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Pearson Business Reference and Writer’s Handbook

Section ElevenBusiness and Employment

Communications

Pearson Business Reference and Writer’s HandbookMoore, Seraydarian, and Fruehling

© 2010 Pearson Higher Education,Upper Saddle River, NJ 07458. • All Rights

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This section provides

Fundamentals of writing everyday business documents used for meetings, travel, and events

Standards for writing resumes, cover letters, and job search follow-up messages



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Objectives

Prepare agendas and minutes for routine and formal meetings

Prepare an itinerary Develop a resume Write a cover letter and follow up

Write to persons who assist with the job search



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Agendas

Are prepared for formal and informal meetings meetings to list Title/purpose of the meeting Attendees/members Items for discussion Activities/program for a meeting or event

Order of business or activities Presenters



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Items for an informal agenda

Person or group convening the meeting

Title indicating the meeting’s purpose

Date, time, and location List of attendees Topics in order of discussion Presenter and time allotment for each topic (optional)



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Formal meeting agendas May follow parliamentary procedure and include the following as well as other items: Call to order Roll call Reading and approval of last meeting’s minutes

Reports of officers or committees New business Program Adjournment



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Agendas for conferences and seminars

May be produced in-house May require development of a one- or two-page program

Even when agendas are professional produced, internal staff usually prepare the draft and make suggestions for readability



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Minutes of meetings

Provide a written record of the discussions, actions, and decisions made on the agenda items

Minutes for formal meetings follow a more rigid format that correlates to the parliamentary procedure order of business



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Standard items for meeting minutes

May include all or some of the following: Name of the group/title purpose of the meeting

Time, date, location Name of the person presiding over the meeting

Names of attendees and members who were absent

Summary of resolution of each agenda Plans for next meeting



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Itineraries

Are detailed schedules of activities used for travel and events; they may include Traveler’s name Destination and purpose Transportation details Accommodations details Contact information for appointments, meetings, meal reservations



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Press releases

Are distributed to media outlets To get information out to the public in the language that the organization prefers

To announce new products and services, staff changes, organizational restructuring, special events, and so on

Should be written with the assumption that copy will be picked up verbatim



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Employment communications

Focus on aspects of your background, education, experience that present you as the person best-suited for the position you want.



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The chronological resume

Lists employers and work experience together in reverse chronological order—from most recent to earliest.

Employers perceive this resume style as fact-based.



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The functional resume Highlights work experience, specialized skills, and professional achievements that match the requirements of the position being sought.

Works well for people who have changed jobs often, worked in different fields, or who have not been steadily employed



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A combination resume Merges chronological and functional styles.

Lists important skills, educational background, and achievements first (functional), and then specific employment data and brief descriptions of responsibilities and achievements with each employer (chronological).



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Standard resume parts Contact information Summary or professional profile Objective Employment history and work experience

Education Special skills and achievements References



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Resumes should Use keywords and action verbs

To communicate your experience in sharp language

To facilitate organizations that scan resumes for words that relate to job qualifications



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The cover letter

Introduces you and your resume Explains why you are interested in the company and the position

Refers to your qualifications Indicates when you will contact the recipient

Should always be addressed to a specific person



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Resume formatting Resume formatting has changed with the use of technology

The trend is away from making it “pretty” to making it easy to scan into a database

Use keywords and action verbs to communicate your experience in sharp language and to facilitate organizations that scan resumes for words that relate to job qualifications



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The resume and cover letter should show that you

Understand the major requirements of the position

Have education, training, and experience that meet the requirements

Present qualifications and characteristics that relate to the position

Offer references Request an interview



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Job search courtesy Never use a person’s name for a reference without asking permission

Always write a thank-you message for a reference

Always write a thank-you message following a job interview

If you lose interest after an interview, let the employer know



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Employment communications

Are sales tools that must be persuasive and must sell your qualifications.Before preparing them, find out all you can about the job for which you are applying.

Career

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