Managerial Communication II

Assignment – Proposal Writing

Submitted by – Sakshi Chhabra, H016

Prerna Malaviya, H034

Soumya Suresh, H056

Tapan Parikh, H043

Cover Letter

Subject: Business proposal for Resource Hiring at Top End Audio Outlets
Dear Sheila,
On behalf of Personnel Associates, I am writing to you to propose a business step that can assist your
company in solving its problems with its current hiring practices. We have planned a detailed strategy
for the effective redressal of this issue and would like your consideration of the same.
Through my analysis, I understand that the present haphazard method of filling vacancies through
referrals has led to frequent turnovers and thefts which add to increasing costs. This is where we come
in handy. We are specialized at recruiting skilled candidates and placing them in appropriate jobs. Most
importantly, we have an effective hiring mechanism and robust background verification system in place
which helps us thoroughly authenticate the details of interviewed candidates to make sure that their
prospective workplaces are made aware of their ethical attitudes. Our services extend from resume
parsing to video screening, questionnaires, advanced reporting, campaigns and forecasting
requirements by leveraging technology through AI and Business Analytics.
We have about 10 years of experience in helping organizations turnaround with their employee related
problems. We strongly urge you to acknowledge our proposition as it will surely prompt a decrease in
employee costs, help match your job requirements with the right employees and reduce employee
turnover in the long run. Please find attached an in-depth proposal for our service offerings and charges.
We would be glad to incorporate your suggestions, if any, and implement the proposal with immediate
effect. Please share your perspective on the proposal and feel free reach out in case you require any
further insights.

Regards,
Soumya Suresh
Manager, Personal Associates
Executive Summary
Personnel Associates urges Top End Audio Outlets to give a serious consideration to the hiring and
consultancy services offered to solve the problem of employee turnover and theft. This would help Top
End Audio achieve a stable employee workforce aligned with the company’s growth trajectory. The aim
of our service is to help you minimize on your issues by helping you with an organized hiring process at a
cost as minimal as Rs. 3000 per month. We at Personnel Associates believe in hiring the right candidates
based on our data driven rubric and taking into consideration the client’s requirement. We also rely on
our past experiences while designing a customized yet more effective hiring policy. Along with a robust
hiring process, we also provide consulting in making employee friendly policies which help in forging a
long fulfilling partnership between the organization and its employees. This stability helps in achieving
rapid growth which can be a perfect fit for Top End Audio Outlets. We encourage you to go through our
detailed proposal. Let us know if you have any queries, our team stands ready to begin work
immediately with your approval.

Proposal

Overview

A continuous problem faced by Top End Audio Outlets despite its rapid growth is employee turnover as
the employees leave after working for a couple of months. In addition to this, Top End Audio Outlets is
facing internal theft issues which are arising because of the former issue as hiring is mostly based on
word-of-mouth of the existing employees. Personnel Associates feels that as the company continues to
grow, an organized hiring of new employees needs to be put in place along with ways to attract honest
employees who are willing to stick around for a year or more.

Personnel Associates proposes its effective hiring services to help Top End Audio Outlets tackle its
personnel and theft problems.

Aspects of the Employee turnover and theft problem at Top End Audio Outlets

Top End Audio Outlets has been enjoying rapid growth and new employees are being added at a rapid
pace. Since employees are hired at the position of floor clerks & salespersons and are generally hired at
minimum wage plus commissions, the turnover faced is at the higher side. Another reason for this
problem is the hiring based on word-of-mouth as the current employees usually refer friends who need
jobs. Since the company is in a rapid growth phase and has immediate requirements, the management
hires people on the spot who look even reasonably capable. Due to this, Top End Audio ends up
spending nearly three times an employee’s salary as replacement cost due to increased costs of
recruitment, severance, lost productivity and lost opportunities in addition to training costs of the new
employees.

An extension of the above problem faced by Top End Audio Outlets is internal theft which is a
consequence of having short-term employees as they end up taking a lot of company merchandise along
with them. Due to short associations, the employees do not consider themselves as part of the
organization and resort to such measures. All these issues have one problem to its core, which is an
ambiguous hiring policy of the company along with mismatch of people and job roles.

Identification of Reasons

As a firm which specializes in understanding employee motivation and drivers, Personnel Associates
identifies the following reasons for the same. These reasons range over different organizational and
psychological factors which act as motivators or demotivators for employees.

 Ambiguous Employee Referral Policy

 Mismatch of Employee and Job requirements
 Lack of Background Checks and References
 Lack of leveraging benefits of technology
 Less Monetary compensation
 Less Growth and advancement opportunities
 No Reward and Recognition

We can safely conclude that there are numerous reasons to employee turnover and hence,
identification of the root cause is necessary to formulate a plan for Top End Audio Outlets which would
eventually lead to lesser turnover. Employees are biggest asset to any organization and investing
optimally to acquire them is vital for ensuring a successful business.

Solutions

Personnel Associates provides a range of hiring and consulting services through data driven insights that
will help Top End Audio Outlets make fact-based decisions. We devise strategic workforce plans which
help anticipate and address talent needs for years to come. As part of the hiring process, we assess if
the candidate is the right fit for the culture by conducting psychometric assessments and behavioral
interviews. We assess the candidate by conducting reference background checks to determine a pattern
of job hopping. We also have the tools and experience to meet specific mobility needs, with practical
advice behind the hard numbers.

After hiring the right fit candidates, we help devise the right reward and recognition strategies to
provide employees with something more than financial security which can lead to sustainably optimized
performance. In the era of choice, we can help Top End Audio Outlets find the right ways to go about
attracting and retaining talent.

Personnel Associates has about 10 years of experience in understanding what drives employees and
translating that knowledge into results. Our USP is the leverage of technology in providing all the
services mentioned above. We are a strong believer in change and continuously assess our strategies
with the changing environment. Our quality of work speaks for itself through our past records where we
have helped numerous companies reduce their employee turnover rates by a significant number.

Service Charges

Our results ensure that the costs involved with hiring us are less than the costs incurred by in-house
departments including the costs of rehiring and training. As part of the hiring process we do, the table
below provides detailed charges.

Beginner Lite Corporate Plan Enterprise Plan

Free Rs. 3000 Rs. 6000 Rs. 10000
Per month, paid Per month, paid Per month, paid
annually; Rs. 4000 per annually; Rs. 8000 per annually; Rs. 12000 per
month, paid monthly month, paid monthly month, paid monthly
1 Job Posting Upto 3 Job Postings Upto 10 Job Postings Upto 50 Job Postings
Android and iOS In addition to Beginner; In addition to Lite; In addition to
Mobile Apps Resume Parser + Email Video Screening, Corporate; Background
Inbox Questionnaires Checks, Priority
Support, Campaigns
Advanced Reporting Auto Reference Check Free Data Migration
Unlimited E-mail Reviews and Feedbacks Dedicated Account
Support Manager, Forecasting
requirements though
AI and Business
Analytics

As part of the consultancy process, we charge Rs. 250 per hour. In addition to hiring services, we also
provide services which cater to retaining employees and handling their day to day needs. We prepare
payroll & compliance, provide employee insurance, organize employee engagement activities, set
appraisal policies, make exit policies and offer many more consultancy services.

Conclusion

Keeping in mind all the benefits mentioned above, Personnel Associates deserves the serious
consideration of Top End Audio Outlets. The management team of Personnel Associates will be happy to
elaborate upon the aspects of this proposal and to answer any questions Top End Audio Outlets might
have. We look forward to working with you and serving you in any capacity for our mutual benefit.