Business English PDF

Introduction  Business English is used widely and generally in business community and cannot be adaptable to another type of industry wherein most of the employees have native tongues and may cause a lot of difference if Business English is used. Business English Definition:...

Introduction  Business English is used widely and generally in business community and cannot be adaptable to another type of industry wherein most of the employees have native tongues and may cause a lot of difference if Business English is used. Business English Definition:  English which is used in business is called the Business English.  The type English which is used in meetings, presentations, communication etc at business is called Business English. Low Business English Index Kinds of Business English Classes  Traditional Classes  Intensive Classes  Public Speaking in English Classes  Distance Learning Classes  Pronunciation Classes  Learning by Doing Classes  Conversation Classes  Lunchtime Conversation Classes Importance of Business English Courses Regular Degree/ Professional Academic Program Development Program  Participants: A group of  Participants: A group of learners enrolled in an professional trainees. academic program.  Characteristics: Mixed  Characteristics: Uniform as abilities and varying well as mixed abilities and group size. vary group size.  Duration: Usually longer,  Duration: Usually shorter fulltime and more than a over weeks and part time. semester. Difference b/w BE and General English General English Business English  General English aims to  Business English aims to achieve a high standard of achieve a high standards of everyday English skills. It English communication covers the four main skills skills at business. It covers of: many skills. Some of them  Reading are:  Writing  Meetings  Listening and  Presentations  Speaking  Negotiations  Communication  Difference b/w BE and Business Communication Business Communication Business English  Business  Business English is communication is English language communication that especially related to international trade and promotes a product, used in Business. service, or organization; relays information within a business; or functions  *ENGL 3310 is a as an official statement combination of both from a company. Uses of Business English  Business English is used in:  International Trades  Negotiations  Emails/Telephones  Meetings  Presentations  Management  Team-Leading Uses of Business English Business English Improves Language Communication Knowledge Skills Language Knowledge Communication Skills Pronunciation Presentations Vocabulary Negotiations Grammar Meetings Objectives of Business English  To build confidence and fluency to enable the employees to communicate effectively in their working life.  Business English helps employees to interact with international colleagues and customers in both business and social surroundings.  To find the difference between business English and General English. Pros of Business English  Get to learn new things about the business world and develop new skills as a teacher.  Students (usually) have a specific purpose for learning English and this is easier to cater to.  Ability to communicate with other members at anytime from anywhere.  Get to meet a wide range of professionals and learn about the work culture of different countries and cultures. Cons Of Business English  May not be familiar with some of the more specialist vocabulary you may have to teach.  Hard to meet all students ‘specific’ needs.  Some business course books can be a bit dry and ironically, can take time to learn how to bring business English to life.  You may be younger than many of the students and can take time to establish credibility. Importance of Business English  Business English is important to communicate appropriately with superiors, colleagues and subordinates, and to representatives of other companies from abroad.  Business English assists an English-speaking (native or non-native) person when hosting business partners from abroad  Business English enables businessmen to participate in the social life of the enterprise when visiting business partners abroad. Conclusion  Business English enables the businessmen to prepare for a career in business or commerce. Business English also enables the businessmen to understand the mechanism of international business and trade.  Business English is the mode of communication at the work place. Business English is being used in meetings, presentations, negotiations, working overseas, management, team-leading etc. Slides are adapted from Mohd Adib Abd Muin,Islamic Business School (IBS), UUM 1 INTRODUCTION Understanding the Meaning of Khalifa  Linguistically, Khalifa is derived from the Arabic word “khalifah,” which translates to “successor” or “representative.” This points to the idea of someone inheriting a position or responsibility from another. In the Islamic faith, the term Khalifa specifically refers to the successor of Prophet Muhammad, tasked with leading the Muslim community.  Expanding on the linguistic roots of the name Khalifa, it is interesting to note that the Arabic word “khalifah” comes from the root word “khalafa,” which means “to succeed” or “to follow.” This linguistic connection highlights the role of the Khalifa as one who continues the work and teachings of their predecessor. It signifies the importance of carrying on a legacy and maintaining a sense of continuity.  Delving further into the religious significance of the name Khalifa, we find that in Islam, the term carries immense religious weight. The Khalifa is believed to be the leader of the Muslim community, responsible for guiding and governing the ummah (Muslim society). This role is seen as a divine appointment, with the Khalifa acting as a representative of Allah on Earth.  Throughout history, various individuals have held the title of Khalifa, each contributing to the development and growth of the Islamic faith. Their leadership has shaped the course of Muslim societies, influencing religious practices, political structures, and cultural norms.  It is important to note that the role of the Khalifa extends beyond mere governance. The Khalifa is also expected to embody the qualities of justice, compassion, and wisdom. They are tasked with upholding the principles of Islam and promoting unity among Muslims worldwide.  As the successor of Prophet Muhammad, the Khalifa is seen as a link between the past and the present, carrying the torch of the Prophet’s teachings into the future. They are entrusted with preserving the integrity of the faith and ensuring its continued relevance in a changing world.  In conclusion, the name Khalifa holds a multifaceted meaning, encompassing linguistic, religious, and historical dimensions. It represents the concept of succession, the continuation of a legacy, and the divine appointment of a leader. The Khalifa plays a crucial role in guiding and governing the Muslim community, embodying the values and teachings of Islam. BPMS1013 Theory & Practice of Islamic Business 2  BUSINESS IN ISLAM  In Islam, business activities are also known as Ibadah –or good deeds.  Position of business in Islam – Muslims are highly encouraged to venture into business. Prophet Muhammad SAW expounded that 9 out 10 sources of sustenance are through business.  Entrepreneurship is an integral part of the Islamic religion  The Muslim entrepreneurs are ‘Khalifah’ and have the responsibility to develop prosperity and see business as part of ‘ibadah’ or good deeds. For example, Islamic Economic System - Islamic Entrepreneurship should operate within the domain of the Islamic Economic system and act as the vehicle towards global acceptance of the Islamic Economic System. Guiding Principles of Islamic Entrepreneurship is by the al-Quran and al-Hadith Entrepreneurial Ethics based on the exemplary conducts of Prophet Muhammad SAW  BPMS1013 Theory & Practice of Islamic Business 3 Cont….  M. A. Abdullah & A. Hoetoro (2011) said “Islam does support every Muslim entrepreneur to have an appropriate vision that directs his/her enterprise to triumph over business competition within the globalization era.” “ Thee do we worship, and Thine aid we seek, show us the straight way” (Surah al- Fatihah: 5-6)  Allah said in Qur’an:  al- Talaq: 3  al-A’Raaf: 157  al- Baqarah: 177  Al- Zukhruf: 32 BPMS1013 Theory & Practice of Islamic Business 4  BUSINESS FROM THE ISLAMIC PERSPECTIVES PRINCIPLES OF ISLAMIC BUSINESS CONCEPT OF ISLAMIC BUSINESS freedom Exchange goods with Transaction without goods or money riba The purpose of fair making a profit Good services Valid contract terms in Protecting the right of syariah sellers and buyers Mutual agreement Honest and trust between the seller Hard working and buyer 5 BASIC CONCEPTS, SYSTEMS AND BUSINESS PROCESSES Honesty in business dealings Priority and Mutual sharing respect and behaviour esteem Humanity in Satisfying all business business contacts obligations Lawful earning ( Halal). 6  FACTORS OF PRODUCTION LAND TRADITIONAL CAPITAL FACTORS OF LABOR PRODUCTION TECHNOLOGY CONTEMPORARY ORGANIZATIONS ENTREPRENEURSHIP BPMS1013 Theory & Practice of Islamic Business 7  Characteristics of Islamic Businessman PRAYING FIVE TIMES A DAY KEEP GOOD RELATIONS WITH HUMANS CONCERNED WITH THE PROVISION OF HALAL RENDER A SERVICE ALWAYS HONEST HELPING OTHER ENTREPRENEURS PRIORITIZING USERS’ RIGHTS STAYING AWAY FROM VICES NO SABOTAGE FULFILL ZAKAT PAY LOAN ALWAYS BE GRATEFUL ALWAYS REPENT BPMS1013 Theory & Practice of Islamic Business 8  FUNCTION OF BUSINESS IN ISLAM Production  a process of converting input (production resourcess) into finished goods or semi finished goods.  services are also considered as a product. any preparation of services are considered as a production.  involves planning, staffing, directing and controlling all activities related to the production of goods and services. Marketing  marketing is a system of business activities designed to plan and execute the conception, pricing, promotion and distribution of products (including goods, services, organizations, people, places and ideas) to encourage a change that could meet the needs of consumers and at the same time achieving organizational objectives. BPMS1013 Theory & Practice of Islamic Business 9 Financial  financial management involves the individual financial, business or non- business organizations, government and non-governmental organizations and all entities involved with money.  financial functions within a business including forecasting funding needs, raise funds for the company, managing funds and make sure the fund is used in the best way. Human resources  human resources of an organization is a staff that includes employee and manager in the organization.  they offer talent, knowledge, skills and experience to the organization. without human resource organization not only can’t move but it will not exist. BPMS1013 Theory & Practice of Islamic Business 10  BUSINESS ENVIRONMENTS CUSTOMERS ECONOMIC SUPPLIERS POLITICS & FINANCING REGULATIONS COMPETITORS SOCIOCULTURAL GOVERNMENT TECHNOLOGY EMPLOYER BPMS1013 Theory & Practice of Islamic Business 11  The Types Of Business Proprietorship Partnership Mudarabah Owned by individuals Is a business run by one, Is a relationship held by two Need a small capital two or more of the owner in or more in which one party For examples:- the profit. acts as a supplier and the proprietorship in Islam must -You and your partner is co- other runs the firms on follow the rules of Islamic owner’s and they will share behalf of them. principal such as should not profit or risk distrubution. -Division of the rate of deal with haram products -In Islamic partnership, if profits based on an (alcohol,wine,pork) also not the partner borrows money agreement which involves gambling,not cheating,not to the third party, which one party called ‘proprietor’ lying. exceeds his capital, and he who supply capital to the commits for external loans, firms, and the other called his liabilities are unlimited ‘entrepreneur,’ (Khan, 1992, p.216) who accept the capital and run the business BPMS1013 Theory & Practice of Islamic Business 12  CHALLENGES AND BUSINESS PROSPECTS IN ISLAM There are many challenges in business: 1) Corruption is the acts prohibited in Islam because it cause hostility and fighting among ourselves in get a services that are offered by some party. The rich will get richer and the poor are poorer. 2) There are elements of fraud either from the buyer, the seller or the goods sales in terms of measurement. For examples: sell a good that did not own and nowadays in business there a way to hide other payments that are not described or explained to the customer during transactions. 3) Gharar ( a sale that involves uncertainty) For examples: sale of fish and birds that have not been arrested or shown to the buyer by the seller 13 In Islamic business, ‘riba’ is not allowed. Therefore there will be no bias in the community which will cause the rich become richer and the poor to become poorer. Islamic business is based on Syariah Principle. The business activitiesa mong the businessmen must be in line with the principles in Islam, making him the khalifah  The government offers opportunity for entrepreneur to expand their business with finding funds especially in term of financial lending.  For example, government agencies that involve in helping entrepreneur such as Amanah Ikhtiar Malaysia (AIM), Perbadanan Nasional Berhad (PNB) and others BPMS1013 Theory & Practice of Islamic Business 14 REFERENCES  Ali, A. A. (1994). The Holy Qur’an: Text and Translation. Islamic Book Trust. Kuala Lumpur  M. A. Abdullah & A. Hoetoro (2011). Social Entrepreneurship as an Instrument to Empowering Small and Medium Enterprise: An Islamic Perspective. International Journal Management Business Resources  P.R.M. Faizal, A.A.M. Ridhwan, and A.W. Kalsom “ The Entrepreneur Characteristic from al- Quran and al- Hadis” International Journal of Trade, Economic and finance. Vol. 4, No 4, August 2013 BPMS1013 Theory & Practice of Islamic Business 15 COMPONENTS IN BUSINESS ENGLISH HOW TO WRITE A COVER LETTER (FOR A JOB APPLICATION) Credit G.Bayarmaa. OUTLINE  Cover letter & its goal  Layout  Structure  Enclosure  Example  Reference THE COVER LETTER  is the document that accompanies your CV when you are applying for a job.  is short (200-250 words), with a quite rigid structure and has the layout of a letter. GOAL  is to introduce the CV, to bring to attention aspects of your activity that can help your application and are not listed or not presented in the proper light in the CV.  is to answer the recruiter’s question:”Why should I hire this person?” LAYOUT (IS THAT OF A FORMAL BUSINESS LETTER)  Your address and contact details come under your name, in the upper right corner of the page. SALLY B. DOE 7124 S. DeCoto Street Any Town, Any State 36254 Telephone: (815) 879-2680  Underneath, aligned left, the name, function, organization and address of the person you are writing to. (It’s a lot better to know the name of the person who is going to read your letter. You should address the letter directly to him or her.) Mr. Smith - Dir. of Human Resources Raymond Kate Associates 524 Fair Lane Street Any City, State 78194  Under receiver’s address, but aligned right write the date of the day when you are writing the letter. (You should spell the name of the month and use 4 digits for the year. December 2, 2008) January 30, 2010  If you know the name of the addressee, start with Dear Mr, Ms, Mrs, Dr, without full stop that you might expect to follow the abbreviation, and the surname of the addressee, followed by comma (Dear Dr Smith,). In this case, you should end the letter with the salutation “Yours sincerely”. Dear Mr. Smith:  If you do not know the name of the addressee, start with Dear Sirs, or Dear Sir or Madam and close with “Yours faithfully”. (In American business correspondence, “Yours truly” is acceptable in both cases.)  Do not start the body of the mail with a capital letter, since it follows a comma. STRUCTURE (NO MORE THAN FOUR PARAGRAPHS.)  The goal of the first paragraph is to specify what you are applying for and how did you find out about the opportunity. I am responding to your advertisement in The City Tribune (dated 1/20/00), regarding the Pharmaceutical Representative position. Please find enclosed my resume showing my education, experience, and background.  The second paragraph should list your skills and qualifications that make you the right person for the position you are applying for. (Read carefully the announcement, identify the requirements and see how your skills match those required.)  Do not simply state that you have them, prove it. I have over 7 years experience in the sales and marketing field, and 3 years experience as an LPN staff nurse.  You should start from your experience and show that how you have developed those qualifications by doing what you have been doing/learning.  The second paragraph should show why you are good for the job.  The third paragraph should point out why you want it. You should outline your interest for the skills you are going to learn if you get the job. The impression left should be that you could make a genuine contribution to the company’s operations, while simultaneously deriving satisfaction from your work.  The last paragraph outlines your availability for an interview, suggesting in this way a concrete follow-up for your application. May I arrange an interview to further discuss my qualifications? I am available for an interview at a mutually convenient time. Thank you for your time and consideration.  After the fourth (last) paragraph leave a blank space, same as you should do in the beginning, after the salutation (Dear..).  Write the proper closing (Yours..) and your name.  Leave a blank space between the closing and your name and to sign the letter in that space. Yours sincerely, Sally B. Doe ENCLOSURE  Mention enclosure, or write curriculum vitae under the heading enclosure at the end of the letter.  Print the letter on A4 white paper same as that on which your CV was printed, and put both documents in an A4 envelope of matching color. (If you are emailing it, request a notification that your documents have been received.)  Wait at least 2 weeks from the day you sent your application or after the deadline before writing again in case, you did not get any answer. COVER LETTER FORMAT [Your Name] [Your Address] [City, State, ZIP Code] [Your Email Address] [Your Phone Number] [Today’s Date] [Employer's Name] [Company Name] [Company Address] [City, State, ZIP Code] Dear [Employer's Name], I am writing to express my interest in the [Job Title] position advertised on [where you found the job posting]. With a [mention years of experience] background in [your industry/field], I am confident in my ability to bring valuable skills and insights to your team. In my previous role as [Your Previous Job Title] at [Your Previous Company], I [briefly highlight a relevant accomplishment or responsibility]. This experience has equipped me with strong [mention specific skills relevant to the job], which I believe align well with the requirements of the [Job Title] position at [Company Name]. What excites me about [Company Name] is [mention something specific about the company, such as its mission, values, or recent achievements]. I am particularly drawn to the opportunity to [mention a specific task or responsibility mentioned in the job description] and contribute to the [mention a project or goal of the company]. I am impressed by [Company Name]'s commitment to [mention any values or initiatives]. I am confident that my skills in [mention a key skill] and my passion for [mention a relevant aspect of the industry] make me a perfect fit for your team. Thank you for considering my application. I am enthusiastic about the opportunity to contribute to [Company Name] and would welcome the chance to further discuss how my skills and experiences align with your needs. I look forward to the possibility of an interview to discuss my application in more detail. Please find my resume attached for your reference. Thank you for your time and consideration. Sincerely, [Your Full Name] REFERENCE 1. www.earcmn.org 2. www.eastchance.com 3. http://www.clpgh.org/locations/pccenter/helpsheet s/Office2007/Word/CoverLetterExercise2007.pdf 4. http://www.faculty.english.vt.edu/Collier/3764/assi gn/exercises.htm 5. http://www.wikihow.com/Write-a-Cover-Letter 6. http://www.slideshare.net/amymiddleton/prepare- a-cover-letter-using-a-job-description 7. http://alumni.umich.edu/jobs/job-resource- center/cover-letters 8. http://www.suite101.com/search.cfm?q=cover+lett er&Submit.x=0&Submit.y=0&Submit=Find 9. http://www.freebusinessformsandtemplates.com/ 10. http://tefltips.blogspot.com/2008/01/writing- teaching-cover-letter.html 11. http://www.career.vt.edu/JobSearchGuide/CoverLe tterSamples.html 12. http://jobsearch.about.com/od/coverlettersamples /a/coverformat.htm 13. http://jobsearch.about.com/od/coverlettersamples /a/cover-letter-layout.htm 14. http://www.collegegrad.com/coverletter/coverlette rexample.shtml 15. http://jobsearch.about.com/od/coverletters/Cover _Letters.htm 16. http://www.careercc.com/resumpr.shtml#Two%20 Types%20of%20Cover%20Letters%20Specific%20 and%20General%20Examples BUSINESS LETTERS AND YOU-ATTITUDE  BUSINESS LETTERS 2  Any business will have to correspond in writing with its customers, branches, suppliers, bankers, and others with whom it has or would like to have a lasting relationship  Business letters serve as a means to reach out to people not only within the locality and neighbourhood but also in other cities and nations  They represent you when you conduct transactions in writing  They have become such an integral part of every day business that one cannot think of running a business without the related correspondence.  BUSINESS LETTERS 3  Though there are many modern communication methods available these days, the traditional business letters still retain their importance in the business world for the following reasons:  Just as your personal letters help you keep your personal relationship with your friends and relatives alive, business letters assist you in sustaining your business relationships with other businesses and customers.  They are the appropriate form of communication when the information you wish to convey is complex.  They serve as permanent records and are a valuable repository of information, which you can refer to in future.  They help you reach a large and geographically diverse audience thereby enabling you to save money on telephone calls.  BUSINESS LETTERS 4  Purpose  The ultimate purpose of writing any business letter is to sustain the existing business relationships or to create and establish a new business relationship.  But each individual letter will have a unique purpose. For example, when you apply for a job, you aim at offering your services to your prospective employer.  Similarly, as the purchase manager of a company when you write a letter complaining about the damaged consignment, your aim is not only to bring the flaw to the notice of the recipient but also to request for a corrective action.  BUSINESS LETTERS 5  Business letters therefore are written for varied purposes as mentioned below;  to inform  to congratulate  to enquire  to order  to request  to collect dues  to complain  to make an adjustment  to sell a product, service, or scheme  to apply for a job  BUSINESS LETTERS 6  Structure  Business letters are different from personal letters as they have a distinct structure and layout.  Although there are different types of letters, each relevant in a specific context, they share a common structure comprising various elements or parts.  You need to be familiar with not only these different elements but also their positioning in the letter and the purpose for which they are included in the letter.  Several of these elements appear in every letter; others appear only when desirable or appropriate.  BUSINESS LETTERS 7  Standard Elements  Heading: This element is also known as the letterhead, which shows the organization’s name, full address, and also telephone numbers.  If the letterhead is not used, the heading includes the sender’s address.  Letterheads have the potential to create a favourable impression and hence need to be designed with thought and imagination.  The colour and quality of paper, the size of the letterhead, the type of fonts that are used, and the spacing are factors to be carefully considered.  Many companies even seek the help of advertising agencies to design their letterheads.  BUSINESS LETTERS 8  Whenever a letterhead paper is not used, the sender’s address is either aligned with left margin or few spaces away from the centre depending upon the layout of the letter.  For example, the same heading given above can be displayed as follows:  BUSINESS LETTERS 9  BUSINESS LETTERS 10  Standard Elements  Date: This refers to the date the letter was written. It includes the date, the month, and the year. You can represent this in either of the following two ways:  3 June 2003 or June 3, 2003  For international correspondence, check the accepted format for the recipient’s region.  BUSINESS LETTERS 11  Standard Elements  Inside Address This part of the letter identifies the recipient of the letter and is separated from the date by at least one blank line. The amount of space separating the inside address from the date may be adjusted to suit the length of the letter.  A courtesy title should precede the recipient’s name. Table 13.1 shows you the appropriate titles to be used.  It is always best to address your letter to a specific person.  You can usually identify the name of the person by checking the organization’s website or telephoning the organization.  If you do not know the name of a specific person, it is acceptable to address the letter to the department or to a job title.  Immediately following the addressee’s name and title, separate lines should contain the name of the company, the street address or post office box number, and the city and state or province with proper postal code or zip code. If you are writing internationally, the addressee’s country should follow in capital letters and occupy the last line of inside address.  BUSINESS LETTERS 12  BUSINESS LETTERS 13  BUSINESS LETTERS 14  Standard Elements  Salutation: Always try to address your letter to a person by name rather than title. If you must send a form letter or if you cannot find a specific name, you may choose a salutation such as:  Dear Committee Member  Dear Students  Dear Colleagues  To All Sales Reps  To Whom It May Concern  Dear Sir or Madam  Dear Madam or Sir  Dear Purchasing Agent  BUSINESS LETTERS 15  BUSINESS LETTERS 16  Standard Elements  Message: This part of your letter will usually occupy the greatest amount of space.  It should be single-spaced, with a blank line separating it from the preceding and the following parts of your letter.  In addition, you should also separate each paragraph of your message by a blank line.  Within the message part or the main text of your letter, you can use formatting to help the reader.  For example you can use bulleted lists, italics, and bold fonts.  But be certain that these are consistent with the existing practice or style of letter writing in your organization.  BUSINESS LETTERS 17  Standard Elements  Complimentary Close This element is a single word or phrase, separated from the message by a blank line. Here is a list of expressions that can be used for complimentary closing:  Sincerely  Cordially  Truly  Faithfully  Respectfully  Faithfully yours  Respectfully yours  Cordially yours  Truly yours  Sincerely yours  Yours sincerely  Yours truly  Yours obediently  Yours faithfully  BUSINESS LETTERS 18  Standard Elements  Signature Block The complimentary closing line is followed by the signature block, which includes your signature, name and title.  Every letter must end with a signature to give authenticity to the information contained in it. An unsigned letter is of no consequence.  Place the signature block four lines below the complimentary close. Include your name and the title.  If your name might leave the reader in doubt about your gender, you may include a title in the signature block as shown in the sample given below: Cordially, Ms. Santosh Singh Senior Executive  BUSINESS LETTERS 19  Standard Elements  Your letterhead indicates that you are representing your organization.  However, if your letter is on plain paper or runs to a second page, you may want to emphasize that you are writing legally for the company.  The accepted way of doing so is to place the company’s name in capital letters a double space below the complimentary close and then include the sender’s name and title four lines below that. Sincerely, SHAREWELL INDUSTRIES Mr.Atul Chauhan President  If an organization has delegated the authority of signing letters to an executive by the Power of Attorney, that executive will add per pro. or pp. just before the name of the organization and sign below it as: Cordially, Per Pro. Sharewell Industries Lakshmi Deshpande  BUSINESS LETTERS 20  Additional Elements  Formal letters differ greatly in subject matter, the identifying information they need (such as addressee notation, attention line, subject line, or reference line) and also the format they adopt.  The following elements may be used in any combination, depending upon the requirements of the particular letter, but generally in the order shown below:  Addressee notation  Attention line  Subject line  Reference initials  Enclosure notation  Copy notation  Mailing notation  Postscript  BUSINESS LETTERS 21  Addressee Notation  This sort of notation generally appears a double space above the inside address, in all capital letters. Personal, Confidential or Please Forward, Through Proper Channel are examples of such notations which are used in letters that have a restricted readership or that must be handled in a special way.  Attention Line  An attention line can be used to draw the attention of a particular person or a particular department in an organization so as to ensure a quick and prompt action on your letter.  You may place the attention line two spaces below the inside address. This line is included in the following manner: Attention: Dr Satish Yadav Attention: Personnel Manager  BUSINESS LETTERS 22  Subject Line This element lets the recipient know at a glance what the letter is about; it also indicates where to file the letter for future reference.  It usually appears below the salutation. But sometimes it is placed above the salutation and below the attention line: Dear Mr Gupta: Subject: Information regarding last week’s inspection Attention: Personnel manager Subject: Information regarding last week’s inspection Dear Mr Gupta: The attention line and the subject line are generally given in bold as well as capital letters.  BUSINESS LETTERS 23  Reference Initials: Often, one person may dictate or write the letter and another may produce it. On such occasions, reference initials are included to show who helped prepare the letter. Reference initials appear two spaces below the last line of the signature block. If the writer’s name appears in the signature block, only the preparer’s initials are necessary. If only the department’s name appears in the signature block, both sets of initials should appeal usually in one of the following forms:  Ksm/rk  Ksm:rk  KSM:RK  The first set of initials is the writer’s and the second set is the helper’s.  At times, the letter may be written, signed, and prepared by different persons. In such case, at least the file copy of a letter should bear all the three sets of initials ( KSM/AS/rk: signer, writer, preparer). When business people key in their own letters, reference initials are not included. With the increased use of electronic mails, the use of reference initials are becoming more and more rare.  BUSINESS LETTERS 24  Enclosure Notation: This appears at the bottom of the letter, one or two lines below the reference initials. Some common forms are:  Enclosure: Draft of proposal  Enclosures: Two  Enclosures: 1. Report (10 pages) 2. Photographs (2) 3. List of participants  BUSINESS LETTERS 25  Copy Notation: This indicates who is receiving a courtesy copy (cc). Some companies indicate copies made on a photocopier (pc), or they simply use copy (c).  Recipients are listed in the order of rank if they hold different ranks or in alphabetical order if they hold equal ranks. This part follows reference initials or enclosure notations:  Cc: Charles Mathew  Pc: Leela Sampson  Copy to Ben Adams  C: Rahul Bhatia  In addition to the name of an individual, copy notation may include any combination of that person’s courtesy title, position, department, company, and complete address, along with notations about any enclosures being sent with the copies.  Cc: Charles Mathew, with the list of absentees and with a request to look into the matter.  At times, copies are sent to benefit readers other than the person who receives the original letter. In that case, place the notation bc, bcc, or bpc (blind copy, blind courte. copy or blind photocopy) with the name where the copy notation would normally appear—but only on the copy, not on the original.  BUSINESS LETTERS 26  Mailing Notation This is placed either at the bottom of the letter after reference initials or enclosure notations, or at the top of the letter above the inside address on the left hand side. Mailing notations such as By Registered Post, By Courier, By Speed Post, etc. will generally appear in capital letters to catch the attention. In addition, the same notation will appear on the envelope also.  Postscript Letters may also bear postscripts, i.e., afterthoughts to the letter, to the messages that require emphasis, or personal notes. The postscript is usually the last item on any letter and may be preceded by PS., PS or nothing at all. You can also show a second afterthought with the notation PPS., meaning post postscript.  As far as possible try to avoid using postscripts as they convey an impression of poor planning. However, you can use them in your sales letters, not as an after thought but as a punch line to remind the reader of a benefit of taking advantage of the offer.  The following example (Exhibit 13.1) shows both standard and additional elements. 27  BUSINESS LETTERS 28  Layout  Suitable and correct layout enhances the overall effectiveness of any letter. The layout helps to arrange all the elements of a business letter in an organized manner.  Although the basic parts of a business letter have remained the same for centuries, the layouts do change. Sometimes a company adopts a certain format as its policy; sometimes the individual letter writer is allowed to choose the format most appropriate for a given letter or to settle on a personal performance, but in general, four major letter layouts are commonly used.  Block layout  Modified block layout  Semi-block layout  Simplified layout  BUSINESS LETTERS 29  Block Layout  This form (Exhibit 13.2) is extremely popular as it makes the letter look attractive, elegant, and efficient. It has the following characteristics:  All elements except the letterhead heading are aligned to the left margin.  It follows open punctuation. In other words the end punctuation marks are omitted in each element except the salutation, complimentary close, and message. 30  BUSINESS LETTERS 31  Modified Block Layout  Modified block format (Exhibit 13.3) differs from block format in the positioning of certain elements:  Heading, complimentary close, and signature block are aligned vertically with the right margin.  Although businesses seem to prefer full block format, modified block is acceptable.  Many people consider the modified block’s appearance more balanced and traditional. 32  BUSINESS LETTERS 33  Semi-block Layout  This resembles modified block style except that the start of each paragraph is indented, i.e., each paragraph of the message starts a few spaces away from the margin.  This form makes the letter somewhat clumsy and has gone out of style (Exhibit13.4). 34  BUSINESS LETTERS 35  Simplified Layout  Though this format (Exhibit 13.5) resembles block format, it is characterized by the following features:  Omits salutation  Often includes a subject line in capital letters  Omits complimentary close  This format is convenient when you do not know your recipient’s name.  However, some people object to this format because it seems mechanical and impersonal.  Nevertheless, this drawback may be overcome with a warm writing style. 36  BUSINESS LETTERS 37  Principles  Read the following message contained in a business letter. Dear Sir I am writing to complain that you haven’t paid any attention while sending the goods to us. While we had ordered for 15 air conditioners, you sent 50 air coolers instead. This is simply wasting my time and is most annoying. What is the reason for this nonsense? Have you any problems? Are you understaffed? Is the volume of work too much for you to manage? Or is it simply due to sheer carelessness? Whatever the reason, if this kind of mistake occurs again, we shall stop our orders. Look into the matter carefully and do the needful immediately. Yours sincerely Pradeep Bhatti Purchase Manager  BUSINESS LETTERS 38  How do you find this letter?  If you are the recipient of this letter, how would you receive it?  Will you react positively to the complaint? Most probably you may not feel like responding. You will only respond to the complaint but also may decide to end your relationship with this customer  The Chinese proverb ‘In the midst of joy do not promise to give a man anything, in the midst of great anger do not answer man’s letter’ holds true in business letter writing.  BUSINESS LETTERS 39  As already said, business letters are written mainly to create, establish, or sustain your business relationship with others. A good relationship is based on respect and courtesy.  So, when trying to establish good relationships in your business messages, remember to follow the principles of business letter writing mentioned  below:  Use the you attitude  Be clear and concise  Be correct and complete  Emphasize the positive  Be courteous and considerate  BUSINESS LETTERS 40  ‘You’ Attitude  Focus on the recipient’s needs, purposes, or interests instead of your own. Even if you must talk about yourself in a business letter a great deal, do so in a way that relates your concerns to those of the recipient.  This recipient-oriented style is often called the ‘you’ attitude. It does not mean using more yours but making the recipient the main focus of the letter. Remember that all letters are not propaganda material.  Even an unpleasant situation can be changed by using the ‘you’ attitude.  At the simplest level, you can adopt the ‘you’ attitude by replacing the terms that refer to yourself and your company with terms that refer to your audience.  In other words, use more of you and yours instead of I, me, mine, we, us, our, and ours:  BUSINESS LETTERS 41 We/Matter-of-fact attitude ‘You’ attitude We are glad we can now send You would be glad to know that your tape recorders are ready for our tape recorders. sale. We are happy to receive your Thank you for your request for the automatic locks. request for the automatic locks. We regret that the goods did We regret that you could not receive your goods in time. not reach the buyers in time. We are pleased to announce Now you can avail our new insurance scheme. our new insurance scheme. We offer the printer cartridges You may choose your printer in three colours: black, red and cartridges from three colours: blue. black, red, and blue.  BUSINESS LETTERS 42  Remember that the ‘you’ attitude is not intended to be manipulative or insincere.  In fact it is an extension of the audience-centered approach.  Also, this attitude is not just a matter of using one pronoun rather than another; it is a matter of genuine empathy.  Despite using you 20 times in a single letter you may be ignoring your recipient’s concerns.  Hence, it is the thought and sincerity that count and not the pronoun you.  If you are writing to a manufacturer, think like a manufacturer; if you are dealing with a retailer, put yourself in that position. The core of ‘you’ attitude is your attitude toward recipients and your appreciation of their position or situation.  BUSINESS LETTERS 43  But as you know, there are always exceptions to rules. The ‘you’ attitude may not help at times.  On some occasions you will do better if you avoid using you. For instance, when someone makes a mistake, you may want to minimize ill feeling by referring to the mistake impersonally rather than pointing out directly.  You might say, ‘we have a problem’ instead of ‘you caused a problem’.  Look at these examples. The more impersonal, matter-of-fact tone shows greater sensitivity and avoids creating unnecessary hard feelings in the recipient.  BUSINESS LETTERS 44  Though the you attitude brings in effectiveness in letters, some organizations may have a tradition of avoiding references to you and I in their technical or business documents.  If you work for such an organization, follow its style and restrict your use of personal pronouns in these documents. ‘You’ attitude Impersonal attitude You should never use this type This type of paper does not work of paper for photocopiers. well in photocopiers. You have not connected the The wires have not been connected properly. wires properly.  BUSINESS LETTERS 45  Clarity and Conciseness  Read the following two versions of the same message included in a business letter and see which one gives you the information clearly and succinctly (briefly):  Version 1: I am extremely sorry to have to point out to you that we do not have  these brands in stock at the present moment of time.  Version 2: These brands are presently out of stock.  The second version is more direct and concise not only because of using lesser  number of words but also it does not use redundant expressions which camouflage (disguise) the meaning.  Alexander Pope, a renowned Eighteenth century Poet says: Words are like leaves and where they most abound Much fruit of sense beneath is rarely found.  BUSINESS LETTERS 46  Conciseness means saying what you need to say in as few words as possible—a respected skill in technical communication. While many writers can get their meanings across to readers, only skilled ones can do so succinctly.  You must make sure that your message is clear. Perhaps a sentence is so cluttered that your reader cannot unravel its meaning, or it is constructed in such a way that your reader can interpret it in more than one way.  By being unambiguous, you can not only be concise but also be clear. Lack of clarity and conciseness is mainly because of the following reasons:  Long involved sentences  Sentences revealing over-enthusiasm  Verbosity or wordiness  Redundancy or use of Low Information Content (LIC) words Now let us try to understand these features through some examples: 47  BUSINESS LETTERS 48  The italicized phrases in examples 7 and 8 are redundant. They serve no purpose and contain little information.  If you develop the practice of removing such phrases from your business or technical writing, your writing style will turn out to be more effective.  Examples of some common phrases that can easily be replaced with short, more concise words or descriptions are given in Table 13.2.  BUSINESS LETTERS 49  BUSINESS LETTERS 50  Correctness and Completeness  Suppose you enquire from a company about the mode of payment for the equipment you have purchased from them and they reply like this:  ‘Send your payment by demand draft as soon as possible.’  You will obviously be irritated by such a reply because  it doesn’t give you the complete details about payment, i.e., the name on which the draft has to be taken and also whether it should be account payee, and  it does not specify the deadline for sending the draft.  Though your business letters may be concise and clear, unless they are specific or precise and compete in all respects, they may not fulfil the objective.  BUSINESS LETTERS 51  The term correctness refers to concreteness or precision, and the term completeness refers to thoroughness or giving all the required details.  To be correct and completes you need to understand the purpose of your letter and think clearly.  In addition, you can achieve these qualities in your letter writing by following certain guidelines given below:  Use evaluative and factual words/phrases rather than abstract and general expressions.  Use unambiguous words/phrases.  Proofread your message for accuracy of spelling and grammar before sending.  Check whether you have answered all queries and provided all details.  BUSINESS LETTERS 52 Original Revised We need a large office space. We need at least 10,000 square feet. A number of customers filed Ten customers filed their returns their returns today. today. On July 1st, the company will On July 1st, the company will close its doors. become bankrupt. This antiquated merchandising This old sales strategy will not strategy is ineffectual in work in today’s business. contemporary business operations. If you have any questions, If you have any questions, please please feel free to contact us. contact us. We are submitting a cheque in We are sending a cheque for Rs. the amount of Rs. 20,000 20,000.  BUSINESS LETTERS 53  The italicized words in the original version refer to abstract/general, ambiguous, and grammatically incorrect words/phrases.  They are changed to factual, unambiguous, and grammatically correct ones in the revised version.  The examples given in next slide show you how abstract phrases can be substituted with more factual ones in order to make writing more correct and concrete.  BUSINESS LETTERS 54 Abstract Factual/Evaluative Leading company First among 2000 companies Substantial discount Discount of 20% Light weight Feather light As soon as possible Latest by/on or before 2nd August Sold a good number of books Sold 25,300 books Books/magazines/manuals/bulletin Publications s/brochures Huge area 7000 square feet Many storeys Four floors The majority 65% Excellent attendance record 100% attendance record  BUSINESS LETTERS 55  Positive Approach  As you know, one can frame a message in many ways, and each way may convey a different meaning. Much of the difference lies in the meaning of the words as understood by the writer and the reader.  Consider, for example, the following words of Ernest Hemingway, a renowned American novelist:  Never think that war, no matter how necessary nor how justified, is not a crime.  If you need to understand the author’s opinion of war, you must shift the negative terms never and not to positive. In doing so, if you omit one, you may arrive at the intended meaning which is:  All war is crime.  BUSINESS LETTERS 56  Positive words are always best to achieve your goal.  Most information, even bad news, which you convey through your business letters has some redeeming (positive) feature.  You should make your audience aware of this feature.  Emphasize the positive side of your message rather than the negative side.  Stress what is or what will be rather than what is not and what will not be. Tell what you have done or what you can do instead of what you have not done or what you cannot do.  Letters which reflect positive attitude are more acceptable to your readers.  In addition, the positive side of your message will also help in healing the wounded feelings of your customers when you offer criticism or advice.  Compare the differing results obtained from the negative and positive versions of each of the messages given in next slide:  BUSINESS LETTERS 57 Negative Positive We never exchange damaged You may exchange the purchased goods provided they are in good goods. condition. We regret to inform you that we For the time being we can serve you on may not be able to grant you cash basis only. request for credit. It is impossible to repair your car in Your car will be ready by Thursday. two days. We cannot send you the gowns Please check your size and colour preferences in the enclosed order form until you tell us what colour and and send us so that you receive the size you want. gowns. You should have known that the The instructions explain why the contact contact lenses cannot be washed lenses should be washed only with with tissue, for it is clearly particular solution. mentioned in the instructions.  BUSINESS LETTERS 58  Also avoid words with negative connotations (suggestion). In other words, try to frame your message with words which will not offend or hurt your readers. Replace words with the unpleasant connotations with mild terms  BUSINESS LETTERS 59  Courtesy and Consideration  Given below is a business message received by a candidate a week after submitting an application for a job:  Your application for the post of Purchase Manager cannot be considered by our company.  You can imagine the candidate’s state of mind on reading such curt, discourteous reply.  Of course it is not possible for the company to give an opportunity for every applicant.  But at the same time, it can be little courteous in rejecting an applicant.  Had the company prepared a standard message like the one given below and sent to the rejected applicants, it would not have hurt their feelings and also would have kept the lines of communication open with them:  BUSINESS LETTERS 60  BUSINESS LETTERS 61  Courtesy is oil; it reduces friction.  Being polite to your readers is another way of earning their respect and sustaining your relationship with them.  Not only do you show consideration for their needs and feelings but also you treat them with friendly concern when you are courteous in your business letters. The resultant climate will facilitate both you and your readers to forge stronger bonds.  When you meet somebody face to face, you can express your courtesy and consideration through non-verbal means and by speaking appropriate words.  Similarly when you wish to be courteous and considerate to your recipients of your letters, you need to:  use a conversational tone (be natural)  avoid dogmatism (do not preach)  avoid anger (be patient)  BUSINESS LETTERS 62  The following examples will give you an idea of how courtesy and consideration bring in a positive a desirable change in the style of your business letters.  You may also notice that when you express courtesy, you may have to explain something extra and in this process you may end up with more words.  But never mind. Cutting down on words is not your objective in writing letters:  BUSINESS LETTERS 63  BUSINESS LETTERS 64  Here are certain phrases which may help you in expressing courtesy and consideration:  Many thanks for your letter dated...  Kindly respond to our request for...  Please refer to our order dated...  You are correct Ms Varma in saying that...  You will be pleased to know that...  Please do not forget to send us the original as.  We appreciate your prompt response to our...  We are sorry that we may not be able to grant you  BUSINESS LETTERS 65  But remember to avoid the artificial and angry expressions as the ones given below:  Please permit me to say that...  Please be advised that...  It has come to my attention that...  We beg to state that...  Never has there been, nor there will be, a customer as good as you...  We have no intention of allowing this state of affairs to continue.  I simply cannot understand your negligence.  BUSINESS LETTERS 66  Types and Samples  Depending on their purpose, business letters can be classified into various types, as shown in Table 13.3.  Credit and collection letters  Order and enquiry letters  Claim and adjustment letters  Sales and fund-raising letters  Job application letters  BUSINESS LETTERS 67 Among these types, order, inquiry and claim, and adjustment letters are mostly informative; they either ask for information or provide information for further action. On the other hand, credit, collection, sales, fundraising, and job application types of letters are persuasive, as they attempt to persuade or motivate readers toward a desired action. 7 C’s of Communication Results That Exceed Expectations Credit to Vishwanathan Thata Seven C’s of Effective Business Communication Consideration Conciseness Correctness 7 C’s Completeness Clarity Concreteness Courtesy  Completeness “the message must bear all the necessary information to bring the response you desire”. One of the most famous terms use under this title is the “5’w’s”. 5’w’s includes Who, What, When, Where and Why. Benefits of Completeness Complete messages are more likely to produce desired results. They can do a better job of building goodwill. Complete information always gives additional information wherever required, it leaves no question in the minds of the receiver 3  Conciseness The message only contains the information only relating to the topic and don’t have irrelevant information While composing a conciseness in message we have to bear following points in mind. Eliminate wordy expressions. Include only relevant stuff. Avoid unnecessary repetition. Benefits of Conciseness Conciseness saves time of both the sender and receiver. Concise communication provides short and essential message in limited words to the receiver/audience. Concise message is more appealing and comprehensible to the receiver/audience. Concise message is non-repetitive in nature 4 Consideration “Consideration implies ‘stepping into the shoes of others”” It refers to the use of “You Attitude”, emphases positive and pleasant facts, visualizing reader’s problems, desires, emotions and his/her response. Effective communication must take the receiver/audience into consideration Benefits of Consideration Pose the good and pleasant effect Length of the message is short which saves time both sender and receiver. Ensures that the self respect of the audience is maintained and their emotions are not harmed 5  Concreteness “Being definite, vivid and specific rather than vague, obscure and general leads to concreteness of the message”. While composing Concreteness in message we have to bear following points in mind. o Use specific facts and figures. o Put actions in our verbs. o Choose vivid, image-building words Benefits of Concreteness Concreteness reinforces confidence. It is supported with specific facts and figures. It makes use of words that are clear and that build the reputation. It creates positive and pleasure affect on reader 6  Clarity “Clarity demands the simple language and easy sentence structure in composing the messages”. Clarity implies emphasizing on a specific goal or objective at a time, rather than trying to move away from track Clarity comes with the use of exact, appropriate and concrete words. While Composing the Clarity in message we have to bear following points in our mind. Choose precise, concrete, and familiar words. Construct effective sentence and paragraphs. Use the simple words rather than jargon words. Benefits of Concreteness Clarity makes comprehension easier Complete clarity of thoughts and ideas enhances the meaning of message Clear message makes use of exact, appropriate and concrete words. 7  Courtesy “Doing well with good intentions” called Courtesy Courtesy means being polite, kind, judicious, enthusiastic and convincing. Courtesy reflects the nature and character of the sender of the message. Here the following suggestions for generating a courteous tone. I. Be sincerely tactful, thoughtful and appreciative. II. Use expressions that show respect. Benefits of Courtesy III. Choose non discriminatory expressions. IV. Omit questionable Humour o Courtesy creates goodwill. o Courtesy strengthen relations. o Courteous message is positive and focused at the receiver/audience. o It makes use of terms showing respect for the receiver of message. o It is not at all biased 8 Correctness The core of Correctness means “sentence ought to be proper grammatical, punctuation, and well spell” or free from any sort of errors Correctness in the communication implies that the correct information is conveyed through message. The encoder should know the status, knowledge and educational background of the decoder Benefits of Correctness Correctness in message helps in building confidence The message is exact, correct and well-timed. If the communication is correct, it boosts up the confidence level It checks for the precision and accurateness of facts and figures used in the message. It makes use of appropriate and correct language in the message 9 10 BUILDING YOUR OWN e-Portfolio 2024  Writing for a website is different from any other kinds of writing. All the rules change when it comes to writing for websites. There are three key reasons why your writing on your website must be simple, clear and concise: People want to find information quickly. If you don’t get to the point quickly, they will not spend a lot of time on your website. People are scanning your writing to find the information they want. They are looking for keywords that attract their attention. Not everyone will enter your site at the home page. They may follow a link to a specific page. So, make sure on every page there is a clear link to your home page, a guide to pages on your site, basic information about your organisation or specialism, plus contact details. Presentation Title 2  It pays to pick your keywords in advance. It’s much easier to tailor your writing to your keywords if you decide what they are before you start. By focusing on two or three keywords in your writing, the higher search engines will rank your website when someone searches for one of your chosen keywords. When choosing keywords, try to be creative. People may type in something different or even misspell, so it’s advisable to consider including variations of the words instead of just Presentation Title 3 the obvious choices.  As people are scanning, they appreciate a clear headline on the top of every page of your website. This makes it easier to determine if the page contains the information they are looking for. Presentation Title 4  Break up your pages with sub-headings as this is again great for scanning. People aren’t interested in seeing one big block of text Presentation Title 5  Keep paragraphs and sentences short. Short paragraphs are much easier to read than long ones, and short sentences are also easier to read. When people are scanning websites for information, they want to find information and understand it quickly Presentation Title 6  20XX Section Subtitle Presentation Title 7  TWO CONTENT 20XX SLIDE Paragraph 1 Title Paragraph 2 Title Place a picture here Place a picture here Information too Keep information brief Presentation Title 8  PICTURE SLIDE 20XX Presentation Title 9  CHART SLIDE 20XX Chart Title Series 1 50000 Paragraph Title 40000 Keep information brief 30000 Explanation on the numbers must be accurate and brief 20000 Keep the infographics or diagram systematic 10000 0 20XX 20XX 20XX 20XX 20XX Presentation Title 10  PICTURE 20XX WITH CAPTION SLIDE Slide Subtitle or Picture Caption Presentation Title 11  20XX THANK YOU!  RESUME WRITING Opens the Door to Opportunity! Primary Purpose ✓A resume will get you ……………an interview! ✓A resume is a marketing piece that presents you in the best possible light. ✓It’s not an application A well-designed resume does a number of things: Paints a positive and factual picture of YOU. Sets a positive tone for the interview. Guides the interviewer in what to ask. Influences others who approve the hiring. Ten Steps to a Good Resume  Choose a job target (also called a “job objective”). An actual job title works best.  Find out what skills, knowledge, and experience are needed to do that target job.  Make a list of your 3 or 4 strongest skills, abilities, knowledge that make you a good candidate for that target job.  For each key skill, think of several accomplishments from your past work history that illustrate that skill.  Describe each accomplishment in a simple action statement that emphasizes results Steps continued  Make a list of the primary jobs you’ve held in chronological order. Include unpaid work that fills a gap.  Make a list of your training and education that is related to the new job you want.  Choose a resume format that fits your situation— either chronological or functional.  Arrange your action statements on your resume according to the format you chose.  Summarize your key points at or near the top of your resume in about five short lines. Step 1: Choose a job target FOCUS: The people who have the hardest time finding a job are often the ones who insist on writing a “generic” resume that lists everything they ever did. They HOPE some employer will figure out what job will fit them….but employers won’t do that; they’re looking for people who know what they want. Step 2: Find out what skills and experience are needed Find that information in job ads, in employer’s job descriptions, or from someone working in that field. Informational interviewing is one of the BEST ways to find out exactly what skills the job requires. Visit someone who does that kind of work and ask them to tell you about it.  Step 3: List your strongest skills Examples taken from resumes: Target job: Customer Service representative Relevant skills: verbal skills problem solving skills computer skills customer care skills Target job: Department Manager Relevant Skills: Personnel Management Budgeting/Financial Planning Supervision and Training Step 4: Accomplishments Examples taken from resumes: Job Objective: Electronic Sales Representative Direct Sales and Product Demonstration  Set sales record for 3 consecutive months.  Exceeded quotas and increased sales in largest territory Job Objective: Merchandising display Display  Set up effective retail displays of beverages in supermarkets and package stores  Inventoried and reordered display materials Step 5: Write action statements Think about what problem existed in your workplace. What action did you take to resolve the problem? What were the beneficial results of your action? Examples of accomplishments written as action statements  Increased account base by 50% at two locations.  Developed friendly, supportive relationships with coffee shop customers, building a loyal base of repeat customers.  Advised callers on how to make connections.  Designed and presented hour-long weekly orientation program; doubled membership  Assembled materials and reports.  Developed greatly improved filing system saving time.  Transformed a disorganized warehouse into a smooth- running organization; saved $250,000 in recovered stock. Step 6: List past jobs List your most recent job first, then your earlier jobs. Include ALL jobs IF you are young and have very little work experience Include ALL jobs that show experience related to your job objective Include unpaid work if it helps to prove you have skills and experience or it fills in a gap. Omit jobs that were very brief UNLESS they are needed to show how you developed your skills— or to fill in a skimpy work history. Round all employment dates to years. Step 6 continued If you are CURRENTLY unemployed, it would help a LOT to find an immediate short-term opportunity to get some unpaid volunteer work experience, preferably in your line of work, and put that on your resume now. This will look better than being unemployed. Don’t use the word “volunteer”. Rename the category “Work History”. Step 6 continued If you have gaps in your work experience, tell what you WERE doing as gracefully as possible rather than leave a gap. Examples: 2020-2022 Full-time parent 2022-2023 Maternity leave and family management Step 7 List training and education Omit high school if you have academic credentials from college. Mention your college work even if you don’t plan to get a degree. Examples: Accounting Major, 1998-2022 Chattahoochee Technical College Business classes,2022-2024, Chattahoochee Technical College Step 7 continued Omit this section IF you have no training, no college experience, and no courses to list that are in any way related to your new job goal. If you completed a training class, list the certificate you earned. If you only completed part of the training, list every course you took that is directly related to your current job target. Step 8: Choose a format Choose chronological if you’re staying in the same field and you have an unbroken employment history Chronological means your work experience is arrange in order by dates of the jobs you’ve held with the most recent first. This one places more emphasis on your JOB TITLES Step 8 continued  Functional means your work experience is described by emphasizing the SKILLS involved. Put the descriptive details into skill-group paragraphs. Example: RELEVANT SKILL #1 -something I did using that skill -something I did using that skill RELEVANT SKILL #2 -something I did using that skill -something I did using that skill Job Title, Company, City, State, dates Job Title, Company, City, State, dates Step 9: Arrange your action statements If you chose a chronological format, place each action statement under the appropriate job title where the action happened. If you chose a functional format, place each action statement under a skill category. Step 10: Summarize your key points at the top  Keep each summary statement to one line. Include key points that a new employer will need to know and those that will make you look attractive and qualified for the new job.  Examples: - How much experience in this line of work - Training or education in this line of work - A special accomplishment or recognition -Your key skills, talents, special knowledge -Something about your attitude or work ethics  Reminders Proofread for grammar and punctuation. Check the spelling. Get feedback from someone in-the- know.  ▸ Dealing With Interview Anxiety And Interview ▸ Purpose Of The Job Interview BLOOPERS For Fun ☺ ▸ Several Types Of Interviews ▸ How To Prepare ▸ Questions To Ask Before The Interview ▸ Interview Do’s & Don’ts ▸ Things To Remember During The Interview ▸ Possible Interview Questions ▸ Questions To Ask ▸ The Issue Of Salary ▸ What To Do After The Interview ▸ How To Dress For Success Dealing with Interview Anxiety Interviewing for There are a job is often things we can filled with do to prepare anxiety and ourselves and fear but it become more doesn’t have to self-confident be that way. and relaxed. Being prepared is the best way to reduce anxiety and help ensure a successful job interview.  Purpose of the Interview ▸ Your opportunity to shine ▸ Your abilities, talents, interests, personality, work experience, education, and motivation ▸ Informs you about the employer ▸ Employer needs, history, work NOT environment, business activities, LUCK and future plans ▸ Requires skill and PREPARATION  Applicant Blooper #1 Someone brought in their high school yearbook to show the employer that they were voted “Most Popular” by the senior class.  Types of Interviews ▸ The Directed Interview ▸ Impersonal, seeks to reveal facts ▸ Interviewer takes notes using an outline and checklist ▸ Compares you to others ▸ The Undirected / Meandering Interview ▸ Unstructured, an open discussion of your qualifications ▸ “Tell me about yourself…” ▸ The Stress Interview ▸ “Hazing” in a sense; creates discomfort ▸ How do you deal with stress? ▸ Remain calm and tactful  Types of Interviews – Continued ▸ The Behavioral Interview ▸ Interested in past behaviors, “Describe a time that required problem-solving skills, adaptability, leadership, conflict resolution,…” and “How did you deal with this?” ▸ Be prepared to have stories to demonstrate ▸ The Audition ▸ A simulation or brief exercise to evaluate your skills ▸ Inquire specifically about the instructions ▸ Take ownership of your work  Applicant Blooper #2 This applicant asked the employer to please excuse some of her answers because her English is not very competent!  Types of Interviews – Continued ▸ The Group Interview ▸ Several applicants at one time ▸ Provides a sense of your leadership potential and style ▸ How do you interact with peers? ▸ Keep an eye on the interviewer ▸ The Panel/Board Interview ▸ Several interviewers are present ▸ Positions are usually with gov’t agencies or large organizations ▸ Maintain eye contact when answering questions: questioner, each group member, back to questioner  Applicant Blooper #3 This applicant showed up to the interview sick. She shook hands before the employer knew it and indicated that she would probably catch the flu within a week!  Types of Interviews – Continued ▸ The Second/Follow-Up Interview ▸ Serious candidates; confirmation ▸ Difficulty deciding on a candidate ▸ Other decision makers want to gain a sense of you ▸ Be prepared to negotiate compensation ▸ More in-depth questions ▸ The Telephone Interview ▸ Have copy of resume nearby ▸ Speak a bit slower than usual and don’t worry about pauses ▸ Make sure roommates or family are quiet ☺  Preparing for the Interview ▸ Gather work samples, copies of resume, references and place in a nice case or folder ▸ Remember to bring a pen ▸ Rehearse your answers ▸ Write down your questions about the job or organization ▸ Review your work history ▸ Practice your answers to common interview questions ▸ Be prepared for surprises ☺ Applicant Blooper #4 When this applicant came into the room, he started bouncing up and down on the carpet and told me I must be highly thought of by the company because I was given such a thick carpet!  Before the Interview Research The Company Ask Some Questions How many people will be interviewing me? Will I be the only one interviewed during this time? What kind of questions will be asked? How can I best prepare for the interview? What are the names of my interviewers?  Interview Do’s and Don’ts Do not chew gum or smoke Do not distract the interviewer Do not bring family or friends to the interview Do not use slang Do not ramble Do formulate your answers before beginning to speak; avoid “um…well…”  Applicant Blooper #5 An applicant was asked, “If you were an animal, what kind of animal would you be?” She said that she would be a cat because they are lazy and lie around all day!  Beginning the Interview ▸ Firmly shake hands or nod to show respect with those you meet ▸ Greet all involved in the interview process and try to remember names ▸ Be friendly to everyone (secretaries, other employees, etc.) ▸ Follow the interviewer’s lead (direction, selecting a seat, drink, etc.)  Posture During the Interview ▸ Sit on the chair reserved for you ▸ Men: legs uncrossed, but closed ▸ Women: legs or feet crossed if wearing a skirt, may be uncrossed, but closed ▸ Hands folded in front ▸ Sit up straight with head, neck, and chest aligned with hips ▸ Be careful of bad habits ▸ Tapping your fingers ▸ Biting your nails ▸ Playing with your hair ▸ Clicking your pen, etc.  Applicant Blooper #6 This applicant stretched out on the floor to complete his application paperwork!  Remember… ▸ Nervousness is normal ▸ Take a deep breath and try to R E L A X ▸ Don’t let nervousness interfere with your answers or conversation ▸ Remind yourself that this is just part of the process to see if you are a good fit for the position  During the Interview ▸ Be on time ▸ Be aware of body language ▸ Be friendly ▸ Be a good listener ▸ Show your enthusiasm ▸ Emphasize your strengths ▸ Be positive and honest ▸ Be yourself ▸ Maintain eye ▸ Avoid personal contact issues ▸ Express yourself ▸ Be confident ▸ Discuss ways you ▸ Don’t criticize can contribute previous employers  Applicant Blooper #7 A balding applicant abruptly excused himself and returned to the office a few minutes later wearing a hairpiece! Possible Interview Questions ▸ What are your career goals, both short-term and long-term? ▸ Why do you want this job? ▸ What are you doing to achieve your goals? ▸ How would you describe yourself? ▸ Why did you choose this career? ▸ Why should our company hire you? ▸ What are your strengths and weaknesses? Possible Interview Questions ▸ The Equal Employment Opportunity Act outlaws questions about age, national origin, marital status, sexuality, and religion ▸ Be prepared for the possibility ▸ If it happens, … don’t over react. ▸ If you are uncomfortable, kindly respond that you would rather not answer the question  Applicant Blooper #8 These applicants interrupted the interview to answer or respond to calls or messages from the phone! The Purpose of Off-the-Wall Questions ▸ Test your ability to operate under pressure ▸ Demonstrate your problem-solving skills ▸ Opportunity for you to think quickly, question and communicate ▸ Usually no right or wrong answers Questions You May Want to Ask ▸ What would my responsibilities and duties be? ▸ How would my performance be evaluated? ▸ How would I be supervised? ▸ What opportunities for advancement exist? ▸ Is there a training program? ▸ How much travel is required? ▸ Who would I be working with? ▸ Where will I be working? ☺  Applicant Blooper #9 An applicant said, “I’ve already accepted another position but I thought I would show up for this interview just in case the pay was better!”  Concerning Salary ▸ Raise the subject of pay & benefits ▸ Research the average salary when the topic is addressed in a ▸ Know what you want second interview or after the job is ▸ Be Realistic offered ▸ Don’t undersell yourself KNOW WHAT YOU’RE GETTING ! When the Interview is Finished ASK when FOLLOW UP the you can interview with a expect a thank-you note decision or letter and if you should call ANALYZE your performance in Express the interview (for thanks for later interviews) their time DO NOT GET DISCOURAGED! Learn from the process and be patient  Applicant Blooper #10 During this applicant’s interview, an alarm went off in his briefcase. He took it out, shut it off, apologized and said he had to leave for another interview! Dressing for Success ▸ Take into account the weather ▸ Think conservative, traditional, neat, modest, clean ▸ Do not go for “shock value” ▸ Dress to fit in ▸ One level above the work environment ▸ Dark or neutral colors ▸ Natural fabrics ▸ Little or no scents (cologne, perfume, etc.)  Do NOT Wear Clothes with T-shirts, tank tops, printed logos sweats, shorts Formal wear Flip-flops Hats indoors Worn-out or torn garments Clothes that are sexually Strong scents or revealing excessive jewelry  Applicant Blooper #11 This guy flipped open his cell phone and took a picture of me. He said that he takes pictures of everyone who interviews him!  For Men ▸ Suit, two-piece matching of good quality ▸ Navy, dark grey, black, conservative solids or pinstripe ▸ Wool or wool blends ▸ Silk tie, no extremes ▸ Long sleeved shirts in white or light blue; solid or conservative stripes ▸ Leather, lace-up or slip-on business shoes in black, brown, cordovan-polished! For Men ▸ Belt should match shoes! ▸ Facial hair well-groomed ▸ Conservative watch and other jewelry ▸ Removing earrings is safest ▸ Do not leave the tags on outside of apparel ▸ Long socks to match color of suit – no white tube socks!  Applicant Blooper #12 This applicant came to the interview on a small motor bike and parked it in the reception area. He said he didn’t want it to get stolen and he would require indoor parking if he got the job!  For Women ▸ Two-piece matching skirt or pant suit with matching hijab ▸ Long sleeved blouse in cotton or silk ▸ If skirt, it should hit at the knee or slightly above – no mini’s! ▸ Navy, grey, brown, black, solid or conservative pattern – no florals! ▸ Wool, wool blends, microfibers ▸ Conservative watch  For Women ▸ Avoid extreme or excessive jewelry ▸ Keep makeup conservative ▸ Shoes should be leather or fabric, closed-toe, and comfortable; belt to match ▸ Stockings: sheer, neutral color complementing suit ▸ Purse/bag should be small, simple, coordinate w/shoes, leather is best  Applicant Blooper #13 This applicant said he didn’t really want a job but he came to the interview because the unemployment office wanted proof that he was looking for one! For Everyone ▸ Hair should be neat and clean ▸ Shoes should be in good condition ▸ Clean fingernails ▸ Clothes should fit properly ▸ Use appropriate deodorant ▸ Details ▸ Everything clean and well-pressed ▸ Slim leather briefcase if needed  Applicant Blooper #14 This applicant limped into the interview wearing only one shoe. She explained that a guy at the bus stop snatched it from her foot and ran away! The Key to a Successful Job Interview? Be Prepared! Applicant Blooper #15 Too much information…