ENGLISH 8 (Technical Writing) MIDTERM Handouts

Part I. The Memorandum

Memorandums, commonly called memos are brief written messages sent within an organization. Sharing information between people and divisions is essential to smooth and effective operations in business and industry. Memos are designed to meet this internal communication need. In fact, the following four characteristics have made memos one of the most frequently used business communication tools today: 1. Memos are economical. A simple format and concise message can assure that words and time are not wasted by the writer or the reader. In fact, some writers use preprinted memo forms. 2. Memos are efficient. Since the format 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 the reader(s) and they encourage a rapid response. Sometimes a reader will choose an answer from a list of options or write an answer in the margin and return the original memo to the sender. This flow of ideas is much faster than writing a letter, mailing it and waiting for the receiver to write and mail an answering letter. 3 Memos are inexpensive. Because the 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 all sorts 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 information within 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 to everyone. 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-worker reminding 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 needs are 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 have the 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 what you 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 recognizable as a memo. Five elements almost always appear at the top of a memo:
MEMO TO: FROM: DATE: SUBJECT:

However, the headings do not always appear in this order. This is a popular arrangement, but several other patterns are frequently used as well. When you begin to work, your new employer will probably give you a 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. Caption The 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 Line In 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 readers who 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 all names 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: Alice Santos Eric Lopez Justin Momay

am

Joan Vargas Charo Sanchez Victoria Sue

FROM: Anita Malabon

If you list several persons names, enter them either in alphabetical order or hierarchical order. In hierarchical 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 Line After 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. Also remember to write your initial or sign your full name after the typed name in the FROM section, as in the example 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 are signed 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 Line The 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 Line You 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 the topic, 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 other words, 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 the difference between one memo and many others. For instance, waiters and waitresses at a restaurant may read 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 or Lobster 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 want to share. The message or the body of the memo is the heart of this document. When composing a memo,
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consider organizing ideas according to the message, limiting to one main point, creating a suitable tone, and using humor appropriately and effectively.
ORGANIZING IDEAS ACCORDING TO THE MESSAGE

The 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 that will be pleasant or at least acceptable. The strategy is directpresent the main idea first. In this way, the reader does not have to search through the entire document to discover the idea he or she needs.
Please turn in all leased Chemical Lab garments checked out to you by December 7, 19--.

We signed a contract and will receive service from a new cleaning company company, D & W Garment Care Center, effective December 8, 20_ _ . Benefits of the change you should notice are Perfume and starch-free garments an additional coat each week immediate replacement of worn 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 will not 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 with pleasant ideas in this way: 1. Open with a positive statement, generally some idea about which both writer and reader can agree. 2. In the next section of the message, clearly announce the bad news, but place it in the middle or end of the section, not at the beginning. 3. Close the message on a pleasant note, perhaps offering an alternative solution or a different perspective. 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:
Being creative folks, we enjoy expressing our individuality in the way we dress. We have been quite stylish and unique of late. Some of us have been talking about ways to improve our professional image. Toward this end, the shop will adopt a uniform dress policy beginning on the first working day of next month. You may choose from solid navy and solid white outfits or outfits combining the two colors. Besides enhancing the shop's professional image, the new policy will save you money because your personal clothes will not be subjected to the chemicals we use every day. Any creative energy you have left can be spent on clients to make ours the most popular shop in town!

Persuasive Messages A routine request for a design from a commercial art department might use the direct 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 evidence 3. MOTIVATE-Get your audience to respond to your ideas: ask for action.
LIMIT TO ONE MAIN POINT

Memo 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 memos to be one to four paragraphs. Finally, it is inappropriate to combine some messages.

USING A SUITABLE TONE

Memos 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 deal like conversation you might have with a friend or acquaintance if that conversation were polished slightly.
USING HUMOR EFFECTIVELY

Humor can be very effective in creating goodwill and in dealing with difficult situations or uncooperative audiences. 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

MEMORANDUM 23 October 1996 TO: FROM: REFERENCE: All Students Marissa James, Volunteer Club Chair Giving up your blood

The Volunteer Club again this fall invites you to give blood when we host the American Red Cross Bloodmobile on campus 28 October 1996. See Mrs. Yap in the main office to schedule an appointment for any free period on Bloodmobile day. Please show your pride and sign up today! Mrs. De Leon, the Volunteer Club sponsor, says not to worry if you are afraid of the sight of bloodespecially your own. This year she offers blindfolds for the fainthearted and a shoulder to lean on for those who just plain faint!

-----------------------------------------------------------------------------------------------------------------------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 in Buru-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-oriented in many ways. Company employers, who are not adept at writing communications, usually hire people who can write 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 on the letter. Letters are usually written to people outside a company, such as customers, clients, and suppliers, and very often, letters take the place of a face-to-face meeting.

A. LETTER A 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 Writing There 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 letters These 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 of style-not even grammatical rules. Personal letters may be handwritten or typed, but they are always signed by hand. 2. Social letters These are more formal letters. These include invitations and replies, letters of congratulations, thankyou 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 and address 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, the name (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 what the occasion is; give the exact date, time, and location; and tell the name of the host or hostess. They may also include the letters R.S.V.P. on the lower left-hand part of the page. RSVP is the acronym for the French phrase Rpondez, s'il vous plat (Reply, if you please) which means that the recipient should let the 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 the invitation 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, these letters 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 those that 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 be conveniently conducted orally. They are formal and direct with no literary pretensions. Business letters have 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 applicant to 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 Business 1. 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 business communication 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 in writing business letters (Alcantara and Espina, 1995, p. 82). Eight Main Parts of the Letter 1. Return Address/Letterhead/Heading is printed at the top of the stationery (either in the upper-hand

corner, 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 address on it. It is basically placed on top of the stationery. (2) Traditional or Conventional heading does not have any printed return address or a 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. If stationery with a printed letterhead is used, this part is omitted since the letterhead itself is the return address. Open Punctuation No. 04 Caturay Drive, Purok 11-B Tibanga, Iligan City 9200 Closed Punctuation No. 04 Caturay Drive, Purok 11-B Iligan City 9200.

Arrangement of the Letterhead: (Home Address) Senders street address of the purok or zone Barangay city or municipality ZIP code (before or after the city or municipality) (Companys Address) Name of the department/office Name of the college Name of the school/university Complete school address

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Take note of the following conventions for the return address: a. b. c. The return address should be sufficient for postal direction such as 9700 Marawi City or Marawi City 9700. The street direction precedes the name of the city, town or barangay. 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 # 79 Molave Street Correct: 79 Molave Street Fifth Street

d. e.

Street numbers less than ten (10) are usually spelled out. Do not omit the words Street, Avenue, etc. Incorrect: 12324 Taft Correct: 12324 Taft Avenue

f.

Avoid abbreviation in the heading Prk. 11-B Caturay Drive Tibanga, 9200 Iligan City Desirable: Purok 11-B, Caturay Drive Tibanga, 9200 Iligan City

Undesirable:

2. Dateline or Date is written in the same format as the return address. If stationery with a printed letterhead 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 the year. The data should be written in full. Undesirable: Undesirable: Desirable: 06/05/2011 Jun 30, 11 June 30, 2011 Undesirable: Undesirable: Desirable: June 30, 11 06-30-11 30 June 2011

3. Inside Address should 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. Dean of Graduate School Mindanao State University Marawi City, Philippines For. Raul Espiga, Jr. Department of Environment and Natural Resources Mother Ignacia Avenue, Cor. Timog Street 1105 Quezon City

4. Salutation is the greeting of the letter to the addressee. It is what the expression Good Morning or How do you do? is in a conversation. Its formality or informality should match that of the complimentary close. 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: Dear Mr. Mariano: Dear Mrs. Monoy: Dear Professor Santos: Dear General De Leon:

Informal: My dear Professor Capa: My dear Mr. Diamante: My dear Captain Bernales: My dearest Sir/Madame:

When the name of the person addressed is not known or when a personal tone is not desired, the following salutations are generally used: Formal: Dear Sir: Gentlemen: Dear Maam: Dear Personnel Officer Dear Madame: Ladies: Ladies and Gentlemen: Dear IBM Sales Manager: Dear Mesdames: (plural) Sirs: (plural) Sir/Madame:

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

In the salutation never use any abbreviation except Mr., Mrs. and Dr. Bad: Right: My dear Prof. Sanchez: 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: Miss Mrs. Mr. Messrs. Reverend Dr. Professor Honorable unmarried woman married woman or widow a man without a special title 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 of firm or corporation a clergyman for one who holds a doctorate degree or a physician for one who has attained the rank of a professor in a college or university for a cabinet officer, a senator, a representative, a governor, a mayor, an ambassador, or a judge

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 and conclusion. 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 a business 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 to punctuate the complimentary ending if you are not using full block style. The following forms are used as complimentary close in business letters: Impersonal, frequently used Yours truly, Yours very truly, Very truly yours, Formal Yours faithfully, Respectfully yours, Faithfully yours, Very respectfully yours, Yours respectfully, Informal Yours sincerely, Sincerely yours, Yours cordially, Cordially yours,

Note: At this stage you might also wish to draw attention to the conventional greetings and endings for formal 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. a comma 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.
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7. Writers Identification consists of the writers full name (Given Name, Middle Name and Family Name) and the work position (if there is). 8. Signature is to authenticate the statements that precede it by fixing the responsibility for them upon an organization or an individual. It is usually written four spaces between the complimentary close and the writers name to give enough spaces for the penned or handwritten one. In a typewritten letter, the name may 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 writers administrative purpose of reference later on. These are written two spaces below the writers identification 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 writers initials may be included. Examples JRRD/CT OR JRRD: AT: CT (JM signed the letter: A.T., the secretary, wrote the letter: C.T., the typist, typed the letter) 2. Enclosure Notation is written directly below the reference initials. It is written for verification purpose only that something is enclosed or included with the letter. It is for the good of both the writer and the recipient. Enclosure: Enclosures: Brochure 1. Brochure 2. Order From Enclosures: Enclosures: 3 (4)

3. Attention Line is used when a letter is addressed to a company in general. This device is used for the purpose of directing the letter to the attention of a specific person or group within the company that can take care of handling the message. Otherwise, who will specifically take care of relaying 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 after Attention, depending on the style preference of the writer. Attention: Dr. Dave Balaba ATTENTION: MSU Constituents Attention to Dr. Manuel J. Ramos 4. Subject Line is a device used by the writer if he wants the reader to know in advance the subject matter of the message. It is written in two spaces below the salutation. Subject: Subject: General Orientation GENERAL ORIENTATION

5. Carbon Copy Campaign is a duplicate copy of the letter sent to the intended recipient or the addressee. The notation cc (in small letters) is written below the reference initials and is indicated in all copies of the letter furnished. cc: (4) cc: Birth Certificate (authenticated document from the NSO)

6. Blind Carbon Copy Campaign is used when the writer sends copies of the letter to other people other than the addressee. The notation bcc (in small letters) is written only at the photocopied copy or 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 the message. It is abbreviated P.S., n.b. or N.B. in the letter. The Latin term Nota Bene (Note well) is a timesaving 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 such device for the purpose of emphasis. Example n.b.: The general conference meeting scheduled on February 24 is moved to another 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 a formal 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 but also 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. Appearance The 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 the dignity of appearance, the letter will usually be highly effective. The writer should determine the approximate length of the letter and type it with approximately the same margins all around. This is centering 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 that would center the letter entries. The appearance therefore, should be properly balanced. 2. Margins One 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 Spacing A 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 Style is considered the very modern style because of the ease in typing the letter and is timesaving. All the parts of the letter are written at the left-hand margin and no punctuations are used except the message. Each new line of the paragraph is blocked and is therefore not indented. Block Style is the most common style in use today. The date, the complimentary close and the signature are written 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 first line 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 spaces indented; every paragraph is also indented five spaces; the closing section which includes the complimentary close, the signature and the writers identification is also indented five spaces. Another distinctive trait found in this style is the use of the closed punctuation. The opening and the closing sections end 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/mixed punctuation.
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Hanging-Indented Style has the first line of each paragraph flushed with five spaces, in line with the salutation and inside address. Other lines are uniformly indented five spaces. Although frequently used in sales letters, it is seldom employed in business letters of a conservative character. Since this style is less dignified 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 subject line. It is extremely useful for impersonal situations and for situations where the identity of the recipient is not known. In personal situations, writers start the first paragraph with the recipients name. 5. Indenting Paragraphs If 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. Alignment Most 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 of appearance and readability, justified text often needs to be hyphenated to eliminate inconsistent word spacing. 7. Punctuation Styles Open Punctuation requires no punctuation marks after any part of the letter except the message. It is often used with full-blocked arrangements. Closed Punctuation is perhaps the least used and is not recommended for use in modern letters. It places a period/stop after the data and a comma after each line of the inside address except 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 Punctuation is the most commonly used in which only the salutation and the complimentary closing are followed by punctuation marks. A colon follows the salutation and a comma follows the complimentary ending. 8. Letters of More than One Page If 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 word Page 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 2 September 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. Stationery Good 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 (short coupon bond), white or a very light shade of cream, brown, gray and blue. Do not use stationery with colors that strain the readers eyes such as neon colors and/or colors that are too dry. 10. Envelope Sometimes, 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) especially when submitting an application letter. The color of the stationery should also be the same with the color of the 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 corner at the top of the paper while the name and address of the recipient are placed at the back of the envelope at the center portion. The entries are written in all capital letters. There is no need to indicate the from and to entries because they are already implied.

11. Window Envelop is one that has an open space or a space covered with transparent paper, through which 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 Letter A 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 same location 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
ESTER MENDOZA PALAO, ILIGAN CITY

DANIEL MONTEMA SANMIGUEL CORPORATION CAGAYAN DE ORO CITY 7300

DANIEL MONTEMA SAN MIGUEL CORPORATION 7300 CAGAYAN DE ORO CITY

Back of the Envelope

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NOTE: At the back of the envelope or the ear of the envelope, you write only the complete name and address of the recipient if you have already written the senders name and return address in the stationery. 14. Letter Spacing
______________________________________ ______________________________ ______________________ 1 space

1 space ____________________ ____________________ ____________________

2 spaces _____________________

1 space

1 space

1 space 1 space

2 spaces _______________: 2 spaces __________________________________________________________ _________________________________________________________________ _________________________________________________________________ _______________________________ . 2 spaces __________________________________________________________ _________________________________________________________________ _________________________________________________________________ _______________________________ . 2 spaces __________________________________________________________ _________________________________________________________________ _________________________________________________________________ _______________________________ . 2 spaces _____________________, 3-4 spaces _____________________

_________________________________________________________________________________________

Part III. EMPLOYMENT COMMUNICATION Employment communication includes a resume (a one-page summary of your qualifications), an application/ 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 job with your qualifications, emphasizing how you are right for that job. The application letter is not a lengthy summary 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 an interest in having an interview, and calls attention to the fact that the resume is attached. It also mentions any other special matters that are not included on the resume, such as dates and times when you are available 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.It tries to summarize the key information from the resume, the key information that will emphasize that you are 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 the specific job.

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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 is written 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 company employer in the hope that there might be a possible job opening or vacancy to uncover possibilities beyond the Help Wanted 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 time writing 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 sets everything 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 something like 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 the standard 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 a position 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 that this is the most important job you have to do in this letter to enable the reader see the match between your qualifications 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. If there were other relevant experiences, that might go in another section. Whichever of these sections contains 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 your goals, objectives the focus of your career what you are doing, or want to do professionally. A paragraph like this 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 personal growth" 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 prospective employer 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 that details there. However, a letter that is overly general and vague might generate so little interest that the reader might not 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, and substantiates the claims you make about your skills and experience. Take a look at this example, which is rather lacking in specifics: As for my experience working with persons with developmental disabilities, I have worked and volunteered at various 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 worked and volunteered at Cypress Creek Hospital in Houston and Capital Area Easter Seals/ Rehabilitation Center and Health South Rehabilitation Hospital in Austin. I have received 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-inch to 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 spilling over 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 clean and free of smudges and erasures? Proper use of the business-letter format Have you set up the letter in one of the standard business-letter formats? Overt, direct indication of the connection between your background and the requirements of the job Do you emphasize this connection? A good upbeat, positive tone Is the tone of your letter bright and positive? Does it avoid sounding overly aggressive, brash, over-confident (unless that is really the tone you want)? Does your letter avoid the opposite 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 diving directly into the details of your work and educational experience? Do you present one little compelling detail 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 (making readers 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 on information that is simply your opinions about yourself. For example, instead of saying that you "work well with 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. Brand 501 Silvermead Lane Austin, Texas 78722 January 21, 1997 Susan Lesser AndroCode 901 East 16th Street Austin, TX 78703 Dear Mrs. Lesser I am writing in response to your ad in the Austin American-Statesman for a Technical Writer/Intern. I have attached a 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 International Software Systems, Inc., in conjunction with several branches of the United States Army and Navy. I have also edited several ads that were published in major magazines for Object International (such as PC World, PC Weekly, and ORACLE). In my current position at Dell Computer Corporation, I have written and illustrated an employee handbook 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 Bachelors Degree 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 combines my 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 and professionalism. 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) 777-5555 Enclosure: 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 software development company. In this letter, the writer summarizes everything she can find that relates to technical writing and publishing. Heading. The heading portion of a business letter includes the writer's address and date. To give her letter more visual 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 nice way 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 recipient of the letter. If you do not have a specific name, call the company or use some other strategy to find a name. A department name (which is used 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 punctuate the 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 this application 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 the resume, 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 two body 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 for magazines 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 an experienced 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 you write an application letter, don't forget to sign in the open area above your typed name. Also don't forget to indicate the 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 is curricula vitae. A CV provides an overview of a person's life and qualifications. It is appropriate for academic or medical 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 professional history including every term of employment, academic credential, publication, contribution or significant achievement. In certain professions, it may even include samples of the person's work and may run to many pages.
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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 Curriculum Vitae is more comprehensive. This is especially true if it's distributed overseas, to countries where 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 and goal 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 or personal 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 will help 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 working with the company. Educational Attainments Section contains enough information to enable an employer to get some ideas of what 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 data especially for the new graduates. Scholastic Achievements Section (if any) contains the academic award/s received, the school and its address and the year the award received. Working Experience Section (if any) states the recent job position, office/department and its address and the length of service (years of stay). Certificate of Participation Section (if any) includes seminars, symposia, lecture-demonstration series and other exposures, which are relevant to the position applied for. This is arranged from the title of the seminar attended, 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 home address, their contact number, languages spoken (first language and the second languages) and skills or recreational 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 an employer, 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 of your work as a student. Be sure to get their permission from each one before giving his/her name. In putting your references, you have to see to it that they are not related to you by blood - by consanguinity or by affinity, respectively. This includes the complete name of the person, the job position (if any), the companys 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 personal information in your U.S. curriculum vitae. It's not a good idea to include it even voluntarily. It might make employers feel uncomfortable, because of the potential discriminatory implications. Because the laws are different in other countries, employers might legally require you to provide personal information 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 o o o The word "Resume" at the top of the resume Fluffy rambling "objective" statements Salary information Full addresses of former employers o o o Reasons for leaving jobs A "Personal" section, or personal statistics (except in special cases) 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 the focus 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 in the same profession, in the same type of work, particularly in very conservative fields. It is also used in certain fields 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 work experiences. 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. It helps the reader see clearly what you can do for them, rather than having to read through the job descriptions to find out. It helps target the resume into a new direction or field, by lifting up from all past jobs the key skills and qualifications 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, for students, for military officers, for homemakers returning to the job market, and for those who want to make slight shifts in their career direction. Functional resume has the personal data, objectives, summary (optional), skills, education, and work experiences. 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 shorter chronology 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 the accomplishments 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 RSUMS The 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, and handled. Job seekers must choose a file format to maintain their rsum. Many employers, especially recruitment agencies on their behalf, insist on receiving rsums as Microsoft Word or Open 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 selfreflection. Unlike regular 2 page rsums, which only show recent work experience and education, Internet rsums also 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.

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Sample Resumes ______________________________________

Joshua C. Alba Temporary 803 Princeton Road Palao, Iligan City 9200 (063) 222-3154 Permanent 67B Camella Subdivision Carmen, Valencia City (088) 555-0172

OBJECTIVE Qualifications

Position as computer programmer *2 years experience on Macintosh and IBM systems *A.A.S. degree in Business Computer Programming *Experience in C and C++ programming languages Saint Michaels College, Iligan City March 2012 Major: Business Computer Programming. (GPA. 1.75) Major Courses C Language C++ Language Assembly Language

EDUCATION

Fox Base Pro Systems Programming Math Statistics kit

Technical Writing Data Structures Multimedia June 2011-March 2012

EXPERIENCE

Wadell Computer Industries Cagayan de Oro City Designed test specifications for mainframe computer Developed inventory database program Supervised spreadsheet applications for accounting Xenox Computer Designs Malaybalay City, Bukidnon Wrote tutorial for new employees Directed seminar on PageMaker

June 2010May 2011

OTHER WORK EXPERIENCE

Earned half of college expenses working part-time 2008-2011 Auto Express, Consolacion, Cagayan de Oro City. Sales Clerk Better Burgers; Consolacion, Cagayan de Oro City. Cook and Saks Clerk Programming, sailing, photography Available Upon Request

INTERESTS REFERENCES

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Sample Resume JUANITA MANUEL Zone 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 Present Assisted with clerical duties in family owned business BETA CLUB TREASURER, October 2011-June 2012 Maintained account ledger, created annual budget, balanced budget, wrote checks CO-CHAIRPERSON, JUNIOR MAGAZINE SALES, January 2011--March 2012 Directed 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 Business Teacher 342 Balll Road Suarez, Iligan City (063) 558-0189 Hilda Bradora Manager, Shoe Bargain 8890 Ong Street Poblacion, Iligan City 9200 (063) 555-0167 Greg Pacho City Treasurer Iligan City Hall Iligan City 9200 (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 should 1. 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, and 4. express continuing interest in the job. This way the employer knows you're still interested. He or she is also encouraged to remember something specific about 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. I enjoyed discussing ways to improve the personnel database. As you may remember, I have had much experience with the relational database program Fox Base Pro. I would welcome the opportunity to put my knowledge 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 point average (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 may assume to have obtained any degree(s) and other work experiences relevant to your application. 4. Share your document to my email address: iamprofsgsieras@gmail.com.. Do not forget to set the status of the 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 course of ones life. Yet interviewers are constantly amazed at the number of applicants who drift into job interviews without any apparent preparation. Others, although they undoubtedly do not intend to do so, create an impression of indifference 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 in monosyllables. These marks of inexperience can be avoided by knowing a little of what actually is expected of you and by making a few simple preparations before the interview. --Making the Most of Your Job Interview, NY Life Insurance Company You should always prepare for an interview before you go to it. Remember that the interview is a two-way street, namely, (1) your primary purpose is to get the best job suitable to your capabilities; and (2) the employers goal is to get the best person available for the job. Interview Tips
1. What preparations must I make before an interview? o o o 2. Try to know about the nature of the company Try to research about the interviewer if possible Try to know what the job is

How should I carry myself during an interview? o o Calm and confident Spontaneous but not talkative
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o o o 3.

Formal but not arrogant or Condescending Be enthusiastic and dont forget to smile Be prompt all the time

What shouldnt I do during an interview? o o o o o o o o Dont get annoyed if the interviewer comes late. Dont start the interview with negative remarks. Dont sit until the interviewer tells you to do so. Dont place anything on the interviewers desk. Dont give excuses for past failures. Dont speak against former employers. Dont smoke during the interview. Dont forget to thank the interviewer after the interview. o o o o o o o o o Dont chew gum while being interviewed. Dont drink coffee you might spill it. Dont fidget (mannerism). Dont wear strong perfume or aftershave. Dont eat anything with a strong smell before the interview. Dont stare at the interviewer. Dont interrupt the interviewer. Dont think about anything but this interview. Focus. Dont initiate the handshake yourself.

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

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If the interviewer asks me about my weak points, how should I handle it? o Give positive weakness but concentrate on your strengths

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Which is given more weight by employers interview or written exam result? o Both the written and oral exams are given weight

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What character traits must I possess or develop in order to attain success in my career? o o o Ambition Perseverance Industry (hard-working) o o o Dynamism (adapt and adopt) Optimism Willingness to learn

20 Most Asked Job Interview Questions and How to Answer them

1. Tell me about yourself. Keep the answer job or skill related. Tell me about your dream job. Don't mention a specific job. Say something generic like, "I want a job where I love the work and the people I work with." Why did you leave your last job? Never refer to a major problem with management or say undesirable things about your supervisors, co-workers or the organization. Keep smiling and talk about leaving for a positive reason such as an opportunity, or a chance to do something better. What is your weakness? Always try to give a positive answer. For example, "It takes me a long time to get ready in the morning, so I set my alarm two hours ahead of my time in for work." What are your strengths? Sell yourself. Say how you can be a desirable employee for the company. What do you know about the type of work we do? Do a research about the company before going to the job interview. Why should we hire you? This is your chance to show why working for the company is important to you and why you think you will fit in. Don't mention other applicants for comparison.
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8.

Tell me about a suggestion you have made. This will show that you care about the company's growth. Use an example that was accepted and successful, especially one that is related to the position. Do you consider yourself successful? You should always answer yes. Success doesn't necessarily have to be big ones, just mention how you have achieved goals you have set for yourself.

9.

10. Why have you been unemployed for such a long time? Mention the activities you have done that would help market yourself like trainings or short courses you attended, or for example say, "I gave birth and had to take care of my baby and this experience taught me so much about patience and time management. 11. What do co-workers say about you? Recall good things that your co-workers have said like, "My manager, Mr. Santos, once told me that I am a very organized person". 12. How long would you expect to work for us if hired? Don't give a specific answer. Say something like, "I plan on staying for long." or "As long as we both feel I'm doing a good job." 13. Do you think you are overqualified for this position? Regardless of your qualifications, state that you are very well qualified for the position. Or you may say something like, "I don't think I am overqualified, but I am fully qualified." 14. Have you ever had to fire anyone? How did you feel about that? If you had, always explain yourself in a way that implies you did not want to, but had to. 15. Are you applying for other jobs? Be honest. If you are considered an asset to the company, they just might give you a good salary offer to get you to work with them, instead of the other companies you are applying to. 16. Describe your management style. Mention how you deal with your subordinates or your projects like, "I provide team members with effective guidance and motivation to complete assignments on time so our projects succeed." Or you can simply say "For me, good communication among members is the best way." 17. Are you a team player? The answer should always be a yes then cite examples. You may mention situations where you were part of a group or organization, and the activities you've had that show you worked well with them. 18. What is your philosophy towards work? Don't give a monologue here. Say something short and positive like, "My philosophy is to do my best at all times." 19. What position do you prefer on a team working on a project? You may say you are comfortable with any position in the team, may it be the leader, or follower. This shows that you can lead a team but at the same time also able to follow directions. This shows you are flexible. 20. Have you ever been asked to leave a position? If you have, be honest and never say anything negative about your former boss or company. Focus on saying positive like how much you have grown from the experience.

____________________________________________________________________ Teacher Made Assignment 4 Curriculum Vitae Create your curriculum vitae. Include all the necessary information about yourself. Your CV must be encoded in a short size bond paper. Deadline : September 6, 2013 ____________________________________________________________________________ Teacher Made Assignment 5 Business Card 1. Advertise your name, your job title and your company by designing your own business card. 2. Print your business card in a photo paper. Use the standard size (3.5 x 2) for business cards. 3. Give your business card to your class facilitator of the Compendium of business cards (a class project).

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Teacher Made Assignment 6 Compendium of Business Cards (40 points) 1. Compile all your business cards in an album and submit to your teacher. 2. Deadline of Submission is September 10,2013. 3. Your class facilitator for this project is ______________________.

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