Carryout Applicant Communication

This page allows you to send communication to applicants across various stages of selection process. Call Letter is generated to invite the applicant to take part in any of the exercises such as interview. Rejection Letter can be issued to applicant who did not cross a particular selection stage. Offer Letter can be issued to applicants who have crossed all selection stages for an RFH successfully. Appointment Letter is issued to applicants who have accepted the offer and join the organization. Recruitment process generates the required letter in report format. You can download/save the output and should send to respective applicants.

Standard templates for all letter formats are in-built but provision exists for incorporating any user defined formats also.

Select the “Carryout Applicant Communication” activity under the “Recruitment & Selection” business component.

The “Carryout Applicant Communication” page appears.

Select the following details.

Action	Select an option from the drop-down list box to perform an action. The combo is loaded with the values “Selection Stages Communication”. Mandatory
Document Generation Basis	Select an option from the drop-down list box to generate the document basis. The combo is loaded with the values “Standard Template” and “User Specific Template”. Mandatory
Type	Select an option from the drop-down list box to specify the type of document. The combo is loaded with the values “Call Letter”, “Offer Letter” and “Rejection Letter”. Mandatory

Enter the following details in the “Applicant Communication Details” section.

RFH Number

The unique number that identifies the RFH (Request for Hire). Click the lens icon to retrieve the RFH from Help On RFH No. page. Mandatory.

On entering the RFH number, the system displays the following in the “RFH Details” section:

RFH For	The reason for which the RFH was raised.
RFH Position Title	The position title of the RFH.
RFH Hiring Department	The detailed description of the department which raised the RFH.

Enter the following details in the “Applicant Communication Details” section.

Document Creation Type	Select an option from the drop-down list box to specify the type of document creation. The combo is loaded with the values “Generation” and “Re-Generation”. Mandatory.
Document Date	The date on which the document is created. Mandatory.
Document Signatory For	The document signatory for which the communication is sent.
Document Signatory Name	The name of the document signatory. Mandatory.
Signatory Designation	The designation of the document signatory. Mandatory.

Enter the following details in the “Call/Reject Letter Conditions” section.

Note: This section is visible only if the type is “Call Letter” or “Rejection Letter”.

Communication For Selection Stage	Select an option from the drop-down list box to specify the selection stage of communication. The combo is loaded with all the distinct stages for the entered RFH No. whose details have been scheduled in “Carryout Applicant scheduling and assessment” activity.
Letter Document Title	Select an option from the drop-down list box to specify the document title of the letter. The combo is loaded with the values as defined in user defined quick codes.
Contact Person Details	Enter the contact person details.
Applicants	Select an option from the drop-down list box to specify the applicants. The combo is loaded with all the applicants for the entered RFH No, Type & “Communication for Selection Stage” combination’ whose details have been created in “Carryout Applicant Scheduling & Assessment“ activity.

Enter the following details in the “Offer Letter Filters” section.

Note: This section is visible only if the type is “Offer Letter”.

Position Title Offered	Select an option from the drop-down list box to specify the position title offered to the applicant. The combo is loaded with all selected applicant’s position titles for the entered RFH No. whose details have been created in “Carryout Applicant Final Selection & Offer” activity.
Job Title Offered	Select an option from the drop-down list box to specify the job title offered to the applicant. The combo is loaded with selected applicant’s job titles for the entered RFH No. whose details have been created in “Carryout Applicant Final Selection & Offer” activity.
Department Title Offered	Select an option from the drop-down list box to specify the department offered to the applicant. The combo is loaded with selected applicant’s department titles for the entered RFH No. whose details have been created in “Carryout Applicant Final Selection & Offer” activity.
Total Score From	The total score of the applicants from which the offer is made.
Total Score To	The total score of the applicants till which the offer is made.
Applicants	Select an option from the drop-down list box to specify the number of applicants offered for the job. The combo is loaded with all the applicants for the entered RFH No, Type & “Communication for Selection Stage” combination’ whose details have been created in “Carryout Applicant Scheduling & Assessment“ activity.

Enter the following details in the “Offer Letter Conditions” section.

Note: This section is visible only if the type is “Offer Letter”.

Include Grade	Select Yes from the drop-down list box if the grade is included in the offer letter, else select No.
Join By Clause	Select Yes from the drop-down list box if the applicant has to join by clause, else select No.
Join By Date	The date by which the applicant has to join the organization.
Acceptance By Clause	Select Yes from the drop-down list box if the applicant has to accept the offer by clause, else select No.
Acceptance By (In Days)	The number of days required by the applicant to accept the offer.
Acceptance by Date	The date by which the applicant has to accept the offer.
Probation Period By Clause	Select Yes from the drop-down list box if the applicant has to follow probation period by clause, else select No.
Probation Period (In Months)	Enter the probation period of the applicant in months.
Offer Document Title	Select an option from the drop-down list box to specify the title of the offer letter. The combo is loaded with the values as defined in the “Maintain Quick Codes” activity.
Include Salary Breakup	Select Yes from the drop-down list box if the salary breakup is included in the offer letter, else select No.
Salary Details Footer	Enter the salary footer details to be generated in the document.

Click “Generate Document” to print the document.