BUSINESS WRITING
Business writing will be an important part of your life after college. Good business writing is concise and correct. It is often more direct than some forms of academic or personal writing. Because you are judged on the business documents that you write, prepare materials that will present you and your accomplishments in the best light possible.
PREPARING A RÉSUMÉ AND JOB APPLICATION LETTER
A résumé (Figure 27.1) is a complete listing of all of your education, training, and work experience in an easy-to-read format. A job application (or cover) letter (Figure 27.2) highlights the qualifications that make you right for the job and convinces the employer that you are an excellent candidate for the opening. Because your application packet will determine whether a potential employer will interview you, tailor each one to the job for which you are applying.
Most employers invite applicants to upload résumés and job application (or cover) letters to their Web sites or to send the application letter as an e-mail message with the résumé attached. If you are sending a hard copy résumé and job application letter, print both documents on good-quality white paper.
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Follow these tips when preparing your résumé.
- Simple is best. Prepare your résumé as a document with an unlined, white background, as if you were going to print it on 8½ x 11-inch paper. Leave 1-inch margins on all sides. Do not include graphics, colors, or elaborate underlining and formatting. If possible, save your résumé in PDF format. Be sure to check it before sending.
- Display your name, address, and contact information at the top of the page. Check that your contact information is correct. (A computer’s spell-check function will not identify such mistakes.)
- Fit your résumé onto a single page whenever possible. If providing a printed copy, use only one side of an 8½- x 11-inch sheet of paper. Write clearly and concisely, and use categories (such as “Education,” “Experience,” and “Skills”) so that potential employers can scan your résumé quickly.
- Use key words. Software may scan résumés electronically for key words, so use nouns (“supervisor” instead of “supervised other employees”) to help employers match your skills and experience with their job database.
- List education, work experience, and any awards or special skills in reverse chronological order. Include dates you attended school or received a degree, listing your most recent education and experience first.
- Specify how the employer can obtain your references. This is usually done by stating, “References are available on request,” but be prepared to supply references by asking instructors or previous employers whether they are willing to give you a good recommendation and whether you can share their contact information with prospective employers.
- Proofread carefully. Résumés must be clear, concise, and free of errors in grammar, punctuation, mechanics, and spelling. (For more about proofreading, see Chapter 10.)
Follow these tips when writing a job application letter or email.
- Use standard business formats. Block-style business letters have one-inch margins on all sides and are single-spaced, with an extra line space between paragraphs. All type is aligned at the left edge of the page. (The sample job application letter in Figure 27.2 is in block style.) Use letterhead or list your address at the top of the page. The date should appear below your address, and the address of the person to whom you are writing should appear below the date. Job applications, like résumés, should be prepared with a white, unlined background.
- Include a formal salutation and closing. Begin with “Dear Ms._____:” or “Dear Mr. _____:” and call the company for a name if you are unsure to whom you should address your letter. Close with “Sincerely,” or “Yours truly,” followed by your signature. Formal salutations and closings are appropriate, even when sending a job application by email.
- Include key information in the body. If submitting your job application letter by email, use the subject line to identify the job you are applying for. In both job application emails and letters, identify the job you are applying for in the opening paragraph. You may also indicate where you learned about the position or where it was posted or listed. The second paragraph should briefly state the qualifications that make you especially qualified. (Do not repeat everything you have listed in your résumé.) In a final paragraph, indicate that you are available for an interview at the employer’s convenience or specify when you are available.
- Proofread carefully. If job application letters or emails are not clear, concise, and free of errors in grammar, punctuation, mechanics, and spelling, they are likely to wind up in the “reject” pile.
- Follow instructions for uploading your documents. If you are applying by email, be sure to double-check that you have attached your résumé before hitting “send.”
USING ELECTRONIC MEDIA FOR BUSINESS WRITING
In your career, you will likely use electronic media — email (Figure 27.3) but perhaps also Facebook, Twitter, text messages, and interoffice information management systems — as your main means of communication. Follow the tips below to communicate effectively with supervisors, colleagues, clients, and other business contacts.
- Keep it brief and get right to the point. Typically the most important information is in the first paragraph. Paragraphs are usually only one to three sentences long, and wordiness is frowned upon. Messages overall are usually brief (just a few paragraphs), so they can be scanned quickly for important information. If more detail is required, supporting documents may be attached. (For more about writing concisely, see Chapter 10.)
- Do not say anything you do not want shared. Online communications can easily be forwarded to others. Remember at all times that you are representing your employer and serving as the voice of your company. Do not say anything in an email that you would not say to your entire company and all your clients.
- Use a specific and relevant subject line. Using a specific and relevant subject line is crucial, not only so recipients can know how to prioritize the communications they receive, but also to locate important messages later. Without a subject line that clearly references a client, case number, file name, or other specific identifier, a message can be impossible to retrieve. Be particularly careful when replying that you adjust the subject line as needed.
- Write in complete words and sentences and with a formal tone. Avoid online slang (such as LOL and OMG) and emoticons (such as the smiley face), avoid writing in all capital or all lowercase letters, and always reread email messages to be sure the tone is cordial and professional. Abbreviations are acceptable, but only if your recipient will understand them. (For more about tone and level of diction, see Chapter 10.)
- Copy only people who need to be informed about the topic. Do not automatically carbon copy (cc) your boss or everyone else in your company on every message. Avoid “Reply all” unless the content of your reply is truly relevant to “all.”
- Remember to attach relevant files. It makes more work for everyone if you forget to include the attachment.
- Use an automatic signature file. An automatic signature should include your name, title, company address, and telephone and fax numbers so that people can contact you easily.
- Proofread carefully. You are a representative of your business, so take the time to communicate concisely and professionally, and proofread your messages carefully before sending.
