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 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 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 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.
