Midterm handouts

7/27/2019 Midterm handouts

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ENGLISH 8 (Technical Writing)MIDTERM Handouts

Part I. The Memorandum

Memorandums, commonly calledmemos are brief written messages sent within an organization.Sharing information between people and divisions is essential to smooth and effective operations inbusiness and industry. Memos are designed to meet this internal communication need.

In fact, the following fourcharacteristics have made memos one of the

most frequently used businesscommunication tools today:

1. Memos are economical. A simpleformat and concise message can assure that

words and time are not wasted by the writeror the reader. In fact, some writers usepreprinted memo forms.

2. Memos are efficient. Since theformat is standard, the writer and the reader

know what data to include and where to look

for it. Memos, being internal documents,

may also be delivered very quickly to thereader(s) and they encourage a rapid

response. Sometimes a reader will choose an

answer from a list of options or write ananswer in the margin and return the original

memo to the sender. This flow of ideas is

much faster than writing a letter, mailing itand waiting for the receiver to write and mail

an answering letter.

3 Memos are inexpensive. Becausethe audience is internal, the document may

be typed on less expensive paper than that

used for external correspondence. In fact, some organizations use plain paper or a simple form rather than

letterhead stationery for memos. Moreover, memos usually do not require an envelope or postage.

4. Memos provide a permanent record. If a memo is filed, it may be used for reference to check allsorts of data, such as the date on which an employee is scheduled to have a performance evaluation

meeting or the number of bolts ordered for a machine repair.

The model memorandum on page 28 illustrates this simple efficient way to share informationwithin an organization Employees at all levels of almost all organizations have a need to write memos.

Since it is not always practical to speak person-to-person, workers usually put it in writing.

For instance, Mr. Gray, the writer of the model memo, could have tried to talk with or write to

each student and teacher. However, that isn't always. Instead, the memo can convey the message toeveryone. Anyone in an organization who needs to communicate may need memo-writing skills.

Who Reads Memos

Remember that memos are used only to correspond inside an organization. Therefore, the reader

will always be a member of the writer's own organization, an internal audience.


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Within an organization everyone, from the lowest person on the company ladder to the highest, is

likely to receive and read memos. For example, an employee might get a memo from a co-workerreminding him or her of a meeting date. A memo outlining the factstime, date, locationprovides a

written record so the person receiving the reminder doesn't become confused.

Even though memos are addressed to people inside the same company, the writer must consider

the audience carefully. The audience may consist of people with a variety of outlooks, backgrounds,opinions, and interests. Once identified, each audience must be thoroughly studied to ensure that its needsare met. Sometimes it helps to make a list of the audience's characteristics.

Some audiences will be made up of single readers; others will have several readers who may havethe same or different levels of interest. If the reader will be only one person, try to meet the needs of that

person. Use language and information he or she will be able to understand, and answer questions that

reader would ask if he or she were present. If an audience is made up of a group of readers, consider the

needs of all the readers.

Prewriting

Once you have analyzed your audience, you have a number of decisions to make based on whatyou have learned. Here are several questions you might ask yourself before beginning to write:

What do I want to accomplish with this message? What do I want to have happen after the receiver reads this memo? What is the main point? Does my reader need background? How much? Do I need to make the idea simpler for this audience? Is this reader familiar with the subject?

Formatting

Like the addresses and salutation (Dear Mr. Roberio:) in a letter, headings make a document recognizableas a memo. Five elements almost always appear at the top of a memo:

MEMO

TO:FROM:DATE:SUBJ ECT:

However, the headings do not always appear in this order. This is a popular arrangement, but several otherpatterns are frequently used as well. When you begin to work, your new employer will probably give youa style manual that will show you the format the company prefers. If the company does not have a

preferred format, then you are free to choose one you like.

CaptionThe word "MEMO" or "Memorandum" should be placed at the top of the page. Some preprinted memo

forms and computer software packages provide the caption for writers.

TO LineIn the TO section, name your audience. You can name one person, such as John James, or you can name a

group, such as the Junior-Senior Prom Committee. On occasion you may need to name several readerswho are not connected by a unit or committee. In this case, you may simply list their names.

The list of receivers names could be presented in several different ways. For example, you could place allnames on one or two lines and connect them with commas, as in the model memo (page 28) at the

beginning of this handout. Another option is to place the names in one several columns such as the

example below. The number of columns you choose depends on how many names you list.


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MEMORANDUM

TO: Al i ce Sant os J oan Var gasEr i c Lopez Char o Sanchez

J ust i n Momay Vi ct or i a Sue

FROM: Ani t a Mal abon am

If you list several persons names, enter them either in alphabetical order or hierarchical order. Inhierarchical order, the people of greatest importance or recognition in the organization, such as the

president and vice-president, are listed first. Then others are listed in decreasing order of importance.

FROM LineAfter the FROM heading, list the name or names of the sender of the message. If you are the only person

responsible for sending the message, your name appears. If the memo comes from a group, then the group

or unit name is listed, such as FROM: Philharmonic Orchestra.

Some memos are from several people not tied to a group. In this case, list names of the individual

senders in a line joined by commas or in columns, again in alphabetical order or hierarchical order. Alsoremember to write your initial or sign your full name after the typed name in the FROM section, as in theexample above.

Initialing or signing is especially important on memos that may deal with important legal or

organizational matters. Memos become legal documents that can be used in a court of law if they aresigned and dated. In addition, your initials or signature tells our reader that you accept responsibility for

this message, especially if someone else typed the document.

DATE LineThe DATE line usually appears after TO and FROM and before the SUBJECT line or in the upper right

corner across from the TO line. You can choose between two styles for writing the date: international

(also called military in the United States) or traditional.International date style is becoming increasingly popular in technical documents because of

economy. International styles require no commas. In this style, the writer gives the day first, the month

next, and the year last, as in 27 September 2010.Traditional Style dates, as September 27, 2010 gives the month, the date, a comma and then the

year.

SUBJECT LineYou may see terms such as Reference," "Regarding," or "Re" (which comes from the Latin "res"meaning "thing" or "matter") used in the same way as the word SUBJECT. The SUBJECT line logically

appears as the last of the headings. Its purpose is to announce the point or main idea of the memo

immediately before you begin to develop or prove this point. In addition to helping the reader predict thetopic, the SUBJECT line distinguishes one message from another and focuses the writer on one point.

Predict. The SUBJECT line should allow readers to predict what the memo will say; in otherwords, it reflects the main idea discussed in the body. Be as specific as you can when composing the

SUBJECT line. This line should not be a complete sentence, but a phrase or clause, more like a

newspaper headline.

Distinguish. In addition to helping the reader predict, the subject line should make clear thedifference between one memo and many others. For instance, waiters and waitresses at a restaurant mayread numerous memos that deal with menu items during one year. Therefore, if the subject line says only

Menu Changes, the server reading it will not immediately know that this is not the same memo he or

she read last week. Instead, specific SUBJECT lines, such as Italian Items Added to Menu for June orLobster Price Increase would tell the server exactly what to expect the message to cover. It should also

convince him or her that this is indeed a new message and not last weeks.

While formatting the memo is important, the headings are only a means for conveying the ideas you wantto share. The message or the body of the memo is the heart of this document. When composing a memo,


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considerorganizing ideas according to the message, limiting to one main point, creating a suitabletone, and using humor appropriately and effectively.

ORGANIZING IDEAS ACCORDING TO THE MESSAGEThe message section of a memo should be organized for the reader, not for the writer. Employees who

read memos are usually busy and do not have time to waste. Planning what to say and in what order to say

it is one of the most challenging aspects of writing a memo.

Informative and Good News Messages. Memos usually involve giving the audience information thatwill be pleasant or at least acceptable. The strategy is directpresent the main idea first. In this way, thereader does not have to search through the entire document to discover the idea he or she needs.

Pl ease t ur n i n al l l eased Chemi cal Lab garment s checked out t o you byDecember 7, 19- - .

We si gned a cont r act and wi l l r ecei ve servi ce f r om a new cl eani ng companycompany, D & W Garment Care Cent er , ef f ect i ve December 8, 20_ _ . Benef i t sof t he change you shoul d not i ce ar e

Per f ume and st arch- f r ee gar ment s an addi t i onal coat each week i mmedi at e r epl acement of wor n or damaged garments

Explanations, background information, and supplementary ideas follow the main or most important idea.

A good technical writer does not make the reader work for understanding. Although it may be easier for

writers to work their way slowly toward a main idea at the end, it is easier for readers to get the essential

information at the beginning.

Bad News Messages. Occasionally the purpose of a memo is to share negative news, ideas readers willnot be pleased to see, such as employee layoffs or unpopular policy changes. In this case, the direct

approach probably is not the best choice. If readers find the bad news immediately, the disappointment

might be so great that they miss the explanation entirely.

Therefore, the strategy of bad news messages is indirect. The bad news is softened by surrounding it withpleasant ideas in this way:

1. Open with a positive statement, generally some idea about which both writer and reader canagree.

2. In the next section of the message, clearly announce the bad news, but place it in the middle orend of the section, not at the beginning.

3. Close the message on a pleasant note, perhaps offering an alternative solution or a differentperspective.

The following memo message written by the owner of Precision Cuts Hair Studio shows how the bad

news in the middle is buffered by pleasant ideas in the opening and closing:

Bei ng cr eat i ve f ol ks, we enj oy expr essi ng our i ndi vi dual i t y i n t he way wedr ess. We have been qui t e st yl i sh and uni que of l ate.

Some of us have been t al ki ng about ways t o i mprove our prof essi onali mage. Towar d t hi s end, t he shop wi l l adopt a uni f orm dr ess pol i cy begi nni ng ont he f i r st worki ng day of next mont h. You may choose f r om sol i d navy and sol i dwhi t e out f i t s or out f i t s combi ni ng t he two col or s.

Besi des enhanci ng the shop' s prof essi onal i mage, t he new pol i cy wi l l saveyou money because your per sonal cl othes wi l l not be subj ected t o t he chemi cal swe use ever y day. Any cr eat i ve energy you have l ef t can be spent on cl i ent s t o

make ours the most popular shop in town!

Persuasive Messages A routine request for a design from a commercial art department might use thedirect approach, presenting the main idea first. However, a design request on short notice, such as "I need

it by 2 p.m. today. should use this plan for convincing readers:

1. HOOK-Open with a hook to introduce the topic.


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2. SELL-Convince your audience with concrete, specific evidence3. MOTIVATE-Get your audience to respond to your ideas: ask for action.

LIMIT TO ONE MAIN POINTMemo should cover only one main point. Writers who have two messages for the same audience need to

write two memos. Why do you think this is true?

First, if a memo has more than one message, the reader cannot determine what is truly important. Second,the very busy reader may find the first idea, assume it is the only important information, and quit reading.

Third, the memo might be so lengthened that it will intimidate readers. Readers generally expect memosto be one to four paragraphs. Finally, it is inappropriate to combine some messages.

USING A SUITABLE TONEMemos usually have a conversational, informal tone. In fact, it is appropriate in this type of

correspondence to use I, the first person pronoun. Readers are more likely to cooperate when the memo

sounds as if it were written by a person rather than a machine. This informal writing style is a great deallike conversation you might have with a friend or acquaintance if that conversation were polished slightly.

USING HUMOR EFFECTIVELYHumor can be very effective in creating goodwill and in dealing with difficult situations or uncooperativeaudiences. For example, in the example below, James uses humor to convince students to do something

she wants them to do.

Memo Using Humor to Persuade

MEMORANDUM23 Oct ober 1996

TO: Al l St udents

FROM: Mar i ssa J ames, Vol unt eer Cl ub Chai r

REFERENCE: Gi vi ng up your bl ood

The Vol unt eer Cl ub agai n t hi s f al l i nvi t es you t o gi ve bl ood when we host t heAmer i can Red Cr oss Bl oodmobi l e on campus 28 Oct ober 1996. See Mr s. Yap i n t he mai nof f i ce t o schedul e an appoi ntment f or any f r ee per i od on Bl oodmobi l e day. Pl ease showyour pr i de and si gn up today!

Mr s. De Leon, t he Vol unt eer Cl ub sponsor , says not t o wor r y i f you ar e af r ai d of t hesi ght of bl oodespeci al l y your own. Thi s year she of f er s bl i ndf ol ds f or t he f ai nt -hear t ed and a shoul der t o l ean on f or t hose who j ust pl ai n f ai nt !

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Classroom Activity:

You have to assume that you are the manager of Funland, an amusement park in Tibanga, Iligan City. Ten

Full-time and fifteen part-time employees are under your supervision. To thank the entire staff for their

contribution to the business success, you have planned a company picnic at Timoga Swimming Pool inBuru-un, Iligan City. The event will take place on Sunday, August 18, 2013 from 5 to 8 p.m. Write a

memo today to invite all employees and their families to the picnic.

*Quiz

Part II. Business Correspondence


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Business correspondence is one tool that can be used by any company to become active or result-orientedin many ways. Company employers, who are not adept at writing communications, usually hire people who canwrite well or someone who are experienced in writing letters, memos, reports and studies.

Despite the growing popularity of e-mail, much of the communication between businesses still depends onthe letter. Letters are usually written to people outside a company, such as customers, clients, and suppliers, andvery often, letters take the place of a face-to-face meeting.

A. LETTERA direct, written message that is usually sent some distance from one person to another, or even to a group

of persons or an organization, is called a letter. An old term for letter is epistle, from the Greek word epistol,meaning message. All letters seek the goodwill of their readers and practice principles of good communication.

Effective business correspondence tries to foster goodwill through its word choice and message.

Particularly when writing to an outside contact you have never met, you should strive to make your letters

as thoughtfully phrased, well structured, and attractively formatted as possible. A hastily drafted e-mail message or

memo may embarrass you from your colleagues, while a poorly written letter can result in lost business for your

company.

B. Kinds of Letter WritingThere are three basic kinds of letters: personal, social, and business. All letters contain four elements: the

date, a salutation, the body of the letter, and the signature. In more formal letters, particularly business

correspondence, a number of other features are added to this basic structure.

1. Personal lettersThese are the most informal letters which are written in the manner of one person speaking to another.

Apart from containing the main elements (as mentioned above), personal letters have no strict rules ofstyle-not even grammatical rules. Personal letters may be handwritten or typed, but they are always signed

by hand.

2. Social lettersThese are more formal letters. These include invitations and replies, letters of congratulations, thank-

you notes, and letters of condolences. However, greeting cards are now made to serve all of these functions.As with personal correspondence, social letters may be handwritten or typed. If desired, the name andaddress of the sender may be placed above the date, in the upper right-hand corner, or below the signature,

on the lower right-hand part of the page. But if the sender is a relative or close friend of the recipient, thename (other than the closing signature) and address are normally omitted. They would, in any case, appear

on the upper left-hand corner or flap of the envelope as a return address.

Depending on the relationship of sender and recipient, social letters may have much of the informality

of personal correspondence. In the case of invitations, however, they must be precise: they must tell whatthe occasion is; give the exact date, time, and location; and tell the name of the host or hostess. They mayalso include the letters R.S.V.P. on the lower left-hand part of the page. RSVP is the acronym for theFrench phraseRpondez, s'il vous plat(Reply, if you please) which means that the recipient should letthe host know whether he or she will be able to attend the function. Sometimes, instead of the R.S.V.P., the

sender puts Regrets only at the end of the letter. This means that the recipient is to respond to theinvitation only if he or she is not planning to attend.

Social letters, regardless of the level of formality, differ from personal correspondence since they are

usually shorter as they are intended for specific purposes. Once the purposes have been accomplished, theseletters should be ended. The exception to this rule may be the thank-you note: it may become a longer,

personal letter, depending on the relationship of the sender to the recipient. Thank-you notes, such as thosethat are sent for wedding gifts, are generally short and more formal.

3. Business Letters


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Business letters may be defined as a written message used to transact business that cannot beconveniently conducted orally. They are formal and direct with no literary pretensions. Business lettershave a two-fold purpose: (1) to serve as a record and (2) to attempt to secure action from the reader(Vicente et al., 1997, 53).

Regardless of the purpose, all business letters are considered formal and have a standard format.Generally, business letters are typed using a computer, but sometimes, the company requires the applicantto have the letter in handwritten form. In either way, adopt the KISS (keep it short and simple) principle in

writing your business letter.

C. Importance of Effective Communications in Business1. The ability to communicate effectively, orally and in writing is an important and highly valued skill. In

numerous surveys business executives have ranked ability to communicate as first among the personal

factors necessary for promotion to and within management. Also, they have selected businesscommunication as one of the most useful college studies in their work (Murphy and Hildebrandt, 1984:

p. 4).2. The ability to write an effective letter serves a very useful purpose especially in looking for job

opportunities in various companies. There is a need therefore for college students to be proficient inwriting business letters (Alcantara and Espina, 1995, p. 82).

Eight Main Parts of the Letter

1. Return Address/Letterhead/Headingis printed at the top of the stationery (either in the upper-handcorner, in the left-hand corner or at the center of the page).

Two Kinds of a Heading

(1) Modern heading has the given computerized logo and a complete return addresson it. It is basically placed on top of the stationery.

(2) TraditionalorConventional heading does not have any printed return address ora logo. Therefore, the writer has to write the return address.

Letterhead has two purposes. It gives the complete address of the writer or the company. Ifstationery with a printed letterhead is used, this part is omitted since the letterhead itself is the returnaddress.

Open Punctuation Closed Punctuation

No. 04 Caturay Drive, Purok 11-B No. 04 Caturay Drive, Purok 11-BTibanga,Iligan City 9200 Iligan City 9200.

Arrangement of the Letterhead:

(Home Address)Senders street address of the purok or zoneBarangaycity or municipality

ZIP code (before or after the city or municipality)

(Companys Address)Name of the department/officeName of the college

Name of the school/universityComplete school address


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Take note of the following conventions for the return address:

a. The return address should be sufficient for postal direction such as 9700 Marawi City orMarawi City 9700.

b. The street direction precedes the name of the city, town or barangay.c. The house number should be written in Arabic figures and the word Number or its sign

should not precede it.

Incorrect: No. 79 Molave Street Correct: 79 Molave Street

# 79 Molave Street Fifth Street

d. Street numbers less than ten (10) are usually spelled out.e. Do not omit the words Street, Avenue, etc.

Incorrect: 12324 Taft Correct: 12324 Taft Avenue

f. Avoid abbreviation in the headingUndesirable: Prk. 11-B Caturay Drive Desirable: Purok 11-B, Caturay Drive

Tibanga, 9200 Iligan City Tibanga, 9200 Iligan City

2. Dateline or Date is written in the same format as the return address. If stationery with a printedletterhead is used, the date may be written at the right of the page or at the center under the return address.

The date is placed for the purpose of recording business events. It consists of the day, the month and theyear. The data should be written in full.

Undesirable: 06/05/2011 Undesirable: June 30, 11Undesirable: Jun 30, 11 Undesirable: 06-30-11

Desirable: June 30, 2011 Desirable: 30 June 2011

3.InsideAddressshould be consistent with the format of the heading. It contains address of the individual(position, if any) or department or unit, the name and the firm to whom the letter is written.

Prof. Rebekah M. Alawi, Ph.D. For. Raul Espiga, Jr.Dean of Graduate School Department of Environment and Natural ResourcesMindanao State University Mother Ignacia Avenue, Cor. Timog StreetMarawi City, Philippines 1105 Quezon City

4. Salutation is the greeting of the letter to the addressee. It is what the expression Good Morning orHow do you do? is in a conversation. Its formality or informality should match that of the complimentaryclose. A colon usually follows the salutation. Here are some examples of salutations generally used in

business correspondence when the name of the person addressed is known.

Usual: Informal:

Dear Mr. Mariano: My dear Professor Capa:Dear Mrs. Monoy: My dear Mr. Diamante:Dear Professor Santos: My dear Captain Bernales:

Dear General De Leon: My dearest Sir/Madame:

When the name of the person addressed is not known or when a personal tone is not desired, thefollowing salutations are generally used:

Formal:

Dear Sir: Dear Madame: Dear Mesdames: (plural)Gentlemen: Ladies: Sirs: (plural)Dear Maam: Ladies and Gentlemen: Sir/Madame:

Dear Personnel Officer Dear IBM Sales Manager:


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The abbreviations Co. (for Company) and Inc. (for Incorporated), are used only if these termsare abbreviated in the letterheads of the companies being addressed. When the title of the addressee isgiven, it is usually placed after his name on the first line; but, if this practice would result in a long line, thetitle may be given as a separate line.

In the salutation never use any abbreviation except Mr., Mrs. and Dr.

Bad: My dear Prof. Sanchez:

Right: My dear Professor Sanchez:

Title of the addressee must be in full spelling when indicating only the family name.

Here are some titles that you can use in the first line:

5. Message or Body of the Letter or Letter Text refers to the actual or personal message, which is

presented between the salutation and complimentary ending. It includes an introduction, body andconclusion. Single spacing will be used within paragraphs; double spacing between the paragraphs. Its

format should be consistent with the style of the heading and the inside address.

6. Complimentary Close or Complimentary Ending is a conventional farewell to the readers. It is to abusiness letter what the expression Good day or Goodbye is to a conversation. It should be written two

spaces below the last line of the body. Only the first letter of the word is capitalized. A comma is used topunctuate the complimentary ending if you are not using full block style. The following forms are used ascomplimentary close in business letters:

Impersonal, frequently used Informal

Yours truly, Yours sincerely, Yours cordially,Yours very truly, Sincerely yours, Cordially yours,

Very truly yours,

Formal

Yours faithfully, Faithfully yours, Yours respectfully,

Respectfully yours, Very respectfully yours,

Note: At this stage you might also wish to draw attention to the conventional greetings and endings forformal letters. (In British English, if the name of the person is used, e.g. Dear Mr. Jones, then the ending is

Yours sincerely. If you don't know the name of the person you are writing to, then the letter begins Dear Sir

/ Madam, and ends Yours faithfully.) It may also be worth highlighting the punctuation used here, i.e. acomma after the greeting, as this can vary between languages. In addition, some students are not familiar

with the form of address Ms., which refers to a woman without specifying her marital status.

A form including respectfully should be used only when special respect is intended. Such a form

indicates deference to position, rank, or authority, as in a letter to a government official, an army or naval

officer of high rank, a business man of high station in his firm, or an important college or university

official.

Miss unmarried woman

Mrs. married woman or widow

Mr. a man without a special title

Messrs.plural of Mr. but this is used only before the name of a law firm; e.g.,Messrs. Lim and Fabrio, but not before the name of any other kind offirm or corporation

Reverend a clergyman

Dr. for one who holds a doctorate degree or a physician

Professor for one who has attained the rank of a professor in a college or

university

Honorable for a cabinet officer, a senator, a representative, a governor, a mayor,an ambassador, or a judge


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7. Writers Identification consists of the writers full name (Given Name, Middle Name and FamilyName) and the work position (if there is).

8. Signatureis to authenticate the statements that precede it by fixing the responsibility for them upon anorganization or an individual. It is usually written four spaces between the complimentary close and thewriters name to give enough spaces for the penned or handwritten one. In a typewritten letter, the namemay be typewritten beneath the signature. It is conventional for a married woman to sign her own name,not her husbands name, preceded by Mrs., enclosed in parenthesis. The usual practice is to address a

woman as Miss if her married status is not indicated.

Seven Special Parts of the Letter

1. Reference Initials have very little significance. They are included only for the writersadministrative purpose of reference later on. These are written two spaces below the writersidentification at the left-hand margin. The initials may include those of the secretary and the typist.In some instances, when the writers identification is not written below the signature, the writersinitials may be included.

Examples

JRRD/CT OR JRRD: AT: CT (JM signed the letter: A.T., the secretary, wrote the letter: C.T., thetypist, typed the letter)

2. Enclosure Notationis written directly below the reference initials. It is written for verificationpurpose only that something is enclosed or included with the letter. It is for the good of both thewriter and the recipient.

Enclosure: Brochure Enclosures: 3Enclosures: 1. Brochure Enclosures: (4)

2. Order From

3. Attention Lineis used when a letter is addressed to a company in general. This device is usedfor the purpose of directing the letter to the attention of a specific person or group within thecompany that can take care of handling the message. Otherwise, who will specifically take care ofrelaying the message, since the letter is addressed to the company as a whole?

If the particular attention of a member of a department or a business firm is necessary, use

Attention: or Attention of, followed by the persons name. The colon may be omitted afterAttention, depending on the style preference of the writer.

Attention: Dr. Dave Balaba

ATTENTION: MSU Constituents

Attention to Dr. Manuel J. Ramos

4. Subject Lineis a device used by the writer if he wants the reader to know in advance the subjectmatter of the message. It is written in two spaces below the salutation.

Subject: General OrientationSubject: GENERAL ORIENTATION

5.Carbon Copy Campaign is a duplicate copy of the letter sent to the intended recipient or theaddressee. The notation cc (in small letters) is written below the reference initials and is indicatedin all copies of the letter furnished.

cc: (4) cc: Birth Certificate (authenticated document from the NSO)

6.Blind Carbon Copy Campaignis used when the writer sends copies of the letter to other peopleother than the addressee. The notation bcc (in small letters) is written only at the photocopied copyor copies but never on the original copy of the addressee because the writer does not want the

addressee to know that he is furnishing copies of the letter other than the original copy.


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7. Postscript or Nota Bene is used when the writer forgets to include an important point in themessage. It is abbreviated P.S., n.b. or N.B.in the letter. The Latin termNota Bene (Note well) is atimesaving device. Instead of retyping the entire letter, the writer can just include the important

portion of the message after the closing. This is use only if the writer uses typewriter machine but

never a computer machine. Yet, in the modern time, there are still other people who use suchdevice for the purpose of emphasis.

Example n.b.: The general conference meeting scheduled on February 24 is moved toanother date. We will let you know about the exact date next week.

*Quiz________________________________________________________________________________________

Teacher Made Assignment 2

Bring the following materials in class:

1. Two (2) white bond papers (short).2. One long size white plain envelope.3. One long size white window envelope.

Classroom Activity:

1. Write a letter addressed to your teacher authorizing Khalid Ali to retrieve the first draft of your report.Cite reasons why you cannot get the draft yourself. Your letter should show all the main parts of aformal letter. Use the full block format.

__________________________________________________________________________________

Designs and Structures of an Effective Business Letter

A business letter must be well planned so as to convey effectively the message the writer intends to

communicate. In this regard, the writer must not only concentrate his attention on the contents of the message butalso on the physical form of the letter. An attractive appearance is sure to give a favorable impression that the writer

took his time to please his reader by paying attention to every detail.

1. AppearanceThe readers attention is immediately captivated upon unfolding a letter that is fresh and crisp in

appearance and that is attractively centered on the page. Then, if the message itself is in keeping with thedignity of appearance, the letter will usually be highly effective. The writer should determine theapproximate length of the letter and type it with approximately the same margins all around. This iscentering the letter. Each element of the letter should be separated from the others by double-spacing and

should be placed in its correct position relative to the whole. Nothing should be allowed to extend over the

margin, not even the signature. In other words, if the letter is quite very short, try to adjust the spacing thatwould center the letter entries. The appearance therefore, should be properly balanced.

2. MarginsOne of the simplest ways of making a letter inviting to a reader is to set generous margins. Each margin

should be at least one inch wide, but using one-and-a-half inch margins can make a letter both easier to

read and more visually appealing. If your letter is less than half a page long, your top margin should be

even larger. As a general rule, begin the letter far enough down on the page that the signature falls below

the pages center point. You may also need to add extra space to the top margin to accommodate an

oversized logo on letterhead stationery. Generally, you should always leave two line spaces between a logo

and the beginning of your letter.

3. Line SpacingA letter should be single-spaced, with an additional line space inserted between paragraphs in the

letters body. One line space should also be placed between most of the components of a letter. Three line


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spaces are usually used to separate the return address from the date and the complimentary close from the

name typed below the signature.

4. Letter Formats or Styles. The arrangement of business letters varies from company to company.There is no standard style that has been definitely established. However, there are companies that

prefer one particular style over the others. Thus, prior to the submission of the letter to the company,the writer has to know in advance the preferred or observed format used by the company.

Full Block Block Modified Block

Indented Hanging-Indented Simplified

Full Block Styleis considered the very modern style because of the ease in typing the letter and is time-saving. All the parts of the letter are written at the left-hand margin and no punctuations are used except themessage. Each new line of the paragraph is blocked and is therefore not indented.

Block Styleis the most common style in use today. The date, the complimentary close and the signature arewritten at the right-hand margin. Every line of the body starts at the left-hand margin and is not indented.This style uses punctuation marks such as colon and comma.

Semi Block Style is considered conservative. It is almost the same as the block style except that every firstline of each paragraph is indented five spaces. This style uses punctuations.

Indented Style is considered ultraconservative. It is the oldest letter arrangement. It is time-consuming

because of the many indentions that the writer has to make. Every line of the inside address is five spacesindented; every paragraph is also indented five spaces; the closing section which includes thecomplimentary close, the signature and the writers identification is also indented five spaces. Anotherdistinctive trait found in this style is the use of the closed punctuation. The opening and the closing sectionsend with a period. This includes the date, the inside address, the writers identification, the reference initials

and other optional parts like the enclosure and the carbon copy notations. This style uses standard/mixedpunctuation.

____

________

________________________________________________________________

_____________________________________.

________

____

________

____:

________________________________________

_____________________________________.

____,

____

____

________

____:

_____________________________________

________________________________.

____,____

____________

____

____:

_____________________________________________________________________________

___________.

____,____

____________

____:

___________________________________________________________________

_____________.

_____,____

______________________

____

____

____

____________________________

_________________________________.

_____


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Hanging-Indented Style has the first line of each paragraph flushed with five spaces, in line with thesalutation and inside address. Other lines are uniformly indented five spaces. Although frequently used insales letters, it is seldom employed in business letters of a conservative character. Since this style is lessdignified than any others, it is appropriate only when the nature of the business is sufficiently informal to

justify novelty.

Simplified Style contains no salutation and no complimentary ending, but it almost always has a subjectline. It is extremely useful for impersonal situations and for situations where the identity of the recipient isnot known. In personal situations, writers start the first paragraph with the recipients name.

5. Indenting ParagraphsIf you are formatting a letter in the modified block style, you may indent the first line of each

paragraph. However, you should not indent paragraphs if you choose the full block format.

6. AlignmentMost often, the body of a letter is aligned along the left margin only. For a more formal look, however,

you can align it on the right margin as wella style of alignment known as justification. For the sake ofappearance and readability, justified text often needs to be hyphenated to eliminate inconsistent word

spacing.

7. Punctuation StylesOpen Punctuation requires no punctuation marks after any part of the letter except themessage. It is often used with full-blocked arrangements.

Closed Punctuation is perhaps the least used and is not recommended for use in modernletters. It places a period/stop after the data and a comma after each line of the inside addressexcept the last line, where a period is placed after the name of the city or province. The same

punctuation is used in the signature block (Vicente et al., p. 57).

Standard or Mixed Punctuationis the most commonly usedin which only the salutation andthe complimentary closing are followed by punctuation marks. A colon follows the salutationand a comma follows the complimentary ending.

8. Letters of More than One PageIf a letter runs longer than one page, at the top of all succeeding pages, add a heading that lists the

following:

the recipients courtesy title and full name the page number preceded by the wordPage the date of the letter

Either centers this material on one line with a uniform amount of space between each element or

Dr. Arnulfo P. Supe Page 2 September 20, 2009

or arrange the information on three separate lines, all aligned along the left margin.

Dr. Arnulfo P. Supe

Page 2September 20, 2009

Use letterhead stationery for the first page of a letter only. For all subsequent pages, use blank bond paper

of the same color and weight as the letterhead.


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9. StationeryGood taste rather than strict economy should be the gauged in choosing paper and envelopes. The

prestige gained through the use of good paper will more than offset any saving through the use of inferior

paper (Vicente et al., p. 54). The standard sheet of business stationery is 8 x 11 inches in size (shortcoupon bond), white or a very light shade of cream, brown, gray and blue. Do not use stationery with colorsthat strain the readers eyes such as neon colors and/or colors that are too dry.

10.EnvelopeSometimes, when the sender wants to mail his letter to the postal office, he needs to use an envelope to

send out the documents. This should be in a legal size envelope (plain white long-size envelope) especiallywhen submitting an application letter. The color of the stationery should also be the same with the color ofthe envelope. The legal size envelope must contain the complete name and address of the sender and the

recipient. The name and address of the sender are placed at the back of the envelope at the left-hand cornerat the top of the paper while the name and address of the recipient are placed at the back of the envelope atthe center portion. The entries are written in all capital letters. There is no need to indicate thefrom and toentries because they are already implied.

11.Window Envelop is one that has an open space or a space covered with transparent paper, throughwhich the address on the letter enclosed is visible. Intended to save typing time, this kind of envelop is

generally employed for bills and statements. When it is used for letters, specially printed letterheads

with a definite space provided for typing the address are used.

12.How to Fold a Standard LetterA letter, especially a business letter, is folded twice into horizontal thirds and placed into an

envelope. This insures a little privacy in the letter. The letter is also easy to unfold after opening the

envelope. The following diagram shows how a letter is normally folded. This type of fold is used

regardless of letter style.Unfolded First Fold Second Fold

If the letter needs to have the address face out an envelope window, make the second fold in the samelocation but opposite direction. The letter will then be folded in a Z shape and the address can be

positioned to face out the window of the envelope.

13.Ways of putting the addresses in the Envelope

Back of the Envelope Back of the Envelope

ESTER MENDOZAPALAO, ILIGAN CITY

DANIEL MONTEMA

SANMIGUEL CORPORATIONCAGAYAN DE ORO CITY

7300

DANIEL MONTEMA

SAN MIGUEL CORPORATION

7300 CAGAYAN DE ORO CITY


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NOTE: At the back of the envelope or the ear of the envelope, you write only the complete name andaddress of the recipient if you have already written the senders name and return address in the stationery.

14.Letter Spacing

1 space

1 space

1 space

1 space

_________________________________________________________________________________________

Part III. EMPLOYMENT COMMUNICATION

Employment communication includes a resume (a one-page summary of your qualifications), anapplication/cover letter (letter to accompany the resume), and possibly a follow-up letter (letter to thank an

employer for an interview).

Resumes and accompanying letters are important because:

They give employers something to look at before you fill out their applications, They make you look professional and ready to work, and They allow you to control the presentation of your skills. Your skills stand out in a resume you

designed instead of being hidden in an application form someone else designed.

The role of the application letter (cover letter) is to draw a clear connection between the job you are seeking

and your qualifications listed in the resume. To put it another way, the letter matches the requirements of the jobwith your qualifications, emphasizing how you are right for that job. The application letter is not a lengthysummary of the resume not at all. It selectively mentions information in the resume, as appropriate.

Common Types of Application Letters

The types of application letters can be defined according to amount and kind of information they contained:

Objective letters This type of letter says very little: it identifies the position being sought, indicates aninterest in having an interview, and calls attention to the fact that the resume is attached. It also mentionsany other special matters that are not included on the resume, such as dates and times when you areavailable to come in for an interview. This letter does no salesmanship and is very brief. (It may represent

the true meaning of "cover" letter.)

Highlight letters This type of application letter is the type you do for most technical writing courses.Ittries to summarize the key information from the resume, the key information that will emphasize that youare a good candidate for the job. In other words, it selects the best information from the resume and

summarizes it in the letter this type of letter is especially designed to make the connection with thespecific job.

____________________________________________________________________ 1 space

______________________

2 spaces

1 space ___________ __________

________________________________________

____________________

2 spaces_______________:

2 spaces__________________________________________________________

_________________________________________________________________________________________________________________________________________________________________ .

2 spaces__________________________________________________________

__________________________________________________________________________________________________________________________________

_______________________________ .2 spaces

___________________________________________________________________________________________________________________________

________________________________________________________________________________________________ .

2 spaces

_____________________,3-4 spaces

_____________________


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CLASSIFICATIONS OF APPLICATION/COVER LETTER

The letter of application may be classified into two: solicited or unsolicited. The solicited cover letter iswritten in answer to an invitation, usually an advertisement (want ads). The advantage of it is that applicants are

certain of a job opening which an employer wishes to fill.

On the other hand, the unsolicited or prospecting cover letter is written to a prospective companyemployer in the hope that there might be a possible job opening or vacancy to uncover possibilities beyond the HelpWanted Section. Ambitious jobseekers do not limit their search to advertised openings. The advantage is the

likelihood that there are fewer applicants with whom one competes. The disadvantages are it might waste timewriting to organizations that have no openings and it might not tailor the letter to specific requirements.

Parts of Application Letters

1. Introductory paragraph. That first paragraph of the application letter is the most important; it setseverything up the tone, focus, as well as your most important qualification. A typical problem in the introductory

paragraph involves diving directly into work and educational experience. Bad idea! A better idea is to do somethinglike the following:

State the purpose of the letter to inquire about an employment opportunity. Indicate the source of your information about the job newspaper advertisement, a personal contact, or

other. State one eye-catching, attention-getting thing about yourself in relation to the job or to the employer that

will cause the reader to want to continue.

And you try to do all things like these in the space of very short paragraph no more than 4 to 5 lines of thestandard business letter. (And certainly, please do not think of these as the "right" or the "only" things to put in the

introduction to an application letter.)

Examples of Introductory Paragraph of a Solicited Cover Letter

(1) Mrs. Joan Jacques, Officer-in-Charge of the Community Environmental and Natural

Resources Office has just informed me about a job vacancy for Forestry Surveyor in your prestigious

company. I shall be pleased to have you consider me as an applicant for the position.

(2) I have watched from the ABS-CBN telecast that the TV Patrol Manila is now looking for

new graduates with degrees related to Communication Arts and Journalism who are willing to work

under pressure. With such great opportunity, I am submitting my application letter for the position.

(3) I am writing in response to your ad posted in www. Hotjobs.com for an

accountant. I have attached a copy of my resume for your review.

(4) In response to your ad in the Manila Bulletin, I am writing to apply for aposition of a call center agent. I am enclosing a copy of my resume for your additional

information of my experiences.

Examples of Introductory Paragraph of an Unsolicited Cover Letter

(1) With a Bachelor of Arts Degree in Sociology from the Mindanao State University,

Marawi City and with practical experience in the same field, I believe that I could be of great value to

your company as a Social and Livelihood Development Consultant.

(2) Your company is known as one of the leading IT firms which hires hardworking and

motivated persons. Hence, I would like to seek for opportunity as Computer Analyst in your firm.(3) Young, energetic, dynamic and a skilled graduate of Bachelor of Science in Business

Administration in Entrepreneurial Marketing are my qualifications that met your companys requisite

of an employee.


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2.Main body paragraphs. In the main parts of the application letter, you present your work experience,education, training whatever makes that connection between you and the job you are seeking. Remember thatthis is the most important job you have to do in this letter to enable the reader see the match between yourqualifications and the requirements for the job.

There are two common ways to present this information:

Functional approach This one presents education in one section, and work experience in the other. Ifthere were other relevant experiences, that might go in another section. Whichever of these sectionscontains your "best stuff" should come first, after the introduction.

Thematic approach This one divides experience and education into groups such as "management,""technical," "financial," and so on and then discusses your work and education related to them in separate

paragraphs.

You can organize the letter thematically or functionally the same way that you can do for the resume.

Another section worth considering for the main body of the application letter is one in which you discuss yourgoals, objectives the focus of your career what you are doing, or want to do professionally. A paragraph likethis is particularly good for people just starting their careers, when there is not much to put in the letter. Of course,

be careful about loading a paragraph like this with "sweet nothings." For example, "I am seeking a challenging,

rewarding career with a dynamic upscale company where I will have ample room for professional and personalgrowth" come on! give us a break! Might as well say, "I want to be happy, well-paid, and well-fed."


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3.Closing paragraph. In the last paragraph of the application letter, you can indicate how the prospectiveemployer can get in touch with you and when are the best times for an interview. This is the place to urge that

prospective employer to contact you to arrange an interview.

Background Details in the Application Letter

One of the best ways to make an application letter great is to work in details, examples, specifics about related

aspects of your educational and employment background. Yes, if the resume is attached, readers can see all thatdetails there. However, a letter that is overly general and vague might generate so little interest that the reader mightnot even care to turn to the resume.

In the application letter, you work in selective detail that makes your letter stand out, makes it memorable, andsubstantiates the claims you make about your skills and experience. Take a look at this example, which is ratherlacking in specifics:

As for my experience working with persons with developmental disabilities, I have workedand volunteeredatvarious rehabilitation hospitals and agencies in Austin and Houston[say which ones to inject more detail into this letter]. I have received training [where?

certificates?] in supervising patients and assisting with physical and social therapy.Currently, I am volunteering at St. David's Hospital [doing what?] to continue my

education in aiding persons with developmental disabilities.

Now take a look at the revision:

As for my experience working with persons with developmental disabilities, I have workedand volunteered at Cypress Creek Hospital in Houston and Capital Area Easter Seals/

Rehabilitation Center and Health South Rehabilitation Hospital in Austin. I havereceived CPR, First Aid, and Crisis Intervention certificates from Cypress Creek Hospital.Currently, I am volunteering at St. David's Hospital assisting with physical therapy to

persons with developmental disabilities in the aquatics department.

Checklist of Common Problems in Application Letters

Readability and white space Are there any dense paragraphs over 8 lines? Are there comfortable 1-inchto 1.5-inch margins all the way around the letter? Is there adequate spacing between paragraph and between

the components of the letter?

Page fill Is the letter placed on the page nicely: not crammed at the top one-half of the page; not spillingover to a second page by only three or four lines?

General neatness, professional-looking quality Is the letter on good quality paper, and is the copy cleanand free of smudges and erasures?

Proper use of the business-letter format Have you set up the letter in one of the standard business-letterformats?

Overt, direct indication of the connection between your background and the requirements of the job Doyou emphasize this connection?

A good upbeat, positive tone Is the tone of your letter bright and positive? Does it avoid sounding overlyaggressive, brash, over-confident (unless that is really the tone you want)? Does your letter avoid theopposite problem of sounding stiff, overly reserved, stand-offish, blas, indifferent?

A good introduction Does your introduction establish the purpose of the letter? Does it avoid divingdirectly into the details of your work and educational experience? Do you present one little compellingdetail about yourself that will cause the reader to want to keep reading?

A good balance between brevity and details Does your letter avoid becoming too detailed (makingreaders less inclined to read thoroughly)? Does your letter avoid the opposite extreme of being so general

that it could refer to practically anybody? Lots of specifics (dates, numbers, names, etc.) Does your letter present plenty of specific detail but

without making the letter too densely detailed? Do you present hard factual detail (numbers, dates, proper

names) that make you stand out as an individual?

A minimum of information that is simply your opinion of yourself Do you avoid over-reliance oninformation that is simply your opinions about yourself. For example, instead of saying that you "work wellwith others," do you cite work experience that proves that fact but without actually stating it?

Grammar, spelling, usage And of course, does your letter use correct grammar, usage, and spelling?


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Sample Application Letter____________________________________________________________

Carol N. Brand501 Silvermead LaneAustin, Texas 78722

January 21, 1997

Susan Lesser

AndroCode901 East 16th Street

Austin, TX 78703

Dear Mrs. Lesser

I am writing in response to your ad in theAustin American-Statesman for a Technical Writer/Intern. I have attacheda copy of my resume for your review.

During the past five years, I have gained valuable experience in various types of technical writing, documentation,

and graphic design. I have written technical specifications, government contracts, and white papers for InternationalSoftware Systems, Inc., in conjunction with several branches of the United States Army and Navy. I have alsoedited several ads that were published in major magazines for Object International (such as PC World, PC Weekly,

andORACLE). In my current position at Dell Computer Corporation, I have written and illustrated an employeehandbook and documented and flowcharted several corporate processes (such as hiring processes, EMI procedures

and flowchart maps for engineering reviews and checkpoints).

I am currently in the process of completing my Associate Degree in Communication at Austin Community College.

Once I achieve this degree, I plan to transfer to The University of Texas (at Austin) to complete a BachelorsDegree in Journalism. While my studies at UT have been invaluable to my career goals, your intern program

provides an important element. I have been searching for an employment opportunity like this one that combinesmy continuing education with practical experience in technical writing.

In the past, several team members from your organization have assisted me in completing projects on a contract

basis. They were instrumental in enhancing documents and the work reflected a strong sense of pride andprofessionalism. Since these are the same business ethics I strive for personally, I can think of no better learning

environment than joining an organization such as yours.

I look forward to having the opportunity to further discuss my qualifications with you.

Sincerely yours

Carol N. Brand

(032) 777-5555Enclosure: resume


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An evaluation to Carol Brands letter

_____________________________________________________

Application letter.This writer is attempting to get an interview for a technical-writing internship in a softwaredevelopment company. In this letter, the writer summarizes everything she can find that relates to technical writingand publishing.

Heading.The heading portion of a business letter includes the writer's address and date. To give her letter morevisual appeal, this writer creates a letterhead-style design at the top for her name address, and phone. For traditional

business letters, you don't normally include your name in the headingthis is a neat trick to include it and a niceway of adding a sense of professionalism to the letter as a whole.

Inside address.The inside address provides the full name, title, and address of the recipientof the letter. If you donot have a specific name, call the company or use some other strategy to find a name. A department name (which isused in this example) or a position title will work just fine.

Salutation.In this portion of the letter, use the same name as you used in the inside address. Be sure and punctuatethe salutation with a colon, not a comma (which is for informal, friendly, nonbusiness letters).

Introduction. The introduction to any business letter should be brieffour or five lines at the most. In thisapplication letter, the writer states the purpose of the letter (to apply for an employment opening), cites the specific

job title, mentions how she heard about the opening, and refers to her attached resume. Instead of mentioning theresume, application-letter writers often mention their best qualification, someone they know within the company,someone they know who is known to people within the company, or some detail about the company they are

applying to. Details like these are designed to hook readers in and make them keep reading.

Experience.This letter takes the fairly common approachat least for people early in their careersof having twobody paragraphs, one for experience and the other for education. Notice how this writer makes the overt connection

between her experience and the job she's applying for. Don't leave it up to the reader to see those connections!

Newspaper, magazine, and book titles. Use italics (or underscores) for newspaper names, as well as formagazines and books. (Use quotation marks for titles of chapters or articles within newspapers, magazines, and

books.)

Education.This is the other commonly section for people just getting out of college or just starting their careers.This writer does nothing with the information she presents here to relate it to the job she is seeking. She could

provide some details on her coursework, special projects, or other such and explain how it relates. However, she

does demonstrate a good understanding of the jobspecifically of internships.

Additional support. This writer scores several points in this final body paragraph. First, she indicates she's anexperienced team player without saying "I'm a team player." It's always more effective refer to examples where a

quality is in action rather than merely state that you have that quality. Secondly, she indicates that she knows people

within the area of the organization to which she is applying.

Wrap-up.This final portion of the application letter contains the concluding paragraph and the signature block.Writers typically include information about contacting them, such as phone numbers, dates, and times. When youwrite an application letter, don't forget to sign in the open area above your typed name. Also don't forget to indicatethe enclosure of the resume.

______________________________________________________________________________________

Curriculum Vitae

It is a Latin term which is loosely translated as course of life. Its abbreviation is CV and the plural form iscurricula vitae. A CV provides an overview of a person's life and qualifications. It is appropriate for academic ormedical careers and is far more comprehensive. A CV elaborates on education to a greater degree than a rsum.

In the United States and Canada, a CV is expected to include a comprehensive listing of professionalhistory including every term of employment, academic credential, publication, contribution or significantachievement. In certain professions, it may even include samples of the person's work and may run to many pages.
http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=0#stop0http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=0#stop0http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=1#stop1http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=1#stop1http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=2#stop2http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=2#stop2http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=3#stop3http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=3#stop3http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=4#stop4http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=4#stop4http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=5#stop5http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=5#stop5http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=6#stop4http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=6#stop4http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=7#stop7http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=7#stop7http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=8#stop8http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=8#stop8http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=9#stop9http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=9#stop9http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=9#stop9http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=8#stop8http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=7#stop7http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=6#stop4http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=5#stop5http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=4#stop4http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=3#stop3http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=2#stop2http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=1#stop1http://www.io.com/~hcexres/cgi-bin/color0.cgi?right=on&viewer=../textbook/applic1b.html&tagnum=0#stop0


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It has widespread use overseas, where it is preferred over a resume. Most U.S. employers prefer a resume.But some fields in the U.S., such as medicine, law, education, science and media, require curriculum vitae.

Differences between a Curriculum Vitae and Resume

CurriculumVitae is more comprehensive. This is especially true if it's distributed overseas, to countrieswhere employers require the inclusion of personal information.

A rsum is a French word that is tailor-made according to the position applied for. It is job-oriented andgoal specific. One of the key characteristics of a proper rsum is conciseness. It rarely exceeds two pages.

Similarities between a CV and Resume

Both CVs and Resumes are personalized kind which are different from that of the ready-made bio-data orpersonal data sheet which are readily available in most educational stores.

Contents for Curriculum Vitae and Its Functions

Job Position Desired Section indicates the work job position being applied for. This is so, because it willhelp the job employer easily determines if the position is vacant and evaluates your qualifications.

Career Objectives Section states at least three objectives that you want to share and develop in workingwith the company.

Educational Attainments Section contains enough information to enable an employer to get some ideas ofwhat you have achieved. Details should start with the recent education attained (e.g. graduate,undergraduate/baccalaureate, secondary and primary). This should include the course/degree, the school

and its complete address and the year graduated respectively. This section is the meat of the personal dataespecially for the new graduates.

Scholastic Achievements Section (if any) contains the academic award/s received, the school and itsaddress and the year the award received.

Working Experience Section (if any) states the recent job position, office/department and its address andthe length of service (years of stay).

Certificate of Participation Section (if any) includes seminars, symposia, lecture-demonstration series andother exposures, which are relevant to the position applied for. This is arranged from the title of the seminarattended, its venue and the day.

Personal Background Section indicates the date of birth, place of birth, civil status, citizenship, gender,religious affiliation, height, weight, fathers name, occupation, mothers name, occupation, parents homeaddress, their contact number, languages spoken (first language and the second languages) and skills orrecreational interests which pertain to academic groups related to the job being sought.

Character References Section should at least have three to five references. One of these should be anemployer, if possible. One should be a person who has known you personally for a long time and who can

vouch for your character. And the others should be those of your teachers who can attest for the quality ofyour work as a student. Be sure to get their permission from each one before giving his/her name. In puttingyour references, you have to see to it that they are not related to you by blood - by consanguinity or byaffinity, respectively. This includes the complete name of the person, the job position (if any), thecompanys name, the complete address of the company and the contact number (indicate the area code).

In the U.S., it's unlawful for employers to deny employment because of age, race, color, creed, gender,disability, religion, marital status or number of children. Consequently, you do not need to include such personalinformation in your U.S. curriculum vitae. It's not a good idea to include it even voluntarily. It might makeemployers feel uncomfortable, because of the potential discriminatory implications.

Because the laws are different in other countries, employers might legally require you to provide personalinformation in your curriculum vitae, such as your date and country of birth, marital status, and number of children,religious affiliation and nationality.


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What not to put on a Rsum

o The word "Resume" at the top of the resumeo Fluffy rambling "objective" statementso Salary informationo Full addresses of former employers

o Reasons for leaving jobso A "Personal" section, or personal statistics

(except in special cases)o Names of supervisors

BASIC RESUME FORMATS

There are three basic types of resumes: Chronological, Functional, and "combined" Chronological -Functional.

1. CHRONOLOGICAL RESUME

The chronological resume is the more traditional structure for a resume. The Experience section is thefocus of the resume; each job (or the last several jobs) is described in some detail, and there is no major section of

skills or accomplishments at the beginning of the resume. This structure is primarily used when you are staying inthe same profession, in the same type of work, particularly in very conservative fields. It is also used in certainfields such as law and academe. It is recommended that the chronological resume always have an "Objective" or"Summary," to focus the reader.

Chronological resume has the personal data, career objectives, summary (optional), education and workexperiences.

Advantages: May appeal to older, more traditional readers and be best in very conservative fields. Makes it easier to understand what you did in what job. It may help the name of the employer stand out more, if this is impressive.

Disadvantage: It is much more difficult to highlight what you do best. This format is rarely appropriate for someone making a career change.

2. FUNCTIONAL RESUME

The functional resume highlights your major skills and accomplishments from the very beginning. Ithelps the reader see clearly what you can do for them, rather than having to read through the job descriptions to findout. It helps target the resume into a new direction or field, by lifting up from all past jobs the key skills andqualifications to help prove you will be successful in this new direction or field. Actual company names and

positions are in a subordinate position, with no description under each. There are many different types of formats

for functional resumes. The functional resume is a must for career changers, but is very appropriate for generalists,for those with spotty or divergent careers, for those with a wide range of skills in their given profession, forstudents, for military officers, for homemakers returning to the job market, and for those who want to make slightshifts in their career direction.

Functional resume has the personal data, objectives, summary (optional), skills, education, and workexperiences.

Advantages: It will help you most in reaching for a new goal or direction. It is a very effective type of resume, and is highly recommended.

Disadvantage: It is hard for the employer to know exactly what you did in which job, which may be a problem for some

conservative interviewers.

3. COMBINED RESUME

A combined resume includes elements of both the chronological and functional formats. It may be a shorterchronology of job descriptions preceded by a short "Skills and Accomplishments" section (or with a longer


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Summary including a skills list or a list of "qualifications"); or, it may be a standard functional resume with theaccomplishments under headings of different jobs held.

Advantages: It maximizes the advantages of both kinds of resumes, avoiding potential negative effects of either type.

Disadvantage: It tends to be a longer resume. It can be repetitious: Accomplishments and skills may have to be repeated in both the "functional" section

and the "chronological section.

Other types of resumes

1. ONLINE RSUMSThe Internet has brought about a new age for the rsum. As the search for employment has become more

electronic, rsums have followed suit. It is common for employers to only accept rsums electronically, either out

of practicality or preference. This electronic boom has changed much about the way rsums are written, read, andhandled.

Job seekers must choose a file format to maintain their rsum. Many employers, especially recruitmentagencies on their behalf, insist on receiving rsums as Microsoft WordorOpen Office documents. Others will

only accept rsums formatted in HTML, PDF, or plain ASCII text.

Internet rsums differ from conventional rsums in that they are comprehensive and allow for self-reflection. Unlike regular 2 page rsums, which only show recent work experience and education, Internet rsumsalso show an individual's skill development over his or her career.

Advantages: Online resumes are distributed to multiple employers via Internet. Job seekers can distribute their rsums to employers of their choices via email.

Online resumes give significant cost savings over traditional hiring methods. Employers are now able to set search parameters in their database of rsums to reduce the number of

rsums which must be reviewed in detail in the search for the ideal candidate.

Disadvantage: Inclusion of email addresses in online resumes may expose the job seeker to spam.2. VIDEO RESUME

It is a way for job seekers to showcase their abilities beyond the capabilities of a traditional paper resume.The video resume allows prospective employers to see, hear and get a feel for how the applicant presents

themselves.

Advantages: Visual image of the applicants as shown in video resume adds value to the application. Video resumes can serve to facilitate racial, ethnic, class-based and age discrimination, or lead to

accusations of such discrimination.

Disadvantage: Most recruiters feel that a video alone does not give an employer enough information about a candidate to

make a proper evaluation of the applicant's potential and more important skills.
http://en.wikipedia.org/wiki/File_formathttp://en.wikipedia.org/wiki/Microsoft_Wordhttp://en.wikipedia.org/wiki/Open_Officehttp://en.wikipedia.org/wiki/HTMLhttp://en.wikipedia.org/wiki/PDFhttp://en.wikipedia.org/wiki/ASCIIhttp://en.wikipedia.org/wiki/Recruiterhttp://en.wikipedia.org/wiki/Recruiterhttp://en.wikipedia.org/wiki/ASCIIhttp://en.wikipedia.org/wiki/PDFhttp://en.wikipedia.org/wiki/HTMLhttp://en.wikipedia.org/wiki/Open_Officehttp://en.wikipedia.org/wiki/Microsoft_Wordhttp://en.wikipedia.org/wiki/File_format


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Sample Resumes______________________________________

Joshua C. Alba

Temporary Permanent

803 Princeton Road 67B Camella SubdivisionPalao, Iligan City 9200 Carmen, Valencia City

(063) 222-3154 (088) 555-0172

OBJECTIVE Position as computer programmer

Qualifications *2 years experience on Macintosh and IBM systems*A.A.S. degree in Business Computer Programming*Experience in C and C++ programming languages

EDUCATION Saint Michaels College, Iligan CityMarch 2012

Major: Business Computer Programming. (GPA. 1.75)

Major Courses

C Language Fox Base Pro Technical WritingC++ Language Systems Programming Data StructuresAssembly Language Math Statistics kit Multimedia

Wadell Computer Industries June 2011-March 2012EXPERIENCE Cagayan de Oro City

Designed test specifications for mainframe computer

Developed inventory database program

Supervised spreadsheet applications for accounting

Xenox Computer Designs June 2010May 2011Malaybalay City, Bukidnon Wrote tutorial for new employees Directed seminar on PageMaker

OTHER WORK Earned half of college expenses working part-time 2008-2011EXPERIENCE Auto Express, Consolacion, Cagayan de Oro City. Sales Clerk

Better Burgers; Consolacion, Cagayan de Oro City. Cook and Saks Clerk

INTERESTS Programming, sailing, photography

REFERENCES Available Upon Request


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Sample Resume

JUANITA MANUELZone 10, Brgy. Bagong Cavite

Iligan City, 9200(063) 223-0195

__________________________________________________________________________

Objective

Part-time work as an administrative assistant in a business environment

Office Skills

Experience with Word for Windows, Lotus Spreadsheet, and WordPerfect Knowledge of office procedures

Strong interpersonal skills Knowledge of accounting ledgers

Administrative Activities

MANUEL'S FLOWERS, July 2011 to PresentAssisted with clerical duties in family owned business

BETA CLUB TREASURER, October 2011-June 2012Maintained account ledger, created annual budget, balanced budget, wrote checks

CO-CHAIRPERSON, JUNIOR MAGAZINE SALES, January 2011--March 2012Directed sales staff, planned advertising campaign, sold magazines

Education

Mindanao State University- Iligan Institute of Technology.Expected date of graduation: December 2013

Course of Study: Office Technology.Specialized Courses: Accounting, Office Management, and Word Processing

Interests

Writing, singing, piano

References

Sam Pandal Hilda Bradora Greg Pacho

Business Teacher Manager, Shoe Bargain City Treasurer342 Balll Road 8890 Ong Street Iligan City Hall

Suarez, Iligan City Poblacion, Iligan City 9200 Iligan City 9200(063) 558-0189 (063) 555-0167 (063) 555-0135

______________________________________________________________________________________

The Follow-up Letter

A follow-up letter, sometimes known as a thank-you letter, is sent soon after a job interview. The follow-up letter

should1. thank the employer for the interview,2. remind the employer of something said or done during the interview,3. explain why you are the best candidate for the job, and4. express continuing interest in the job.

This way the employer knows you're still interested. He or she is also encouraged to remember something specificabout you.


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Body of a Follow-up Letter

Dear Mr. Yamsung:

Thank you for considering me for the position of computer programmer with your company. Ienjoyed discussing ways to improve the personnel database. As you may remember, I have had muchexperience with the relational database program Fox Base Pro. I would welcome the opportunity to put myknowledge to work for your company designing a more efficient personnel database. I am also willing to

relocate to any of your subsidiaries.

I look forward to hearing from you soon. If you have additional questions about my qualifications,please call me at (063) 555-0172.

____________________________________________________________________________________________

Teacher Made Assignment 3 Employment Communication(50 points)

Deadline: September 2, 2013, 10PM

1. Check out the job vacancy posted in our Edmodo website.2. Based on the posted job vacancy ad, write a one-page solicited application letter in your Google drive.

Pretend that you have just completed the degree you have always wanted with an impressive general pointaverage (GPA) to help you get your dream job.

3. Write and design also a resume showing how you are qualified for the job you are applying. You mayassume to have obtained any degree(s) and other work experiences relevant to your application.

4. Share your document to my email address:[email protected].. Do not forget to set the status ofthe sharing into can edit.

The Job Interview

The job or employment interview is one of the most important events in the average persons experience,for the obvious reason that the 20 or 30 minutes spent with the interviewer may determine the entire future courseof ones life. Yet interviewers are constantly amazed at the number of applicants who drift into job interviewswithout any apparent preparation. Others, although they undoubtedly do not intend to do so, create an impression ofindifference by acting too casual. At the other extreme, a few applicants work themselves into such a state of mind

that when they arrive they seem to be in the last stages of nervous fright and are only able to answer inmonosyllables.

These marks of inexperience can be avoided by knowing a little of what actually is expected of you and bymaking a few simple preparations before the interview. --Making the Most of Your Job Interview, NY LifeInsurance Company

You should always prepare for an interview before you go to it. Remember that the interview is a two-waystreet, namely, (1) your primary purpose is to get the best job suitable to your capabilities; and (2) the employersgoal is to get the best person available for the job.

Interview Tips

1. What preparations must I make before an interview?o Try to know about the nature of the companyo Try to research about the interviewer if possibleo Try to know what the job is

2. How should I carry myself during an interview?o Calm and confidento Spontaneous but not talkative
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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o Formal but not arrogant orCondescending

o Be enthusiastic and dont forget to smileo Be prompt all the time

3. What shouldnt I do during an interview?o Dont get annoyed if the interviewer

comes late.o Dont start the interview with negativeremarks.

o Dont sit until the interviewer tells youto do so.

o Dont place anything on theinterviewers desk.

o Dont give excuses for past failures.o Dont speak against former employers.o Dont smoke during the interview.o Dont forget to thank the interviewer

after the interview.

o Dont chew gum while beinginterviewed.o Dont drink coffee you might spill it.

o Dont fidget (mannerism).o Dont wear strong perfume or aftershave.o Dont eat anything with a strong smell

before the interview.

o Dont stare at the interviewer.o Dont interrupt the interviewer.o Dont think about anything but this

interview. Focus.

o Dont initiate the handshake yourself.

4. Is it all right to discuss the salary? Or if asked, what should be my answer?o Never mention about the salaryo If asked, then its better to say, salary that commensurate to work loado Never say, Its up to you.

5. If the inter

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