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BUSINESS ENGLISH 3LECTURE OUTLINE
Lecturer: Simona MITOCARU
Business English 3
2nd Lecture: CVs and Resumes
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Choosing a CV style
• CHRONOLOGICAL
• SKILLS-BASED / FUNCTIONAL
• COMBINATION
CV PREPARATION AND DESIGN STAGES 1. PREWRITING
ANALYSE: the purpose is to respond to a job advertisement and win aninterview.
ANTICIPATE: the reader probably sees many resumes and will skim this onequickly. He/she will be indifferent and must be persuaded to read on.
ADAPT: emphasize the specific skills that the targeted advertisement mentions.
2. WRITING RESEARCH: investigate the targeted company and its needs. Find the name of
the person who will be receiving the resume. ORGANISE: make lists of all accomplishments and skills. Select those items
most appropriate for the targeted jobs. COMPOSE: experiment with formats to achieve readability, emphasis, and
attractiveness.
3. REVISING REVISE: use present-tense verbs to describe current experience. Bullet
experience items. Check for parallel phrasing. Adjust spacing for best effect. PROOFREAD: run spell checker. Read for meaning. Have a friend proofread. EVALUATE: will this CV impress a recruiter in 30 seconds?
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(REVERSE-) CHRONOLOGICAL CV
it is most popular with recruiters since it is theeasiest to assess
It lists work history job by job in reversechronological order
It is appropriate for candidates who have experience in their field of employment show steady career growth.
It is inappropriate for young graduates orpeople who have gaps in their workexperience.
It begins with the candidate’s name, address,telephone number, job objective, education/ workexperience.
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THE FUNCTIONAL / SKILLS-BASED CV
• It focuses attention on the applicant’s skillsrather that past employment.
• It begins with the applicant’s name, address,telephone number, job objective, education,skills, short employment section.
• It groups skills and accomplishments (specialsubcategories).
• It is useful for recent graduates, people whohave changed jobs frequently or have gaps intheir employment records.
• It demonstrates transferable skills
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COMBINATION
• It draws on the best features of thechronological and skills-based CVs.
• It emphasizes the candidate’s capabilities butalso includes a complete job history.
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Deciding on its length
• Recruiters prefer 1-page CVs.
• Make your CV as long as needed to sell yourskills.
Arranging the parts
• Main heading
• Career/job objective/personal statement/profile
• Education
• Experience
• Capabilities and skills
• Awards and activities
• Personal information
• References
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MAIN HEADING begin with your name, address, and telephone
number. Avoid showing both permanent and temporary
addresses; some specialists say that dual addressesimmediately identify about-to-graduate collegestudents.
Keep the main heading as uncluttered and simple aspossible.
Do not include the words CV or resume as a title.CAREER/JOB OBJECTIVE Opinion is divided about the effect of including a
career objective on a CV career objectives make the recruiter’s life easier by
quickly classifying the CV. They can also disqualify a candidate if the stated
objective does not match a company’s job description.
• EDUCATION
▫ If it is more noteworthy than your workexperience, education is the next component.
▫ include the name and location of schools, dates ofattendance, major fields of study, and degreesreceived.
▫ It is better to refer to courses only if you can relatethem to the position sought. When relevant,include certificates earned, seminars attended andworkshops completed.
▫ This section may be entitled Education, AcademicPreparation or Professional Training.
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WORK EXPERIENCE OR EMPLOYMENT HISTORY If your work experience is significant and relevant to
the position sought, this information should appearbefore education. List your most recent employmentfirst and work backwards, including only those jobsthat you think will help you win the targeted position
For each position show the following:Employer’s name, city, countryDates of employmentMost important job titleSignificant duties, activities, accomplishments and
promotions Describe your achievements concisely but concretely. Statements describing your work experience can be
made forceful and persuasive by using action verbs
ACTION VERBS FOR PERSUASIVE RESUMES
/ CVs
MANAGEMENT SKILLS COMMUNICATION SKILLS
administeredanalysedconsolidatedcoordinateddelegateddirectedevaluatedimprovedincreasedorganizedplannedprioritizedrecommendedstrengthenedsupervised
addressedarbitratedarrangedcollaboratedconvinceddevelopeddraftededitedexplainedinterpretednegotiatedpersuadedpromotedrecruitedtranslatedwrote
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ACTION VERBS FOR PERSUASIVE RESUMES/
CVsRESEARCH SKILLS
TECHNICAL SKILLS
TEACHING SKILLS
clarifiedcollecteddiagnosedevaluatedexaminedextractedidentifiedinspectedinterpretedinterviewedinvestigatedorganizedsummarizedsurveyedsystematized
assembledbuiltcalculatedcomputeddesigneddevisedengineeredexecutedfabricatedmaintainedoperatedprogrammedrepairedsolvedupgraded
adaptedadvisedclarifiedcoachedcommunicatedcoordinateddevelopedenabledencouragedevaluatedexplainedguidedinstructedpersuadedset goalstrained
ACTION VERBS FOR PERSUASIVE RESUMES/ CVs
FINANCIAL SKILLS
CREATIVE SKILLS HELPING SKILLS
administeredallocatedanalysedappraisedauditedbalancedbudgetedcalculatedcomputeddevelopedforecastmanagedmarketedplannedprojectedresearched
conceptualizedcreatedcustomizeddesigneddevelopedestablishedfoundedillustratedinitiatedinstitutedintroducedinventedoriginatedplannedrevitalized
assessedassistedclarifiedcoachedcounseleddemonstrateddiagnosededucatedexpeditedfacilitatedfamiliarizedguidedmotivatedreferredrepresented
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ACTION VERBS FOR PERSUASIVE
RESUMES/ CVsCLERICAL OR DETAIL SKILLS
MORE VERBS FOR ACCOMPLISHMENTS
approvedcataloguedclassifiedcollectedcompiledgeneratedmonitoredoperatedorganizedpreparedprocessedrecordedscreenedspecified systematizedtabulated
achieveddirectedexpandedfacilitated formulatedimprovedoversawpioneeredreduced (losses)resolved (problems)transformed
CAPABILITIES AND SKILLS list your special skills, include your ability to use computer
programmes, office equipment, foreign languages. Describe proficiencies you have acquired through training
and experience, i.e., trained in computer accounting,including….
Use expressions like:Competent inSkilled inProficient withExperienced inAbility to
highlight exceptional aptitudes, such as working wellunder stress and learning computer programmesquickly.
For recent graduates, this section can be used to giverecruiters evidence of your potential. Instead ofCapabilities, this section might be called Skills andAbilities.
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• AWARDS, HONS, and ACTIVITIES
▫ If you have more than 3, list them under a separate heading. If not, put them with the Activities.
▫ Include awards, scholarships (financial and other), recognition, commendations and certificates
▫ This section provides an opportunity to demonstrate leadership and interpersonal skills. Explain your activities.
PERSONAL DATA (U.S. style) Today’s resumes and CVs omit personal data,
such as birth date, marital status, height andreligious affiliation. Such information does notrelate to genuine occupational qualifications.Some job seekers write them, including hobbiesand interests that might grab recruiter’sattention or serve as conversation starters. Donot mention dangerous pastimes or time-consuming interests. You should indicate yourwillingness to travel or to relocate, since manycompanies will be interested.
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• REFERENCES
▫ Normally, recruiters prefer that a candidatebring to the interview a list of individualwilling to discuss their qualifications. Writetheir full names and titles, include addressesand telephone numbers (e-mail addresses).Ask 3-5 instructors or previous employerswhether they will be willing to answerinquiries regarding your qualifications foremployment.
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CHAPTER REVIEW
Resumes/ CVs that list work history job by job, starting with the most recent position, are classified as ____________ resumes / CVs.
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• CVs that emphasize skill categoriesand deemphasize work history areclassified as ____________ CVs.This CV can be used to focus onaccomplishments and to hide negativeemployment history.
• A CV should always begin with a main____________ that includes name,address and telephone number.
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• Opinion is divided on whether toinclude a career ____________ ona CV. Although this statement makesthe recruiter’s life easier, it can limit acandidate’s opportunities.
• One of the most important sections ofa CV is devoted to work____________. List your mostrecent employment first and workbackward.
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Answer the following questions:
• From the candidate’s view, what are theadvantages of chronological CVs? Offunctional / skills-based CVs?
• When should you include a career objective/ personal statement on your CV?
• Should you include references on your CV?Why or why not?
INTRODUCTION TO BUSINESS
LETTER WRITINGLecture 3
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Ashley, A. The Oxford Handbook of Commercial
Correspondence. New Edition. Oxford: OUP, 2003.
• “Correspondence, whether it is by letter, fax, or email, isa key aspect of the world of commerce and business. Itreflects on the competence and professionalism of theperson who has written it and the company he or sheworks for. Clear, effective correspondence is animportant part of running an efficient business, and canpromote good relations. Unclear or confusingcorrespondence can cause many problems, and can leadto misunderstandings, delays, lost business, and poorrelations between individuals, departments, andcompanies. Therefore, writing skills – what is writtenand how it is expressed – should be as much a part of abusiness education as accountancy or economics.”
PROFESSIONAL WRITTEN
COMMUNICATION PURPOSE-ORIENTED Why do I write? What is the desired outcome
of my message? INFORM and REMIND PERSUADE
REQUEST and INQUIRE (ENQUIRE) FOLLOW UP and REPLY
THANK, WELCOME or CONGRATULATE
AUDIENCE-ORIENTED To whom do I write? (status, level of
knowledge, relationship)
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The 5 Cs of Effective Business Letter
Writing• COURTEOUS (polite)• CLEAR (logical arrangement, specific terms,
directness)• COMPLETE (communicate all the essential
ideas and details)• CONCISE (mention only the essential ideas and
details; short, active sentences)• CORRECT (proofread the letter for typos
[typographical errors] and failures to check reference sources)
PARAGRAPHS
• INDENTED PARAGRAPH
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
• BLOCK PARAGRAPHXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
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LETTER LAYOUT – Parts of a Letter
RETURN ADDRESS (sender’s) DATE INSIDE ADDRESS (sending address) (attention line) SALUTATION (subject line) BODY OF LETTER COMPLIMENTARY CLOSE SIGNATURE BLOCK (Enc. / Encl., p.p., c.c.)
British FORMAT
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AMERICAN FORMAT
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SALUTATIONS and COMPLIMENTARY
CLOSES
NO NAME MENTIONED Dear Sir Dear Madam Dear Sir or Madam Dear Sirs---------------------------------------- Gentlemen
NAME MENTIONED Dear Mr Smith Dear Ms Smith Dear Mrs Smith Dear Miss Smith Dear Messrs Smith and Jones
Yours faithfully------------------------ Yours truly Best wishes / Best regards
(addressed to smb. that you know well)
Yours sincerely------------------------- Yours truly Sincerely Best wishes / Best regards
(addressed to smb. that you know well)
PUNCTUATION
MIXED PUNCTUATION
EUROPEAN STYLE
Dear Ms Smith,
Dear Sirs,
Sincerely yours,
Faithfully yours,
AMERICAN STYLE
Dear Ms. Smith:
Gentlemen:
Sincerely (yours),
Best wishes,
OPEN PUNCTUATION
EUROPEAN STYLE
Dear Ms Smith
Dear Sirs
Sincerely yours
Faithfully yours
AMERICAN STYLE
Dear Ms. Smith
Gentlemen
Sincerely
Best wishes
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SENDER‟S ADDRESS
• British format: the top right-hand corner of the page.
• American format: the top left-hand corner of the page.
• Punctuation is rarely used in addresses these days.
• The BLOCK(ED) STYLE is the most widely used: each line starts directly below the one above.
• In the UK it is not usual to write the sender’s name before his or her address.
LETTERHEAD
• TYPE OF COMPANY
▫ Ltd (UK)/ LLC (USA) – the company has limited liability
▫ PLC (public limited company – in the UK)/INC. (incorporated – in the USA) - shares can be bought and sold by the public
▫ (&) co. – a partnership
▫ If nothing is written after the company’s name – a sole trader (a person who owns and runs the business on their own).
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LETTERHEAD
• Board of Directors▫ the name of the chairman (president – US)
▫ The name of the managing director (UK)/ chief executive officer – CEO (US and increasingly UK)
• Address▫ The address of the office from which the letter is being sent▫ The address of the head office or registered office, if
different
▫ Telephone and fax numbers, email and website addresses
• Registered number▫ In small print, sometimes with the country or city in which
the company is registered.
REFERENCES
• Are often quoted to indicate what the letter refers to (Your ref.) and the correspondence to refer to when replying (Our ref.)
• May appear in figures (661/17 – 661 refers to the number of the letter and 17 to the number of the department)
• May appear in letters (DS/MR – DS stands for the initials of the writer, Donald Sampson, and MR for his assistant, Mary Raynor)
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DATE
• Is written below the sender’s address, separated from it by a space.
• LETTERHEAD – the date is written on the right-hand side of the page (UK),
left-hand side (USA)
• the month should not be written in figures
▫ Br.E. day/month/year
▫ Am.E. month/day/year
INSIDE ADDRESS (recipient‟s address)
• Written below the sender’s address and on the left-hand side of the page.
• Surname known▫ the name of the person is the first line of the address (Mr J.E. Smith/ Mr
John Smith)• Job title known
▫ If you ignore the name of the person you are writing to, but know their job title, you can use that (The Sales Manager, The Finance Director)
• Department known▫ You can address the letter to a particular department of the company
(The Sales Department, The Accounts Department)• Company known
▫ If you know nothing about the company and do not know which person or department your letter should go to, you can simply address the letter to the company itself (Compuvision Ltd.)
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INSIDE ADDRESS
• ORDER OF THE INSIDE ADDRESS
▫ Name of house or building
▫ Number of building and name of street, road, avenue, etc.
▫ Name of town or city and postcode
▫ Name of country
ATTENTION LINE
• An alternative to including the recipient’s name or job title in the address (For the attention of the Sales Manager)
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SUBJECT TITLE/LINE
• Written before or after the salutation,
• provides a further reference
• Saves introducing the subject in the first paragraph
• Draws attention to the topic of the letter
• May begin with Re. (with regard to)
▫ Re.: Application for the post of web designer
SALUTATION
• Dear Sir – a letter to a man whose name you do not know
• Dear Sirs (UK) / Gentlemen (USA) – a letter addressed to a company
• Dear Madam – letter addressed to a woman, single or married, whose name you do not know
• Dear Sir or Madam (Dear Sir/Madam) – letter addressed to a person when you do not know their name or sex.
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SALUTATION
• Dear + courtesy title (Mr/Mrs/Ms/Miss/Messrs/Dr/Prof) + surname
▫ Dear Mr Smith
• Mr – male
• Mrs – married female
• Miss – unmarried female
• Ms – married and unmarried female
• Messrs – two or more men
COMPLIMENTARY CLOSE
• Usually placed on the left, aligned under the rest of the letter
• Salutation without any name – complimentary close: Yours faithfully
• Salutation with a personal name –complimentary close Yours sincerely
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SIGNATURE BLOCK
• Leave some space for the handwritten signature
• Below, type your name and, if relevant, your job title
▫Donald Sampson
Sales Manager
Per pro
• p.p. – per pro – for / on behalf of
• Used by administrators or personal assistants when signing letters on behalf of their managers.
▫p.p. Donald Sampson
Sales Manager
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ENCLOSURES
• If there are any documents enclosed with a letter, it is common to write Enc. or Encl. below the signature block.
• If there are a number a documents, these can be listed:▫ Enc.
Bill of lading (3 copies)Insurance certificate (1 copy)Certificate of origin (1 copy)Bill of Exchange (1 copy)
COPIES
• When copies are sent to people other than the named recipient, c.c. (carbon copy) is added, usually at the end of the letter, before the name(s) or initials of the recipient(s) of the copies
▫ c.c. Messrs Poole & Jackson Ltd, Solicitors
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COPIES
• When copies are sent to people other than the named recipient, c.c. (carbon copy) is added, usually at the end of the letter, before the name(s) or initials of the recipient(s) of the copies
▫ c.c. Messrs Poole & Jackson Ltd, Solicitors
PUNCTUATIONLecture 4 (alternate)
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Punctuation
• Using the correct punctuation is an essentialpart of making your writing clear to yourreaders. Very often when sentences or texts aredifficult to read or do not seem to make sense, itis because they contain errors in punctuation.The following punctuation marks are used inEnglish.
FULL STOP .
• The full stop, or period (US), marks the end of a sentence.
▫ The firms expect Brussels to approve the deal within three weeks.
• Full stops are also used after some abbreviations and can be used after numbers which appear in lists:
▫ i.e. 1. 2.
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COMMA ,
• Commas help the reader to pause at the right point in a sentence and to avoid confusing the meaning within the sentence:▫ After two months of discussions, the fate of the company has been
decided.• Commas are also used when a clause is inserted in the middle of a
sentence:▫ Lagardere, the media-to-missiles group, will not become the biggest
publisher.• Commas are particularly important when part of a sentence or word
group could be interpreted in different ways:▫ Most important aid should be lavished on the countries that can use it.▫ Most important, aid should be lavished on the countries that can use it.
▫ The investors said the fund managers were fools.▫ The investors, said the fund managers, were fools.
QUESTION MARK ?
• Question marks are only used at the end of direct questions (DQ). They are not used in indirect questions (IQ):
▫ How long will Mr Marchionne be able to survive in his present position? (DQ)
▫ Many analysts are wondering how the new strategy will work. (IQ)
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EXCLAMATION MARK !
• Exclamation marks give extra impact to a sentence and show surprise or shock:
▫ Take it or leave it!
▫ No one was expecting that!
COLON :
• Colons indicate that what follows is an illustration or example of what has been referred to before:
▫ The company is in a strong position financially: its shares are now trading at 4.5 times their original price.
• Colons can also be used to introduce lists:
▫ The issues that will be discussed are the following:
Education
Trade
Governance
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SEMI-COLON ;
• Semi-colons mark a pause that is longer than a comma and shorter than a full stop:
▫ Getting accurate results with this method is tricky; two different samples will not produce the same result.
APOSTROPHE „• An apostrophe shows that something either belongs to a particular
person or is closely associated with either a person, a group of people or with another thing or things:▫ Messier’s biggest mistake was to have underestimated shareholder
discontent.• The apostrophe comes before the possessive s with a singular noun,
even when the noun itself ends with an s:▫ London’s traffic problems▫ My boss’s office
• The apostrophe comes after the final letter of a plural noun ending with an s:▫ The employees’ complaints
• But with irregular plural nouns it is followed by the s:▫ Women’s preferences
• An apostrophe is also used to show that a letter (or letters) is missing:▫ We’ll agree to your offer if you don’t make any further demands.
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INVERTED COMMAS „…‟ or “…”
• Inverted commas, or quotation marks, are used when citing the exact words that somebody used:
▫ ‘Just 50m out of 750m Africans have a mobile phone. There is much more room for growth,’ says Marten Pieters of Celtel.
BRACKETS () or []
• Brackets, or parentheses (US Eng), are used to present additional information:
▫ Lagardere wants to stop making missiles (his firm owns 15% of the European Aerospace Defence and Space group) and instead concentrate on the company’s media interests.
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DASH –
• Dashes introduce explanations and comments that are connected to what precedes and can, like brackets , show interruptions to the flow of a sentence:
▫ The company shouldn’t have agreed to the merger – it wasn’t in its best interests.
▫ Last weekend in Sydney only half of the properties for auction – the most common method of sale in Australia – were actually sold.
HYPHEN -
• Hyphens connect two words when they are used as compounds:
▫ State-owned
▫ Asia-Pacific region
▫ Debt-equity ratio
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COVERING LETTERSLecture 5
PURPOSES
• introducing the CV;
• highlighting your strengths in terms of benefits to the recruiter;
• gaining an interview.
N.B.
The letter of application/cover letter/covering letter is a sales letter, it sells your talents and tries to beat the competition.
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LENGTH and PARTS OF THE LETTER
• should have three primary parts:
▫ An opening that gains attention
▫ A body that builds interest and reduces resistance
▫ A closing that motivates action.
GAINING ATTENTION IN THE OPENING
• PERSONAL TOUCH (distinguishes the letter and demonstrates serious interest)▫ address the contact person by name (no Dear Personnel
Manager or To the Human Resources Department)▫ call the organization for the correct spelling and the
complete address.• SOLICITED vs. UNSOLICITED LETTERS
▫ The opening of the letter depends on this▫ DIRECT APPROACH: if an employment position has been
announced and applicants are being solicited▫ the opening should attract the attention of the reader.
(Strive for openings that are more imaginative than Pleaseconsider this letter of application for the position of … or Iwould like to apply for …)
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OPENINGS FOR SOLICITED JOBS
• If possible, refer to the name of an employee in thecompany. Remember that employers always hope tohire known people rather than complete strangers.▫ Mitchell Sims, a member of your Customer Service
Department, told me that IntriPlex is seeking anexperienced customer service representative. Theattached summary of my qualifications demonstratesmy preparation for this position.
▫ At the suggestion of Ms Jennifer Larson of yourHuman Resources Department. I submit myqualifications for the position of staffing coordinator.
OPENINGS FOR SOLICITED JOBS• Refer to the source of your information precisely. If you are
answering an advertisement, include the exact position advertised and the name and date of the publication. ▫ Your advertisement in Section C-3 of the June 1 Daily News for
an accounting administrator greatly appeals to me. With my accounting training and computer experience, I believe I could serve Quad graphics well.
▫ The September 10 issue of The Washington Post reports that you are seeking a mature, organised and reliable administrative assistant with excellent communication skills.
▫ Susan Butler, placement director at Sierra University, told me that Data Tech has an opening for a technical writer with knowledge of Web design and graphics.
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OPENINGS FOR SOLICITED JOBS
• Refer to the job title and describe how recruitersare looking for a match between an applicant’scredentials and the job needs:▫ Will an honors graduate with a degree in recreation
and two years of part-time experience organisingsocial activities for a convalescent hospital qualify for your position of activity director?
▫ Because of my specialised training in computerisedaccounting at Boise State University, I feel confident that I have the qualifications you described in your advertisement for a cost accountant trainee.
OPENINGS FOR UNSOLICITED JOBS
• use a more persuasive opening• Demonstrate interest in and knowledge of
the recruiters’ business. Show them that youhave done research and that this organisation ismore than a mere name to you:▫ Since Signa HealthNet, Inc., is organising a new
information management team for its recently established group insurance division, could you use the services of a well-trained information systems graduate who seeks a professional systems analyst?
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OPENINGS FOR UNSOLICITED JOBS
• Show how your special talents and backgroundwill benefit the company. Recruiters need to beconvinced that you can do something forthem:
▫ Could your rapidly expanding publications division use the services of services of an editorial assistant who offers exceptional language skills, an honors degree from the University of Maine, and two years’ experience in producing a campus literary publication?
Building Interest in the BODY
• the body of the letter builds interest and reduces resistance.
• Keep in mind that your CV emphasizes what you have done; your application letter stresses what you can dofor the employer.
• relate your remarks to a specific position. • SOLICITED APPLICATION: you will want to explain
how your participation and experience fill the stated requirements.
• UNSOLICITED APPLICATION: Your employment research and knowledge of your field, however, should give you reasonably good idea of what is expected for this position.
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Building Interest in the BODY• emphasize recruiter benefits:
you should describe your strong points in relation to the needs of the employer.
Instead of “I have completed courses in business communication, report writing and technical writing”, try:
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 job. (Spotlight your education and practical applications if you lack work experience):Because you seek an architect’s apprentice with proven ability. I submit a drawing of mine that won second place in the Sinclair College drafting contest last year. Successfully transcribing over 100 letters and memos in my college transcription class gave me experience in converting the spoken word into the written word, an exacting communication skill demanded of your administrative assistants.
Building Interest in the BODY
• discuss relevant personal traits. ▫ Notice how the following paragraph uses action verbs to
paint a picture of a promising candidate:In addition to developing technical and academic skills at
Mid-State University. I have gained interpersonal, leadership and organisational skills. As vice president of the business students’ organisation I helped organiseand supervise two successful fund-raising events. These activities involved in conceptualising the tasks, motivating others to help, scheduling work sessions, and coordinating the efforts of 35 diverse students in reaching our goal. I enjoyed my success with these activities and look forward to applying such experience in your management trainee program.
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Building Interest in the BODY
• refer the recruiter to your CV. Do so directly or as part of another statement:
Please refer to the attached/enclosed résumé for additional information regarding my education, experience and references.
As you will notice from my CV, I will graduate in June with a bachelor’s degree in business administration.
Motivating Action in the CLOSING
• ask for an interview, never ask for the job.
• suggest reader benefits or review your strongest points.
• sound sincere and appreciative.
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Motivating Action in the CLOSING
• E.g.• I hope this brief description of my qualifications and the additional
information on my résumé indicate to you my genuine desire to put my skills in accounting to work for you. Please call me at (405) 488-2291 before 10 a.m. or after 3 p.m. to arrange an interview.
• To add to your staff an industrious, well-trained administrative assistant with proven word processing and communication skills, call me at (350) 492 1433 to arrange an interview. I can meet with you at any time convenient to your schedule.
• Next week, after you have examined the enclosed résumé, I will call you to discuss the possibility of arranging an interview.
CHECKLIST FOR WRITING A
PERSUASIVE COVER LETTEROPENING• Use the recipient’s name. Whenever possible, address the
proper individual by name.• Identify your information source, if appropriate. In
responding to an advertisement, specify the position advertised as well as the date and publication name. If someone referred you, name that person.
• Gain the reader’s attention. Use one of these techniques:▫ Tell how your qualifications fit the job specifications;▫ Show knowledge of the recruiters’ business;▫ Describe how your special talents will be assets to the company;▫ Use an original and relevant expression.
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CHECKLIST FOR WRITING A
PERSUASIVE COVER LETTERBODY• Describe what you can do for the recruiter.
Demonstrate how your background and training fill the job requirements.
• Highlight your strengths. Summarize your principal assets from education, experience, and special skills. Avoid repeating specific data from your CV.
• Refer to your CV. In this section or the closing, direct the recruiter to the enclosed / attached CV. Do so directly or incidentally as part of another statement.
CHECKLIST FOR WRITING A
PERSUASIVE COVER LETTERCLOSING
• Ask for an interview. Also consider reviewing your strongest points or suggesting how your assets will benefit the company.
• Make it easy to respond. Tell when you can be reached during office hours or announce when you call the company. Note that some recruiters prefer that you call them.
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1501 Deer Park LanePasadena, TX 77830
May 23, 2010
Ms. Kesha M. ScottManager, Human ResourcesDel Rio EnterprisesHouston, TX 77073
Dear Ms. Scott:
Your advertisement for an assistant product manager, appearing May 22 in Section C of the Houston Chronicle, immediately caught my attention because my education and training closely parallel your needs.
According to your advertisement, the job includes “assisting in the coordination of a wide range of marketing programs as well as analyzing sales results and tracking marketing budgets.” A recent internship at Ventana Corporation introduced me to similar tasks. I assisted the marketing manager in analyzing the promotion, budget and overall sales success of two products Ventana was evaluating. My ten-page report examined the nature of the current market, the products’ life cycles and the company’s sales/ profit return. In addition to this research, I helped formulate a product merchandising plan and answered consumers’ questions at a local trade show. This brief but challenging introduction to product management convinced me that I could be successful and happy in a marketing career.
Intensive course work in marketing and management, as well as proficiency in computer spreadsheets and databases, has given me the kind of marketing and computing training that Del Rio demands in a product manager. Moreover, I have had some retail sales experience and have been active in campus organizations. I am confident that my academic preparation, my marketing experience and my ability to work well with others qualify me for this position.
After you have examined the enclosed résumé for details of my qualifications, I would be very happy to answer questions. Please call me to arrange an interview at your convenience so that we may discuss how my marketing, computing and interpersonal skills could contribute to Del Rio Enterprises.
Sincerely,
Angelica Avila Luna
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2250 Turtle Creek Drive
Monroeville, PA 15146
May 29, 2010
Mr. Richard M. JannisVice President, OperationsSports World, Inc.4907 Allegheny BoulevardPittsburgh, PA 16103
Dear Mr. Jannis:
Today’s Pittsburgh Examiner reports that your organization plans to expand its operations to include national distribution of sporting goods and it occurs to me that you will be needing highly motivated, self-starting sales representatives and marketing managers. I have these qualifications to offer:
• Four years of formal training in business administration, including specialized courses in sales management, retailing, marketing promotion and consumer behavior.
•Practical experience in demonstrating and selling consumer products, as well as successful experience in telemarketing.
•A strong interest in most areas of sports and good communication skills (which helped me become a sportscaster at Penn State radio station WGNF).
I would like to talk with you about how I can put these qualifications and others summarized in the enclosed résumé, to work for Sports World as it develops its national sales force. I will call the week of June 5 to discuss your company’s expansion plans and the opportunity for an interview.
Sincerely,
Donald W. Vinton
Encl.
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INTERVIEWING FOR
EMPLOYMENTLecture 6
JOB INTERVIEWS
• A face-to-face encounter between a recruiter and a job candidate in which the recruiter assesses the candidate’s background,
skills,
job objectives,
interests and
attitudes;
• in turn, the candidate asks questions about the position and the organisation.
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JOB INTERVIEWS
• Recruiters ask a series of probing questions to learn if the candidate is right for the job.
• Among the most common qualities for which interviewers are looking for when they question job candidates there are:1. Intelligence and analytical ability2. Creativity and flexibility3. Communication skills4. Work experience and required technical skills5. Leadership qualities/team-playing ability6. Initiative and entrepreneurship7. Energy and stamina8. Maturity9. Interest in the position10. Personal qualities and personality
• What is missing from the list?
JOB INTERVIEWS
• Trained recruiters use this general structure of an interview:1. Establish a cordial relationship2. Elicit information about the candidate3. Give information about the job and company.
• GOALS:▫ THE RECRUITERS: try to uncover any negative
information that would eliminate a candidate.▫ THE CANDIDATE: tries to minimize faults and
emphasize strengths to avoid being eliminated.
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BEFORE THE INTERVIEW
• RESEARCH THE ORGANIZATION. Learn something about thecompany’s size, type of organization, number of employees(workforce), competitors, reputation, strengths and weaknesses.
• LEARN ABOUT THE POSITION. Obtain as much informationas possible. What are the functions of an individual in this position?What is the typical salary range? What career paths are generallyopened to this individual? What did the last person in this positiondo right or wrong?
• PLAN TO SELL YOURSELF. Identify three to five of your majorselling points regarding skills, training, personal characteristics andspecialized experience. Memorize them; then in the interview becertain to find a place to insert them.
• PREPARE ANSWERS TO POSSIBLE QUESTIONS. Imaginethe kinds of questions you may be asked and work out sampleanswers. Although you can’t anticipate precise questions, you canexpect to be asked about your education, skills, experience andavailability.
BEFORE THE INTERVIEW
• PREPARE SUCCESS STORIES. Rehearse two or three incidentsthat you can relate about your accomplishments. These may focuson problems you have solved, promotions you have earned, orrecognition or praise you have received.
• ARRIVE EARLY. Get to the interview five or ten minutes early. Ifyou are unfamiliar with the area where the interview is to be held,you might visit it before the scheduled day. Locate the building,parking facilities and office. Time yourself.
• DRESS APPROPRIATELY. Use the advice of one expert: “dressand groom like the interviewer is likely to dress – but cleaner.”Don’t overdo perfume, jewelry, or after-shave lotion. Avoid loudcolours; create a natural appearance. Favourite “power” colours forinterviews are grey and dark blue. It’s not a bad idea to check yourappearance in a toilet before entering the office.
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DURING THE INTERVIEW• ESTABLISH THE RELATIONSHIP. Shake hands firmly, don’t be afraid
to offer your hand first. Address the interviewer formally. Allow theinterviewer to put you at ease with small talk.
• ACT CONFIDENT BUT NATURAL. Establish and maintain eye contact,but don’t get into a staring contest. Sit up straight, facing the interviewer.Don’t cross your arms and legs at the same time, since this suggestsdefensive behaviour. Don’t manipulate objects, like a pencil or keys, duringthe interview. Try to remain natural and at ease.
• DON’T CRITICIZE. Avoid making negative comments about previousemployers, instructors or others. Such criticism may be taken to indicate anegative personality. Employers are not willing to hire people whocomplain. Moreover, such criticism may suggest that you would do thesame to this organisation later.
• STAY FOCUSED ON YOUR STRENGTHS. If the interviewer asks aquestion that does not help you promote your strongest qualifications,answer briefly. Alternatively, try to turn your response into a positive sellingpoint (e.g., I have not have extensive paid training in that area, but I havecompleted a 50-hour training programme that provided hands-onexperience using the latest technology and methods. My recent trainingtaught me to be open to new ideas and showed me how I can continuelearning on my own. I was commended for being a quick learner.)
DURING THE INTERVIEW
• FIND ABOUT THE JOB EARLY. Because your time will beshort, try to learn all you can about the target job early in theinterview. Ask about its responsibilities and the kinds of people whohave done well in the position before. Enquiring about thecompany’s culture will help you decide if your personality fits withthe organisation.
• PREPARE FOR SALARY QUESTIONS. Remember that salariesare negotiable, depending on your qualifications. Knowing thetypical salary range for the target position will help. The recruitercan tell you the salary ranges – but you will have to ask. If you’vehad little experience, you will probably be offered a salarysomewhere the low point and the middle point in the range. Withmore experience, you can negotiate for a higher figure. However,one HR manager warns that candidates who emphasize money aresuspect because they may leave if they are offered more moneyelsewhere.
• BE READY FOR INAPPROPRIATE QUESTIONS. If you areasked a question that you think is illegal, politely ask the interviewerhow that question is related to this job. Ask the purpose of thequestion. Perhaps valid reasons exist that are not obvious.
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DURING THE INTERVIEW
• ASK YOUR OWN QUESTIONS. Often, theinterviewer concludes an interview with “Do youhave any questions about the position?” Enquireabout career paths, orientation or training for newemployees, or the company’s promotion policies.Prepare a list of relevant questions.
• CONCLUDE POSITIVELY. Summarize yourstrongest qualifications, show your enthusiasm forobtaining this position, and thank the interviewerfor a constructive interview. Be sure you understandthe next step in the employment process.
AFTER THE INTERVIEW
• MAKE NOTES ON THE INTERVIEW.While the events are fresh in your mind, writethe key points – good or bad.
• WRITE A THANK YOU LETTER(FOLLOW-UP LETTER). Immediately writea follow-up letter thanking the interviewer for apleasant and enlightening discussion.
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