V Skill HF-D2.2-005 cross-sector 9 skills
Correspondence and record keeping
Drafting business letters, emails and conversation records and filing them so that the handling remains traceable later for colleagues and regulators.
How hrmforce measures this
- Assessment method
- Work sample test · rho 0.33 (SD 0.09)
- hrmforce instrument
- Work sample test
- Competency (50-framework)
- Accuracy
- Trainability
- high
- Demand outlook 2026 to 2030
- declining
The candidate performs a representative work sample under standardised conditions.
Behavioural anchors
| Level | Behaviour at this level |
|---|---|
| N1 Guided | Sends standard letters from the system, saves attachments in the agreed location and notes the date of dispatch. works under supervision and follows instruction · routine, one variable at a time · own task |
| N3 Proficient | Formulates answers to unusual questions independently, records the considerations briefly and keeps the file complete and up to date. sets own approach and seeks input proactively · several variables, some ambiguity · own team or process |
| N5 Leading | Designs the correspondence and archiving standard for the organisation, checks compliance and accounts for file quality during an external audit. sets the standard and the policy · strategic, under high uncertainty · organisation, value chain or profession |
N2 and N4 are deliberately not anchored. Raters place them between the anchors, following the O*NET convention.
Underlying skills
These skills inherit the assessment route and the behavioural anchors of this construct.
| T | Skill | Definition | Demand outlook 2026 to 2030 |
|---|---|---|---|
| V | Drafting a business letter Business letter · Formal letter | Writes a formal letter with correct salutation, structure, case reference and signature. | declining |
| V | Taking minutes Minute taking · Meeting minutes | Records decisions, arguments and actions during a meeting in a readable and complete account. | declining |
| V | Maintaining an action and decision list Action log · Decision log | Keeps per meeting what was decided, who does what and when it must be finished. | stable |
| V | Recording a conversation report Conversation record · Case note | Records the facts, agreements made and tone of a conversation objectively shortly afterwards. | declining |
| V | Building case files per retention rules Records retention · Case file management | Builds a case file with the required documents and removes items once the retention period expires. | stable |
| V | Email filing and folder structure Email filing · Folder structure | Files email and documents in a fixed folder structure so others retrieve them without explanation. | declining |
| V | Managing template letters Template management · Standard letters | Manages a set of template texts, keeps them current and ensures staff use the right version. | declining |
| T | Recording correspondence in a case system Case management system · Correspondence logging | Registers incoming and outgoing mail in the case system with case number, date and handler. | declining |
| V | Recording personal data under the GDPR GDPR compliant recording · Data minimisation | Records only necessary personal data, limits access and observes the retention period. | rising |