ENGLISH

BUSINESS CORRESPONDENCE

Business Correspondence

A business correspondence is a written communication between two business entities.

It is a means through which views, ideas and information are formally communicated as part of business-oriented activities.

It is aimed at improving the business relationship between two parties.

Business correspondence is defined as a way of communication through the exchange of letters.

These are the letters written or received by two or more parties which may come in the form of letters, emails, text messages, voicemails, notes or post cards.

Business correspondence, being one of the most powerful tools in business agreements and other business deals, is actually evolving nowadays. We are now living in a computer era thats why it is very understandable why there are gradual changes in the methods of business correspondence, from the way that is being written to the process of exchanging letters.

The product of the innovated technology when it comes to the business correspondence aspect is the electronic mail. Because of the email, the conventional ways of business correspondence are being phased out and the use of email is being developed.

However, the use of paper is still not out of the scene. There are countries that still utilize this kind of method.

Different kinds of business correspondence

1. Business letters 2. Memos 3. Faxes 4. Emails

Business letters

Business letters are the most established type of business correspondence.

No one can ever imagine how long it has been in the business community.

In fact whenever business correspondence is being talked about, business letter is the very first thing that would enter to our minds.

The very respectful and most technical phrases that we can still see nowadays are first brought by the business letter techniques.

It is also profoundly studied at schools especially when it is time to discuss technical writing.

Business memos

Business memos are not as deeply discussed in school compared to business letters.

They are being considered as secondary or just a by-product of business letters.

Business memos are less formal and have a more conversational tone.

Business faxes

Business faxes have been around much longer than business memos but because fax machines are not that available to most of the people before, it was not recognized until 1980s.

There are no established rules in writing faxes because it is being written the way that everyone considered appropriate.

However, because there is now such a thing as faxing via computer, fax machines are now facing a slow death.

Electronic mail

Email is a fruit of technology and can be considered as a blessing because you can actually send all the workplace communication and the like in just a blink of an eye!

It is now the most widely spread type of business correspondence in the modernized business community.

Because of emails, we can now say goodbye to a lot of inconvenience that other types of business correspondence give us.

Email has now definitely changed the flow of communication in the business world.

We can also see that email is actually tremendously influencing the other types of business correspondence.

Business Letter

A business letter is more formal than a personal letter.

It should have a margin of at least one inch on all four edges.

It is always written on 8"x11" (or metric equivalent) unlined stationery.

Parts of a Business Letter

1. The Heading. This contains the return address (usually two or three lines) with the date on the last line.

Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax number, E-mail address, or something similar.

Often a line is skipped between the address and date. That should always be done if the heading is next to the left margin

It is not necessary to type the return address if you are using stationery with the return address already imprinted. Always include the date.

2. Date The date line is used to indicate the date the

letter was written. Write out the month, day and year two

inches from the top of the page. Depending which format you are using for

your letter, either left justify the date or tab to the center point and type the date.

3. The Inside Address. This is the address you are sending your letter to. Make it as complete as possible. Include titles and names if you know them.

This is always on the left margin. If an 8" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.

An inside address also helps the recipient route the letter properly and can help should the envelope be damaged and the address become unreadable.

Skip a line after the heading before the inside address. Skip another line after the inside address before the

greeting.

4. The Greeting. Also called the salutation. The greeting in a business letter is always formal. It normally begins with the word "Dear" and always includes the person's last name.

It normally has a title. Use a first name only if the title is unclear--for example, you are writing to someone named "Leslie," but do not know whether the person is male or female.

The greeting in a business letter always ends in a colon.

5. The Subject Line (optional) Its inclusion can help the recipient in dealing

successfully with the aims of your letter. Normally the subject sentence is preceded with the

word Subject: or Re: Subject line may be emphasized by underlining,

using bold font, or all capital letters. It is usually placed one line below the greeting but

alternatively can be located directly after the "inside address," before the "greeting."

6. The Subject Line (optional) Its inclusion can help the recipient in dealing

successfully with the aims of your letter. Normally the subject sentence is preceded with the

word Subject: or Re: Subject line may be emphasized by underlining, using bold font, or all captial letters. It is usually placed one line below the greeting but alternatively can be located directly after the "inside address," before the "greeting."

7. The Body. The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

Skip a line between the greeting and the body. Skip a line between the body and the close.

8. The Complimentary Close. This short, polite closing ends with a comma. It is either at the left margin or its left edge is in the center, depending on the Business Letter Style that you use. It begins at the same column the heading does.

The block style is becoming more widely used because there is no indenting to bother with in the whole letter.

9. The Signature Line. Skip two lines (unless you have unusually wide or narrow lines) and type out the name to be signed. This customarily includes a middle initial, but does not have to. Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title in parentheses before their name.

The signature line may include a second line for a title, if appropriate.

The signature should start directly above the first letter of the signature line in the space between the close and the signature line. Use blue or black ink.

Business letters should not contain postscripts.

10. Enclosures If you have enclosed any documents along with the

letter, such as a resume, you indicate this simply by typing Enclosures one line below the closing. As an option, you may list the name of each document you are including in the envelope. For instance, if you have included many documents and need to ensure that the recipient is aware of each document, it may be a good idea to list the names.

11. Typist initials Typist initials are used to indicate

the person who typed the letter. If you typed the letter yourself, omit the typist initials.

Styles of Business Letters

1. Block 2. Modified block 3. Semi-block. The three differ most in where the lines begin. In the

block style, all lines begin at the left margin. If you choose a modified-block style, begin all of the letter's sections except the return address and closing lines -- including your signature -- at the left margin; begin the exceptions at the center of your page. The semi-block style is identical to the modified block except you should indent the first line of each paragraph of the letter's body.

BUSINESS MEMOS

Business Memos

A memo, short for the word memorandum, comes from the Latin word memorandus, which means, "to be remembered."

It is a compact written message designed to help someone remember something.

For example, a list of groceries to be picked up on your way home from work is a memo, a simple list of things to be remembered later.

Kinds of Memo

1. Informational Memos An informational memo is an in-house

communication addressed to one or more individuals.

The objective is to convey one or more pieces of information that relate specifically to the topic in the subject line.

Besides the actual information, the scope of a memo must provide a reason for why the information contained in it is relevant to the reader.

2. Instructional Memos An instructional memo is an in-house communication

addressed to one or more individuals. The objective is to convey one or more directives that

relate specifically to the topic found in the subject line. It will both call for and expect an action to be taken. The scope of a memo must include enough information

for the reader to understand exactly what the instructions are, who issued them, and when, where and why they are to be acted upon.

Formatting Business Memos

The format of a business memo differs in two significant ways from that of a business letter:

1. it does not include an inside address and, 2. it does not include a salutation or a

complimentary close. Those elements, all of which are required in a

business letter, are not required in a business memo.

The heading may be formatted either vertically or horizontally and the body in either a full or modified block style.

Full Block Style: Left justified, single-spaced paragraphs separated by a double space.

Modified Block Style: Indented, single-spaced paragraphs not separated by a double space.

Secondary Pages: All but the first page should include a header containing the recipient's name, the page number, and the date.

The three elements of a business memo are the

1. title 2. heading 3. body When additional notations are required

they should be justified to the left hand margin two spaces below the body.

Memo Title

The title of a business memo is the word MEMO or MEMORANDUM, in an appropriate font style centered at the top of the first page. Printed in bold uppercase letters, it informs the reader that the document is an internal communication.

There are no hard and fast rules governing the size of the letters but the font you select should be sized one or two points larger than that of the text found in the actual message. Standard message text is 12, so select 14 or 16 on your toolbar. Try each one on for size and pick one that pleases you.

Memo Heading

The heading of a business memo consists of four distinct information fields and should begin two spaces below the title.

Each field is identified by a single word, followed by a colon, printed in bold uppercase letters. Though not mandatory, it is generally accepted that their order of appearance is as follows:

TO: The recipient's name goes here. It is generally

accepted practice that titles such as Mr., Mrs., and Dr. are not used in this field. Formal situations do, however, call for using full names. A title or position, such as Purchasing Agent, should follow if appropriate.

When informal situations call for using a first name or a nickname, by all means, go ahead. This is a judgment call that you should make based upon the relationship you have with the reader.

When two or three people are to receive the same memo all of their names may be placed on the same line. They should appear either alphabetically or in descending order, according to where they rank in a company's organizational chart.

When the number of people meant to receive the same memo is too large, place only the first or most important name on the line. The rest can then be named in a cc notation.

FROM: Your name goes here. As with the recipient's name, titles

such as Mr., Mrs., and Dr. are not customarily used in this field. In formal situations, however, you should use your full name, followed by a job related title, such as Public Relations Manager, if it helps identify you to those with whom you are not acquainted.

Again, as with the recipient's name, your decision on the level of formality is a judgment call that should be based upon the relationship you have with the reader. If a first name or a nickname is appropriate, by all means, go ahead.

DATE: To avoid any misunderstanding, the date

should always be spelled out. It's a cultural thing.

In the United States the numerical representation 7/4/04 means July 4, 2004; in other countries it means 7 April 2004.

In a globally interconnected business world, accuracy on this point is essential.

SUBJECT: This field is important and needs to be precise and

brief. It should indicate exactly what the memo is about. The reader should understand, at a glance, to what the information or instructions contained in the body pertains to.

Capitalize all key words. Articles, conjunctions, and prepositions should be capitalized only when they occur at the beginning or end of your subject line.

Memo Body The body of a business memo, depending on

its subject, can be as short as one or two sentences or as long as several pages.

The longer the memo, the more important it is to select an organizational method that will make the logical sense to your reader.

Keep in mind that a memo ceases to be a memo if it goes on too long. If it requires more than two pages, review the content. You will want to see if you have gotten off-topic and strayed into other subject areas.

If you have two subjects, send two memos. If not, and the memo is still long, you may want to turn it into a report, or a summary of a report, and sent it out attached to a memo that briefly describes what it is about.

A complex memo will include the following four elements:

Opening Who, What, Where, When, Why? The opening sentence

of a business memo should state the objective, or reason for writing.

The objective is the answer to some or all of the "W" questions a person might reasonably ask after having read the SUBJECT line of a memo.

Should one sentence not be enough to convey the objective, one or two more sentences can supply the background information necessary for the reader to comprehend the memo's purpose.

Summary Following the opening, furnish the details; provide,

describe, and analyze whatever information or instructions are relevant to the subject at hand.

The key is to present the details in an uncomplicated manner. The reader should be able to quickly single out specifically what is most important for him or her to know.

This can often be done in a bulleted list, however, it is important to avoid going overboard.

Discussion When necessary, follow your summary with a section

rounding out the details of your business memo. Include contextual material that specifically supports the information or instructions you are providing.

Remember that a memo is also a reference tool and may be called upon at any time to provide a written snapshot of a previous event, action, or decision. Avoid being sketchy with the details.

Include names of people, times of meetings, actions previously taken, decisions made, etc., whenever they bear directly on the subject of your message.

Closing Closing remarks are an opportunity to restate

your observations and analysis, make recommendations, and propose solutions. You've put it in writing; now call for an action.

If you expect cooperation, be considerate. As in any form of communication, a respectful tone goes a long way toward achieving the results you desire.

Additional Notations A number of situations call for a business memo to

be marked with additional notations. They should be placed two spaces below the body of the memo. When a memo references one or more documents that are enclosed by the writer, the enclosure is noted in one of the following ways:

Enclosure: Wholesale Pricing Packet Enclosures (5) Enc. (or Encs.)

When a memo has been dictated to an assistant it should be initialed. Both writer and assistant are acknowledged with their personal initials. The writer's initials appear in uppercase letters and the assistant's will appear in lowercase letters in one of the following ways:

EIB: pjc IMK/pjc

When copies of a memo are sent to named business associates or other interested parties, those recipients are acknowledged with their full name as in the following example.

cc: Annie Getz cc: Glenn Widget, Ida Mae Knott

COMPLETENESS (FRAGMENTS)

FRAGMENTS

Fragments are groups of words that lack a subject or a verb and do not express complete thoughts.

A fragment is a dependent clause, which relies on a complete sentence (independent clause) to make sense and be correct.

These are the two most common types of sentence fragments:

SUBJECT FRAGMENT: The dependent clause needs a subject to make the thought complete.

Example: We went to the movies. And had dinner.

Corrections: We went to the movies. We had dinner. We went to the movies and had dinner. We went to the movies, and we had dinner.

COMPLETE THOUGHT FRAGMENT: The clause needs more information to become a complete sentence.

Example: When she went home. Corrections: When she went home, I read a book. (begins with

dependent clause) I read a book when she went home. She went home.

HOW TO CHECK FOR SENTENCE FRAGMENTS

1. Read your paper aloud from the last sentence to the first. By doing this, you will be better able to see and hear whether or not each word group is a complete thought.

2. Check each sentence for a subject and a verb. 3. Look for subordinating conjunctions that begin

dependent clauses: after, although, as, because, before, even though, if, since, when, whether, while, so, unless.

Sentence Fragments Exercise: Write F if the sentences contain fragment/s or C if the sentences are correct

1. Then I attended Morris Junior High. A junior high that was a bad experience.

2. The scene was filled with beauty. Such as the sun sending its brilliant rays to the earth and the leaves of various shades of red, yellow, and brown moving slowly in the wind.

3. He talked for fifty minutes without taking his eyes off his notes. Like other teachers in that department, he did not encourage students' questions.

4. Within each group, a wide range of features to choose from. It was difficult to distinguish between them.

5. A few of the less serious fellows would go into a bar for a steak dinner and a few glasses of beer. After this meal, they were ready for anything.

6. It can be really embarrassing to be so emotional. Especially when you are on your first date, you feel that you should be in control.

7. The magazine has a reputation for a sophisticated, prestigious, and elite group of readers. Although that is a value judgment and in circumstances not a true premise.

8. In the seventh grade every young boy goes out for football. To prove to himself and his parents that he is a man.

9. She opened the door and let us into her home. Not realizing at the time that we would never enter that door in her home again.

10. As Christmas grows near, I find myself looking back into my childhood days at fun-filled times of snowball fights. To think about this makes me happy.

11. Making up his mind quickly. Jim ordered two dozen red roses for his wife. Hoping she would accept his apology.

12. They were all having a good time. Until one of Joe's oldest and best friends had a little too much to drink.

13. Although it only attained a speed of about twelve miles an hour. My old rowboat with its three-horsepower motor seemed like a high-speed job to me.

14. With my brother standing by my side, I reached for the pot handle. Tilting the pot way too much caused the boiling water to spill.

15. The small, one-story houses are all the same size and style. With no difference except the color.

Answers: Incorrect parts are in italics with justifications in bold.

F 1. Then I attended Morris Junior High. A junior high that was a bad experience. (dependent clause)

F 2. The scene was filled with beauty. Such as the sun sending its brilliant rays to the earth and the leaves of various shades of red, yellow, and brown moving slowly in the wind. (dependent clause)

C 3. He talked for fifty minutes without taking his eyes off his notes. Like other teachers in that department, he did not encourage students' questions.

F 4. Within each group, a wide range of features to choose from. It was difficult to distinguish between them. (no main verb)

C 5. A few of the less serious fellows would go into a bar for a steak dinner and a few glasses of beer. After this meal, they were ready for anything.

C 6. It can be really embarrassing to be so emotional. Especially when you are on your first date, you feel like you should be in control.

F 7. The magazine has a reputation for a sophisticated, prestigious, and elite group of readers. Although that is a value judgment and in circumstances not a true premise. (dependent clause)

F 8. In the seventh grade every young boy goes out for football. To prove to himself and his parents that he is a man. (dependent clause)

F 9. She opened the door and let us into her home. Not realizing at the time that we would never enter that door in her home again. (dependent clause)

C 10. As Christmas grows near, I find myself looking back into my childhood days at fun-filled times of snowball fights. To think about this makes me happy.

F 11. Making up his mind quickly. Jim ordered two dozen red roses for his wife. Hoping she would accept his apology. (dependent clause)

F 12. They were all having a good time. Until one of Joe's oldest and best friends had a little too much to drink. (dependent clause)

F 13. Although it only attained a speed of about twelve miles an hour. My old rowboat with its three-horsepower motor seemed like a high-speed job to me. (dependent clause)

C 14. With my brother standing by my side, I reached for the pot handle. Tilting the pot way too much caused the boiling water to spill.

F 15. The small, one-story houses are all the same size and style. With no difference except the color. (dependent clause)

CONCISENESS

Conciseness

A characteristic of a composition in which a great deal is conveyed in just a few words.

Concise writing is generally free of repetition and needless details. Contrast with circumlocution and verbosity.

The goal of concise writing is to use the most effective words.

Concise writing does not always have the fewest words, but it always uses the strongest ones.

Writers often fill sentences with weak or unnecessary words that can be deleted or replaced.

How to achieve conciseness

1. Replace several vague words with more powerful and specific words.

Example: Wordy: Working as a pupil under someone who

develops photos was an experience that really helped me learn a lot.

(20 words) Concise: Working as a photo technician's

apprentice was an educational experience. (10 words)

2. Interrogate every word in a sentence Check every word to make sure that it is providing

something important and unique to a sentence. If words are dead weight, they can be deleted or replaced.

Example: Wordy: The teacher demonstrated some of the

various ways and methods for cutting words from my essay that I had written for class. (22 words)

Concise: The teacher demonstrated methods for cutting words from my essay. (10 words)

3. Combine Sentences. Some information does not require a full sentence,

and can easily be inserted into another sentence without losing any of its value.

Example: Wordy: Ludwig's castles are an astounding

marriage of beauty and madness. By his death, he had commissioned three castles. (18 words)

Concise: Ludwig's three castles are an astounding marriage of beauty and madness. (11 words)

WORDINESS

climbed up the ladder

first began free gifts distance of 6 miles past history at the hour of 4

p.m.

climbed the ladder began gifts 6 miles history 4 p.m.

A. Cross out the unnecessary word

1. very unique 2. young child 3. winter months 4. new innovation 5. personally agree

with

6. four different people

7. totally destroyed 8. future plans 9. dropped down 10.further added

B. Replace the following with a single word.

1. A large number of 2. Despite the fact

that 3. Has the

opportunity to 4. At this point in

time 5. Due to the fact

1. M _ _ _ 2. A _ _ _ _ _ _ h 3. C _ _ or C _ _ _ d 4. N _ _ 5. B _ _ _ _ _ e

C. Circle the unnecessary words in the following sentences.

1. The creditor must first establish that the debtor is undoubtedly bankrupt. ( 2 words)

2. Our main role is to raise money by way of donations in order to fund the works of these charities. (10 words)

3. Professor Smith was picked by each and every person on the committee. (2 words)

4. As a matter of fact, Pleasantville has a strong position in the forestry industry. (5 words)

5. The student needs to obtain high marks in science in order to study medicine. (4 words)

6. The manager will, insofar as is possible, make sure that the information is true and accurate. (5 words)

7. We will send out brochures to the general public. (2 words)

8. You must be willing to challenge yourself in order to get the most out of your education at university. ( 5 words)

A. Answers

1. unique 2. child 3. winter 4. innovation 5. agree with

6. four people 7. destroyed 8. plans 9. dropped 10. added

B. Answers

1. Many 2. Although 3. Can, could 4. Now 5. Because

C. Answers

1. The creditor must first establish that the debtor is undoubtedly bankrupt. ( 2 words)

2. Our main role is to raise money by way of donations in order to fund the works of these charities. (10 words)

3. Professor Smith was picked by each and every person on the committee. (2 words)

4. As a matter of fact, Pleasantville has a strong position in the forestry industry. (5 words)

5. The student needs to obtain high marks in science in order to study medicine. (4 words)

6. The manager will, insofar as is possible, make sure that the information is true and accurate. (5 words)

7. We will send out brochures to the general public. (2 words)

8. You must be willing to challenge yourself in order to get the most out of your education at university. ( 5 words)

1. The creditor must show that the debtor is bankrupt. 2. Our main role is to raise money to fund these charities. 3. Professor Smith was chosen by each person on the

committee. 4. Pleasantville has a strong position in the forestry industry. 5. The student needs high marks in science to study medicine. 6. The manager will make sure the information is accurate. 7. We will send brochures to the public. 8. You must be willing to challenge yourself to get the most out

of university.

EIGHT Cs OF COMMUNICATION

Eight Cs of Communication

1. Completeness Complete message brings about desired result. Your business message is complete when it

contains all the facts the readers need. The complete information that the readers need

not only brings satisfaction but also builds goodwill.

Promoting goodwill, after all, is the ultimate purpose of any business communication.

2. Conciseness A concise letter includes only the

information that is necessary, without, of course, sacrificing clarity and completeness.

To achieve conciseness, eliminate wordy expressions and unnecessary repetitions.

3. Consideration This is adopting the you attitude in business

messages. You have to convey an appreciation of your readers

position by writing information from the standpoint of how it will affect the interest of your reader.

By emphasizing your readers point of view and the benefits of the information to your reader, you create a friendly, helpful tone to your message.

Thus, focus on you instead of I and we in your correspondence.

4. Concreteness Your message is concrete when it is

specific, definite, and vivid rather than vague, abstract, and general.

Concreteness in communication can be achieved by using specific facts and figures, by putting action in your verbs, and by choosing clear and image building words.

5. Clarity Clear transmission of message is the key to

understanding the message you have conveyed. T o make your message clear, you have to do the

following. a. Present only one idea in each sentence. b. Arrange the sentences in such a manner that it

is easy for your readers to follow the flow of your ideas.

c. Do not jump from sentence to sentence or from topic to topic.

d. Include examples, illustrations, and other visual aids, when desirable.

6. Courtesy At public parks, we often see the sign Please keep

off the grass. The word please makes the message more effective than the blunt warning, Keep off.

Telephone companies train their operators to say Number please and later Thank you.

Expressions like Thank you and Please are always appreciated when they are used sincerely, not mechanically, in oral and written communications.

Courtesy, in letter writing, consists in using those words and phrases that indicate a willingness to serve.

It likewise means the avoidance of all statements that may offend the reader.

It is also a mental attitude, which implies deference, respect, consideration and helpfulness.

To achieve courtesy, be sincerely tactful, thoughtful, and appreciative.

Avoid expressions that irritate, hurt or belittle.

7. Correctness Your messages are correct when they are

free of all errors in grammar and sentence and paragraph structures. They are also correct if you use appropriate

language and accurate facts and figures.

8. Character A business letter that has character reveals

the individuality and the distinctiveness of the writers personality.

Your letter must, therefore, be free from worn-out and mechanical expressions.

9. Cheerfulness The purpose of business communication is to build up

not to break up. Cheerfulness in a business message is writing positively

rather than negatively, that is, you have to show in your sentences a genuine willingness to serve your readers.

Make them feel also that you are able and eager to help them.

Regardless of the purpose of your letter, you can make them receptive to your plan by writing in a cheerful vein.

Cheerfulness suggests friendliness, confidence, helpfulness, and optimism.

Cheerfulness begets cheerfulness and a cheerful customer is more likely to act at once than a disgruntled one.

To achieve cheerfulness, you should always use positive and tactful language.

Readers are turned off by negative words such as no, wont, cannot, never, and impossible.

These words invite unpleasant emotional reactions.

JOB APPLICATION LETTER

Job Application Letter

A job application letter , also known as a cover letter, should be sent or uploaded with your resume when applying for jobs.

The application letter that you send explain to the employer why you are qualified for the position and why you should be selected for the position and why you should be selected for an interview.

Letter of Application Guidelines

Length: A letter of application should be no more than one page long.

Format: A letter of application should be single-spaced with a space between each paragraph. Use about 1" margins and align your text to the left, which is the standard alignment for most documents.

Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points.

Salutation: Begin your letter with "Dear Mr/Mrs Last Name." If you do not know the employer's last name, simply write, "Dear Sir Madam.

Introduction: Begin by stating what job you are applying for. Explain where you heard about the job, particularly if you heard about it from a contact associated with the company.

Briefly mention how your skills and experience match the company and/or position; this will give the employer a preview of the rest of your letter.

Body: In a paragraph or two, explain why you are interested in the job and why you make an excellent candidate for the position. Mention specific qualifications listed in the job posting, and explain how you meet those qualifications. Do not simply restate your resume, but provide specific examples that demonstrate your abilities. You can either write about these specific examples in complete sentences or in a bulleted format.

Closing: Restate how your skills make you a strong fit for the company and/or position. State that you would like to interview and/or discuss employment opportunities. Explain what you will do to follow up, and when you will do it. Thank the employer for his/her consideration.

Signature: End with your signature, handwritten, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

Proof and Edit Your Letter

Remember to proof and edit your letter before sending it. It may sound silly, but also be sure to include the correct employer and company names - when you write many letters of application at once, it is easy to make a mistake.

If you are applying to a job in advertising or another field that emphasizes creativity, you might be able to be more flexible with these guidelines. However, think closely about the position and the company before deviating drastically from this format.

Resume

A resume is a document which includes education, experience, skills, and accomplishments that is used to apply for jobs.

There are several basic types of resumes used to apply for job openings. Depending on your personal circumstances, choose a chronological, a functional, combination, or a targeted resume.

Chronological Resume: A chronological resume starts by listing your work

history, with the most recent position listed first. Your jobs are listed in reverse chronological order with your current, or most recent job, first.

Employers typically prefer this type of resume because it's easy to see what jobs you have held and when you have worked at them.

This type of resume works well for job seekers with a strong, solid work history.

Functional Resume: A functional resume focuses on your

skills and experience, rather than on your chronological work history. It is used most often by people who are changing careers or who have gaps in their employment history.

Combination Resume: A combination resume lists your skills and

experience first. Your employment history is listed next. With this type of resume you can highlight the skills you have that are relevant to the job you are applying for, and also provide the chronological work history that employers prefer.

Targeted Resume: A targeted resume is a resume that is customized

so that it specifically highlights the experience and skills you have that are relevant to the job you are applying for. It definitely takes more work to write a targeted resume than to just click to apply with your existing resume. However, it's well worth the effort, especially when applying for jobs that are a perfect match for your qualifications and experience.

What to Include in a Resume

It's important to include all your contact information on your resume so employers can easily get in touch with you. Include your full name, street address, city, state, and zip, home phone number, cell phone number, and email address.

Top 8 Resume Mistakes

1. Misspellings and grammatical errors are killers. Spell check then proofread by placing a finger on each word and then have your document reviewed by a career coach or a friend or family member. It's hard to catch your own mistakes, so having someone else read your resume for you will help. Reading it out loud is another option for catching mistakes.

2. Not including keywords that match the job posting. Your resume should include the same keywords that appear in the job listing. If your resume doesn't have the right keywords, it most likely won't get noticed because you won't appear to be a fit for the job.

3. An outdated resume will make you look obsolete. Your resume should be updated for every job you apply for. Be sure to update your skills section as well as your work history. Check to be sure that the computer, and the other, skills you list are current.

4. Including too much information. Don't tell your readers everything about each job. Focus on the highlights; keep your document to 1 - 2 pages in cases outside of academic and research settings. Use formatting techniques like bullets and short paragraphs to enhance readability. Limit your resume to the last 10 - 15 years of work experience. You don't need to include everything you ever did.

5. Writing a resume objective which doesn't match the job. Avoid using an objective statement which doesn't correspond well with the focus of the target job. Many job seekers now leave an objective off their resume or use a profile instead. If you include either, make sure it underscores your interest in the type of work for which you are applying.

6. Including a career summary that doesn't match the job requirements. Don't use a mismatched summary of qualifications at the top of your resume. Your key assets in the summary should match many of the key job requirements or else leave it off.

7. Writing position descriptions that don't show what you accomplished. Avoid job descriptions which simply list your duties or responsibilities. Instead write active statements which showcase relevant skills and accomplishments. Make sure the employer can easily see how you added value in your role.

8. Leading your paragraphs with mundane or irrelevant duties. Start with the hardest hitting statement which shows that you have key skills related to the job at hand. Otherwise your reader might just skim by that description.

References

If a job posting doesn't request references, don't list any references on your resume or send any references with your job application.

When the job posting does request references, follow on the instructions in the job posting when you submit your references.

Keep Your References Informed When you give out someone's name as

reference, first of all, be sure that you have permission to use them as reference. Secondly, let them know they may expect to be contacted. Provide some information on the job you have applied for, so your reference can relate your experience to the job and give you the best possible reference for the job.

What Not to Include in Your Resume

The Word "Resume" Do not label your resume "resume." One

look at your resume, and the employer should know exactly what type of document it is. In addition, don't name your resume "resume" when you save the file. Use your name so the hiring manager will know whose resume it is at a glance.

The Date You Wrote the Resume Some people make the mistake of dating

their resumes. The employer does not need to know when you wrote your resume; the dates you include regarding past education and employment are the only dates you need to include.

Any Personal Data Beyond Your Contact Information

Do not include any personal information beyond your address, email, and phone number. Leave out your age, race, sex, sexual orientation, religion, political affiliation, and the names and ages of your spouse and/or children. While some of this information may be required in a CV, it should be left out of a resume.

You should also leave out important numbers that could allow someone to steal your identity, such as your social security number, drivers license number, and any credit card information.

Photographs While many companies outside of the United

States require a photograph with each resume, those within the US do not. In fact, most companies prefer you not to include a photograph so they can safely adhere to the Equal Opportunity Employer Legislation (which prohibits companies from making hiring decisions for discriminatory reasons).

Low GPAs College students and recent graduates often

include their GPA in their resume. However, if you are worried about a low GPA, simply leave it off your resume. You can still include your school, graduation date, and any awards received.

Unrelated Work Experience You don't need to list every job you have held on your

resume. Generally, you only want to include positions you have held in the past 10 - 15 years, unless an earlier job strongly demonstrates your qualifications. Leave out any positions that are unrelated to the job for which you are applying unless it will leave gaps on your resume.

However, if you have limited job experience, you can include slightly unrelated positions as long as you demonstrate how they prepared you for a job in your new field. For example, if you are applying for a job in sales, you can include your earlier job as a cashier if you explain that the job helped you develop your customer service skills.

Unrelated Hobbies Most companies do not want to see your

hobbies on your resume. However, if you have a hobby that relates to the company, you may include it. For example, if you are applying to work at a sporting goods store, you could list your interest in particular outdoor activities.

Names and Contact Information for Former Employers

Because you will have a separate list of references, you do not need to include any contact information for your former employers on your resume.

Salary History Salary is an issue you can discuss with

the employer during an interview or once you have been offered the job; you do not want to establish a salary range before you have even been offered an interview.

Criminal Record If you get hired, the company will likely conduct a

search of your criminal record. However, there is no need to include this information on your resume.

"References Available Upon Request" Generally it is assumed that a job applicant will have

references. Instead of including the references on your resume or saying "references available upon request," you can send the hiring manager a separate sheet of references or wait until you are asked to provide references.

Negative Words/Ideas Avoid saying what you did not do or have not yet

accomplished; focus on what you have done or are in the process of achieving. For example, if you are still in college, do not say "not yet graduated," but instead list the year in which you will graduate. If you didn't graduate, simply list the dates you attended.

Instead of saying that you have "limited experience" in administrative work, simply provide examples of your previous experience.

KINDS OF BUSINESS LETTERS

Kinds of Business Le@ers 1. Inquiry a letter requesting information

from a company 2. Reply a letter responding to an inquiry 3. Order a letter ordering for company

goods or services 4. Sales a letter oering a product or

service

5. Claim a letter explaining the circumstances of a claim

6. Adjustment a letter responding to a claim letter that explains how the claim occurred

7. Credit a letter indicating the sellers faith or belief in the buyers ability to pay for goods within a specied time

8. Collection a letter reminding payment for the money borrowed, merchandise, or goods charged that must be paid.

9. Job application a letter oering your services to a company by presenting your qualications and character and personality traits

Inquiry and Response The purpose of a letter of inquiry is to request information from a company.

This is likewise known as request letter.

It should be straightforward, compact, and courteous.

Steps for an Inquiry Le@er (Parkhurst, 1963) 1. State the reason for the inquiry. 2. Oer an additional statement to explain your

intention on the material or information that will be given to you.

3. Explain, if it seems necessary, why you have addressed your inquiry to the reader, without using attery. (Optional)

4. Close felicitously. Avoid stereotyped phrases such as many thanks, thanking you in advance, and thank you.

Responses to Inquiry A response to an inquiry should be handled promptly, cheerfully, and eciently regardless of whether the information asked for is to be given or not.

Its main purpose is to supply the information asked for in the inquiry, when available, or to oer an alternative information when one requested is not available or highly condential in nature.

Steps to Responses to Inquiry 1. Thank the writer for his letter, showing appreciation

for his interest in your business its product or services.

2. Give the information requested in a cheerful manner; if possible, add relevant material.

3. Indicate a willingness to be of further assistance. 4. Enclose folders, booklets, catalogs, if these are

available. 5. Include a note of goodwill.

Order Le@er The use of order forms has been the trend in most companies. Order forms, in some instances, however, are accompanied by letter of order that contain essential data regarding the goods ordered.

These data are as follows: 1. A complete description of the

merchandise ordered.

a. quantity b. trade name c. size d. style or style number e. color f. catalogue g. quantity h. price

2. Necessary information regarding the shipment of the merchandise, such as: a. Complete name and address of buyer or consignee, if there is any b. Preferred date of shipment c. manner of shipment d. method of payment e. credit preferences, if necessary

Claim and Adjustment Le@er Wrong merchandise, slow service, invoice or statements that contain an errors these are a few complaints (among the many) of the customers in their day-to-day encounter with business sta.

No matter how ecient a business rm tries to be, mistakes can and will happen.

Customers who feel they have a claim against a company can write letter of claim.

Nature of Claim 1. Merchandise claims may vary from orders

incorrectly served or unsatisfactory quality of merchandise to goods damaged or delayed shipment;

2. Amounts of money you may le complaints due to errors in statements and invoices or misunderstanding regardless of prices or terms of payment;

3. Service you write a letter of complaint brought about by delays in lling orders or requests for service, improper treatment by employees, or failure to follow up a previously made claim.

5 Basic Rules in wriTng Claim Le@ers 1. Explain carefully and tactfully what is wrong 2. Include any details necessary to identify your claim such

as dates, catalog numbers, style, order form and the like. 3. Indicate the loss or inconvenience you have suered but

do not exaggerate. 4. Explain, in general, what you believe the company

should do about your claim, but do not be unreasonable in your request.

5. Avoid negative accusations or threats, such as I demand, I must insists, You will have to, Unless you, and Why cant you?

Adjustment Le@er Principles 1. You must reply promptly 2. Show the customer that you

understand his claim 3. Tell the customer what you are going

to do about the problem 4. End with a positive note

Types of Adjustment Le@er 1. When the seller is at fault

If the rm is to blame, then a frank admission with an expression of regret should be the beginning statement.

2. When the customer is to blame No strict policy exists for adjusting claims by customers who are responsible for their own complaint. One of two decisions is customary: either the rm will refuse the claim, or it will adjust it

a. Claim refused Express your gratitude for the customers calling your

attention to the dissatisfaction and make him feel that you are regretful over the incident

Empathize with him in his predicament Clearly and fully explain the facts of the case. Do not tell

him what he should have done or failed to do Appeal to his sense of fair play Express your heartfelt sincerity that the customers

interest is your priority, but in this particular case, you cannot be of greater assistance to him

2. Claim Granted Thank the customer for bringing the dissatisfaction to

your attention and express your regret over the incident Empathize with him or her Logically explain all the facts in the case Indicate what you intend to do Conne yourself to what you will do Grant the claim cheerfully For your conclusion, suggest what the customer can do

should a similar problem occur.