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Chapter 8Written communication
By Lec.Hadeel Qasaimeh
Outline
1. Look good on paper
2. Identify the role of the resume
3. Examine types of job letters
4. Assess application form
Look good on paper
• Most of us tend to make judgments on the basis of
appearance, from time to time.
• Whether you are looking for something to drive,
somewhere to work, someplace to live, or someone to live
with, chances are based on the first impression.
Look good on paper
• Looking good on paper is important when
preparing resumes, cover letters, or application
forms .
• Employers will determine which applicants get
the interviews on the basis of applicants
written work
Look good on paper
Most application readers
take on average 45 second
to review an application
package (sometimes there
are 30 – 300 resumes for
the same job)
Look good on paper
To make a positive impression and look good on
paper consider the following:
-Consider your reader (look to reader name and
title, look to employer needs)
-Write clearly (be specific when describing your
skills, use strong, active verbs to show what you can do)
Look good on paper
-Organize logically (move from the most important
to least important)
-Be concise (limit your document to one page, use
short phrases rather than complete sentences to annotate
your listing, emphasize the most closely related to the
position)
Look good on paper
-Design an appealing document:
1.Use bulleted lists to help reader spot key information quickly
2.Allow plenty of white space
3.Include boldfaced heading and font changes to emphasis and use neutral colors
4.Select good quality of paper
5.Use graphics and colored fonts sparingly
Look good on paper
The written communication (associate with the
employment) is most important because it
presents you to a prospective employer and often
determine whether or not you will be granted to
interview
Look good on paper
Steps to prepare your written communication:
1.Gather information (employment history, educational
history, references, personal history, qualifications and skills)
2.Putting together a resume entails creating a one
page(summery of your most desirable qualifications )
Look good on paper
Steps to prepare your written communication:
3.Writing a cover letter to be sent with resume (identifies the
position sought, highlight your qualifications and requests an
interview)
4.Filling out application (neat, complete, accurate and honest
information)
5.Writing follow up letters (whether accepted or rejected,
positive comments)
identify the rule of resume
Resumes contain vivid descriptions of your
experience and abilities in brief sentence form, a
well constructed resumes makes you “come to
life” on the printed page (it is a way to sell your
self)
identify the rule of resume
Since writing good resume make take long time
but provide you some benefits:
-Give you an opportunity to reflect your qualifications
-Help to prepare for the interview (source of questions)
-Help you complete the application form
-Sets you apart from other applicants (time)
identify the rule of resume
Resumes must be a “living
documents”
Types of job letters
1. The letter of application, including the
cover letter, aims to achieve three
objectives:
a. identifies the position you are seeking
b. summarize qualifications
c. request an interview
Types of job letters
2. letter of application sent with resume:
Generally letter of application and resume are
complement , include no repeated
information's
Types of job letters
3. Follow up letters:
thank for the interview letters may be the most
important part, it say “I care” , “I’m
responsible” “I’m better qualified” “I
appreciate the time you spent with me”
Assess application form
-Unless you have sent a letter of application and
resume, the application form will be the first written
contact with the employer.
-Application form not only reveal your education
and experience but also show whether you can write
without errors, follow directions, and express your
self clearly and understandably.
Assess application form
To prevent unnecessary errors, make sure to:
• Read the entire form before filling
• Take a careful look at the layout and types of
questions
• Finally, be sure to fill out the application in
ink
Assess application form
There is three criteria's to assess the application forms:
- Accuracy and honesty (if you lie on paper you will lie on the job)
- Application should be complete (if you have no answer use N/A)
- Clarity and neatness (take your time and correct errors with single slash with the correction on the side)
Resume format Should include:- personal information (name, address, phone number, email address)
- Qualifications- skills (competencies and tasks that you feel qualified to perform on the job)
- Education (technical collage, specialized training, highlight specific courses and degrees)
- Employment experience (name address and phone number of current employer, brief description of each job)
- Additional qualification (hobbies, licenses, membership,…..)
- References (name, address and phone number of references on separate page with your name, address and phone on the top)
Resume format
The most challenging task is to present your
qualifications in a clear, meaningful and
interesting way that represent your
uniqueness as a prospective employee
“Use personal qualifications inventory”
Resume format
Three of most common resume formats include:
1.chronological resume :
present qualification and experiences as they
occurred over time starting from most recent,
good for experienced employee who are
changing their job
Resume format
2.functional resume:
Organize qualification based on skills and
accomplishment , good for fresh graduate.
Resume format
3. Modified functional resume :
Highlight skills and accomplishments as well as
the educational and work experience
Resume format
Follow these suggestion to create your modified resume:
- Prepare your document on computer and save them
- Don’t date
- Include career objective after the heading
- Beneath the objective list your qualifications
- Then follow with either education or work experience
- Use active verbs to describe in brief your skills
Resume format
- Add any additional information such as “who you are”
- obtain three references, two can discuss your technical
and the third can discuss your career, not related to you
- Contact your references and ask their permission
- Limit your resume to one page (at most two pages)
- Check for mistakes
Resume format
- Make your resume visually appealing (space, fonts,
colors, underlining and capitalization)
- Use good quality of paper
- Duplicate quality of copying machine
Letter of application
- Consistent business letter format
- Applies for specific job
- Identifies job lead
- Present qualifications not in resume
- Refers to resume
- Requests an interview
Letter of application
Letter parts:
1. Heading
2. Inside address
3. Greeting
4. Body
5. Complimentary close
6. signature
Letter of application
1. Heading include your:
- Address
- Street
- City
- Zip code
- Phone number
- date
Letter of application
2. Inside address:
- Use the same address as on the envelope
- Includes: Receiver’s name, title, address, city,
state and zip code
Letter of application
3. greeting:
- Use a formal greeting to begin your letter
Dear Mr. Smith:
Dear Dr. Allen:
- Follow your greeting with a colon (:)
Letter of application
4. Body
Include 3 paragraphs in the body of your letter:
a) Opening : job and source of lead
b) Middle: qualifications
c) Closing: interview request
Letter of application
4. body:
a) Opening paragraph:
- Response to ad (“I am writing in response ….”)
- Named referral
- School placement
- Self- introduction
Letter of application
4. body:
b) middle paragraph:
- List major area courses or describe directly related
employment
- Mention skills not included in your resume
Letter of application
4. body:
c) closing paragraph:
- Request an interview
- Indicate how to contact you
- Indicate the best times to contact you
Letter of application
5. Complimentary close:
Consider closing your letter with:
“sincerely” or “yours truly”
6. signature:
Remember to add your signature above your
typed name
Common problems
- Letter format
- Incorrectly using of capital letters
- Forgetting the “I” word
- Omitting a colon after the greeting
follow up letters
1. Use consistent letter format
2. Thank the interviewer
3. Make positive comments
4. Mention strong qualifications
5. Express interest in company
6. Accept or reject as appropriate
Thank the interviewer
• Begin your letter with a “thank
you”
• Include thanks for time, …..etc
Positive comment
Say something positive about the:
• People
• Place
• Product
• process
Qualification reminder
- Mention skills, achievements or
qualifications that you wish to emphasize
- Remind employer that you are qualified
Accept Position
- If offered a position, thank employer and
clarify where and when you will report to
work
- Ask any question you may have
Reject Position
- Thank employer for the offer
- Say no without “burning bridges”
- Inform employer when you might be
available
Common problems
- Mixing letter format
- Forgetting the “thank you”
- Omitting positive comment
- Using capital letters incorrectly
- Omitting a colon after the greeting