Business Writing
There are different forms of business
written communications and each
particular form has its own requirements
and when each should be used
There are also some principles of
business writing that guide the different
forms of business writing
Principles of Business Writing
 Focus:
 Focus involves adjusting the scope and scale of your writing
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in such a way that you are able to influence the attitude and
behavior of your readers
Scope refers to the breadth and depth of a story. Breadth
means whether you restrict yourself to the subject matter,
or include related issues. Depth refers to the level of detail
you chose when developing a story.
Scale simply means the length of a story; an e-mail to a
colleague is an example of small-scale writing while an
annual report is an example of large-scale writing
Attitude refers to your readers’ emotional state and
intellectual position.
Behavior relates to action - or lack of it - on the reader.
Principles Continued…
 Purpose:
 Purpose involves identifying the rationale of what you are
writing about and connect it to your readers’ values, beliefs
 Purpose can build on the foundation of focus by writing
with your stakeholders’ goals and interests in mind. But if
you want to develop a truly effective story you need to
appeal to your readers’ sense of purpose as well. This way
you create a text that is both intellectually sound and
emotionally compelling.
 Goals are formulated in response to changes in the
competitive environment, and are based on intellectual
analyses, & are defined in quantitative or qualitative terms.
Eg. Next year, we need to increase profitability by 5% if we are
to outperform our competitors.
Principles Continued…
 Meaning:
 Meaning is the translation of goals and purpose into
something to which a reader can relate.
 Translation in this case can mean two things: it can either
be the clarification of a word or phrase, or it can refer to the
effect that something has on the organization as a whole
 As writers, be precise in your use of language. Do not write
what something is but explain what it means to people and
the organization
 One way to achieve this clarity is to be aware of the
fact that the process of interpretation is terribly complex.
People interpret words in a variety of contexts, such as
upbringing, society and the organization's culture
Principles Continued…
 Secondly, take the reader by the hand with constructions
like ‘which means that’ or ‘as a result of which’. It also helps
to start a sentence with constructions like ‘This leads to’,
‘That contributes to’ or ‘As a result of this’
 For example; ‘they need to increase their performance’. But
what exactly is performance? What criteria are used and
who says they are right for the organization? Performance
during what period of time? Compared to what or whom?
 Substance:
 Substance means content that is significant, verifiable and
complementary (something balanced).
 Writing gains in meaning and credibility when it is
substantiated. Factual statements and ambitious claims
should be verified or elaborated.
 Substantiation leads to communication that empowers and
respects stakeholders
Principles Continued…
 To be fair, there is no harm in laying a claim to fame,
leadership, superiority or excellence. This can help you /
organizations appear better than your / their competitors
 The question is: how do you balance ambition with
prudence in a way that is credible yet appealing?
 Structure:
 A good structure leads the reader through your
text by using techniques like sequence, consistency,
guidance (commonalities, repetition , summarizing), and
balance (lengths of sentences & paragraphs)
 Sequence is the order in which your story unfolds. A good
sequence creates flow, or an order of events that is natural
that the reader can follow the text without any difficulty
 Consistency is an important tool for guiding the reader
through a story. Using the same style, point of view, and the
same words when referring to the same object prevents etc
Principles Continued…
 Clarity:
 It is not merely a matter of efficiency, or of saying much
with few words, but of accurately describing what matters
in a way simple & compelling enough for others to act on
 In clarity, the content is essential and self-evident; the style
of writing is simple (using words or sentences that are easy
to understand, particularly when there are more difficult
alternatives); the writing is frugal and economic; the text is
constructed logically, with each layer supporting the next;
and the story flows.
 This means that the sentences and paragraphs have a
rhythm (Flow is a quality that is difficult to describe in
words, it is almost a physical quality of language that is
experienced rather than understood)
 Clarity is achieved by editing and asking probing questions
that you make clear what matters most.
Principles Continued…
 To a certain degree, clarity can be achieved by applying the
previous five principles of focus, purpose, meaning,
substance and structure
 Focus creates a lean story with a sense of direction, Purpose
and meaning allow you to express yourself genuinely, while
allowing the reader to relate to your writing; Substance
provides proof and evidence and Structure ensures that the
end result is presented coherently
 Humility:
 Writing is not only about technique, it is also about having
the right attitude (be humble).
 When you are guided by humility, readers will more easily
relate to your writing & allow themselves to be influenced
by it. Humility is a vital strategic attitude, not a nicety
Principles Concluded
 Humility can be achieved in different ways
 Critically judging your writing, without regard for your ego
(apply the previous six principles)
 Evaluating your personal motives (create rapport with
readers - connect to their fundamental beliefs, ambitions consider organization’s culture for whom you are writing)
 Accepting that things go wrong and not all questions can
be answered
 Leaving things as they are, without resorting to spin
doctoring (trying to present issues in their best possible
light)
 Avoiding fancy words, even if you think they make you look
smarter
 Recognizing dissenting (rebellious) opinions or
unfavorable comments
Forms of Business Communication:
Memorandum
 The memorandum (memo) is an internal official
document normally written on a prepared form usually
with one idea or issue (if there are many issues to
discuss, then better you call for a meeting)
 Formats vary according to preference of individual
companies, although the basic information at the head
of the form is generally similar
 Memos (memoranda) are written clearly and
economically; go straight to the point and leave out
anything which is not immediately relevant
 Use simple language and in active voice
Memorandum Continued…
 Memos do not need addresses, greetings (salutation) the
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writer can jump straight into the subject, signing off
(farewells) and need not to be signed.
Memos are used for issuing instructions, giving directions
about a new procedure. Their purpose is two-fold: they
bring attention to problems and they solve problems
They are designed to be read and acted on. They are,
therefore, generally short and to the point
They are generally kept and filed as a record of the
communication
Memos can be written in three basic reasons: to persuade
an action, to issue a directive and to provide a report
Memorandum Continued…
 FORMAT
 Heading Segment:
 There are four major features which are common to memos
a) To and From heading
 Note who the recipient is and who you, the writer are. It is
usual, though, to include the position in the company of
the sender and recipient
 Memos are often sent to a number of people in which case,
the ‘To’ heading may have a number of names against it or
just a group name, eg ‘Staff members’
 Alternatively, memos may be copied to others, just for
information, meaning they are not expected to act on the
subject matter. The additional recipients will also be listed
against the notation cc. usually underneath the To heading
Memorandum Continued…
b) Date:
 This should be a complete and exact date the memo was
written
 The date is very important and one of the need is that since
memos are designed to be acted on, dates help to settle
any dispute about whether the recipient was informed
before or after some actions taken
c) Ref:
 This is a short form for reference. You can use the space for
your initials, an invoice number, or a filing location or
anything else you want to link the memo with
d) Subject heading:
 This is the subject matter, what the memo is all about. An
effective brief subject heading saves space and should offer
the reader some clear information. A subject entry such as
‘Paychecks’ would be insufficient.
Memorandum Continued…
 Opening Segment:
 This is the initial writing stage of the actual memo. State
the purpose of the memo. Identify the exact reason for
writing the memo and make it clear to the reader.
 If you are having trouble describing what you are doing to
solve the problem (the task statement), consider whether
you have clarified the situation
 Discussion Segment:
 This section is where the subsequent paragraphs discuss
the subject; include all of the details that support your
ideas and recommendations for solving the problem
 Begin with the information that is most important
 Start with the most general information and move to
specific or supporting facts
Memorandum Concluded
 Closing Segment:
 This section should have a summary of subject’s key points
 Close the memo with a friendly ending that states what
actions you want the reader to take
 The conclusion will also state what needs to be done, by
who, and when.
 How to best write a memo:
 Pay particular attention to names, dates or numbers.
 Be consistent in the type of language you use.
 Get personal; words like I, you, and we initiates action
 Be conversational, write naturally, you can use contractions
 Don’t show off; avoid scholarly words, technical jargons etc
 Keep the paragraphs short
Circular
 Circulars are letters which companies send to a number of
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people at the same time.
The sender aims at giving certain information to the public
especially information of a business firm to customers
They may convey information about new facilities, offer the
services of a company, or perform any similar function.
Circulars are a further important form of external
communication, constituting a form of publicity which,
although not cheap, is directed straight to individual
people who may become customers. As a result, they are
increasingly used as a means of advertising or publicity.
The basic difference between a circular and a general letter
is that, whereas the former is addressed to many persons,
the latter is addressed to only one person
Types of Circulars
 Official Circulars
 These are official letters within the organisation where
instructions/guidelines are issued by head of the
department to a large number of subordinate employees.
 Official circulars are issued generally from Head Office to
its branches; Central Ministry to State Ministries etc
 Business Circulars
 Business circulars are issued by a business entity to its
clients, dealers, sub-dealers, branches, etc. Some of the
types of information sent can include: change of address of
the registered office of a company to its share holders;
removal from service of an employee from an institution to
all its offices, dealers and sub-dealers, etc
Types of Circulars / Structure
 Miscellaneous Circulars
 All circulars issued by a society/organization to its
members etc. come under this category
 Personal Circulars
 Circulars issued by a person to his circle regarding change
of his telephone numbers or residential address etc. are
personal circulars
 STRUCTURE OF CIRCULARS
1) Address of the issuing agency: Usually in all kinds of
circulars, the address, phone no., of the issuing office/
agency/department is printed at the top.
2) Reference: (Ref ) Reference is usually written at the left
side. It is different for each circular.
3) Date: Date is written at the left side as well, just as
important as in memorandum.
Structure of Circulars
4) Subject: Subject on which the circular is being
issued, is written, in simple letters.
5) For: After subject, 'For' is written, that indicates, for
whom, the circular is being issued/meant. For
example: If the circular is issued by the Head Office
of a bank for all its branches, then it should be
mentioned as following: For: All branches
6) Salutation: Generally, no salutation; like - Dear Sir,
etc. is used in circulars, though in Business circulars,
usually salutations; like – Dear Dealers, Dear
Customers, Dear Valued Customers, etc. are used.
Structure of Circulars
 When the circular is meant to the authorities, the use
of salutation can be done.
7) Body The body of the circular contains whatever is
wished to be conveyed by the circular issuing
authority. The language used should be straight,
unambiguous, formal and simple that conveys the
instructions / guidelines in clear terms.
8) Signature:
 At the bottom, the circular issuing authority puts his
signature. The designation (title) of the issuing
authority is also written below the signature.
 The use of subscription; yours faithfully, or yours
sincerely, is avoided in circulars.
Notice
 There are occasions when you need to reach a large
number of people as a mass, rather than a series of
individuals.
 Notices are designed to achieve this through providing
information in a concise and eye-catching way.
 Notices are designed to impart a message – possibly a
very important one. You need, therefore, to identify
clearly the purpose of the communication and the
characteristics of the intended audience.
Designing Notices
 The overall visual appearance and impact of your notice are
what determine whether people stop and read it; so
obviously, design is very important
(a) Use a simple message
 In general terms, there are three rules to remember when
you are developing the content of the message.
 Use a simple and direct vocabulary to make everybody
understand the message.
 Keep the notice as short as possible. If it's too long,
people won't read it.
 Avoid giving offence. Don't talk down or sound
authoritarian because you will create resentment
 Note that, in notices, you don't need to write in full
sentences as long as you make your point clearly.
Designing Notices Continued…
(b) Use a clear heading
 Any notice you write should have a clear, precise heading
which no-one can misunderstand and which captures the
attention of an onlooker. No need to put the word
NOTICE, the heading is far more effective to catch the eyes
of the people you target
(c) Use plenty of space
 Advertisers and designers use the term "white space" for
the amount of blank paper in a notice or advertisement.
Remember that notices may be read by people at some
distance from the notice-board – the clearer they are, the
easier it will be for people to read them at a distance,
 Always leave plenty of space between lines – the equivalent
of missing out one or even two lines of writing in a letter.
 Leave wide margins at both sides, & at the top and bottom.
Designing Notices Continued…
 Try putting important pieces of information, such as dates,
times, places of meetings on separate lines, with plenty of
space around them.
 Remember that the less cluttered your notice is, the easier
it will be to read.
(d) Highlight important words or phrases
 As already said, stress key words or phrases by placing them
on separate lines.
 Other ways of making them stand out include:
 using capitals
 underlining them
 using different colored inks
 placing lines around them.
 Don't use highlighting too much as this will violet the
effect of highlighting
Designing Notices Concluded
(e) Use illustrations
 Illustrations can often be useful in conveying an idea –
although they need to be fairly professional if they are
to really be effective.
 Keep them simple though; your aim is to illustrate a
point in the text, not dominate all the space available.
 Like highlighting, you should use illustrations
sparingly to emphasize only the most important points
of your notice.
Display and Siting of Notices
 However well you design your notice, it won't achieve its
purpose unless you also display it properly.
 The following points are relevant.
 Notice-boards should be sited in areas where all the
relevant people will see them.
 Avoid putting them in narrow corridors, or on walls next to
doors so that they disappear when doors open.
 They should be set at a height where the average person can
read them; be aware people have different heights.
 Notice-boards should be kept looking tidy. This means not
allowing unauthorized notices to be put up and ensuring
that out-of-date notices are removed.
 The board should be divided clearly so that notices about
different topics each have their own areas; eg, health and
safety, union, staff announcements, urgent and social.
E-mail (Electronic mail)
 With the development of electronic office communications
based on computers, the ability to send and receive
messages through intranet has mushroomed
 Further, by connecting to the internet, you can send
messages to any other person with a computer and internet
connection
 Email has become the popular channel of communication:
a) It is relatively quick, usually only taking few minutes
b) It is relatively low-cost – using the internet, you can
connect to anybody in the world - same cost
c) It is easy to copy a message to many people - same cost
d) It is easy to distribute information, eg, reports and other
documents by attaching them as electronic files to the
message that you send
e) It is available around the clock, every day!
Writing E-mail messages
 The format is very similar to that of a memorandum
 You need to specify the recipients, date, reference, subject
heading & your own details as a sender (the computer will
insert the date but you have to set it to have a signature file
attached to every message you send)
 The organization and structure of the body of the message
will depend upon the nature of the communication
 Where the email is effectively being used as a substitute for a
memo or letter to an outside contact, the same structure and
formality as would be used would be needed
 For quick informal notes or personal messages, express
yourself informally (in any way you like) as long as it gets the
message across in a way which is appropriate to the recipient
Writing E-mail Continued
 There is no set rule about salutation such as ‘Dear Sir’ or
‘Dear John’; generally emails do not require formal greetings
 Similarly, you do not need to use a formal closure such as
‘Yours Sincerely’ unless you have opted for formal greeting
 When writing an email, consider the following
 It is easy to send unstructured written conversation since it
is usually done in a haste – where there is any degree of
formality to the message, observe the rule of formal
expression and structure
 Although people do not really think about layout of an
email, it is better to avoid sending message since the
recipient might receive many in a day
 If you are sending an attachment, you should state in the
main body of the message
Writing E-mail Continued
 There’s need to have a concise subject line which gives an
indication of the context of the message since the recipient
might receive many in a day
 It is advisable to work offline in planning and preparing the
message before sending it (especially where the cost of
connection time is an issue)
 Know that emails are saved and archived . They are
therefore a permanent record of the correspondence & can
be legal evidence with as much status as paper document
 Issues connected with e-mail use
 It is very common in some organizations for senders to
overload recipients (copy messages to many people than
would have been the case with paper documents)
 Emails tend to be treated less formal than paper document
& as a result, few people appreciate email’s seriousness
Writing E-mail Continued
 Many organizations find that emails can be abused when
people spend inappropriate time sending and receiving
unnecessary messages
 E-mails can easily be forwarded to other readers; it is not a
good medium for conveying confidential information.
There are occasions that email is not the best way to
communicate, eg. disciplining a member of staff (than one
would do in face-to-face)
 Some attached files can fail to open / download due to
internet failures and other settings
 If you are writing to someone you don’t know, a simple
‘hello’ is adequate
 Business e-mail etiquette rules
 Be professional – resist the urge to be overly casual
 Be concise – be brief, many points can be summarized
Writing E-mail Concluded
 Always use the detailed subject line – tell your reader why
you are writing in the subject line – that way he/she is less
likely to mistake your message for spam
 Don’t send attachments unless they are requested;
attachments may be carriers of computer disabling viruses
 Proofread your message – its very easy to hit the ‘send’
button before you’re truly ready to send. Check for
spellings, typing and grammar errors, and if you were to
attach any file, check if it is attached before sending
 Say ‘Hello’ – don’t be attempted to even skip the salutation
in business email
 Finish in style – some say ‘Best’, ‘Regards’, ‘Yours’ but be
consistent in all your emails – establish your own identity
The Business Letter
 Despite the great expansion of electronic means of
communication, letters still form a very important
element in business communication. They are cheap
to produce and deliver, can be written quickly, and
provide a permanent record for both sender and
receiver.
 In the great majority of cases, they are the firm's
principal means of external communication with other
firms or with individuals.
 For this reason, a knowledge of the principles of letter
writing, the correct layout of letters, and an awareness
of the main kinds and uses is essential to successful
communication in business.
Common Features of Letters
(a) Sender's address and other details
 All letters must contain the sender's full address, usually
somewhere at the top of the first page. Most companies
have printed letterheads
 This section of the letter will also normally include the
sender's telephone number, as well as other contact
information such as fax number and e-mail address
(b) Receiver's name and address
 You include this so that you have a record of its destination,
and also, should the letter become opened, etc, in transit, it
can be forwarded promptly to the intended recipient.
 If you're writing to Mr. Smith as Sales Manager, include his
position. It is essential to do so because if Mr. Smith is away
from the office, someone can open the letter and act upon
it, if you don’t include, they will think it's personal
Common Features Continued…
(c) "Confidential" heading
 If a letter is particularly confidential, and you don't want
anyone else – such as the receiver's secretary – to read it
first, you should type "CONFIDENTIAL" or "PRIVATE AND
CONFIDENTIAL" in capitals at the top of the letter
(d) Date
 You should remember to date all correspondence. This
puts the correspondence in a specific time period and
allows both you and the receiver to put letters in order
(e) References
 References are used to enable both the reader and sender to
link the subject matter of the letter to previous, related
correspondence and other documentation
 Business letterheads usually contain captions: "Our Ref" &
“Your Ref”. (Our Ref-initials of the writer; Your Ref-number
sequence given on a letter to which you are replying)
Common Features Continued…
(f) Salutation or greeting
 This is the start of the actual letter. It usually contains the
word "Dear", but what follows depends on how well you
know the receiver.
 When writing a general letter to a firm, begin "Dear Sirs".
 If writing to an individual whom you have not met or
corresponded with, begin "Dear Sir" or "Dear Madam".
 When writing to an individual member of a firm whose
name you do not know – for example, the "Personnel
Manager" or the "Export Manager" – you should begin
"Dear Sir or Madam".
 If you are writing to someone whom you have met or
corresponded with for some time, you should use "Dear
Mr/Ms/Miss/Mrs so!" as appropriate
Common Features Continued…
(g) Subject heading
 This makes clear in a few words. Its purpose is to save time
and space. It may state a general subject, or a more specific
subject, mentioning an account or reference number.
 The heading is usually underlined to make it more
prominent, & can either be central or on the left hand side.
(h) Substance of the letter
 Letters should be brief (short paragraphs), but they should
also contain all the necessary details but with courteous.
(i) Complimentary close
 There is a simple rule as to exactly which form of
expression should be used as conclusion.
 If the salutation in the letter was to a named person, the
closure should use the expression "Yours sincerely".
 If the salutation was not personal ("Dear Sir"), the closure
should use the expression "Yours faithfully”.
Common Features Concluded
(j) Signature
 Leave space immediately after the complimentary close for
your signature then write your name & position.
 Initials "p.p." (pro persona) before or after a signature
means that someone else, usually a secretary or assistant,
has signed the letter on behalf of the writer’s absence
(k) Enclosures
 These are related documents to the subject matter of the
correspondence. This is often indicated by "Enc“ at the foot
of the letter, with details of what the other documents are.
 Where the letter is really only an introduction to the
enclosures and has little or nothing else of substance to say,
the letter is referred to as a “Covering Letter“
(l) Copies
 Copies to other person or people; c.c. (carbon copy) is set
out at the very end of the letter, after the sender's name).
Layout of Letters
Modified Block
Block
Semi Block
 Note the positioning of the various common features
discussed above and the general form in which the text
forming the substance of the letter is laid out.
Organizing the Content of Letters
 The most effective letters are those which consist of three
or four short paragraphs on a single sheet.
 It is far easier to read a letter if it is in short paragraphs,
especially if time is precious
(a) Opening paragraph
 Your main concern here is to establish the circumstances,
background or reason for your letter. This will make clear
why you have written, and encourage the reader to go on.
(b) Main body of the letter
 The second and subsequent paragraphs will go into more
specific detail about the general matter you established in
the opening paragraph.
 Always remember that clarity is important here. You must
give relevant details where they are necessary.
Organizing the Content Concluded
(c) Concluding paragraph
 You should draw together the points made in the earlier
part of the letter and conclude in a courteous or friendly
manner, according to how well you know the reader.
 The following abbreviations are widely used in letters:
 asap = as soon as possible
 enc. = enclosure (when you include other papers with your
letter, eg. CV accompanying the letter)
 ps = postscript (when you want to add something after you
have finished and signed it)
 pto (informal) = please turn over
 RSVP = (Respondez s’il vous plait) please reply
Types of Letters
a) Letters of enquiry
 You may need to write letters to other firms to enquire
about the supply of particular goods or services
 The letter is brief but courteous, suggesting a course of
action in a polite, but fairly forceful manner which is
appropriate to its reader – the sales director of a firm who
will be anxious to develop contacts of this kind.
b) Letters of acknowledgement
 Letters of this kind are sent to acknowledge the receipt of
items or enquiries.
 If you receive a detailed enquiry which you know will take
you two to three weeks to answer in full, a letter of
acknowledgment is not only polite, but can save the
enquirer a lot of time-wasting follow-up letters or calls.
Types of Letters Continued…
c) Letters of apology
 Even in the most efficient businesses, mistakes occur which
need to be rectified by making speedy & sincere apologies.
 In letters of apology, the best course is to accept
responsibility for mistakes honestly & without reservation.
d) Covering letters
 These are written to explain what else is being sent (only an
introduction to the enclosures nothing substantial)
 Job seekers frequently send a cover letter along with their
CV or employment application as a way of introducing
themselves to potential employers and explaining their
suitability for the desired position
 Covering letters are always brief, and to the point.
Types of Letters Continued…
e) Complaints letters
 These types of letters are, unfortunately, very common in
most business organizations and are important since they
deal with matters at the heart of the business transaction.
 If you are making a complaint, follow a four-step approach:
 Be specific about the facts by giving the information about
the "who, what, when, where" aspects of your complaint. In
other words, avoid a very subjective, emotional approach
which can distract the reader from the facts of the situation.
 Explain the significance of the problem & how it affects you.
 Specify what outcome you want; be flexible in your approach
 Close politely and positively since these letters naturally
carry highly sensitive messages (use positive language).
Types of Letters Continued…
f) Letters of response
 This concerns both types, whether they are adjustment
refusals or adjustment grants
 If you are replying to a complaint letter, you should not
delay your response, even if it is only to confirm receipt of
the letter and to explain that you have to investigate the
matter if it is a serious complaint.
 You should show empathy & concern for the customer. If
you can make an adjustment, you should apologize & do so.
 If the matter is not a legitimate complaint then you
should explain your reasons why there will be no
compensation or adjustment.
 Responding to complaints should:
 Be as a result of careful investigation as to the facts/events
which form the background or basis for the complaint.
Types of Letters Continued…
 Involve checking the accuracy of statements made and
potential responses.
 Be viewed as an opportunity to re-establish good relations
with the correspondent and his or her organization.
 Be viewed as an important function of the business
communications process.
g) Application letters
 These are letters written to apply for different subjects: the
position, appointment, student or other visa, extension on
a deadline, loan, etc.
 Their addresses, salutation, subject heading and
complimentary close format should be as already
discussed in business letter
 How to write an effective application letter
 Specifically state what you are applying for / interested in
Types of Letters Continued…
 Identify the reason for applying. Be as specific as possible.
 Give the reasons that you feel you merit or qualify for the
position or object/thing you are applying for, if applicable
(e.g., your goals, experience, qualifications, etc).
 Identify what you hope to accomplish by sending your
letter and the action you would like the recipient to take.
 Indicate the date, if applicable, by which you would like a
response or by which you would like the action to be taken
 Include a request for any information you would like to be
sent, if applicable.
 Include your contact information, such as e-mail address
or phone number where you can most easily be reached
and the time(s) when you are available for calls, etc.
 Close your letter by sincerely thanking the person for
his/her time or for any assistance he/she can give you.
Types of Letters Continued…
(Job application letters)
 Along with your CV (resume) comes a job application
letter. Its major purpose is to highlight your qualification
and preemptively answer any questions that might arise
when your future employer is looking over your CV
 Point out your most relevant accomplishments
 How to go about it
 Read the job announcement to make sure you address the
specific qualification in your job application letter
 When you are writing your letter, write a strong statement
about why you are the perfect candidate for this position:
 "I read with great interest your open position for a Clinic
Officer in Sunday's edition of Malawi News dated (?). My
(period) of experience as (position) at (place) and my
strengths in (?) and (?) make me perfect for this position."
Types of Letters Concluded
 Include the title of the position you are applying for in the
first paragraph
 In the subsequent paragraphs highlight the former
positions or education that would most benefit the
company you wish to work for
 Mention responsibilities you had at each job as well as any
wards received
 If you have no job experience, write about your education,
internship, or college experience – be honest in your letter,
but sell yourself
 Close your letter with a strong paragraph that briefly
summarizes your strength – in your last sentence, say
thank you and sound confident: "I appreciate your time in
reviewing my application and resume, and I look forward
to hearing from you soon."
 Let your application letter fit in one page
CV (Curriculum Vitae) [Resume]
 A Resume (American English) contains key information
about yourself, carefully assembled & presented, to impress
prospective employers not only by your qualifications but
also by your ability to present yourself effectively
 In this competitive world, the CV must display its writer’s
capabilities to full advantage; it is the sales tool and the
writer is the product
 Resume Formats
 There are no specific rules about the ‘right’ way to prepare a
resume. It is a personal document and should show your
personality
 However, there are accepted guidelines of what employers
expect to see and the type of information they require
when evaluating you as a prospective employee
CV [Resume] Concluded
 There are three possible styles presented that you will
choose from, depending on the following factors:
 Which will best present you as an individual
 Which will best present your qualification
 Which will most suit the position you are applying for
 Which will most likely appeal to the particular employer
 All styles have one important feature in common; they
open with a summary statement (objective) that
a) Describes the applicant’s strongest qualification from the
employer’s point of view
b) Identifies that the writer is seeking work in a particular
field he/she is experienced
 This is to draw the employer’s attention rapidly to the
applicant’s primary experience and education
Traditional Resume
 This has been the most used style with the job applicant’s
information divided into five parts, each preceded by an
appropriate heading: Objective, Education, Experience,
Extracurricular Activities and reference
 This is particularly suitable for recent University or College
graduates who have limited work experience
 Guidelines
 Applicants with only limited experience should try to keep
it down to one page; a short, concise, directed resume is
welcomed by employers
 Name, address, contact details and other particulars should
be at the top, probably centered
 Write your assertive statement under the Objective
heading: ‘To work in a position related to anatomy, where I
can use to good advantage both my degree in Medicine and
my experience as a Medical Doctor’
Traditional Resume Concluded
 Under Education and Training heading, start with the
strongest (recent) qualification you have attained and the
awarding institution (University / College); the type of
course enrolled in, plus the subjects and your year of
graduation. Mention your ‘High School’ ‘Secondary School’
 On Experience, for each employer, state the name of the
company first, and city. State position held and what the
work involved (use words that create strong images of your
self - reliance eg. monitored, organized, directed)
 As for Extra Information, employers are particularly
interested in an applicant’s activities and interests outside
normal work. These would include hobbies, interests.
Community activities, sports etc – these present a balanced
lifestyle and provide outlet for stress, so employers don’t
like routine employee (with no socialization)
Traditional / Focused
 Under Reference, try to draw your list of referees, with
their details and contact information, from a cross section
of people you have worked for, been taught by etc. before
including them, check that they are willing to act as
referees. The employer will dictate how many to include
 FOCUSED RESUME
 Job applicants who have more extensive experience to
describe do better if they focus on employer’ attention on
their particular strengths and aims
 ‘What have you done that specifically qualifies you to
achieve the objective you have presented’ To answer this,
focus on your work experience (relevant to the position)
rather than education
Focused Resume
 Divide the work experience section of your resume into
two parts: work related to position they are seeking
and work in unrelated areas (of course, both sections
placed ahead of ‘education’ section)
 Thus the parts of a focused resume are: objective
(aim), related experience, other experience, education,
extracurricular activities, and reference
 If you have sufficient information, the Curriculum
Vitae can go up to two pages and not three unless you
have published some papers and articles which can be
listed on a separate sheet & identified as attachments
Functional Resume
 The functional resume goes furthest in marketing a job




applicant’s attributes – to some employers, this seem too
forthright - pushy; for others, sales position, its approach
helps demonstrate that the applicant has strong capabilities
Its objective identifies in general terms what the applicant
believes he/she can do to improve quality of the employer’s
product or service, then his/her qualifications follow
To prove his opinion, the third section (major achievements)
establishes, with clear facts and figures, what he/she has
done for previous employers
This results in a revised arrangement of the parts, objective,
qualification, major achievements, employment experience,
education, awards & others activities, and reference
It is especially useful under two circumstances: for applicants
who have experienced in marketing; and for applicants who
have a lean educational background but have demonstrated
practical experience to benefit the prospective employer
Invitation Letters
 The letter of invitation is written to invite people for a
special occasion / event in your personal & professional life
 An invitation letter is written for business events as well as
personal events eg. Birthdays
 Before you write an invitation letter, think about the event
and this will guide the style and tone of your letter (official
purpose or personal)
 In both cases, the invitation letter has to be formal in
formatting and should have all the relevant facts
 How to write an effective invitation letter
 Always send the letter of invitation in advance (at least one
or two weeks before the event depending on how big /
demanding the occasion is)
 You have to begin the letter with name and address of
sender and receiver. Not forgetting the date
Invitation Letters Cont..
 Beginning the main body of the letter with salutations;
"Dear" then the recipient's name is a good way to start
 The letter has to give out the purpose in the very first
paragraph. This helps in clearly conveying the message
 The letter has to give relevant facts like date, time and
venue of the event in the beginning. This helps the reader
in planning his schedule accordingly
 Make sure that the invitees know the way to the venue. You
can even inset a map to the venue
 Let the invitees know they have to inform the organizers
whether they will attend or not before a specified date.
 Give the reader the details about the person to contact.
This should be the last line of the letter (RSVP)
Invitation Letters Concluded
 The tone of an invitation should always be positive, in
anticipation of a pleasurable occasion
 Indicate the appropriate dress, if this is applicable
 Indicate if a gift is not expected if the event is a retirement,
an anniversary, or a reception. If a gift is welcome, it is
usually best to say nothing
 In writing response letters to invitation letters, and if you
must decline to accept an invitation, you should:
 Be gracious, whatever the reason is that you must decline.
 Thank the person for the invitation and state clearly that
you are unable to accept.
 Briefly state the reason(s) for your being unable to accept.
 In closing, restate your appreciation for the person’s
consideration.