COMMUNICATIONDEFINITION OF COMMUNICATION[mass noun] the imparting or exchanging of information by speaking, writing, or using some other medium:television is an effective means of communication(communications) means of sending or receiving information, such as telephone lines or computers:satellite communicationscommunications) means of travelling or of transporting goods, such as roads or railways:a city providing excellent road and rail communicationsthe act or process of using words, sounds, signs, or behaviors to express or exchange information or to express your ideas, thoughts, feelings, etc., to someone else.

Introductory notes.1IMPORTANCE AND BENEFITS OF EFFECTIVE COMMUNICATION

a direction for those involved in a dispute or issuean understanding to the varying groups of what these issues involvehelp and support for those who need itthe ability to change opinion about a dispute in a way that leads to it being resolved. For organizations to be successful, a listening culture is vital. It brings greater performance, higher productivity and more staff buy-in, because when staff feel valued and recognised they do more to support the business. Effective communication reduces the incidence of misunderstanding and consequent errors, and enables employees to be more readily aligned to the vision and leadership of the organisation, and to work more efficiently. This in turn reduces the opportunity for disharmony, discontent or dissatisfaction, and supports a healthy working culture. Effective communication enables managers to be more aware of the internal and external pressures on employees, and promotes the opportunity for flexible and efficient management for example by enabling the provision of suitable interventions in the instance of sickness absence, care issues or bereavement that might benefit from temporary, flexible working arrangements.

IMPORTANCE OF ACTIVE LISTENINGIt goes without saying that effective communication includes active listening skills - engaging with the person youre listening to and responding appropriately. The ability to listen actively enables the person who is speaking to talk without interruption or contradiction and, by virtue of having a sounding board, clarify his or her opinion or circumstance. This improves self-confidence and encourages a better assessment of any proposed action, prior to it being taken. Unfortunately, its often the very people who require the most help who will deny theyre in need of such support. They will frequently assure colleagues that they can manage and are in control of a situation, when the reality is not only that they cant cope, but that they have never been actively encouraged by the organisational culture to seek help. Active listening should therefore be seen as an essential managerial tool and part of effective people management. It should be within the skills portfolio of all managers, and used in the maintenance of a stress-free work environment and the avoidance of disruption or discontent within the workforce.TYPES OF LISTENINGMarginal ListeningProjective ListeningEmpathetic ListeningInformative ListeningEvaluative ListeningAppreciative ListeningCritical ListeningDiscriminative ListeningFake Listening

ESSENTIALS OF LISTENINGCooperate with the speakerAvoid distractionsAsk questionsWithhold judgmental attitudeAvoid giving adviceDisplay appropriate body language

KINDS OF COMMUNICATIONVerbal CommunicationNonverbal CommunicationVERBAL COMMUNICATIONCommunication is done by word of mouth and a piece of writing. Objective of every communication is to have people understand what we are trying to convey. In verbal communication remember the acronym KISS(keep it short and simple).Usually people bring their own attitude, perception, emotions and thoughts about the topic and hence creates barrier in delivering the right meaning.Verbal Communication is further divided into:Oral CommunicationWritten Communication

Objectives for instruction and expected results and/or skills developed from learning. 7ORAL COMMUNICATION In oral communication, Spoken words are used. It includes face-to-face conversations, speech, telephonic conversation, video, radio, television, voice over internet. In oral communication, communication is influence by pitch, volume, speed and clarity of speaking.

ADVANTAGES AND DISADVANTAGES OF ORAL COMMUNICATIONAdvantages of Oral communication are:It brings quick feedback.In a face-to-face conversation, by reading facial expression and body language one can guess whether he/she should trust whats being said or not.Disadvantage of oral communicationIn face-to-face discussion, user is unable to deeply think about what he is delivering, so this can be counted as a

WRITTEN COMMUNICATIONIn written communication, written signs or symbols are used to communicate. A written message may be printed or hand written. In written communication message can be transmitted via email, letter, report, memo etc. Message, in written communication, is influenced by the vocabulary & grammar used, writing style, precision and clarity of the language used.Written Communication is most common form of communication being used in business. So, it is considered core among business skills.Memos, reports, bulletins, job descriptions, employee manuals, and electronic mail are the types of written communication used for internal communication. For communicating with external environment in writing, electronic mail, Internet Web sites, letters, proposals, telegrams, faxes, postcards, contracts, advertisements, brochures, and news releases are used.

ADVANTAGES OF WRITTEN COMMUNICATION Advantages of written communication includes:Messages can be edited and revised many time before it is actually sent.Written communication provide record for every message sent and can be saved for later study.A written message enables receiver to fully understand it and send appropriate feedback.DISADVANTAGES OF WRITTEN COMMUNICATION Unlike oral communication, Written communication doesnt bring instant feedback.It take more time in composing a written message as compared to word-of-mouth. and number of people struggles for writing ability.NON VERBAL COMMUNICATIONNonverbal communication is the sending or receiving of wordless messages. We can say that communication other than oral and written, such as gesture, body language, posture, tone of voice or facial expressions, is called nonverbal communication. Nonverbal communication is all about the body language of speaker.Nonverbal communication helps receiver in interpreting the message received. Often, nonverbal signals reflects the situation more accurately than verbal messages. Sometimes nonverbal response contradicts verbal communication and hence affect the effectiveness of message.

ELEMENTS OF NONVERBAL COMMUNICATIONAppearanceSpeaker: clothing, hairstyle, neatness, use of cosmeticsSurrounding: room size, lighting, decorations, furnishingsBody Languagefacial expressions, gestures, posturesSoundsVoice Tone, Volume, Speech rate

MATRICES OF NON VERBAL COMMUNICATIONBody languageChronomaticsChromaticsKinesicsProxemicsHapticsParalinguisticsTypes of Communication Based on Purpose and StyleFormal CommunicationInformal Communication

FORMAL COMMUNICATION In formal communication, certain rules, conventions and principles are followed while communicating message. Formal communication occurs in formal and official style. Usually professional settings, corporate meetings, conferences undergoes in formal pattern.In formal communication, use of slang and foul language is avoided and correct pronunciation is required. Authority lines are needed to be followed in formal communication.

INFORMAL COMMUNICATIONInformal communication is done using channels that are in contrast with formal communication channels. Its just a casual talk. It is established for societal affiliations of members in an organization and face-to-face discussions. It happens among friends and family. In informal communication use of slang words, foul language is not restricted. Usually. informal communication is done orally and using gestures.Informal communication, Unlike formal communication, doesnt follow authority lines. In an organization, it helps in finding out staff grievances as people express more when talking informally. Informal communication helps in building relationships.

COMMUNICATION BARRIERSAny factor that disrupts smooth flow of communication Communication failures at personal and professional level

FACTORS CAUSING COMMUNICATION BARRIERSLack of PlanningLack of trustAmbuiguityDistortionsImplied meaningsDrawing inferenceNoiseTime and distanceWrong choice of mediumFACTORS CAUSING COMMUNICATION BARRIERSIntra-personal communication barriersInter-personal communication barriersEnvironmental communication barriers

INTRA PERSONAL COMMUNICATION BARRIERSPhysiological barriersAttitudinal barriersPerceptual barriersPsychological barriersEmotional barriers

INTRA PERSONAL COMMUNICATION BARRIERS:PSYCHOLOGICAL BARRIERSFalse assumptionsOverconfidence and apathyFear and defensiveness

INTRA PERSONAL COMMUNICATION BARRIERS:PERCEPTUAL BARRIERSMental blocksINTRA PERSONAL COMMUNICATION BARRIERS:ATTITUDINAL BARRIERSEgocentrismJudgmental attitudeINTRA PERSONAL COMMUNICATION BARRIERS:EMOTIONAL BARRIERSIndividuals with higher emotional intelligenceINTRER PERSONAL COMMUNICATION BARRIERSSender- centric communication barriersReceiver- centric communication barriers

SENDER-CENTRIC COMMUNICATION BARRIERSLack of preparationLack of credibilityOver or under confidenceLack of interestInappropriate audience analysisLack of emotional intelligenceLack of social intelligenceIncorrect choice of communication channelTime deficitLack of cross cultural intelligenceOver or under qualificationLack of respect towards the recieverLack of right attitudeLack of language competency

RECIEVER CENTRIC COMMUNICATION BARRIERSNon listening or poor listeningPaucity of relevant informationInattentivenessTime deficitLack of language competencyInterpretation of wordsBypassed instructionsDenotations and connotationsInformation overloadLack of the collaborative effortOverconfidence/underconfidenceENVIRONMENTAL COMMUNICATION BARRIERSPhysical barriersChronomatic barriersSocial barriersCultural barriersTechnological barriersOrganizational barriersGender barriersCOMPONENTS OF COMMUNICATIONCONTEXT SENDER ENCODERMESSAGEMEDIUMRECIEVER DECODERFEEDBACKDIMENSIONS OF BUISNESS COMMUNICATION IN AN ORGANIZATIONIntra-personal communicationInter-personal communicationVerbal communicationNon-verbal communicationInter-organization communicationIntra-organization communicationInter-cultural communicationINTRA-PERSONAL COMMUNICATIONSelf imageSelf talkSelf esteemSelf confidence

INTER-PERSONAL COMMUNICATIONEmpathyAssertivenessCultural SensitivityPerseverance

VERBAL COMMUNICATIONLanguage CompetencyVocabularyGeneral AwarenessDomain knowledge

INTRA-ORGANIZATIONAL COMMUNICATIONOrganizational cultureOrganizational politicsInnovative CommunicationTraditional CommunicationINTER ORGANIZATIONAL COMMUNICATIONCorporate IdentityNetworkingInnovative CommunicationTraditional CommunicationINTRA-CULTURAL COMMUNICATIONContextual SimilaritySocial SimilarityLegal and ethical similarityCommunication similarityINTER CULTURAL COMMUNICATIONContextual DiversitySocial DiversityLegal and ethical DiversityCommunication DiversityTHE SEVEN CS OF EFFECTIVE COMMUNICATIONCOMPLETENESSCONCISENESSCONSIDERATIONCONCRETENESSCLARITYCOURTESYCORRECTNESSCOMPLETENESSMENTAL FILTERSNECESSARY INFORMATIONANSWER ALL QUESTIONS ASKEDGIVE SOMETHING EXTRA WHEN DESIREABLEOMISSIONS CAUSE SUSPICIONSGIVE SOMETHING EXTRA WHEN DESIREABLECONCISENESSA COMPLETE MESSAGE WITHOUT BEING WORDYCOMBINED WITH A YOU VIEWRESPECT FOR RECIPIENTSAVOID UNNECESSARY REPETITION(BOOK)INCLUDE ONLY RELEVANT MATERIAL

CONSIDERATIONFOCUS ON YOU INSTEAD OF ISHOW AUDIENCE BENEFIT OR INTEREST IN THE RECIEVEREMPHASIZE POSITIVE PLEASANT FACTSEMPHASIZE ON BENEFITS OF THE READERSCONCRETENESSSPECIFIC,DEFINITE AND VIVID RATHER THAN VAGUEUSE FACTS AND FIGURESPUT ACTION IN YOUR VERBS(SPECIFIC,PERSONAL,CONCISE,EMPHATIC)CHOOSE VIVID IMAGE BUILDING WORDSUSE ACTIVE VOICE

CLARITYCHOOSE AS PRECISE OR AS CONCRETE A WORD AS POSSIBLESELECT A WORD THAT HAS A SENSE OF APPROPRIATENESS FOR THE READEROPT FOR THE FAMILIAR WORDSLIMIT SENTENCE LENGTH TO 17 OR 20 WORDSINSERT NO MORE THAN ONE MAIN IDEA INTO THE SENTENCEARRANGE WORDS SO THAT THE MAIN IDEA OCCURS EARLY IN A SENTENCECOURTESYBE SINCERELY TACTFUL,THANKFUL,THOUGHTFUL,APPRECIAITIVEHAVE A SINCERE YOU ATTITUDEUSE EXPRESSIONS THAT SHOW RESPECTCHOOSE NON DISCRIMINATORY EXPRESSIONSUSE NON SEXIST LANGUAGENON DISCRIMINATORY WORDSCORRECTNESSUSE THE RIGHT LEVEL OF LANGUAGECHECK ACCURACY OF FACTS AND FIGURES AND WORDSMAINTAIN ACCEPTABLE WRITING MECHANICSWRITING EFFECTIVE BUSINESS LETTERSPRINCIPLES OF EFFECTIVE WRITINGSolid structureCrystal clear clarityCandid consistencyLevel-headed selection of medium

SOLID STRUCTUREA structure holds true to any form of communication-a letter,a memo,an email,webpageIntroduction: to the pointopeningBody:Gist of the message liesConclusion:Sum up the messagetPrimary Effect and Recency EffecCRYSTAL CLEAR CLARITYA high degree of clarity is essential to all written communicationCANDID CONSISTENCEYAvoid contradicting yourselfDo not try to play smart

LEVEL- HAEDED SELECTION OF MEDIUM High level of accuracyLikelihood of receiver comprehensionCost effectivenessBe direct and consciseBe honest and conciseBe honest and genuineBe present and openBe confident and be measured

LEVEL- HAEDED SELECTION OF MEDIUMIntensityIntegritySimplicitySuccinctness

WRITING PROCESS3 into 3 writing process:Pre-writingWritingRevising

PRE-WRITINGStep 1: AnalyzingWill anything change as a result of your message?Is your purpose realistic?Is it the right time to convey the message?Identify your primary reciverDetermine receiver size and compositinDetermining the geographic distribution of the recieversGauging receivers level of undersatndingPRE-WRITINGUnderstanding your recievers expectations and preferencesForecasting the receiver's probable reactionSTEP 2: ANTICIPATINGTo inform To persuadeTo collaborateTo determine

STEP 3:ADAPTINGCombines the analysis and anticipation stageBe sensitive to your recievers needsBuild a strong relationship with your recieverControl your style to maintain a professional toneWRITINGRESEARCHINGORGANIZINGCOMPOSINGRESEARCHINGConsidering the view point of othersReading reports and other authentic documentsTalking with supervisors or colleaguesUsing search enginesORGANIZINGFive Ws one HProviding accurate information especially about your company and its operationsMaintaining ethical standardsEnsuring information is pertinent to receiver's needsCOMPOSINGInclude functional words:including conjuctions,prepositions,articles,pronounsContent words:nouns,verbs,adjectives,denotative words or connotative wordsUsing short sentencesOrganize coherent paragraphs:topic sentence,support sentenceWell developed paragraphs are unified,well-supported,choherent,using transitions

REVISINGRevising or editingProof readingEvaluating

DIFFERENT FORMS OF WRITTEN COMMUNICATIONBusiness lettersMemorandumsOffice orderOffice circularNotice, agenda,minutes of meetingPerformance appraisalBusiness lettersDrafting at convenienceExtensive reachA record for the purpose of lawA record for referenceSolidifies a business brandHelps to expand businessSaves money in communicationConvenient for giving not so good news

PARTS OF A BUINESS LETTERHeadingInside addressSalutationBody of the letterComplimentary closeSignature block

HEADINGLetterhead:Dateline

DATELINE STYLESINSIDE ADDRESSReceiver's courtesy styleThe receiver's nameThe recivers professional titleDepartment nameCompany nameReceiver's standard addressLeft marginSLAUTATIONDear SirDear MadamDear SirsDear Shri BakshiDear customer,Dear subscriber,Dear editorBODY OF THE LETTERReal message of the letter, begins below the salutation with a double spaced in betweenIt may have blocked or intended paragraph depending on the letters formatClear introductionMain bodyA line seeking action and responseA closing section

COMPLIMENTARY CLOSEEnds the messageGoodbye and signature of the writerDouble spaced format after the text SIGNATURE BLOCKWriters signed nameFour lines beneath the complimentary close

LETTER FORMATSFull Block FormatModified block format Semi block formatFULL BLOCK FORMATReturn address:helps the reciever find out where the letter has come from,a space between return address and the dateline can be skippedDateline:written below the return address in the style applicable to the geographic location.a line space between dateline and the inside address can be skippedInside address:Recievers address mentioning his/her name,title and company name is given.Line spaceSalutation:Dear Ms/Mrs/Mr last name.A line between the salutation and subject line can be skippedSubject line:optional element and can be skippedBody of the letter:Paragraph should be single spaced.A line between the end of the body and the complimeantary close may be skipped.Complimentary close:It indicated to the reader that you have finished your letter.A comma after the compliemntary close

FULL BLOCK FORMATSignature block:signature in penPrinted name:typed nameMODIFIED BLOCK FORMATReturn address,dateline,complimentary close,signature block,printed name-RIGHT SIDE OF THE PAGE

SEMI-BLOCK FORMATIndentation on the right half of the page.First line of the paragraphs are always intended.Indentation of the first line is the only difference between the semi block and modified block formatlMEMORANDUMSWithin the organization communicationMost common form of written communicationA memorandum (abbrev.: memo) was from the Latin verbal phrase memorandum which means"to mention, call to mind, recount, relate",[1] which means "It must be remembered (that)...". PURPOSEfor decision is to support decision making to help (or sometimes influence) a decision-maker to make a better decision in a particular problem situation than he might otherwise have made without the analysis.[5]conveying information; informing decisions, making a request, providing a response to a question, making a suggestion, presenting an informal report, proposing a solution to a problem, or documenting a reference for future use.ADVANTAGES OF WRITING MEMOSHistorical SignficanceJohn Guillory of the University of Chicago and Critical Inquiry website explains that as businesses evolved and become more complex at the end of the 1800s, it became increasingly important for companies to communicate effectively and keep records of what they were doing. Businesspeople thus developed memos as a new style of internal business communication. By the 1920s, memos had transformed business interactions and were commonplace.

ADVANTAGES OF WRITING MEMOSInexpensiveA major advantage of business memos is that they are inexpensive to create. Even when businesspeople physically print the memo, doing so usually costs the company far less than it would to halt work entirely to have a formal meeting about what the memo addresses. If businesspeople send the memo via email, the company also is able to communicate without without having ink and paper expenses, and there is no physical disposal of the memo papers necessary for which the company could be charged

ADVANTAGES OF WRITING MEMOSEVIDENCE:Memo information is harder to dispute than oral communication because the memo is evidence of what the writer said. If there is a dispute, employees and managers can refer to the memo to resolve the conflict. The memo also may serve as a reference for employees for the future as a way of maintaining memory clarity. This keeps operations efficient.ADVANTAGES OF WRITING MEMOSTIMELINE SNAPSHOT:Business memos show what was happening in a company at a specific point. They show who was involved in company actions, what the goals were and who initiated them. By keeping a minimum of a digital copy of each memo produced, the company has records of operations. These are useful for audits and showing investors and other interested parties that the company is progressing toward goals.ADVANTAGES OF WRITING MEMOSLESS DISRUPTIVE:Businesspeople are able to produce and deliver memos unobtrusively. Even when the memo is physically printed, employees can read the memo at their leisure. This is less disruptive than other means of communication such as phone calls, instant messaging or meetings.ADVANTAGES OF WRITING MEMOSDELIVERY:Delivery of memos is easy. With hard-copy memos, it takes just one person to hand the memo out to employees or put it in the employee mailbox. It usually does not take more than one business day for the memo to travel from department to department. With digital memos, businesspeople can send the memo to hundreds or even thousands of workers with a single click, getting the memo out in just secondsADVANTAGES OF WRITING MEMOSCRITICAL THINKING:Business memos are designed to be short and to the point. Whatever is in the memo is evidence, as well. These two points encourage the writer of the memo to think critically about what he puts into the memo. By doing this, the writer gets a clear picture of the intent behind the writing and thus is better able to defend the memo's purpose in the futureTIPS FOR MEMO WRITINGCheck for stylistic requirements with your job. Does the company that you work for have a standard form when it comes to writing memos? If so, is it downloadable?Make sure that the body of the text is written in clear, concise and grammatically right language.Do not use long and overly wordy sentences. Keep it simple.Do not use a greeting or a salutation. You should simply go right into the subject of the memo.Feel free to use bulleted lists and headings to convey your message.Conclude the memo with any closing statements that may inspire the recipient to take action.Mention any and all attachments at the end of the memo using the single word Attachment.

PARTS OF THE MEMORANDUMTOFROMSUBJECTDATEMESSAGEORAL PRESENTATIONSThe process of offering for consideration or displayA social introduction, as of a person at courtA demonstration, lecture, or welcoming speechA manner or style of speaking, instructing or putting oneself forwardThe manner of presenting, esp the organization of visual details to create an overall impressionThe formal introduction of a person, as into society or at court; debutThere are six types of presentations:InformativeAnalyzingPersuasiveInstructionalArousingDecision Making

PURPOSE OF ORAL PRESENTATIONTo informTo persuadeTo build good will

THREE STEP OF ORAL PRESENTATION PROCESSPlan your presentationWrite your presentationComplete your presentationPLAN YOUR PRESENTATIONANALYZE:study your purposeInvestigate:Gather needed informationAdapt:Adapt your presentation to audience and occasion,then establish a good relationship with your audiencePLAN YOUR P`RESENTATIONANALYZE:study your proposal,lay out your schedule and profile of your audienceINVESTIGATE:Gather information through formal or informal research methodsADAPT:Adapt your presentation to occasion and audience;then establish a good relationship with your audienceAUDIENCEAudiences can be classified into four basic categories:CaptivesPragmatistsSocially motivatedCommittedVisuals[edit]

2:WRITING ORGANIZE:define your main idea,limit the scope,choose your approach and styleCompose:compose main idea ensuring that the introduction,body,close,and question and answer period all accomplish the necessary tasks of an oral mediumORGANIZE ORAL PRESENTATIONDefine the main idea:How your audience can benefit from your message1.Convince2.Adudinece concerns

ORGANIZE ORAL PRESENTATIONLimit your scope:fit your presentation to the time allotedChoose your approach:structure it like a memoPrepare your outline:they can help you compose your presentation and stay on taskDecide on an appropriate style:a casual style for small groups and a formal style for larger groups ORGANIZE ORAL PRESENTATIONDeveloping oral presentation1.Introduction2.Body3.CloseDEVELOPING ORAL PRESENTATIONINTRODUCTION:Arousing audience interestUse humourTell a storyAsk a questionState a startling statisticMatch the introduction to the tone of your presentationTo capture attention,connect your topic to listeners needs and interestsBuild crdibiltyPreview your presentationDEVELOPING ORAL PRESENTATIONBODY:Limit the body to three to four main pointsConnect your ideas with puntuation marksHolding your audience attention

Holding your audience attentionRelate subject to the audience needsAnticipate audience questionsUse clear vivid languageExplain the relationship between your subject and familiar ideasORGANIZE ORAL PRESENTATIONCLOSE:Strong and lasting impressionSummarize the main ideaRestate the main pointsDescribe the next to be taken steps3:COMPLETING THE ORAL PRESENTATIONMastering the art of deleivery:1.Memorizing2.Reading3.Speaking from notes4.Impromptu speaking3:COMPLETING THE ORAL PRESENTATIONPreparing to speakOvercoming anxietyHandling questions responsivelyCOVER LETTERSA cover letter introduces you and your resume to potential employers or organizations you seek to join (non-profits, educational institutions, etc). It is the first document an employer sees, so it is often the first impression you will make. Take advantage of this important first impression and prepare the reader for your application, stating why you are writing, why you are a good match for the job and the organization, and when you will contact him or her.Cover letters do more than introduce your resume, though. A cover letter's importance also includes its ability to:Explain your experiences in a story-like format that works with the information provided in your resumeAllow you to go in-depth about important experiences/skills and relate them to job requirementsShow the employer that you are individualizing (tailoring) this job applicationProvide a sample of your written communication skills

CONTENTS OF COVER LETTERSHeadingProvide your contact information.Include the date you are writing the letter.Include the address of the company.IntroductionGreet the specific person with whom you are corresponding.State the position you are applying for and where you heard about it.Name drop if you have a good connection.State why you believe you are a good match for the position and the organization, including 2-3 key qualifications that you will address in the rest of the letter (these items should match up with your resume).

CONTENTS OF COVER LETTERSArgument/BodyTailor cover letter for each job application.Focus each paragraph on one qualification that shows you are a good match for the job and organization.Give specific examples to prove where you got these skills and how you have used them before.Tell a story; do not just list your skills.Refer to your resume; do not repeat it.Do not use contractions.ClosingClose with a strong reminder of why you are a good match for the job and the organization.Request an interview in some way.Provide contact information.Thank the person for reading your material.Sign your name and print it underneath.

FORMATTINGRemember that the basic format of a cover letter follows that of a business letter. As you design the page, think about the following:LengthKeep to one page.Write one paragraph of introduction, one-three paragraphs to highlight your skills, and one paragraph to conclude.SpacingSingle-space your cover letter.Leave a space between addresses and dates in the heading.Leave a space between your heading (contact info) and greeting ("Dear...:").Leave a space between each paragraph.Leave at least three spaces between your complimentary close ("Sincerely,") and typed name.Sign your name in ink between your complimentary close and typed name.

FORMATTINGMargins and AlignmentUse standard margins (one-inch margins, usually).Can use smaller margins (to about 0.7-inch) as long as you are consistent on all sides.Align all paragraphs to the left of the page. (You can also indent the first line of each paragraph, but that is not used as often.)

COVERLETTERIn order to provide the most professional image of yourself to potential employers, you want to have polished documents with no mistakes. Here are some final tips to get this professional look:Proofread the cover letter after a few hours or days (improve sentences, grammar, typos).Give your cover letter to friends, professors, and/or colleagues for proofreading and suggestions.Go to the Purdue University Writing Lab in Heavilon 226 for a free cover letter tutorial (if you are affiliated with Purdue).

PURPOSE OF THE COVERLETTERWhat is the purpose of the cover letter?A cover letter:introduces you and your resume to an employerexplains why you are writing or applying for the jobdetails why you are a good match for the organization and the positiondemonstrates your abilities and helps to establish your credibilitydraws your readers' attention to specific qualificationsprovides a sample of your written communications skillsexplains when you plan to contact your prospective employer.Tailor your cover letter to:show specific needs of employers and how you meet thempersuade that your goals align with the organization's goals (mission) and that your skills align with the position requirements (also see our Effective Workplace Writing resource).An effective cover letter:highlights the qualifications related to the position as laid out in the job criteriaproves that you align well with the organization and that you meet the job requirementsprovides contact information and a plan for future contact.

TIPS FOR EFFECTIVE COVERLETTERSLearning about the jobYour ability to learn the needs of your readers will help you write a cover letter effectively. You should learn as much as you can about your audience (your potential employer) before writing your cover letter. Your goal is to learn about the organization, its goals and needs. Then, you should learn about what kind of employee the organization needs and what an employee will be expected to do.After reading a job advertisement, ask as many questions as you can to learn what your prospective employer wants. Lastly, think about who will be reading your job application documents - human resources, prospective employers, etc. Think about how your document many move through the organization you want to join (also see our Audience Analysis resource).Some questions to begin with are:"What values and skills would a good match have for the prospective organization/job?""What kind of personality do I have?" "What level of education do I need?""What kind of work experience do I need?"Read the job advertisement carefully. Most advertisements are divided into two sections, a qualifications section, and an explanation of what duties the hired candidate will perform.

TIPS FOR EFFECTIVE COVERLETTERSContact the organizationAnother way to learn about a good match for the organization and job is by contacting someone with "inside information" (insiders).Insiders include, but are not limited to:a professoryour potential employeran expert in your fielda person who holds the position you want at a different company.Insiders may be able to tell you what a job entails, and what kind of person an employer is likely to hire.If you decide to call insiders, it is essential for you to be kind and truthful at all times. Being kind will help you to avoid offending someone with whom you might work in the future. It is best for you to see each contact with a company as an opportunity to make a good impression.When calling insiders, try to plan the flow of your conversation ahead of time.Start by explaining who you are and why you are calling. Ask questions that will facilitate an informative, friendly conversation.Write questions before calling to avoid a lull in the conversation.Questions such as the following will help you to start an effective conversation:"What are the organization's goals/missions?""What kind of person is your company looking for?""What qualifications are most important for this position?""Is there anyone else I can contact to learn more about your company?" "Is there anything you think someone with my experience should do to improve my qualifications?"Try to keep the conversation rolling, and maintain a pleasant tone at all times. Also remember to thank your contact for speaking with you, even if he or she was unable to provide you with helpful information.

TIPS FOR EFFECTIVE COVERLETTERSRead the organization's websiteAnother good way to do your audience analysis is by reading an organization's website.Corporate/organization websites provide a good idea of what a company/organization values. Look for words that describe the company and its employees. Words repeated throughout the website reveal particularly important values. Some organization websites may even have a "Mission Statement" you can read to learn about what they want to achieve. Use the language on the website and in the missions statement to help guide your language in your cover letter.Use college career centersIf you are in college, see what information is available at your university's career center. See if the university has any connections to this company. Career centers should have any information concerning upcoming visits of companies to career fairs. At Purdue University, the Center for Career Opportunities (CCO) maintains a number of resources that are helpful for students looking for internships and jobs.

WRITING ROUTINE,GOOD NEWS AND GOOD WILL MESSAGES