Direct Request Letter: Too Many Résumés! (p. 252) Your company is overwhelmed wi

Question

Direct Request Letter: Too Many Résumés! (p. 252) Your company is overwhelmed with résumés for advertised positions. The director of Human Resources asks you to begin investigating résumé scanning software. However, she doesn't want a visit from a software salesperson until she knows more about the possibilities. You are to compose a form letter that can be sent to different software vendors asking for information. You need to know whether their software can identify job-specific knowledge and experience. One problem your company has experienced has to do with inappropriate information submitted by job candidates. For example, you don't want to know the applicant's race or age. How does the software avoid displaying such information, if the applicant includes it? What about references? This area would seem to need fields available for customization. Does the system rank the résumés according to the job skills and experience required? You would really like a system that, when it finds a great résumé, moves it to the top of the list and perhaps even has a "More Like This" function. Your Task. Prepare a letter that can be used to send to a number of résumé software vendors. Remember that you want answers, not a visit from a salesperson or the URL of a Web site. Use your imagination to ask open-ended questions that elicit effective feedback. Decide how you want the receiver to respond and by when. How can you make it easy for the receiver to respond? Assume you are writing on company letterhead; use block style and the current date. Place the date 2 inches from the top.

Explanation / Answer

ABC Enterprises

457 Lincoln Street

New York, 65

Phone: xxxxxxxxxx

March 31, 2018

[Vendor Name]

[Vendor Address]

[Courtesy Title] [Vendor Name],

I am writing this letter inviting proposal for a resume scanning software for our organization. The software should satisfy a given set of requirements and would like to know how your software would satisfy the requirements.

The software should have the below capabilities.

-identify job specific knowledge and experience

-eliminate the inappropriate information submitted by the candidates and display only the required information.

-sort the resumes according to the job match and display the best matching resume on the top

-option to display only the type of resumes requested

We would like to know how far your resume scanning software would be able to accommodate the given requirements and the potential benefits of using your software. We encourage more features if you can accomodate and would like to know the advantages including quality and cost. We expect the details of your software in response to this letter highlighting the key points. A visit from sales person cannot help before understanding the features of your product and we do not encourage sending the URL also for product details instead of a detailed report.

We have invited application from several vendors and the vendors who respond with all the required details through mail within the end of this month will be considered. We would like to inform you that we are planning to continue the business with vendors who can provide the best resume scanning software in a long term basis and the vendors can best utilize this offer.

Thank you for your valuable time and looking forward for your prompt response.

Sincerely,

[Sign]

Jacob Samuel

Senior Manager

ABC Enterprises

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