singapore, 54% of companies reported that a lack of understanding and knowledge of digital tools among employees is a challenge for successful digital transformation, with only 35% of companies able to implement more sophisticated digital tools such as AI, data analytics, and IoT. This demonstrates how employers are constantly on the lookout for people who possess the necessary set of skills.
Aside from understanding the importance of skills in the workplace, as job seekers, you must be aware that there are two types of skills: hard skills and soft skills. Understand the distinctions and which skills fall into which category so that you can incorporate them more effectively during job searching and application.
Investopedia describes hard skills as technical skills required to perform a job or land a new one. They're categorised as learning skills that can be developed and improved through education and experience. Typically, they're industry-specific. A financial analyst, for example, will require a different set of hard skills than a carpenter.
A relevant certification, portfolio, or skill assessment test can serve as proof of one's competence in hard skills. Different professions will have different standards for expertise. Advanced degrees and stringent testing will be required for some occupations, such as medical professionals, to demonstrate hard skills. Other professions, like content writers or designers, can learn the necessary skills on the job or on their own time, and they can demonstrate their proficiency with a portfolio of completed work.
Here are a few examples of common hard skills:
(Source: Investopedia)
Soft skills are character traits and interpersonal abilities that define a person's relationships with other people, according to Investopedia. In the workplace, soft skills are viewed as an addition to hard skills, which are a person's knowledge and professional competencies. Sociologists may use the term "soft skills" to describe a person's emotional intelligence quotient (EQ) rather than intelligence quotient (IQ) (IQ).
Even though these interpersonal skills are hard to define or quantify, they're still important in the workplace. They include your personality, teamwork skills and how you participate in the workplace. For instance, individuals working in the event industry need to be excellent team players and communicators, and sales and marketing positions may require relationship-building abilities.
Soft skills come in a variety of forms, just like hard skills. Here are some examples of soft skills required for success in the workplace:
(Source: Forbes)
Employees need soft skills, in addition to hard skills if they're to succeed. The main difference between the two is that hard skills are quantifiable, measurable abilities, whereas soft skills are not. Soft skills are more intangible and more difficult to teach. While soft skills concentrate on attitudes and personalities, hard skills are concerned with practical knowledge and abilities.
Consider hard skills as your technical knowledge, and soft skills as your interpersonal or workplace competencies. A soft skill could be the capacity to perform well in a team, while a hard skill may well be proficiency in a second language.
Check out the table below to see the differences between the two types of skills and some examples of top skills in 2022, as reported by LinkedIn.
There's a famous saying in the job search world that says "Hard skills will get you the interview; soft skills will get you the job," implying both play an equal role in recruitment. When you apply for a job, your hard skills will be evaluated. If your hard skills match the requirements, you will almost certainly be invited to an interview. During the interview, soft skills are tested. The way you present yourself, respond to questions and communicate.
Once you're working, you're not only dealing with the task at hand, but you're also dealing with people and your surroundings. Hard skills are what it takes to do a job well, whereas soft skills assist in coping with and responding to situations. Therefore, it's crucial for everyone to have both hard and soft skills because they show that you are knowledgeable about practical implementation and can contribute to a supportive and constructive work environment.
Since both skills are important when it comes to getting a job. It's essential to understand how to include hard and soft skills when writing a good resume and how to demonstrate them during an interview.
Your resume and cover letter should highlight both your hard skills and soft skills. These are the particular skills that employers are looking for. Employers give preference to candidates who have a balance of technical and interpersonal skills, so it's crucial to demonstrate that you have both of these skills.
There are more than 100 essential skills to choose from, but how do you list them on a resume? It's important to lay out your skills on your resume to catch the attention of employers. On your resume, include a section titled "Skills" where you can list all of your hard skills.
Below is an example of how it may look like:
| SKILLS Computer Skills: Microsoft Word (Advanced); Microsoft PowerPoint (Advanced); Microsoft Excel (Intermediate); Language: Writing English & Malay Translating English to Malay, and vice versa SEO articles Online research Creative writing Copywriting Creative thinking |
Important To Note: You may have a long list of skills, but there's no need to list them all. Select a few of the most important ones, preferably those that are relevant to the position being applied for. This allows you to talk about your skill set during the interview.
Soft skills should be included in the job descriptions that you create for previous experience. Referring to the job description can help you decide which soft skills to highlight on your resume and cover letter. You should look for any requirements that touch on your motivations or interpersonal skills.
For example:
The interview session is the next crucial step in the hiring process where employers will evaluate candidates after reviewing resumes and cover letters. Make sure to prepare for your interview beforehand and keep in mind all the information from your resume's skill requirements and job description.
In an interview, describing your hard skills is somewhat more straightforward than presenting your soft skills. You'll inevitably show that you have the necessary hard skills as you discuss your relevant educational background and work experience.
While soft skills call for a little more application and explanation, the STAR method is a fantastic approach for describing them. It's a methodical way of answering a behavioural-based interview question that involves outlining the precise Situation, Task, Action, and Result of the circumstance you are describing.
When discussing your soft skills in an interview setting, you will be answering questions that demonstrate how you personally manage certain situations.
For example, if you were asked to "Describe a difficult work situation and how you handled it," you could begin by discussing the situation, what you were tasked with, and how your decisions and soft skills assisted you in taking specific action to achieve a specific result.
Your response could be:
“I once had a superior who yell and berate everyone whenever something went wrong. Although I will admit that those kinds of abusive behaviours do affect me, I remained composed at work. I do realise that he was going through a trying time, which is why he occasionally brought that into the office and changed the mood. It didn't affect my work because I could understand his situation, but it was a challenging situation.”
If you're concerned about a lack of hard and soft skills, there are strategies you can use to improve them. These can be extremely helpful when applying for a job that may require additional certifications or abilities that you do not have or need to improve.
Hard skills are typically acquired through education or practical experience. Soft skills, on the other hand, resemble personality traits that you have innately developed throughout your life. For instance, typing would be a technical skill. Nobody has the innate ability to type. Instead, it must be learned over time, typically through learning or education.
As previously stated, soft skills are more interpersonal than technical. Soft skills are typically things that you are already proficient in without having to receive a formal education or practical training. You can still, however, develop your soft skills in the same way that you can develop your hard skills. Here are some suggestions from InsightGlobal.
Learning a new technical skill can make you stand out from other job applicants. A few methods for acquiring hard skills are listed below:
If you already have a job, look for learning opportunities there. Even if you're actively looking for a new job, you can benefit from your current employer's classes, webinars, and workshops.
Improving your soft skills is more difficult, but it's still possible. First, decide which soft skills you want to improve. Conduct an honest self-evaluation. You can also solicit input from your boss, co-workers, family, and friends.
For example, if you are frequently late for work or frequently miss deadlines, you may need to improve your time management skills. If you want to advance in your career, you may need to hone your leadership abilities.
To improve your time management skills, you could first watch a productivity webinar and then apply each tip. To hone your leadership abilities, you could take on a new project at work or request more responsibility in your volunteer role.
Once you've determined which soft skills you want to improve, it's time to get to work. Some soft skills can be acquired through education. All soft skills can be developed through practise. After all, as they say, practise makes perfect!
Hard skills and soft skills are essential for success in any field you choose to work in, as well as in all aspects of life. Understanding your hard skills may not be difficult since they involve the techniques or knowledge you acquire while in school or while receiving on-the-job training. Consider your positive traits, attitudes, and manners when assessing your soft skills. This extends to how you dress as well as how you speak, listen, make eye contact, and how you interact verbally.
The most crucial aspect is that you must provide compelling examples of how and where you have used each of your skills when identifying and expressing them to employers. In the end, they want to see your work, not just hear about it. Just keep in mind that everyone has a distinctive set of skills, so be sure to properly describe yours to convey who you are.
If you’ve ever had to look for a job, odds are you would’ve sent application after application, hoping to hear from recruiters or hiring managers. “Good news, we would like to invite you for an interview!” or “Good news, you’ve been shortlisted!” are just the cherries on top of an application sundae, but no one ever talks about the other side of it.
That’s the cold shoulder. The zero calls, texts, or emails weeks after. These days, it’s called ‘ghosting’, where all forms of communication are cut off without any explanation. If you were to talk to a person in front of you and they didn’t respond, it would be like talking to a ghost, hence the term.
When applicants are ghosted or ignored without any reason or communication, it can make them feel like they’ve wasted their time applying for a role in your company. This causes a negative perception of your business, and you’ve just lost a potential customer or talent.
While employers may have more important things to do than reply to applicants, acknowledging them will leave a good impression of your company. It paints a picture of a company that’s capable, positive, and establishes connections for the future.
As the name implies, it’s a reply sent by hiring managers or recruiters to applicants acknowledging their job applications. Moreover, it serves as an update on a candidate’s application status, like whether or not they will be moving on to the next phase.
The reply can take on a formal and professional tone or a casual and friendly manner, but essentially, it’s the equivalent of “We’ve received your order!” on food delivery apps. Like how we converse with people in real life, your acknowledgement email should carry the same language.
Once a candidate has sent their application, the ideal timeframe to reply to them should be within 24-48 hours. Whether it’s an automated reply or personally written during your lunch break, it’s helpful for candidates to know that their application made it into your hands. Even if you can’t reply instantly, sending one within the week still means a lot.
Once the applications trickle in, it’s time to write your thank you note! Get started writing your application acknowledgement email with these three quick pointers:
Reply to the same email address the application originated from. Use an informative subject line that summarises the contents of the email clearly to ensure they open it and don’t regard it as spam.
Is their application still being processed, approved, or rejected? Let them know, and don’t forget to thank them for applying. As an option, you can provide context about the position or application to add value to your words.
End your email with your contact information should the applicant have further questions. Lastly, thank them for their time, and close the email with a polite sign-off.
To help candidates feel valued and to add a touch of personalisation, include these details:
In the email, use a tone that best represents your company culture to help applicants feel welcomed. It can be formal, casual, relaxed, or even include meaningful quotes that tie back to the company’s culture.
Here are some letter of acknowledgement samples you can refer to to kick-start your streamlining!
Subject line: We’ve received your application at {Company’s Name}!
Hi {Candidate’s Name},
Thank you for applying for the position of {Job Title} with us at {Company’s Name}!
We have received your {application/resume/portfolio}, and our hiring team are currently reviewing all applications within {mention timeframe}. If you are shortlisted as a candidate, you will receive a {call/email} from us on the next steps of the process.
Thank you for applying, and we wish you all the best!
Best regards,
{Recruiter’s Name}
{Signature}
Subject line: Thank you for applying with {Company’s Name}
Dear {Candidate’s Name},
Thank you for taking the time to apply for the role of {Job Title}. We appreciate your interest in {Company’s Name}.
We are currently in the process of accepting applications for this position. We will begin taking interviews {mention timeframe}. If you are selected for an interview, our human resources department will be in contact with you by {estimated date}.
Thank you,
{Recruiter’s Name}
{Signature}
Subject line: We’re reviewing your application!
Greetings, {Candidate’s Name}!
My name is {Recruiter’s Name} and on behalf of {Company’s Name}, we would like to thank you for applying with {Company’s Name} as a {Job Title}.
We have formally received your application and will review it in the next few days. If you are shortlisted as a candidate, we will reach out to you personally regarding the next steps of your exciting journey with us!
Once again, we thank you for applying and taking the time to apply for this position. We appreciate your interest in {Company’s Name} and wish you all the best in your application.
Sincerely,
{Recruiter’s Name}
{Signature}
Subject line: Your application to {Company’s Name}
Hello {Candidate’s Name},
We have received your application for the position of {Job Title}. The recruitment process will take {timeframe} and we will notify you if you have been selected.
You can read more about us on our company's career page, or follow us on social media on Facebook, Instagram, and LinkedIn to get the latest updates.
If you have any questions, please contact me at {recruiter’s telephone number/email}.
Best Regards,
{Recruiter’s Name}
{Signature}
What makes your company unique? Is it the meeting rooms named after fruits? Star Wars quotes on the walls and a company-wide celebration on May the 4th? Don’t be afraid to show your company’s personality and character with creative acknowledgement emails too.
Subject line: Hooray, we received your application to {Company’s Name}!
Hi {Candidate’s Name}, we’re thrilled that you’d like to join us here at {Company’s Name!} We received your application for {Job Title} and rest assured, we’re processing all applications as quickly as our eyeballs can.
We will be in touch in {timeframe} if we would like to schedule an interview with you. Unfortunately, the days are short and applicants many, so we won’t be able to meet everyone. Nevertheless, you will still hear from us if you have been shortlisted or not.
All the best, and let’s keep in touch!
Sincerely,
{Recruiter’s Name}
{Signature}
Subject line: Thank you for applying to {Company’s Name}
Dear {Candidate’s Name},
My name is {Recruiter’s Name} and on behalf of {Company’s Name}, I am writing this email to acknowledge that we have received your application for the position of {Job Title}.
Our company has been growing steadfastly since {year} and we hope you will be able to join our ranks soon. Aside from {company benefits}, we provide numerous opportunities for employees to grow their skills, knowledge, and personality.
We are currently processing applications and it may take some time to get back to you. Thus, we would appreciate your kind patience on this matter. We will contact you via {email/phone} once we receive an update regarding your application.
Thank you for your time and interest, and we hope to see you soon.
Sincerely,
{Recruiter’s Name}
{Signature}
Subject line: Greetings, from {Company’s Name}
Greetings, {Candidate’s Name},
We are pleased to have received your application for {Job Title}. It must not have been an easy journey, navigating through mazes of code and defeating pesky viruses.
On behalf of {Company’s Name}, we are delegating great resources to process your application the soonest we can. If you are the Chosen One, you will be summoned to speak with us within {timeframe}. If it is not your time yet to wear the crown, you will be notified as well.
We thank you for your patience, and may the odds be ever in your favour.
Best,
{Recruiter’s Name}
{Signature}
For busy recruiters and hiring managers, it can be time-consuming to manually reply each applicant, day in and day out. Fortunately, that’s where automation comes in.
Regardless if you’re a small mom-and-pop shop or a multinational conglomerate, automated emails can work wonders in streamlining your hiring process through Applicant Tracking Software (ATS).
Here are several tools you can use, depending on the email complexity needed and the volume of applications you typically receive.
Price range: Free.
Price range: USD 0/month - USD 299/month.
Price range: USD 45/month - USD 3,600/month.
Price range: USD 25/month - USD 300/month.
Price range: USD 60/month - USD 90/month.
Price range: USD 129/month - USD 559/month.
Price range: Upon request.
Besides this, an email guideline tailored solely to career applicants will come in handy to keep everyone on track. Here, the hiring process and timeline are clearly outlined, from the first “Thank you for applying!” to how to reply to an angry “Why didn’t I get the job?” email.
Maybe an applicant has a medical background and is applying for a position in the cryptocurrency field. Or perhaps their Adobe Lightroom skills are not yet on par with what you’re looking for. Even if they aren’t shortlisted or meet the requirements, acknowledging their efforts won’t hurt. Why?
A generic “Thank you for applying” email can come across as less warm and friendly, compared to those which are genuinely earnest and appreciative. Emails of the latter types foster healthier relationships between the applicant and recruiter/company, leaving a positive experience all around.
As busy as you are, try not to ignore applicants too. Instead, something that might help would be to insert a disclaimer when advertising your vacancy. It can be as simple as:
“If your experience meets the requirements of our company, we will contact you. If you receive no feedback, it means that currently there are no available vacancies for you.”
Based on this, potential applicants will know what to expect if they don’t hear from you at all!
Subject line: Your application with {Company’s Name}
Dear {Candidate’s Name},
Thank you for applying for the position of {Job Title} with us at {Company’s Name}. After studying your resume and background, we’re delighted to inform you that we would like to meet you and get to know you better!
We would like to invite you to an interview {at our office/via Skype} so that we can get to know each other better and learn more about the role. The interview will take {timeframe} and will entail {details of the interview}.
Please let us know which of the following dates and times work best for you.
Looking forward to meeting you!
Best Regards,
{Recruiter’s Name}
{Signature}
Subject line: Your application with {Company’s Name}
Dear {Candidate’s Name},
Thank you for applying for the position of {Job Title} with us at {Company’s Name}. We sincerely thank you for your valuable time and effort.
After careful consideration, we regret to inform you that we will not be moving forward with your application right now. {Optional context why}
Once again, we thank you for your time and we greatly appreciate your application. We wish you all the best in your job search!
Best Regards,
{Recruiter’s Name}
{Signature}
As much as businesses need talents, abundant opportunities in the job market also mean that candidates get their pick of the litter too. And one thing 95% of job seekers consider is the company’s reputation.
From the details of a job ad to the letter of offer or rejection, every step of the hiring process impacts the employer branding and the overall experience for candidates, who are often the company’s very customers too.
For instance, if a candidate encounters a negative experience with a recruiter during their interview, they would be less likely to recommend their peers to apply. The same goes when their applications are ghosted without even the courtesy of a reply!
Building and maintaining a strong, positive brand presence from start to finish solidifies a business’ image in the eyes of talents and consumers, capable of attracting talented candidates. Plus, when internal employees are happy and part of an impactful experience, they’d be just as open to referring talents.
Did you know that the job interview was not invented until 1921? It all began when Thomas Edison devised a written test to assess job candidates' knowledge! Interviews have changed dramatically in the century since, particularly as technology and the industrial revolution advanced, but they remain an important part of any company’s hiring process.
After advertising job openings, collecting job applications and resumes, and screening applicants, job interviews are the next most important step in a hiring process that no employer should overlook. While the purpose of job interviews is mostly the same, which is for employers to gather information and assess potential candidates' abilities and skills before making a hiring decision, how they are conducted should be efficient and pertinent.
Nevertheless, there are some interviewers who, despite filling the variety of job positions available, are accustomed to asking the same questions and lack any originality in the interview. This could reduce the likelihood of hiring the best candidate, which may have a negative impact on attrition rates and be costly for businesses. That is why interviewers play an important role in any interview, and it entails more than simply asking questions of the candidates being interviewed, but also knowing tips on how to interview someone.
An interviewer's responsibilities begin before, during, and even after the interview session. Being a good interviewer, according to Maestro, is an important part of collecting feedback from users, learners, and partners. When done correctly, asking questions and listening can help you build empathy with your audience, while also gathering valuable intelligence that can help your organisation move forward.
Furthermore, being a good and effective interviewer is significant because the interviewer's behaviour and actions reflect the company's image. Since the interview is usually the first time an interviewee meets someone on behalf of the company face-to-face, the interviewer's demeanour will leave an impression on candidates. They could make assumptions about the company's work culture, environment, and morality.
Sometimes, just from the interview, candidates can decide whether to accept the position offered or to remain loyal once they begin working. Being a good interviewer can even have a positive impact on an employee's attitudes and job performance, as MarketSplash pointed out that potential candidates' experiences and attitudes form during the earliest stage of interaction with potential candidates. Not only that but the interview time should be spent wisely to find and choose the best candidate.
It's well understood that during an interview, the interviewer will have the opportunity to obtain critical information from the candidates, while the candidates will have the opportunity to express their experiences and what qualifies them for the job position applied for. However, how well the interview goes and how successful the information obtained is all dependent on the situation of the interview and interviewer.
What matters most for any company, in addition to having a good and effective interviewer, is to know how to interview well. So, what factors would lead to an interview becoming good and effective? Let's take a look at some of the key qualities that should be highlighted during a job interview:
Interviews can be nerve-racking for both the interviewer and the interviewee. However, as an interviewer, you have command of the situation and should take the initiative to lead the way. So, you're ultimately responsible for whether or not the interview goes well. When the interviewer is effective, even the most anxious candidate may occasionally become composed and more ready to engage in conversation and answer questions.
Given the important role that interviewers or hiring managers play during interview sessions, it's crucial to know how to be a good interviewer. Here are some interviewing tips and techniques to help you improve your interviewing skills, learn how to interview candidates, and make your interview sessions more gainful and productive:
Make sure to conduct the necessary background checks on interviewees before any interviews. Examine the application, resume, and cover letter, if one is included, of the candidate. Utilise the information to not only plan your questions but also to consider how you can establish a connection with the applicant and make them feel at ease. Although you must do your best to prepare, be careful not to over-prepare because there are times when you simply must be flexible and adapt as you interview the candidate.
There should be a framework – sort of like a script that serves as a compass – for an interview to go well. When you're in the flow, it will be simpler for you to know where to begin, when to ask questions, and how to be more organised to record responses. Most importantly, before anything else, make a brief introduction to the candidate and/or engage in light conversation.
As an interviewer, you must prepare questions that will allow you to learn more about the candidate's background and professional experience. Make sure to ask clarifying questions to gauge details that will help you decide whether or not to hire. Avoid asking candidates leading, hypothetical, or silly questions that could confuse them or make them react negatively.
When conducting an interview, these two actions are unacceptable. Before you enter the interview room, make sure you take steps to control any aggressive or irrational behaviour you might have when circumstances are different from what you had anticipated. Remember that what you say and how you act says a lot about you and the company, so try to stay cool, calm, and collected at all times. This is one of the most important aspects of what makes a good interviewer.
It's more likely that you will make an uninformed decision if you feel this bias and prejudice toward the interviewee. Maintain a neutral attitude throughout the hiring process, from the time you review the application and resume to the time you hire. Bias and prejudice can also be avoided by interviewing candidates in groups or by conducting a phone screening first.
You will likely conduct interviews with multiple candidates for various positions, making it challenging to keep track of and recall everything that each candidate says. Therefore, make sure to always take thorough, well-organised notes during the interview so you can later review and compare the specifics. When you take notes, you can also get creative and pose inquiries about the information the candidates just provided.
Tips for interviewing someone include having an empathetic attitude that will serve you well when dealing with interviewees or anyone else for that matter. Being emphatic means paying more attention, being fully present, and expressing gratitude to the candidate. By doing so, you demonstrate that you're considerate of the candidate's thoughts and can contribute to the formation of trust.
Candidates almost always have questions during the interview, but they frequently hesitate to ask because they are unsure of how to phrase them, afraid to offend the interviewer, or simply nervous. Let the applicant know that they are welcome to ask any questions they may have about the company, the business operation, the job position, or work there in general. By encouraging candidates to ask questions, you can learn more about their personalities and interview preparation.
As much as candidates are unaware of what questions you will ask as the interviewer, you're also unsure of how they will respond and provide feedback to certain questions. Pay attention to the interviewee's words so you can ask questions that are pertinent to what they are saying and they will know you're paying attention to them. Candidates are more likely to relax and be amiable when they see that you're listening to what they have to say.
Don't leave the candidate hanging after the interview is over. Describe what will happen next and when they will hear from you regarding your hiring decision, as well as whether you will require the candidate to provide any additional information or documents. You could also give the interviewee a tour of the office to show them what it's like to work for the company.
The more interviews you conduct, the more at ease you will become and the easier it will be to prepare for one. Furthermore, you will be interviewing a wide range of candidates, so you will learn how to deal with any unexpected events from them. Aside from that, you can practise interviewing friends or colleagues to see where your questions and script can be improved.
During the interviews you conduct, mistakes and inconsistencies are likely to occur. Don't be upset by it; instead, view it as a learning experience. How do you know if you've made a mistake? If you make a mistake, you might realise it yourself. If not, you could get feedback from anyone else in the room interviewing with you, or you could personally ask the interviewee what you could do better. After the interview, you can follow up with a phone call or an email.
Interviewers who arrive unprepared run the risk of coming across as uninterested and may struggle to conduct the interview effectively. Finally, they might hire an unsuitable candidate because they misjudged the quality of the interviewees. So, before you walk into any interview, get the following items on this checklist ready at least a few days or hours before the session:
(Source: Resources for Employers)
What exactly does that imply? During the interview, keep asking candidates the "why" questions multiple times. his method, which, as Maestro mentioned, is popular with many three-year-olds, was developed at Toyota Motor Company and was instrumental in assisting them in developing their continuous improvement approach to manufacturing. While it may appear awkward, repeatedly asking "Why?" can lead the conversation down the path of identifying the problem's underlying cause.
No matter how many times you conduct interviews or if it's your first time, make sure to give it your all to become the best interviewer out there. Once you have the skills and can conduct interviews well and effectively, you'll be able to quickly sift through the applicants to find the top candidates for the company!
Being a hiring manager is no walk in the park. You'd basically need to pick the candidates who would fit the job role criteria and company culture. It can be a hassle initially; you comb through hundreds, if not thousands, of applicants, make a shortlist of the top few you think might fit, and then commence the process of setting up the interview sessions.
Even if all goes well and the candidate you choose agrees to come on board, six months later, you’re processing his/her resignation. Not a nice situation to be in, right? Especially after you thought this person would stick around for the long haul. New hire turnover is real, and unless you find ways to counter this, you might have to rinse-and repeat this situation until you find the right person who's able to stay on. Don't believe us?
TeamStage released a number of statistics regarding employer turnover in America, and found that 31% of new hires end up quitting or leaving within the first six months of working. Out of that number, 68% of them resigned within the first three months of working. This sentiment was echoed by Forbes, which reports that 20% of new staff tend to leave only after 45 days into their new work. Finally, over in Singapore, a poll involving over 600 working professionals conducted by NTUC LearningHub in 2021 found that one in four people are likely to quit their job and seek prospects elsewhere.
As hiring managers, the stats mentioned above can induce some fear when trying to bring on or keep a new hire in the company. But fret not! Below is a hiring process checklist created for all recruiters to refer and use. Should you follow this checklist, you might just have a better peace of mind when it comes to hiring or keeping the right candidate who'll want to dedicate his/her time to the company for a longer period.
At this stage, you’ve already identified the resource shortage in the company, and what job scope would solve the problem efficiently. That, or the higher ups have already given you the direction to secure a new employee. You'll need to create a job description, which will then be converted into a job ad that's shared to the world of talent.
Make sure that your job description contains the correct title, summaries, and expectations. Also (we cannot stress this enough), do specify the exact duties and responsibilities required by your company for this vacancy.
One of the reasons why it was mentioned earlier that 20% of new hires leave within 45 days of working, is that they were confused had misinterpreted the actual work that was required of them.
You can post your advertisements on social media and job platforms, or you could opt to enlist the services of a recruitment company like GRIT, who'll not only help you source and onboard the right talent in the shortest timeframe possible, but will also present you with a curated list of pre-screened candidates for review.
Once you’ve received applications, you can start the process of separating the wheat from the chaff. First, establish that they meet the minimum requirements for the company, then work to filter for all the candidates that seemingly have more qualities that they could bring to the table (such as additional certifications or a well-balanced portfolio).
Set a proposed interview date with the candidates and if agreeable, it's time to run the actual session! By then, you should have your materials ready for the interview, as well as any questions and concerns you want to clear with them (gives you the opportunity to observe them in real-time too!).
Make sure you clearly inform the candidates about the duties and responsibilities to be carried out, as well as any other ad-hoc duties and expectations of the company's other departments. Finally, don’t forget to ask them if they have any questions about the vacancy, and address their concerns to the best of your abilities.
Now that the interview sessions are finally over, you can breathe easy.
Or so you thought! The hard part actually begins now.
Before finalising your selection, make sure you’ve conducted thorough background and financial checks on them. You don’t want any hidden secrets or caveats coming out, and ruining the company’s and your reputation. Once you’ve selected the candidate(s) for the company, contact them to give them the good news! Usually, a phone call and a follow-up email should suffice. You can now move into the onboarding process of your new hire.
Now, in the weeks leading up to your employee's first day on the job, you want to make sure all the relevant paperwork is completed, and the rest of the company is ready to receive the new person.
Usually, employees need to fill out tax forms, employee identification forms, and provide a copy of their personal identification for the company to process. On your end, you'll need to draft an offer letter of employment and employee work contract. All you need to do is to send and request for the filled-in forms via email (it's easier and faster), instead of asking the new hire to come to the office with his/her documents.
On the first day of work, you should get your new employee familiarised with the company’s policies and practices, the working hours and culture, any on-site SOPs, as well as specific work ethics practised in the office. It's going to take some time for them to adjust, but it's best if they know from the start.
Read more: What Is A Work Culture, And 8 Tips On How To Create a Positive One!
Depending on the job you’re hiring for, you’ll likely need certain equipment or supplies. Have them all prepared and ready, so your new hire doesn't have to go running around like a headless chicken trying to get a hold of things from various departments.
Some companies require their employees to have a payroll account. This consolidates their pay, benefits, claims, and leave. Have that set up alongside the equipment and supplies. You don’t want any hindrances in the work progress.
On their first day, take your staff on a guided tour of the company. Show them the relevant departments, as well as respective people in charge and location, where they can catch their breath for 5 minutes. Don't forget the more minor details like parking and access to the building. This allows them to hit the ground running, and not get overwhelmed with the new environment. Along the way, introduce them to their fellow co-workers who are already in the office, and if possible, secure a one-to-one meeting with the CEO. This will add a personal touch, and make the employee feel that he/she is wanted by the company.
And before we forget: Toilets. Make sure they know where it is. Absolutely essential for EVERYONE to know, especially on their first day!
The first week is going to feel like hand-holding, but it's necessary. You'll need to check on them a little bit more than usual compared to the regular staff. When delegating assignments, don’t put all of them on your new staff.
Give them one or two at a time, and monitor their progress from there. They’re definitely not going to get it right on their first few attempts, and you may need to step in and help out every now and then, but it's worth it.
It gives your employees the sense that you care about their professional well-being, quality of work, their ability to fit in and feel like they belong, and that you’re willing to help as well.
After three months, or however long your company’s probationary period lasts, it's always prudent to have a sit down with your new staff for a progress update. Getting to know where their progress and perception is at after three or more months will tell you if he/she is likely to stay for the long haul.
At the same time, you can go over any improvements or take note of anything special your staff has done during their probationary term. This gives employees a sense of belonging and validation for their hard work, and will spur them to continue to give their best to the company. It’s a win-win situation for all.
Now, if you follow this comprehensive new hire checklist, the chances of you losing your new employee drop significantly. It's never easy to hire new talent, much less keep them. A great onboarding experience can nurture engaged, productive employees who'll stay in your company.
There's this humourous phrase which goes: "Husbands, keep your wives close; wives, keep your husbands close". And companies? KEEP YOUR EMPLOYEES CLOSE (especially the skilled and good ones).
If you're looking for a comprehensive onboarding solution that will take care of everything from policy and procedure manuals to supplying the necessary tools and supplies, contact us! We'll work with you to develop a custom onboarding programme that's tailored to your specific needs, and will help get your new employee up to speed quickly and smoothly.
We understand that, as an employer, you wouldn't willingly lay off an employee, especially after the long and difficult hiring process at selecting the right candidate for the role. However, involuntary employee turnover isn't something that we control. That's why it's important to write a good, clear, and reasonable termination letter to the employees you'll have to let go.
A termination letter, also known as a letter of separation and contract termination letter, is a formal notice of letting the employees know that they’re being dismissed from their current position. This letter typically contains information regarding the reasons for their dismissal, benefits, or compensation that they may receive, the date of their final paycheck, what the employees should do, and other relevant details about their termination.
Sending a termination letter is a common practice when you’re officially dismissing an employee from your company, as a sign of respect and professionalism.
The termination letter is typically written when involuntary turnover happens to an employee. However, regardless of the reasons you’re letting go of that employee, it's needed to show your professionalism, which helps maintain a good reputation and provide a record of events for your company in case of legal disputes.
Handing your employees a letter of termination when they’re dismissed from their current job is also a sign that you respect them for their time of service. Not only that, but by providing a notice of termination of employment, you allow your employees to have the ample time needed in preparing for their next steps.
Since termination letters are written and sent to employees to inform them of their release of duty, the letter needs to include the reasons for their dismissal. Below are explanations as to why a termination letter may be issued to an employee.
An employee may be laid off without cause due to the company’s decision in downsizing as well as larger market factors. This type of termination is typically unrelated to the employee’s performance or workplace behaviour.
An employee can also be laid off because of their poor performance or bad workplace behaviour. However, do note that employees should be given warnings or chances to better their performances and behaviours, before a letter of termination is issued.
This type of termination happens when a company or an employer decides to end business relations with the other party (the employee) they previously signed a limited-time contract with.
It’s for the good of both parties when an employer decides to end the employment relationship with an employee peacefully, in order to reduce the risk of lawsuits. Hence, it’s always good to write the letter of termination in a respectful and polite tone. However, to properly sign off an employee, below are the things you should pay attention to.
It’s wise for a company to refer to the employment act before laying off an employee. Especially for multinational companies, as different countries or states may have different employment acts. The last thing you'd want to do is wrongfully terminate your employees, which may result in potential lawsuits.
Besides having to go through the employment act, you should also read through the employment contract that both parties signed. This may be a tricky process when you lack the technicality and expertise to do so. This is why we recommend you consult a lawyer to ensure that you’re legally allowed to terminate your employees, and are in compliance with the employment laws and policies.
It would help if you also decided on the last day of employment for the employees you’re dismissing with your Human Resource Department to ensure that ample time is given for the benefit of both parties.
In your letter of termination, you should explain how the employee’s benefits and compensation may be affected once they’re dismissed from your company. Take this chance to let them know what will happen to their life insurance, retirement funds, and healthcare benefits. The termination letter should also make note of the severance pay, payment for unused annual leave, or other payment owed.
If you’re laying off an employee for reasons unrelated to their performances and behaviours, referring them to other job opportunities will be a good gesture. You can also write them a good referral letter to increase their chances of getting hired in their next job.
Before their official last day of employment, you need to assign them a specific HR representative by including the representative’s contact details so that they can ask questions related to their termination, including compensation, benefits, and other information.
Last but not least, as a responsible employer, it’s only right for you to arrange a brief meeting with the employee to formally inform them of their dismissal before sending them the official letter of termination.
[Date]
Dear [Name of employee],
This letter is to inform you that your employment with [Name of company] will be terminated as of [date of termination].
On [date of event], [cause of termination]. We provided you with a formal warning letter regarding the violation you have caused against our company’s policy.
On [date of event], [cause of termination]. You received a second warning letter and were informed that the third warning letter would result in your dismissal.
On [date of event], [cause of termination], thus resulting in your termination.
Kindly be informed that your last paycheck will be mailed to your address at [employee’s address]. Your healthcare benefits will also remain in effect for [number of days] from your termination date.
We request for you to return [company’s belongings] by the end of [date].
Please keep in mind that you have signed a non-disclosure agreement, which is attached for your review.
Should you have any questions regarding your details of termination, including compensation, benefits, and policies, please contact [name of HR representative] at [representative’s email] or [representative’s phone number].
Regards,
[Your name]
[Date]
Dear [Name of employee],
This letter is to inform you that your employment at [name of company] will end as of [date of termination].
For the past few months, [name of company] has faced financial difficulties due to the lack of work in our industry. We have tried our best to increase the need for labour, but unfortunately, our efforts have yet to bear any fruits.
As a result of that, we have concluded that a total of 20% of our workforce must be reduced. We are regretful to inform you that your position is a part of this reduction, and this decision is final.
You will receive your final paycheck after your last day with us, including the payment for the remaining annual leave. You will also receive a severance payment of [amount]. Please sign and return the attached claim document to ensure you collect this.
Your healthcare benefits will remain in effect for [number of days] from your termination date.
You are requested to return [company’s belongings] on your last day of employment.
Please keep in mind that you have signed a non-disclosure agreement, which is attached for your review.
Within a week, a representative from the Human Resource Division will contact you to discuss details regarding your benefits. Should you have any questions regarding your details of termination, including compensation, benefits, and policies, please contact [name of HR representative] at [representative’s email] or [representative’s phone number].
Kindly accept our sincerest appreciation for your contributions during your time with [name of company].
Best regards,
[Your name]
1) Did his/her recent evaluations on their performance support the need for termination? Or does he/she actually have one or more evaluations where they actually meet or exceed expectations? If so, what has changed?
2) Have you clearly notified him/her of the issues that arise with their behaviour and/or performance? Have you also given him/her a fair chance or reasonable opportunity to correct the problem(s)?
3) Have you given fair warning to him/her that his/her job is in jeopardy?
4) Have you tried to discover and consider the employee’s reasons and side of the story?
5) Do you have adequate documentation to justify your decision for a termination?
6) Could you make an alternative decision, such as a transfer or a reassignment of him/her?
7) Is terminating him/her consistent with how you’ve treated other employees in similar circumstances?
8) Have you thoroughly and carefully investigated all the relevant facts?
It's always flattering when you're asked to draft a referral letter by your former employees, co-workers, or even students and supervisees. Agreeing to write a letter of referral for someone you've worked with can be seen as a gesture of appreciation, and shows how much you greatly value the bond created while working together.
Now, this may sound like an easy yet honourable task that one can do for another person to help with their future endeavours. However, exercise some caution because it isn't as easy as you might think. We're sure you wouldn't think that it would be much of a problem until the moment you need to start... and realise that you don't have any idea how to. Fret not, we've got just the guide for you, so that writing a referral letter is no longer a stressful event!
A letter of referral, also known as a recommendation letter, is a document you need to provide as a part of the hiring process for your job, or internship. The referral letter is usually written by someone you've worked closely with, and have a positive workplace experience together. It typically spells out the applicant's qualities, skills, characteristics, and explains why they're the right fit for the job they're applying to.
So why is the referral letter so important? A simple document can make an impact on the hiring manager, especially when it's needed as an employment verification for the job they're applying to. When a referral or recommendation letter is handed to the hiring managers, along with the applicant's resume, it shows how much someone is willing to put in the time and effort to write a good referral letter for the applicant. Hence, with the letter of recommendation, the hiring managers are able to see how the applicant is thus capable of making positive interpersonal relations with their co-workers and bosses.
Now, back to the initial question. If you're asked to write a reference letter for your ex-colleague or former employee, how exactly can you craft a really good one to increase their rate of success in getting hired?
You should always start writing the letter of referral using the business letter format, which usually begins with your address, contact information, the address of the recipient, and the date at the very top.
Next, you should begin your letter by briefly introducing yourself in the first paragraph. It's good to share a little bit of yourself, but this letter's recipient shouldn't need to know about your entire life story! Just include what you do, your area of expertise, your relationship with the applicant, and how long you've known the applicant. This is sufficient for the hiring manager to know you, and why you're significant to the candidate. But before that, it's better if you address them using "Dear [Name]" instead of "Dear Sir/Madam" or "To whom it may concern." The latter two should only be used if the name of the recipient is unknown to you.
Your next paragraph of the referral letter should describe the applicant's strengths and your judgment upon the applicant's qualities, skills, and characteristics. In this section, it's best to start off with a list of the applicant's strengths you would like the recipients to know about, and choose two or three out of the list and elaborate further. If you're able to relate these strengths to the new role's job description they're currently applying for, all the better.
To further highlight the applicant's strengths, specify the situations where you observed the him/her using the skills you've mentioned in solving problems or handling situations. It would be best if you tried to include one or two sample scenarios to back up your statement. It'll certainly strengthen the credibility of your letter of referral. Suppose you're wondering what type would be good to be included; we recommend any information or contribution made by the applicant, such as sales numbers or resolved issues, which should be enough to make a big impression on the hiring managers.
Right after explaining and describing the strengths and experience you've had with the applicant, you should now head to the closing paragraph. This paragraph will summarise why you think the applicant would be a good fit for the available job role. It would be very effective if you mentioned why you believe the applicant would be an outstanding addition to their team, and how you greatly appreciate their time spent in your company. Lastly, let the recipient know that you're open to any queries if they have anything that they would like to clarify.
Still a little unsure how to begin? The following are samples of a well-crafted referral letter to serve as a template for your reference!
[Your name]
[Your company]
[Your address]
[Your contact information]
[Date]
[Recipient's name]
[Recipient's title]
[Recipient's company]
[Recipient's address of company]
Dear [recipient's name]
It is my pleasure to recommend Mr/Ms [applicant's name] for the position of digital marketing director in your company. I am [your name] and am [your position] at [your company or institution]. I first met Mr/Ms [applicant's name] at [name of the company] back in [year] while he/she was working as the digital marketing director trainee under my supervision. During his/her time as a trainee, Mr/Ms [applicant's name] proved to be a remarkable and diligent person by excelling in every task given to him/her, and was quickly promoted to the position of digital marketing director.
He/She is also passionate at work, quick at learning, hard-working, and is a very dynamic staff. Mr/Ms [applicant's name] is always keen to take on new responsibilities and challenges, while at the same welcoming constructive criticism and feedback. For instance, there was a time when our company was in a busy period, Mr/Ms [applicant's name] willingly volunteered as the candidate for a crucial position. He/she impressed all of us in the company with his/her remarkable performances.
I'm of the utmost confidence that Mr/Ms [applicant's name] would be valuable to your team and company, as he/she was to ours. Please do not hesitate to contact me if you have any additional questions about him/her.
Sincerely,
[Signature]
[Your name]
[Your name]
[Your company]
[Your address]
[Your contact information]
[Date]
[Recipient's name]
[Recipient's title]
[Recipient's company]
[Recipient's address of company]
Dear [recipient's name]
I am [your name] and am [your position] at [your company or institution], and it is a pleasure to recommend [applicant's name] for the position as a senior software engineer at your company. I used to be [applicant's name] immediate supervisor here at [your company or institution], and our professional relationship lasted for [number of years]. [Applicant's name] has performed remarkably well during his/her time here, but it was unfortunate that our company has no room for career advancement for him/her at this time. As [applicant's name] wishes to move to a larger company with more challenging tasks for career growth, I fully support him/her in his/her endeavours to climb the corporate ladder.
[Applicant's name] is very passionate about writing code and has never failed in solving clients' problems by developing creative and innovative software. He/she is very vocal about his/her software ideas, and is also keen to accept any constructive criticism about his/her ideas, which undoubtedly explains why he/she is able to improve in such a fast-paced manner in our company. [Applicant's name] is also very responsible in turning in quality work; he/she will make sure to cross-check each and every piece of software before turning it in to the client and has never missed a deadline. He/she shows flexibility during his/her time here, and is able to comprehend instructions quickly when changes have been made to the original plan. [Applicant's name] is also a good communicator and works exceptionally well with colleagues and clients.
During his/her time here at [your company's name], [applicant's name] has [provide the number of tasks/assignments solves, and sample of ratings from clients].
I genuinely believe [applicant's name] is the best candidate for the senior software engineer position at [recipient's company]. I am confident that he/she can exceed any challenges you give, making him/her a valuable asset to your team. If possible, I would have liked to retain [applicant's name] at my company, but I respect his/her wishes and hope for the best in his/her future endeavours. Please do not hesitate to contact me if you would like additional information.
Sincerely,
[Signature]
[Your name]
Mistakes are bound to happen, and everyone has a history or past you shouldn't be bringing up. So, make sure you avoid mentioning the applicant's weaknesses or saying anything that could be perceived as libel.
Remember when we mentioned that the letter of referral is to be written in a business letter format? This means that you should avoid writing in an informal manner, which includes making jokes, using slang, or casual language.
And most importantly, make sure to double-check the recipient's information, the references you've included, and the written language, in order to avoid making any spelling mistakes or typos. Follow these few tips, and you'll be on the way to writing them a letter of referral that's professionally crafted AND will make a good impression!