Business Doc

8/8/2019 Business Doc.

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Business CommunicationRsum Writing and Interview Practice

A compilation of topics

from Mary Ellen Guffeys Essentials of Business Communication

Developing Basic Writing Techniques

Make your writing more readable by using plain language, and by substituting unfamiliar wordswith familiar words.

Achieve a forceful style by using precise verbs, concrete nouns, and vivid adjectives.

Recognize and avoid unnecessaryjargon.

Recognize and avoid slang and clichs.

Eliminate repetitious words and redundancies.

Replace outdated expressions with more current business language.

Develop a concise writing style by avoiding wordyprepositional phrases and long lead-ins.

Recognize and avoid needless adverbs and expletives.

Plain Language

This means a clear and simple style that uses everyday words. It's a writing that is easy to follow, well-

organized, and appropriately divided. Good writers use plain language to express clear meaning. They donot use showy words to dazzle or confuse readers.

Complexity of language used in a document could tell the writer's intelligence and education, but don't be

impressed by high-sounding language such as herein, thereafter, whereas, and similar expressions. Yourwriting will be better understood if you used plain language.Examples:

Dull:I had a career with a chemical company. Thereafter, I hopped into a financial giant.

Preferred:I used to have a regular position in a chemical company. Then, I decided to work with ABC

Inc., the leading credit company in the country.

Familiar Words

These are words that are meaningful and familiar to the readers. How can we know what is meaningful toa prospective reader? Although we can't know with certainty, we can avoid long or unfamiliar words that

have simpler synonyms. Whenever possible, use short, common or simple words in writing. However,

dont give up a precise word if it says exactly what you mean.

Less Familiar Words Simple Alternatives

ascertain find out

conceptualized seeencompass include

hypothesize guessmonitor check

operational working

option choice perpetuate continue

perplexing troubling

reciprocate returnstipulate require


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terminate end

utilize use

Examples:

Unfamiliar: The financial crisis in the US is perplexing. Many economic minds hypothesize the downfall of thecountry. The scene will probably encompass with the world's economies.

Familiar: The US financial crisis is troubling. Economic experts guess the sudden decrease in their economy. The

situation will probably affect/include the status of other countries.

Precise Verbs

These are used to make writing more forceful, clear, and lively. In business writing, they are called

effective verbs. They not only indicate the action of the subject, but also deliver the force of the sentence.Select verbs carefully so the readers can visualize what is really happening.Examples:

General:Our salesperson will contactyou next month.

Specific:Our Salesperson will call/write/visityou next month.

General:The managersaidthat we should help the company's project.

Specific: The managerurged/ordered/requestedthat we should help the project.

When verbs are converted into nouns, the strength of the meaning is lessened. This is because the nouns

receive the central emphasis in the sentence. Observe the power of original verbs as compared with noun

forms:Examples:

Strong: The managers discussedthe credit status. (verb centered)

Weak: The managers had a discussion about the credit status. (noun centered)

Strong: Both companies must approvethe merger. (verb centered)

Weak: Both companies must grant approvalof the merger. (noun centered)

Concrete Nouns

They name objects that are easily imagined such as desk, car, computer. In business writing, concrete

nouns help your reader "see" what you mean.Examples:

General nouns: Concrete nouns:

a change in our budget a 10 percent reduction in our budgetcompany'sproduct NEC's Ultra Express Pagersa person called Mr. Swain, the supervisor, calledimproved office equipment brand new computers

Vivid Adjectives

These adjectives make writing more vivid and concrete. Be careful, though, in selecting them for specific

descriptions or to overuse them.Examples:

General:The report was on time.

Vivid:The detailed 12-page report was submitted on time.

General:The company needs a better truck.

Vivid: The company needs a ten-wheeler truck.

General:The employees enjoyed the party.

Vivid:The employees enjoyed the entertaining presentations during the party.

Overuse:The employees enjoyed the totally exciting, captivating and absolutely entertaining presentationsduring the party.


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Jargon

Jargon is a special terminology used in a particular activity or profession. Every profession has its own

specific vocabulary. When writing within the field, it is acceptable and even necessary for accurate,efficient communication. Don't use specialized terms if you are not sure that your reader can understand

them.Examples:

Geologists: exfoliation, siliceous particles

Engineers: infrared processing, output latchesTelecommunication experts:protocol, mode, frequency transmission

Example:Awoman is applying for a clerical position in an advertising company.

Unacceptable: I can handle duties infrequency transmissions within the company premises.

Acceptable:I can handle inter-office communications.

Unacceptable:I have a black beltin accounting.

Acceptable:I have an in-depth trainingin accounting.

Slang

Slang is composed of informal words with extravagantly changed meanings. These are words that go out

of fashion quickly because they are no longer appealing to a group of users when everyone begins tounderstand them.Examples:

Awkward:I worked for a company with an awful lot of other things in the pipeline. Government policyhas more wriggle room, so we can move down the totem pole smoothly.

Smooth:I worked for a company that has many discrepancies. However, government rule is so loose thatwe can do illegal activities with ease.

Clichs

Clichs are expressions that are overused. They lack newness and clarity, and are meaningless to people in

other cultures.

The following are the examples of clichs to be avoided in business writing:

below the belt easier said than done hard factslast but not the least exception to the rule stand your ground

Example:Weak: The assigned task in my previous company is easier said than done.

Strong: The assigned task in my previous company involved technical skills that are difficult to express inwords.

Repetitious Words

Good writers use variety of words to avoid repetition. Using the same words creates monotonous andboring material.

Example:

Employees will be able to elect six employees to serve with the previously elected employees who currentlycomprise the employees board of directors. To ensure representation, employees from different departments willbe electing representative employees for the group.

The paragraph above uses the word employee six times. In addition, the last sentence used similar

words representation and representatives. Improve writing by searching for appropriate synonyms or by

using pronouns.

Easier-to-read version:Employees will be able to elect an additional six representatives to serve withthe four previously elected members of the employees' board of directors. To ensure representation, eachdepartment will elect their own board member.


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Redundant Words:

Repetition of words to achieve emphasis is important in writing. Needless repetition, however, is a writingfault called redundancy. This is done by using similar words when the meaning is already implied.

Examples of redundant words to be avoided:

absolutely essential final outcome

advance warning big in sizecombined together each and every

few in number grateful thanksnew beginning past history

reason why repeat againExamples:

Dull: The company has sent advance warnings to delinquent debtors.

Preferred:The company has sent warnings to delinquent debtors.

Outdated Expressions

These are words used during the period when people consider exceedingly formal and flowery expressions

in business writing.

Avoid using the following common outdated expressions:

Outdated Expressions: Modern Phrasing:

attached hereto attachedthanking you in advance thank you

I trust that I think/ I believe

pursuant to your request at your requestunder separate cover separately

Examples:

Outdated:I trust that I posses the capacity to work with your company. Attached hereto is my resume forperusal purposes.

Modern Phrasing: I believe that I have the skills to work with you. Attached is my resume for yourreference.

Concise Wording

In business, time is money. When used in writing, this means that concise messages save reading time

and, thus, money. In addition, ideas that are written directly are easier to read and comprehend. "Say whatyou have to say and stop". Examine every sentence that you write, and find ways to express them in

shorter ways.

Shorten flabby sentences by omitting needless adverbs, excessive prepositions, and expletives.

Examples:

Flabby: Concise:

at a later date later

at this point in time now/presentlydespite the fact that.. though

due to the fact that.. because/since

during the time while

in addition to the above alsoin the event that... if


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in the near future soon

more or less about

Examples:

Flabby:At this point in time, I am connected with XZY Company.Due to the fact thatyour office isknown for the extravagantemployee benefits, I wish to test the waterof my career with you.

Concise:I am presently working with XZY Company. Because your company is popular for the

generosity on employees' benefit, I wish to apply for any position available.

Wordy Prepositional Phrases

Shorten you sentences by replacing some phrases with single adverbs.Examples:

Wordy: Datatech approached the merger in a careful manner.

Concise:Datatech approached the merger carefully.

Wordy:We have taken this action in very few cases.

Concise:We have seldom taken this action.

Long Lead-ins

Lead-ins are introductory words. Try to omit unnecessary phrases by deciding which words to include.Most important messages usually follows the words that or because.

Examples:

Wordy: I am sending you this announcement to let you know that the office will be closed on Monday.

Concise: The office will be closed on Monday.

Wordy: I am writing this letter because my professor said that your organization was hiring trainees.

Concise: My professor said that your organization was hiring trainees.

Needless Adverbs:

Eliminating adverbs such as very, definitely, quite, completely, extremely, really, actually, somewhat, and

rather shortens your writing. Omitting these intensifiers also makes you sound more credible.Examples:

Wordy: We actually did not really give his plan a very fair trial.

Concise:We did not give his plan a fair trial.

Wordy:Professor Bell offered an extremely fine course that students definitely appreciated.

Concise:Professor Bell offered a fine course that students appreciated.

Expletives

Expletives are fillers such as there and it. They are used to express that something is existing. Avoid

expletives that fatten sentences with words.Examples:

Wordy:There are three vice presidents who report directly to the president.

Concise: Three vice presidents report directly to the president.

Wordy:It is the client who should make application for licensing.

Concise: The client should apply for licensing.

The Job Search, Rsum, and Cover Letters"If your rsum isn't a winner, it's a killer"-Joyce Kennedy (career author)

The following should be considered in finding a perfect career for you:


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Analyze what you like and dislike

Do I enjoy working with people, data or things?

How important are salary, benefits, and job stability?

How important are working environment, colleagues, and job stimulation? Would I rather work for a large

or small company?

Must I work in a specific city, geographical area or climate?

Am I looking for security, travel opportunities, money, power, or prestige? What do I consider to be the perfect job, boss, and coworkers?

Evaluate your qualifications

Employers want to know what assets you have to offer them. The following questions will preparethe foundation of you resume. Remember, though, that employers seek more than just an emptyassurances; they want proof of your qualifications.

What skills have I acquired in school, on the job, or through other activities?How can I demonstrate theseskills?

Do I work well with people? What evidence can I offer from extracurricular activities, clubs, and jobs?

Am I a leader, self-starter, or manager? What examples can I suggest?

Do I learn quickly? Am I creative? How can I demonstrate these characteristics?

Do I communicate well in speech and in writing? How can I verify these talents?

Do I speak, write, or understand another language?

Do I have up-to date computer skills? What evidence can I offer?

Know your field

Trying out a career by actually working in it or in an allied area is the best way to learn about thatprofession.

Increasing internship made relevant working experience an important part of the competitive job

market.

Inquire about the needed skills, required courses, benefits, working conditions, future trends, entry

requirements, job availability, duties, and salary range.

Learn to network

To locate jobs in the "hidden" market, tell everyone you know that you are looking for a job.

Develop contacts, and learn how to get started.

Contact companies you are interested in, even if you know they have no current opening. You can

do this by writing an unsolicited letter and include your resume.

The Persuasive RsumA rsum is not just a list of your qualifications. It packages your assets into a convincing advertisement


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that sells you for a specific job. The goal of a persuasive rsum is winning an interview. Even if you are

not in the job market at this moment, preparing a rsum now has advantages. Having a current rsum

makes you look well organized and professional in case unexpected employment opportunities arise.Moreover, preparing a rsum early helps you recognize weaknesses and might give you two or three years

to update your credentials.

Basic Parts of a Rsum

Main Heading

Yourrsum should always begin with yourname, address, and telephone number.Including an e-mail address suggests that you are computer savvy.

Keep the main heading as simple as possible.

If possible, include a number where messages may be left for you.Prospective employers tend to call the next applicant when no one answers.Avoidshowing both permanent and temporary addresses; some specialists say that dual addressesimmediately identify about-to-graduate applicants.Don't include the word Rsum; it's like putting the word "letter"above a correspondence.

Career ObjectiveObjectives make the recruiter's life easier by quickly classifying the rsum.Such declaration can also disqualify a candidate if the stated objective doesn't match the company's jobdescription.

You have three choices regarding career objectives:1. Objectives intended for a specific targeted position. For example, the following responds to an

advertised position:Objective: To work in the health care industry as a human resources trainee withexposure to recruiting, training, and benefit administration.

2. An objective that involves using ageneral statement for many prospective jobs.Objective:Challenging position in urban planning/ A position in sales and marketing.

3. If you are preparing an all-purpose resume, to omitthe career objective is possible.

***Some consultants warn against using the words entry-level in your objective. This means you lackexperience.***

Education

You should include the names and location of schools, dates of attendance, major fields of study, and

degrees received.

Yourgrade-point average and/or class ranking are important to prospective employers.

A list of completed courses makes the resume dull; refer to courses only if they can relate to the positionsought.

When relevant, include certificates earned, seminars attended, and workshops completed. If youreducation is incomplete, include statements as, completed 80 units in 120-unit program.This section can be named Education, Academic Preparation, or Professional Training.

Work Experience

If your work experience is significant and relevant to the position sought, this information should appearbefore education.

List yourmost recent employment first and work backwards, including only those jobs that you think

will help you win the targeted position.Show the following for each position;


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employer's name, city, and state

dates of employment, including month and year

most important job title

significant duties, activities, accomplishments, and promotions

***be aware though, that time gaps in your employment history will probably be questioned in the interview***

Describe your employment achievements concisely but concretely.Avoid generalities such as "Worked with customers."

Be more specific with statements such as;Served 40 or more retail customers a daySuccessfully resolved problems about customs stationery orders

Acted as intermediary among customers, printers, and suppliers

Number matters! If possible, quantify your accomplishments, such as;Conducted study of equipment needs of 100 small businesses in Phoenix

Personally generated orders for sales of $90,000 annuallyEncoded all the production models for a 250-page employee procedures manual

Assisted editor in layout, design, and news writing for 12 issues of division newsletter

In addition to technical skills, employers seek individuals with communication, management, and

interpersonal capabilities. This means you'll want to select work experiences and achievements thatillustrate your initiative, dependability, responsibility, resourcefulness, and leadership.

Employers also want people who can work together in teams. Thus, include statements such as;Collaborated with interdepartmental team in developing 10-page handbook for temporary workers

Headed student government team that conducted most successful voter registration in campus history

Capabilities and Skills

Recruiters want to know specifically what you can do for their companies. Therefore, list your special

skills, such asProficient in preparing correspondence and reports using WordPerfect.Include yourability to use computer programs, office equipment, foreign languages, or sign language.Describe proficiencies you have acquired through training and experience, such as; Trained in computeraccounting, including general ledger, accounts receivable, accounts payable, and payroll.

Use expressions like

competent in skilled in proficient with experienced in ability to

Examples:Competent in typing, editing and proofreading reports, tables, letters, memos, manuscript, and business forms.

If you are current with today's technology, you might say, "Experienced in Internet navigation, includingthe World Wide Web search skills.

***Be sure to incorporate nouns such as those used in the job description for the position you want.***

You'll also want to highlight exceptional aptitudes, such as working well under stress and learningcomputer programs quickly. If possible,provide details and evidence that back up your assertions. Forexample, Mastered the Barrister computer program in 25 hours with little instruction.

Search for examples of your writing, speaking, management, organizational, and interpersonal skills--particularly those talents that are relevant to your targeted job.


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For recent graduates, this section can be used to give recruiters evidence of your potential.

This part can be called Skills and Abilities, Highlights of Skills, or Skills Summary

Awards, Honors, and Activities

If you have three or more awards or honors, highlight them by listing them under separate heading. Ifnot, put them with activities.

Include awards, scholarships, fellowship, honors, recognition, commendations, and certificates.Be sure to identify items clearly. Your reader may be unfamiliar with what you mean, so give details.

Unclear:Recipient of Star award

Clear:Recipient of Star award given by the university to outstanding graduates who combine academic excellenceand extracurricular achievement.

It is also appropriate to include school, community, and professional activities. Employers are interested in

evidence that you are a well-rounded person. This section provides an opportunity to demonstrate

leadership and interpersonal skills. Try to use action statements.

Dull: Treasurer of business class

Strong: Collected dues, kept financial records, and paid bills while serving as treasurer of 35-memberbusiness management club.

Personal Data

The trend in resume today is to omitpersonal data such as birth date, marital status, height, weight,

nationality, or religious affiliation. Such information doesn't relate to genuine occupationalqualifications, and recruiters are legally barred from asking for such information.

Some people include hobbies or interests that might grab attention or serve as conversation starters for

interviews. Be careful, though, not to include dangerous pastimes or time-consuming interests. Rather, tryto indicate your willingness to travel or relocate, since many companies will be interested.

***However, when applying abroad, this section is highly advised since certain jobs require specificphysical and personal qualifications.***

Other Qualifications

Include all considerable experience, awards, special talents that can't be classified under any other parts ofthe resume. Examples of information to be included can be; license or certificates, awards outside of

school and employment, and club memberships/organizational positions in school and community.

You can name this section Summary of Qualifications, Other Qualifications or Activities.

References

Many experts don't agree on including references on yourrsum. They believe this section takes valuablespace, and it is not normally instrumental in securing interviews. Instead, they prefer that a candidate bring

to the interview a separate list of individuals willing to discuss about the applicant's qualifications.

Include the title of the person (Professor, Dr., and Mrs.)

List their complete addresses with zip codes and telephone numbers with area codes.

Never include personal or character references like your friends or neighbors because employers rarely

consult them. Companies are more interested in the opinions of objective individuals.

***Contrary to common practice, experts see little reason for including the statement "References

Provided Upon Request" at the end of the page.***

Additional Note:


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Avoid small print and unusual typefaces. Because touching letters or unusual fonts are likely to be

misread, use familiar fonts. The commonly used fonts are Helvetica or Times New Roman. Type fonts

should be at least 12 points.

Avoid graphics and vertical lines. Online rsum scanners can hardly identify the emphasis

brought by arrows and vertical lines. Most can read asterisks, bullets, and bold type. Italics and

underlining are also acceptable but not widely advised.

Use smooth white paper, black ink, and quality printing. Avoid colored and textured papers as

well as dot matrix printings. Use white, off-white, or buff (shiny) colored heavy paper. Be sure that your name occupies the first line of the page. Don't use fancy layouts that may bemore attractive than your data.

Provide white space. To ensure separation of words and categories, leave plenty of white space.

Emphasize keywords. Keywords are usually nouns that describe what an employer wants. It alsofeatures nouns and phrases expressing important employment skills. How can you know what nouns to

include? Take a look at the advertisements and job description to see what the employer is requiring.

When you have these skills, be sure to highlight them.

Avoid using the pronoun "I" in your statements

Don't write in complete sentences. The employer expects that the subject of the statements is

YOU. Experts advise using verb-centered statements.

If the rsum is composed of more than one page, be sure to write your name in every page. Youmust also indicate the page number after your name.

Revise it many times. Your resume demands careful polishing, proofreading, and critiquing.

Verify all the facts, particularly those involving your previous employment and education. Don'tbe caught in a mistake, or worse, distortion of previous jobs and dates of employment. These items

likely will be verified. Rsum with deception or lies are simply risky.

Make yourrsum look professional. Avoid anything humorous or cute.

After revising, have someone knowledgeable check it. This document should be perfect!

Be sure to write yourrsum yourself because no one knows YOU better than yourself!

Choosing a Resume StyleYour qualification and career goal will help you choose among the three rsum styles:

Chronological

Functional

Combination

Chronological

This is the most popularrsum style. It lists work history job by job, starting with the most recent

position. Recruiters prefer this style because it quickly reveals a candidate's work stability and promotionrecord. This format works well for candidates who have experience in their fields of employment, and

for those who show steady career growth. It highlights experiences directly related to the position youseek.

Functional

This rsum style focuses more on the applicant's skills rather than on past employment. It is usedto de-emphasize limited work experience or negative employment history and highlights potentials. This

is useful for people with no job experience or has large gaps in between employments. Many candidates

who prefer career shift can also benefit from this style.

Combination

This is combined outcome of the chronological and functional styles. This emphasizes a


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candidates capabilities while including complete job listings. This can also work well with fresh

graduates and people who had no paid experience in the field.

***Although rsumhave standard parts, their arrangement and content must be strategically planneddepending on the qualification and experience status of the applicant.***

Action Verbs for Persuasive Resumes

Management Skills: Communication Skills: Research Skills:

administered addressed clarifiedanalyzed arbitrated collected

consolidated arranged critiqued

coordinated collaborated diagnoseddelegated convinced evaluated

developed developed examined

directed drafted extractedevaluated edited identified

improved explained inspected

increased formulated interpreted

organized interpreted interviewedoversaw negotiated investigated

planned persuaded organized

prioritized promoted summarizedrecommended publicized surveyed

scheduled recruited systematized

Technical Skills: Teaching Skills: Financial Skills:

assembled adapted administered

built advised allocated

calculated clarified analyzed

computed coached appraiseddesigned communicated audited

devised coordinated balanced

engineered developed budgetedexecuted enabled calculated

fabricated encouraged computed

maintained evaluated developedoperated explained forecasted

overhauled facilitated managed

programmed guided marketed

remodeled informed plannedrepaired instructed projected

solved persuaded researched

Creative Skills: Helping Skills: Clerical or

Detail Skills


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acted assessed approved

conceptualized assisted cataloguedcreated clarified classified

customized coached collected

designed counseled compileddeveloped demonstrated generated

directed diagnosed inspectedestablished educated monitoredfounded expedited operated

illustrated facilitated organized

initiated familiarized prepared

instituted guided processedintroduced motivated purchased

invented referred recorded

originated represented screenedperformed streamline specified

More Verbs for Accomplishments:

achieved expanded improved pioneered reduced (losses) resolved (problems)

restored spearheaded transformed

Sample Statements:

Developed organizational research skills by identifying weaknesses in internship program and

recommending five alternate programs.

Demonstrated time management skills by reducing delivery delays an average of three days per

order. Helped set priorities and streamline office work so that staff could reduce from five to three

employees.

Organized team to study marketing possibilities through a company website.

Took initiative in creating a 12-point checklist for managers to use when requesting temporary

employees.

Calculated shipping charges for overseas deliveries and recommended most economical rates.

Managed 24-station computer network lining data and employees in three departments.

Distributed and explained voter registration forms to over 500m prospective student voters.

Interpersonal Keywords Most Employers Request

ability to delegate innovative aggressive work

ability to implement leadership organizational skills

ability to plan multitasking analytical abilityability to train open communication persuasive

accurate open minded problem solving

adaptable oral communication assertive

communication skill public speaking competitive


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results oriented creative safety conscious

customer oriented self- accountable detail minded

self-managing ethical setting prioritiesflexible supportive follow instructions

takes initiative follow through team building

follow up team player high energytenacious industrious willing to travel

________________________________________________________________________


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____________________________________

____________________________________

________________________________________________________________________

Objective:_____________________________________________________________________________

__________________________________________________________________________________________________________________________________

Experience:

___________________________

______________________________________________________

___________________________

______________________________________________________

___________________________

______________________________________________________

______________________________________________________

___________________________

______________________________________________________

___________________________

___________________________

___________________________

___________________________

___________________________

___________________________

______________________________________________________

___________________________

___________________________

Education:___________________________

___________________________

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______________________________________________________

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___________________________

___________________________

______________________________________________________

Skills:

____________________________________________________________________________________________________________________________________

____________________________________________

____________________________________________

________________________________________________________________________________________

____________________________________________

____________________________________________

Other Qualifications:

____________________________________________

____________________________________________

____________________________________________

________________________________________________________________________________________

____________________________________________

Personal Data:

________________________________________________________________________________________

________________________________________________________________________________________

____________________________________________

____________________________________________

____________________________________________

The Cover Letter


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it may be formal (Very truly yours)

or informal (Sincerely yours/ Cordially yours)

capitalized only the first letter of the first word

use a comma at the end of the line

Signature(four lines from the complimentary close)

it has two parts; the signature and the printed name

and the title/position of the writer

Discussing the Body of the Letter

Gaining Attention in the Opening

Openings for Solicited Jobs

Refer to the name of an employee in the company. Remember that employers always hope tohire someone whose background can be testified than complete strangers.

Examples:Mitchell Sims, a member of your Customer Service Department, recently informed me that DataTech isseeking an experienced customer service representative. The attached summary of my qualifications demonstratemy preparation for this position.

At the suggestion of Ms. Jennifer Larson of your Human Resource Department, I submit my qualifications for theposition of personnel assistant.

Refer to the source of your information precisely. If you are answering an advertisement,

include the exact position advertised with name and date of the publication. For large

organization, it is also wise to mention which section of the newspaper the ad appeared.

Examples: Your advertisement in Section C-3 of the June 1 daily News for a junior accountant greatly appeals tome. With my accounting training and computer experience, I believe I could serve XZY Company well.

The September 30 issue of the Washington Post reports that you are seeking a mature, organized, and reliableadministrative assistant with excellent communication skills.

Susan Butler, placement director at Sierra University, told me that GHI Inc. has an opening for a technical writerwith knowledge of desktop publishing techniques.

Refer to the job title and describe how your qualifications fit the requirements. Personneldirectors are looking for a match between an applicant's credentials and the job needs.

Examples: Will an honor graduate with a degree in recreation and two years part-time experience organizingsocial activities for a hospital qualify for your position of activity director?

Because of my specialized training in computerized accounting at Nicholls State University, I feel confident that Ihave the qualifications you described in your advertisement for a cost accountant trainee.

Openings for Unsolicited Jobs

Demonstrate interest in and knowledge of the reader's business. Show the personnel directorthat you have done your research and that this organization is more than a mere name to you.

Example: Since Signa HealthNet, Inc., is organizing a new information management team for its recentlyestablished group insurance division, could you use the services of a well-trained business administration graduatewho seeks to become a data processing professional?

Show how your special talents and background will benefit the company. Recruitmentdirectors need to be convinced that you can do something for them.

Example: Could your rapidly expanding publications division use the services of an editorial assistant who offersexceptional language skills, an honor degree from Iowa State University, and two years' experience in producing acampus literary publication?

Building Interest in the Body


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Once you have captured the attention of the reader, you can use the body of the letter to build interest and

reduce resistance. Keep in mind that your first goal is to relate your remarks to a specific position.

Explain how your preparation and experience fill the stated requirements, and emphasize

reader's benefits.

Example: Courses in business communication, report writing, and technical writing have helped me develop the

research and writing skills required of your technical writers. Choose your strongest qualifications and show how they fit the targeted jobs.

Example: Served as editor-in-chief of the company's newsletter for two years.

If you have little or no experience, spotlight your education and its practical applications.

Example:Because you seek an architect's apprentice with proven ability, I submit a drawing of mine that wonsecond place in the Jones' College drafting contest last month.

Discuss relevant personal traits. Employers are looking for candidates who among other things,

are team players, take responsibilities, show initiative, and learn easily.

Example:In addition to technical and academic skills at Northwestern College, I have gained interpersonal,leadership, and organizational skills. As vice president of the business students' circle, I helped organized andsupervised three successful fund-raising programs for the school's community outreach. These activities involved

planning, motivating, scheduling work shifts, and coordinating the efforts of 40 diverse students in reaching ourgoal. I look forward to applying such experience in your management trainee program.

Refer the reader to your resume. Do so directly or as part of another statement.

Examples:Please refer to the attached resume for additional information regarding education, experience, andreferences.As you will notice from my resume, I will graduate in June with a bachelor's degree in business administration.

Motivating Action in the Closing

After presenting your case, you should conclude with a spur to action. This is where you should

ask for an interview. However, never ask for the job.

In requesting interview, suggest reader's benefit or review your strongest point.

Sound sincere and appreciative.

Remember to make it easy for the interviewer by supplying your telephone number and the besttimes to call you.

Keep in mind that some personnel directors prefer that you take the initiative to call them.

Examples:I hope this brief description of my qualifications and the additional information on my resume indicateto you my genuine desire to put my skills in accounting to work for you. Please call me at (405) 488-2291 before10am or after 3pm to arrange for an interview.To add to your staff an industrious, well-trained word processing specialist with proven communication skills, callme at 345-9678 to arrange for an interview. I can meet with you anytime convenient to your schedule.

Next week, after you have examined my attached resume, I will call you to discuss the possibility of arranging aninterview.

Final Tips:

As you revise your letter, notice how many sentences begin with "I".

Although it is impossible to talk about yourself without using "I", you can reduce "I" domination

with this writing technique;Make activities and outcomes the subject of your sentences.Dull: "I took classes in word processing and desktop publishing"Better: Classes in word processing and desktop publishing prepared me to be a proficient office clerk.Dull:I enjoyed helping customers.Better:Helping customers taught me to be patient under stress.


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For Cover Letter: (Use Information from thersum)

My Heading:

Inside Address:

Salutation:

My possible opening (apply what you have learned)

My Second Paragraph (building interest)

My Closing Paragraph (calling for action)

Complimentary close

Signature

Printed Name

Title


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The Job Interview

One of the most important steps in winning an interview is gathering information about aprospective employer. Researching an organization enlightens candidates and impresses employers!

Study company leaders, organizational strategies, finances, products, customers, competition and

advertising.

Sending Positive Nonverbal Messages:What comes out of your mouth, and whats written in your resume are not the only thing the interviewers

expect from you. Here are some suggestions that will help you send the right nonverbal messages during interviews.

Arrive a little early.

Be courteous to everyone. Remember that you are being judge not only by the interviewer but by the

receptionist and anyone else who sees you before and after the interview. They will notice how you sit, andhow you look.

Introduce yourself to the receptionist and wait to be invited to sit.

Dress professionally. Even if some employees in the organization dress casually, you should look qualified.

Greet the interviewer confidently. Look at him/her directly and say, I am pleased to meet you madam/sir.

Wait for the interviewer to offer you a chair.

Control your body movements. Keep your hands, arms, and elbows to your self. Dont lean on the desk. Sit

erect, leaning forward slightly. Keep your feet on the floor.

Make eye contact frequently but dont get into the staring game.

Smile enough to convey a positive attitude.

Sound enthusiastic and interested-but sincere.

Answering Questions:The way you answer is as important as what you say. Your question-answering technique can be as

important as your answers.

Use the interviewers name from time to time (Mr. Smith~). People like to hear their own names but be sure

to pronounce them correctly.

Sometimes it is necessary to clarify unclear questions.

Always aim your answers at the key characteristics the company is seeking; expertise, competence,motivation, etc.

Remember to focus on your strength. Dont reveal weaknesses for they will never have you hired!

Use good set of diction, and express them clearly.

Avoid slurred words such asgonna and didnt, as well as slangy expressions likeyeah, like, andyou know.

Eliminate verbal static (ah, uhm, and) If you cant think of the answer quickly, control yourself notto mumble.

Dont ask for the job. Never say, I needed this badly.

Dont trash your previous employer. The interviewer will think you will do the same with their company!

Dont be a threat to the interviewer. Whether directly or indirectly, avoid suggesting that you actually

wanted his/her job!

Dont emphasize salary or benefits. Wait for the interviewer to touch these subjects and ask you point.

Dont interrupt.

Dont accept the job immediately after getting an offer. Ask for some time to make an important decision.

Thank the interviewer.


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All-time Favorite Questions

You can anticipate 90 to 95% of all questions! Be prepared!

1. Tell me about yourself. Experts agree that you must keep this answer short (1 to 2 minutes) but on target.Try practicing this formula: My name is ____________________. I have completed____________ degree

with a major in _____________________. Recently I worked for _____________ as a _____________.

Before that I worked for ___________ as a _____________. (this question asks for personal data)

2. What was your major in college, and why did you choose it? Express your interest towards your majoror how did you learn to love it. Recruiters expect you to say you like what you were doing, and that

includes choosing a major to prepare for a career.

3. If you had to do it over again, would choose the same major? Why? Be honest with your response oryou will stumble for answers. However, many agree that choosing the same major is preferred since it will

send a message that you are consistent.

4. Tell me about your college and why did you choose it. Tell the positive things about your school. If itsreputation isnt really good, try to cover that up by citing some good academic/ extracurricular programs

youve been into.

5. What are your short range and long range goals? Be specific. For short range goals, assume that youwill be hired and express the desire to quickly learn new skills and master your tasks. For long range goals,offer that you would like to serve and improve the company to be more profitable, and advance to higher

positions of responsibility to aid, train, and motivate others.

6. Do you prefer to work by yourself or with others? Why? If the job description involves working withpeople, tell your interest towards working with a team, and provide certain situations that suggest this trait.

7. How would you describe yourself? Stress your dependability, achievement, and desire to get the job done.Be sure to provide support for you claim, though!

8. Why did you choose this career or field? Emphasize the challenges present in the field of work, and showknowledge of the subject. Be specific.

9. What are you strengths and weaknesses?For strengths, specify the aspects that you are good at, butavoid bragging. You can also reaffirm you qualifications (I have no weaknesses that affect my ability to do

this job). Since it is not acceptable to name a weakness that might cause your failure during interviews, trytopresent your strength as a weakness (Many people complain that I am a workaholic or too attentive todetails that I sometimes need to review the same work again and again.) You can also mention a corrected

weakness (I found that I really need to update my computer skills so I took a course for two weeks)

10. What particular qualifications do you have for this job? Mention your skills and abilities that answer thejob description. Experience, education, hobbies

11. Why should we hire you?/ Why should we hire you when we have applicants with more experience orbetter credentials? Remember that employers often hire people who present themselves well instead of

those who have better credentials. Fluency is the name of the game. Some people who got good credentialsfail to impress interviewers by not expressing their qualifications as expected. Emphasize the advantage that

you can give the company. Are you a hard worker? How can you demonstrate it? Have you had any

training? Some people who have more years of experience but actually have less knowledge because they

have done the same things over and over. Tell your experience using the latest methods and equipment.Emphasize that you are open to new ideas and learn quickly.

12. Tell me about your part-time jobs, internships, or other experience. Tell you responsibilities in yourprevious jobs, and the things you learned from them that you can use for the position you are applying for.If you didnt have any part-time or internship, you can mention about the volunteer work that you did.

13. What are your most important accomplishments? Memorize your most significant accomplishments andbe brief and concise when talking about them. Avoid sounding arrogant. Did you receive any award or

distinction in school or work? Did you become the youngest employee in a demanding company? Were

you able to lead a team that did something great? Remember to utter credit to those you have worked with,

or worked for. It shows how appreciative you are.


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14. Why did you decide to change job? Express your interest of expanding knowledge of the field, or thechallenges of new working environment. Remember never to speak ill of your previous employer.

15. What motivates you? Tell that you get motivated by the satisfaction of the job you done well. The desireto help and please customers or superiors, and positive responses with regards to professional growth and

other similar responses that describes an excellent employee.

16. What does success mean to you? Tell about your definition of success in the workplace, and thesatisfaction that you can get from it.

17. How long do you expect to stay in our company? Express the willingness to stay in the job for as long asyour talent will benefit the company.

18. How do you work under pressure? State examples of your past deadlines that you have met and projectswith limited budget you have completed, and other similar cases. You could even say that you prepare

ahead of time, and is more motivated by the challenges of working under pressure.

19. What job functions do you enjoy most?Least? Why? For the thing you enjoy most, you can mention theresponsibilities of the position you are applying for. You can also imply that you enjoyed the things you did

in your previous jobs. For the thing you like least, you can mention things that are not actually directly

related to your job descriptions.

20. Where do you expect to be five years from now? Its a sure kiss to death to respond that youd like tohave the interviewers job! Instead, show interest in the current job and in making a contribution to the

organization. Talk about the levels of responsibilities youd like to achieve. Career counselors suggest

showing ambition but not committing to a specific job title. Suggest that you will have learned enough tohave progressed to a position where you will continue to grow.

21. If you got this position, what would you do to be sure you fit in? State your willingness to adjust andyour ability to establish rapport with the people, responsibilities and demands of the job.

22. What major problems have you encountered and how did you deal with it? Make sure that yourexample is job related. You can state the projects you have handled, and how did you accomplish it despite

the odds.

23. How much money are you looking for? One way to handle salary question is to ask politely to defer thediscussion until its clear that a job will be offered to you. You can say, Im sure when the time comes,

well be able to work out a fair compensation package. Right now, Id rather focus on whether we have a

match. Another possible answer is to reply that you cant know what to ask until you know more about the

position and the responsibilities. If the employer continues to press you on a figure, give a salary range.

This is where you need to do research about how similar jobs are paying.24. BE PREPARED TO ASK QUESTIONS. You can ask the following questions:

What will my duties be? (If not yet discussed)

What is the salary for this position? (If not yet discussed)

Tell me what its like working here?

Who would be my immediate superior?How is my performance evaluated?

What are the major challenges for a person in this position?

How long do employees generally stay with this organization?

What can I do to make myself more employable to you?

When will I hear from you regarding further action on my application?


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Documents

Business Doc