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Written Modes of Professional

Communication

Genres Across Professions

• Business Letters• Memoranda• Minutes of Meetings• Application Letter• Resume

Sir Shad

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Business Letter

An effective business letter elicits the expected response from the reader. This can be achieved through concise, tactful, and accurate writing style. A business letter serves several purposes: for sales efforts, for complaints, for information dissemination, for relationship building, and for problem solving.

Who writes Business Letters?

● Most people who have an occupationhave to write business letters. Some writemany letters each day and others onlywrite a few letters over the course of acareer. Business people also read letterson a daily basis. Letters are written from aperson/group, known as the sender to aperson/group, known in business as therecipient. Here are some examples ofsenders and recipients:

• business ⇔business

• business ⇔consumer

• job applicant ⇔company

• citizen ⇔government official

• employer ⇔employee

• staff member ⇔staff member

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Types of Business Letters

● Business Letters are basically ofTwo Types:

1. Formal Business Letter –Formal business letters are thetypical or standard businessletters meant for legal or officialcorrespondence. These includeletters regarding business deals,order, claim, dispute settlement,agreements, information request,sales report and other officialmatters.

2. Informal Business Letter –Informal Business Letter has a laid back approach. It is used for casual correspondence but doesn’t necessarily have to have a casual tone of language. These letters include memorandums, appraisals, interview thanks, reference letters, cover letter, customer complaint letters, e-mails and others which are less important or regular.

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Parts of a business letter

Parts Functions

Letterhead

It identifies the writer, his/her address, and contact numbers. When plain bond paper is used, theconventional heading includes the address of the writerand the date when the letter is written. Amodernheading uses the company’s stationery which bears the company’s logo, address, telephone number, and other information.

Date

It is placed between the letterhead and the inside address.It should never use plain numerals for dates as it maycreate confusion. Instead of using 09/30/20, September 30, 2020 or 30 September 2020 can be used.

Inside Address

It identifies the reader’s name, position, and company, and address. It should be placed immediately below the date.

Attention Line

It is used when the writer wishes to address the whole company but wants to bring it to the attention of aparticular person in the company. It can be written in twoformats:

Attention Peter Burkin Attention: PeterBurkin

Salutation

It refers to the writer’s greeting to the reader. It can appear in different formats:

Dear Sir: Sir: Dear Mr.Burkin:

Body

It contains the message of the letter.Paragraphs are single-spaced internally butdouble spaced to separate paragraphs. Ifthe letter is too short, the body can bedouble-spaced or triple-spaced to separatethe paragraphs.

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Business Letter Styles

There are Four Styles, or Indentation Formats used for writing business letters.

● Full Block Style – Block letter format is commonly used to correspond between businesses and between individuals and businesses. Its main purposes are to inform, request or register a complaint.

In full block format letter:• All the text is aligned to the left margin

• All lines are left justified

• Paragraphs are not indented

• Paragraphs are separated by double or triple

spacing

• Everything is followed by a single blank space

in most cases but there are exceptions: three or

four spaces follow the date; two spaces follow

the body; three or four spaces after the closing

(enough room for a signature); and two blank

lines after the sender's title

• There is no punctuation in the addresses

• There is a comma after the greeting, although

some in the U.S. prefer a colon

• The closing is also followed by a comma

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● Modified Block Style – Modified block

format is a conventional way of writing

formal business letters. Its format is

applicable to both print and email

correspondence. Its main purposes include

cover letters, thank you letters, letters of

resignation and sales letters.

In Modified Block Format Letter:● All text is aligned to the left margin,

except for the author's address, date,and closing

● Paragraphs are not indented

● The author's address, date, and closingare usually indented three inches fromthe left margin, but can be setanywhere to the right of the middle ofthe page, as long as all three elementsare indented to the same position.

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● Semi-Block Style –Semi-Block letter format has partial formatting of a full block style.

In Semi-Block FormatLetter:• All text is aligned to the left margin• Paragraphs are indented

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● Modified Semi-Block Style – In modified semi-block format there are partial elements of modified block style.

In Modified Semi-Block Format Letter:• All text is aligned to the left margin,

except for the author's address, date, and closing

• Paragraphs are indented• The author's address, date, and closing

are usually indented in same position

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Sample Business Letter

Conventional Heading

Date

Inside Address

Salutation

Body

Complimentary Close

Signature block

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MEMORANDUM

● Memorandum is a business correspondence which aims to inform and persuade target readers who are within the organization. The term memorandum can be shortened or abbreviated by calling it a memo, a Latin term which means “ it must be remembered”, the memo is usually issued and disseminated by those occupying mid-level positions and up in an organization. Similar to news writing format, it follows an inverted pyramid structure. This means that the most important information comes first

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Five Types of Memo

1. Instruction memo provides information that the readers need to perform accurately. A notice directing the employers to undergo physical check-up is an example of this kind of memo.

2. Request memo asks readers to provide certain information or take certain actions. An example of this memo is when requesting refund for seminar.

3. Announcement memo provides information about an event, person, or thing. An example of this memo is when announcing a meeting.

4. Transmittal memo serves as a cover note for a more formal or lengthy document. An example of this memo is when transmitting an annual report to the members of the board of directors.

5. Authorization memo gives permission. Anexample of this memo is when allowingan employee to study on Saturdays.

● Advantages of a Memo1. It reaches a large number of readers at the

same time.2. It provides a written record that can be

accessed any time.3. It allows a detailed and accurate delivery of

message.

● Disadvantages of a Memo1. It is not ideal to convey complex topics

since memos are generally used for shorttexts.

2. It takes time to reach distant branches andoffices.

3. It is more expensive than e-mail.

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Parts of a MemoParts Functions

Letterhead It identifies the writer,his/her address, and contact

numbers.Date It is placed between the

letterhead and the insideaddress. It should never useplain numerals for dates as itmay create confusion. Instead ofusing 02/02/16, February 2, 2016or2 February 2016 can be used.

“To” line It indicates the name and the title of the receiver.

Attention line

It is used when the writerwishes to address the wholecompany but wants to bring itto the attention of a particularperson in the company. It canbe written in two formats.Attention Peter BurkinAttention: Peter Burkin

“From” Line It indicates the name of thesender. The sender shouldaffix his/her initials on theright side of his/her name forverification purposes.

Subject Line It announces the maincontent or topic of the memo.Subject is more preferredthan the old term Re.

Body It contains the message of thememo. Paragraphs aresingle-spaced internally butdouble-spaced to separateparagraphs. If the memo istoo short, the body can bedouble-spaced or triple-spaced to separateparagraphs. Paragraphs inthe memo are not intended.

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Enclosure notation

It indicates the attachmentsto the letters. It can bewritten in the followingformats.

Enclosures (2)Enclosure enc./encl.

Copy notation It indicates the name of thesecondary recipients of theletter. It is indicated by cc:which means carbon copyor courtesy copies.

Identificationinitials

It indicates the typist’sinitials if the sender is notthe one who personallytyped the document.

Tips for Writing a Memo

1.Use bullets, numbers, and letter to list information.

2.Use a positive tone, active verbs, and concise wording.

3.Use the first person.4.Eliminate grammatical and

typographical errors.5.Use correct format and structure.6.Be formal7.One can use solid capitals and

center indentation for importantdetails.

8.Proofread the content beforesending.

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Sample MemoLetterhead

Date

“To” Line

“From” Line

Attention Line

Subject Line

Body

Enclosure Notation

Copy Notation

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Minutes of Meeting

Minutes of meeting can bedefined as the written record ofeverything that has happenedduring a meeting. They are usedto inform people who didn'tattend the meeting about whathappened, or to keep track ofwhat was decided during themeeting so that you can revisit itand use it to inform futuredecisions. Soft and hard copiesare highly recommended.

Below is a template of the minutes of the meeting:

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Tips that might help your note taking:

● Create an outline - having an outline(or template) based on the agendamakes it easy for you to simply jotdown notes, decisions, etc. under eachitem as you go along

● Record decisions or notes on actionitems in your outline as soon as theyoccur to be sure they are

recorded accurately.● Ask for clarification if necessary – for

example, if the group moves on withoutmaking a decision or an obviousconclusion, ask for clarification of thedecision and/or next steps involved.

● Don’t try to capture it all – you can’tkeep up if you try to write down theconversation verbatim, so be sure tosimply (and clearly) write (or type) justthe decisions, assignments, actionsteps, etc.

● Record it – literally, if you are concernedabout being able to keep up with notetaking, consider recording the meeting(e.g., on your smart phone, iPad,recording device, etc.) but be sure to letparticipants know they are beingrecording.

● Edit to ensure brevity and clarity, so theminutes are easy to read

● In terms of MOM format, here are a fewthings to keep in mind:

- Be objective- Write in the same tense throughout- Avoid using names other than to record

motions and seconds.- Avoid personal observations — the

minutes should be solely fact-based- If you need to refer to other documents,

don't try to summarize them. Rather, simply indicate where they can be found or attach them as an appendix

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Application Letter

● An application letter is a standalone document you submit to a potential employer to express your interest in an open position. The job application letter explains who you are as a professional and an individual. The letter should highlight your achievements and skills, helping to get the attention of the hiring manager or recruiter responsible for reviewing applications. When written well, this letter explains to the reader why they should ask you in for an interview and highlights the key qualifications that make you a fit for the role.

● A job application letter can impress a potential employer and set you apart from other applicants. In your letter, you may also want to show your familiarity with the company to which you’re applying. You can talk about how your professional goals and aspirations align with the company’s goals. It’s important to use your job application letter to showcase aspects of your personality.

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Job application letter tips

1. Emphasize your skills and abilitiesAn application letter is your opportunity to sell yourself as an excellent candidate for the open position. Include specific examples of situations in which you applied your experience, abilities and skills to benefit the organization. It is also helpful to include data that supports your claims.

2. Stay conciseAlthough it may be tempting to include a lot of detailed information about yourself, it is important to be concise. If a hiring manager receives a letter that is multiple pages, they may not take the time to read it. A brief letter is more manageable and appealing.

3. Proofread the letterSince this letter is serving as your first impression, you want to make sure It is as positive as possible. Make sure your letter does not have any grammatical or spelling errors to avoid a potentially negative first impression.

4. Review the job listing keywordsMost job postings will include certain skills and abilities that the hiring manager and supervisor want applicants to possess. Including these keywords in your application letter helps to show the person reviewing it you would be a good fit in that specific role.

5. Send a letter for every position to which you applyUnless a job posting specifically states not to send an application letter, it is smart to send one for each job to which you apply. This letter offers the opportunity for a potential employer to learn more about you and gives you the chance to set yourself apart from other applicants.

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How to format an application letter?

When writing an application letter for a job, follow these steps to make sure you include information about yourself and your professional experience that will appeal to a hiring manager:

● Use a professional format.● Create the heading.● Address the letter to the

hiring manager.

1. Use a professional format

A job application letter should be more professional than a thank-you card or an email to a coworker or friend. The alignment of the document should include single spacing, one-inch margins and left alignment. It’s best to use a professional and traditional font, such as Times New Roman, in a size from 10 to 12 points. Try to keep your job application letter to one page. When a hiring manager reviews your job application letter, they will get their first impression of you as a potential employee, so take time to format it professionally and keep it concise.

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2. Create the heading

Use a formal business heading for your job application letter. The heading should include your name and contact information, the date and the company name and address. If you send your job application letter via email, you can eliminate your name and contact information from the header and put it at the bottom of the email after the signature instead.

Example header:

Your nameYour city and ZIP codeYour phone numberYour email address

Date

Name of hiring manager or supervisorTitle of hiring manager or supervisorCompany nameCompany physical address

By including a professional and detailed heading, you can make it easier for the hiring manager to follow up with you regarding the position.

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3. Address the letter to the hiring manager

In your research, try to find the name of the person reviewing applications for the job. Address your letter to this person with a common business greeting, such as “Dear Mr./Ms.” and their last name. If you’re unable to find their preferred gender pronouns (she/her, them/they) of the individual reviewing your application, you can use “Dear [first and last name]” or “Dear Hiring Manager.”

● Review information about the company and position

● Open the letter by describing your interest

● Outline your experience and qualifications

● Include aspects of your personality

● Express appreciation● Close the letter

How to write an application

letter?

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How to write a good resume?

Your resume must clearly, concisely and strategically present your qualifications to get a recruiter interested in meeting you. It should convey your skills, work experience and assets. The resume is used to describe what you can accomplish professionally in a manner that also illustrates what you can do for an employer. Job opportunities can arise unexpectedly. An updated modern resume is the key to a successful job search.

● Keep your resume clear and conciseAn employer takes an average of 30 seconds to skim a resume. You want them to see right away that you are qualified for the position.

● Proofread your resume numerous timesBe sure there are no spelling or grammar mistakes. Have someone else read it over as well. A simple spelling mistake on a resume can give a negative impression to the employer. It can even prevent you from getting the job.

● Limit your resume to two pagesPlace the emphasis of your resume on your most recent experience. Older jobs and experience that are more than 15 years old should either be cut out or minimized. This way, the employer can focus on more relevant information.

Resume Writing Do's

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● Tailor your resume to suit the position you are applying forSpecify work experience or achievements that are related to the position you are applying to. This can be done by reviewing the job description or the employer website.

● Highlight what you have accomplishedYou want to be able to identify the best examples of where you demonstrated your skills. These examples should speak to what you achieved in your role, and should demonstrate what kind of employee you are. It is best to include this information in the "Work experience" section of the resume.

● Be honestLying on your resume is never a good idea. You don't want to overstate your skills or results as it will mislead the employer. Have confidence in what you have to offer.

● Quantify your achievementsUse firm numbers that the employer will understand and be impressed by. For example, how many people you supervised, how many products you sold, by what percentage you increased sales, etc.

● Use simple words and action verbsThe person reading your resume might not always be the employer. Resumes can be reviewed by recruiters or Human Resources specialists who may not be familiar with your specific field. Use simple and plain language, but also persuasive verbs such as handled, managed, led, developed, increased, accomplished, leveraged, etc.

Resume Writing Do's

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● Include unpaid work that show off your skillsIf you have volunteered with a well-known organization or worked for an important cause, put it in your resume. You should include these experiences under the "Work experience" or the "Volunteer work" section, especially if they are related to the position you are applying for.

● Double check and include your contact informationYour resume should list your name, address, email and phone number. This information should be placed at the top of the first page. Also, make sure this information is accurate. Otherwise, the employer won't be able to contact you.

● Don't use an inappropriate email addressMake sure your email is easy to read, easy to type, professional and non offensive. In general, your email address should be based on your name. Exclude any nicknames, numbers, or special characters.

● Don't include unnecessary personal informationIt is best to leave out any personal details such as age, weight, height, marital status, religious preference, political views, or any other personal attributes that could be controversial. This will prevent any potential bias. Most importantly, never include your Social Insurance Number in your resume.

Resume Writing Do's Resume Writing Don'ts

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● Don't include a picture of yourselfAlthough in some countries it may be acceptable to include a photo, it is not the norm in Canada. It can actually lower your chances of obtaining a position and divert the whole focus of your resume. You want the employer to focus on your skills and experience, not what you look like.

● Don't use too many bulletsMake your resume easy to read by limiting each resume section or sub section to 5-7 bullet points. This will make it easier for the employer to scan your resume and identify your potential. Each bullet point should be used wisely by keeping the information relevant and concise.

● Don't use personal pronounsDo not use "I," "my," or "me". Write your resume in the third person, as if it's being written by someone else.

● Don't simply list job responsibilitiesYour job duties will be obvious from your job title. Instead, highlight your achievements by putting a personal spin on your job duties and providing specific examples.

● Don't make general statementsSteer clear from vague statements that don't highlight your actual contribution. Unclear statements such as, "Responsible for improving efficiencies and making cost savings", does not provide any information to an employer. Personalize your experience!

● Don't include reasons for leaving previous jobsThe main purpose of your resume is to promote you, your skills, experience and achievements. It should be entirely positive, and therefore should not include reasons for leaving as it does not add any value to you as a candidate.

Resume Writing Don'ts

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● Don't include referencesAn employer only requires references if they are seriously considering hiring you. Keep references on a separate sheet and provide them only when they are specifically requested.

● Don't include hobbies or interestsIt is not recommended to mention hobbies because of the judgments potential employers can make. However, if your hobbies relate to the position, you may include them as they can demonstrate to the employer why you are a good fit.

Resume Writing Don'ts

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Thank You!

Sir Shad