Business Communication

Résumé Writing and Interview Practice

A compilation of topics
from Mary Ellen Guffey’s Essentials of Business Communication

Developing Basic Writing Techniques

• Make your writing more readable by using plain language, and by substituting unfamiliar words
with familiar words.
• Achieve a forceful style by using precise verbs, concrete nouns, and vivid adjectives.
• Recognize and avoid unnecessary jargon.
• Recognize and avoid slang and clichés.
• Eliminate repetitious words and redundancies.
• Replace outdated expressions with more current business language.
• Develop a concise writing style by avoiding wordy prepositional phrases and long lead-ins.
• Recognize and avoid needless adverbs and expletives.

Plain Language
This means a clear and simple style that uses everyday words. It's a writing that is easy to follow, well-
organized, and appropriately divided. Good writers use plain language to express clear meaning. They do
not use showy words to dazzle or confuse readers.
Complexity of language used in a document could tell the writer's intelligence and education, but don't be
impressed by high-sounding language such as herein, thereafter, whereas, and similar expressions. Your
writing will be better understood if you used plain language.
Examples:
Dull: I had a career with a chemical company. Thereafter, I hopped into a financial giant.
Preferred: I used to have a regular position in a chemical company. Then, I decided to work with ABC
Inc., the leading credit company in the country.

Familiar Words
These are words that are meaningful and familiar to the readers. How can we know what is meaningful to
a prospective reader? Although we can't know with certainty, we can avoid long or unfamiliar words that
have simpler synonyms. Whenever possible, use short, common or simple words in writing. However,
don’t give up a precise word if it says exactly what you mean.

Less Familiar Words Simple Alternatives

ascertain find out

conceptualized see
encompass include
hypothesize guess
monitor check
operational working
option choice
perpetuate continue
perplexing troubling
reciprocate return
stipulate require
 terminate end
utilize use

Examples:
Unfamiliar: The financial crisis in the US is perplexing. Many economic minds hypothesize the downfall of the
country. The scene will probably encompass with the world's economies.
Familiar: The US financial crisis is troubling. Economic experts guess the sudden decrease in their economy. The
situation will probably affect/include the status of other countries.

Precise Verbs
These are used to make writing more forceful, clear, and lively. In business writing, they are called
effective verbs. They not only indicate the action of the subject, but also deliver the force of the sentence.
Select verbs carefully so the readers can visualize what is really happening.
Examples:
General: Our salesperson will contact you next month.
Specific: Our Salesperson will call/write/visit you next month.
General: The manager said that we should help the company's project.
Specific: The manager urged/ordered/requested that we should help the project.

When verbs are converted into nouns, the strength of the meaning is lessened. This is because the nouns
receive the central emphasis in the sentence. Observe the power of original verbs as compared with noun
forms:
Examples:
Strong: The managers discussed the credit status. (verb centered)
Weak: The managers had a discussion about the credit status. (noun centered)
Strong: Both companies must approve the merger. (verb centered)
Weak: Both companies must grant approval of the merger. (noun centered)

Concrete Nouns
They name objects that are easily imagined such as desk, car, computer. In business writing, concrete
nouns help your reader "see" what you mean.
Examples:
General nouns: Concrete nouns:
a change in our budget a 10 percent reduction in our budget
company's product NEC's Ultra Express Pagers
a person called Mr. Swain, the supervisor, called
improved office equipment brand new computers

Vivid Adjectives
These adjectives make writing more vivid and concrete. Be careful, though, in selecting them for specific
descriptions or to overuse them.
Examples:
General: The report was on time.
Vivid: The detailed 12-page report was submitted on time.
General: The company needs a better truck.
Vivid: The company needs a ten-wheeler truck.
General: The employees enjoyed the party.
Vivid: The employees enjoyed the entertaining presentations during the party.
Overuse: The employees enjoyed the totally exciting, captivating and absolutely entertaining presentations
during the party.
Jargon
Jargon is a special terminology used in a particular activity or profession. Every profession has its own
specific vocabulary. When writing within the field, it is acceptable and even necessary for accurate,
efficient communication. Don't use specialized terms if you are not sure that your reader can understand
them.
Examples:
Geologists: exfoliation, siliceous particles
Engineers: infrared processing, output latches
Telecommunication experts: protocol, mode, frequency transmission

Example: A woman is applying for a clerical position in an advertising company.

Unacceptable: I can handle duties in frequency transmissions within the company premises.
Acceptable: I can handle inter-office communications.
Unacceptable: I have a black belt in accounting.
Acceptable: I have an in-depth training in accounting.

Slang
Slang is composed of informal words with extravagantly changed meanings. These are words that go out
of fashion quickly because they are no longer appealing to a group of users when everyone begins to
understand them.
Examples:
Awkward: I worked for a company with an awful lot of other things in the pipeline. Government policy
has more wriggle room, so we can move down the totem pole smoothly.
Smooth: I worked for a company that has many discrepancies. However, government rule is so loose that
we can do illegal activities with ease.

Clichés
Clichés are expressions that are overused. They lack newness and clarity, and are meaningless to people in
other cultures.
The following are the examples of clichés to be avoided in business writing:
below the belt easier said than done hard facts
last but not the least exception to the rule stand your ground
Example:
Weak: The assigned task in my previous company is easier said than done.
Strong: The assigned task in my previous company involved technical skills that are difficult to express in
words.

Repetitious Words
Good writers use variety of words to avoid repetition. Using the same words creates monotonous and
boring material.
Example:
Employees will be able to elect six employees to serve with the previously elected employees who currently
comprise the employees’ board of directors. To ensure representation, employees from different departments will
be electing representative employees for the group.
The paragraph above uses the word employee six times. In addition, the last sentence used similar
words representation and representatives. Improve writing by searching for appropriate synonyms or by
using pronouns.

Easier-to-read version: Employees will be able to elect an additional six representatives to serve with
the four previously elected members of the employees' board of directors. To ensure representation, each
department will elect their own board member.
Redundant Words:
Repetition of words to achieve emphasis is important in writing. Needless repetition, however, is a writing
fault called redundancy. This is done by using similar words when the meaning is already implied.

Examples of redundant words to be avoided:

absolutely essential final outcome
advance warning big in size
combined together each and every
few in number grateful thanks
new beginning past history
reason why repeat again
Examples:
Dull: The company has sent advance warnings to delinquent debtors.
Preferred: The company has sent warnings to delinquent debtors.

Outdated Expressions
These are words used during the period when people consider exceedingly formal and flowery expressions
in business writing.
Avoid using the following common outdated expressions:

Outdated Expressions: Modern Phrasing:

attached hereto attached
thanking you in advance thank you
I trust that I think/ I believe
pursuant to your request at your request
under separate cover separately

Examples:
Outdated: I trust that I posses the capacity to work with your company. Attached hereto is my resume for
perusal purposes.
Modern Phrasing: I believe that I have the skills to work with you. Attached is my resume for your
reference.

Concise Wording
In business, time is money. When used in writing, this means that concise messages save reading time
and, thus, money. In addition, ideas that are written directly are easier to read and comprehend. "Say what
you have to say and stop". Examine every sentence that you write, and find ways to express them in
shorter ways.

Shorten flabby sentences by omitting needless adverbs, excessive prepositions, and expletives.

Examples:
Flabby: Concise:
at a later date later
at this point in time now/presently
despite the fact that.. though
due to the fact that.. because/since
during the time while
in addition to the above also
in the event that... if
 in the near future soon
more or less about

Examples:
Flabby: At this point in time, I am connected with XZY Company. Due to the fact that your office is
known for the extravagant employee benefits, I wish to test the water of my career with you.
Concise: I am presently working with XZY Company. Because your company is popular for the
generosity on employees' benefit, I wish to apply for any position available.

Wordy Prepositional Phrases

Shorten you sentences by replacing some phrases with single adverbs.
Examples:
Wordy: Datatech approached the merger in a careful manner.
Concise: Datatech approached the merger carefully.
Wordy: We have taken this action in very few cases.
Concise: We have seldom taken this action.

Long Lead-ins
Lead-ins are introductory words. Try to omit unnecessary phrases by deciding which words to include.
Most important messages usually follows the words that or because.

Examples:
Wordy: I am sending you this announcement to let you know that the office will be closed on Monday.
Concise: The office will be closed on Monday.
Wordy: I am writing this letter because my professor said that your organization was hiring trainees.
Concise: My professor said that your organization was hiring trainees.

Needless Adverbs:
Eliminating adverbs such as very, definitely, quite, completely, extremely, really, actually, somewhat, and
rather shortens your writing. Omitting these intensifiers also makes you sound more credible.
Examples:
Wordy: We actually did not really give his plan a very fair trial.
Concise: We did not give his plan a fair trial.
Wordy: Professor Bell offered an extremely fine course that students definitely appreciated.
Concise: Professor Bell offered a fine course that students appreciated.

Expletives
Expletives are fillers such as there and it. They are used to express that something is existing. Avoid
expletives that fatten sentences with words.
Examples:
Wordy: There are three vice presidents who report directly to the president.
Concise: Three vice presidents report directly to the president.
Wordy: It is the client who should make application for licensing.
Concise: The client should apply for licensing.

The Job Search, Résumé, and Cover Letters

"If your résumé isn't a winner, it's a killer"-Joyce Kennedy (career author)

The following should be considered in finding a perfect career for you:

Analyze what you like and dislike
• Do I enjoy working with people, data or things?
• How important are salary, benefits, and job stability?
• How important are working environment, colleagues, and job stimulation? Would I rather work for a large
or small company?
• Must I work in a specific city, geographical area or climate?
• Am I looking for security, travel opportunities, money, power, or prestige?
• What do I consider to be the perfect job, boss, and coworkers?

Evaluate your qualifications

Employers want to know what assets you have to offer them. The following questions will prepare
the foundation of you resume. Remember, though, that employers seek more than just an empty
assurances; they want proof of your qualifications.
• What skills have I acquired in school, on the job, or through other activities? How can I demonstrate these
skills?
• Do I work well with people? What evidence can I offer from extracurricular activities, clubs, and jobs?
• Am I a leader, self-starter, or manager? What examples can I suggest?
• Do I learn quickly? Am I creative? How can I demonstrate these characteristics?
• Do I communicate well in speech and in writing? How can I verify these talents?
• Do I speak, write, or understand another language?
• Do I have up-to date computer skills? What evidence can I offer?

Know your field

• Trying out a career by actually working in it or in an allied area is the best way to learn about that
profession.
• Increasing internship made relevant working experience an important part of the competitive job
market.
• Inquire about the needed skills, required courses, benefits, working conditions, future trends, entry
requirements, job availability, duties, and salary range.

Learn to network
• To locate jobs in the "hidden" market, tell everyone you know that you are looking for a job.
Develop contacts, and learn how to get started.
• Contact companies you are interested in, even if you know they have no current opening. You can
do this by writing an unsolicited letter and include your resume.

The Persuasive Résumé

A résumé is not just a list of your qualifications. It packages your assets into a convincing advertisement
that sells you for a specific job. The goal of a persuasive résumé is winning an interview. Even if you are
not in the job market at this moment, preparing a résumé now has advantages. Having a current résumé
makes you look well organized and professional in case unexpected employment opportunities arise.
Moreover, preparing a résumé early helps you recognize weaknesses and might give you two or three years
to update your credentials.

Basic Parts of a Résumé

Main Heading
Your résumé should always begin with your name, address, and telephone number.
Including an e-mail address suggests that you are computer savvy.
Keep the main heading as simple as possible.
If possible, include a number where messages may be left for you.
Prospective employers tend to call the next applicant when no one answers.
Avoid showing both permanent and temporary addresses; some specialists say that dual addresses
immediately identify about-to-graduate applicants.
Don't include the word Résumé; it's like putting the word "letter" above a correspondence.

Career Objective
Objectives make the recruiter's life easier by quickly classifying the résumé.
Such declaration can also disqualify a candidate if the stated objective doesn't match the company's job
description.
You have three choices regarding career objectives:
1. Objectives intended for a specific targeted position. For example, the following responds to an
advertised position:
Objective: To work in the health care industry as a human resources trainee with
exposure to recruiting, training, and benefit administration.
2. An objective that involves using a general statement for many prospective jobs.
Objective: Challenging position in urban planning/ A position in sales and marketing.
3. If you are preparing an all-purpose resume, to omit the career objective is possible.

***Some consultants warn against using the words entry-level in your objective. This means you lack
experience.***

Education
You should include the names and location of schools, dates of attendance, major fields of study, and
degrees received.
Your grade-point average and/or class ranking are important to prospective employers.
A list of completed courses makes the resume dull; refer to courses only if they can relate to the position
sought.
When relevant, include certificates earned, seminars attended, and workshops completed. If your
education is incomplete, include statements as, completed 80 units in 120-unit program.
This section can be named Education, Academic Preparation, or Professional Training.

Work Experience
If your work experience is significant and relevant to the position sought, this information should appear
before education.
List your most recent employment first and work backwards, including only those jobs that you think
will help you win the targeted position.
Show the following for each position;
 • employer's name, city, and state
• dates of employment, including month and year
• most important job title
• significant duties, activities, accomplishments, and promotions

***be aware though, that time gaps in your employment history will probably be questioned in the interview***

Describe your employment achievements concisely but concretely.

Avoid generalities such as "Worked with customers."
Be more specific with statements such as;
Served 40 or more retail customers a day
Successfully resolved problems about customs stationery orders
Acted as intermediary among customers, printers, and suppliers

Number matters! If possible, quantify your accomplishments, such as;

Conducted study of equipment needs of 100 small businesses in Phoenix
Personally generated orders for sales of $90,000 annually
Encoded all the production models for a 250-page employee procedures manual
Assisted editor in layout, design, and news writing for 12 issues of division newsletter

In addition to technical skills, employers seek individuals with communication, management, and
interpersonal capabilities. This means you'll want to select work experiences and achievements that
illustrate your initiative, dependability, responsibility, resourcefulness, and leadership.

Employers also want people who can work together in teams. Thus, include statements such as;
Collaborated with interdepartmental team in developing 10-page handbook for temporary workers
Headed student government team that conducted most successful voter registration in campus history

Capabilities and Skills

Recruiters want to know specifically what you can do for their companies. Therefore, list your special
skills, such as Proficient in preparing correspondence and reports using WordPerfect.
Include your ability to use computer programs, office equipment, foreign languages, or sign language.
Describe proficiencies you have acquired through training and experience, such as; Trained in computer
accounting, including general ledger, accounts receivable, accounts payable, and payroll.

Use expressions like

competent in skilled in proficient with experienced in ability to

Examples:
Competent in typing, editing and proofreading reports, tables, letters, memos, manuscript, and business forms.

If you are current with today's technology, you might say, "Experienced in Internet navigation, including
the World Wide Web search skills.

***Be sure to incorporate nouns such as those used in the job description for the position you want.***

You'll also want to highlight exceptional aptitudes, such as working well under stress and learning
computer programs quickly. If possible, provide details and evidence that back up your assertions. For
example, Mastered the Barrister computer program in 25 hours with little instruction.
Search for examples of your writing, speaking, management, organizational, and interpersonal skills--
particularly those talents that are relevant to your targeted job.
For recent graduates, this section can be used to give recruiters evidence of your potential.
This part can be called Skills and Abilities, Highlights of Skills, or Skills Summary

Awards, Honors, and Activities

If you have three or more awards or honors, highlight them by listing them under separate heading. If
not, put them with activities.
Include awards, scholarships, fellowship, honors, recognition, commendations, and certificates.
Be sure to identify items clearly. Your reader may be unfamiliar with what you mean, so give details.
Unclear: Recipient of Star award
Clear: Recipient of Star award given by the university to outstanding graduates who combine academic excellence
and extracurricular achievement.

It is also appropriate to include school, community, and professional activities. Employers are interested in
evidence that you are a well-rounded person. This section provides an opportunity to demonstrate
leadership and interpersonal skills. Try to use action statements.
Dull: Treasurer of business class
Strong: Collected dues, kept financial records, and paid bills while serving as treasurer of 35-member
business management club.

Personal Data
The trend in resume today is to omit personal data such as birth date, marital status, height, weight,
nationality, or religious affiliation. Such information doesn't relate to genuine occupational
qualifications, and recruiters are legally barred from asking for such information.
Some people include hobbies or interests that might grab attention or serve as conversation starters for
interviews. Be careful, though, not to include dangerous pastimes or time-consuming interests. Rather, try
to indicate your willingness to travel or relocate, since many companies will be interested.

***However, when applying abroad, this section is highly advised since certain jobs require specific
physical and personal qualifications.***

Other Qualifications
Include all considerable experience, awards, special talents that can't be classified under any other parts of
the resume. Examples of information to be included can be; license or certificates, awards outside of
school and employment, and club memberships/organizational positions in school and community.
You can name this section Summary of Qualifications, Other Qualifications or Activities.

References
Many experts don't agree on including references on your résumé. They believe this section takes valuable
space, and it is not normally instrumental in securing interviews. Instead, they prefer that a candidate bring
to the interview a separate list of individuals willing to discuss about the applicant's qualifications.

Include the title of the person (Professor, Dr., and Mrs.)

List their complete addresses with zip codes and telephone numbers with area codes.
Never include personal or character references like your friends or neighbors because employers rarely
consult them. Companies are more interested in the opinions of objective individuals.

***Contrary to common practice, experts see little reason for including the statement "References
Provided Upon Request" at the end of the page.***
Additional Note:
 • Avoid small print and unusual typefaces. Because touching letters or unusual fonts are likely to be
misread, use familiar fonts. The commonly used fonts are Helvetica or Times New Roman. Type fonts
should be at least 12 points.
• Avoid graphics and vertical lines. Online résumé scanners can hardly identify the emphasis
brought by arrows and vertical lines. Most can read asterisks, bullets, and bold type. Italics and
underlining are also acceptable but not widely advised.
• Use smooth white paper, black ink, and quality printing. Avoid colored and textured papers as
well as dot matrix printings. Use white, off-white, or buff (shiny) colored heavy paper.
• Be sure that your name occupies the first line of the page. Don't use fancy layouts that may be
more attractive than your data.
• Provide white space. To ensure separation of words and categories, leave plenty of white space.
• Emphasize keywords. Keywords are usually nouns that describe what an employer wants. It also
features nouns and phrases expressing important employment skills. How can you know what nouns to
include? Take a look at the advertisements and job description to see what the employer is requiring.
When you have these skills, be sure to highlight them.
• Avoid using the pronoun "I" in your statements
• Don't write in complete sentences. The employer expects that the subject of the statements is
YOU. Experts advise using verb-centered statements.
• If the résumé is composed of more than one page, be sure to write your name in every page. You
must also indicate the page number after your name.
• Revise it many times. Your resume demands careful polishing, proofreading, and critiquing.
• Verify all the facts, particularly those involving your previous employment and education. Don't
be caught in a mistake, or worse, distortion of previous jobs and dates of employment. These items
likely will be verified. Résumé with deception or lies are simply risky.
• Make your résumé look professional. Avoid anything humorous or cute.
• After revising, have someone knowledgeable check it. This document should be perfect!
• Be sure to write your résumé yourself because no one knows YOU better than yourself!

Choosing a Resume Style

Your qualification and career goal will help you choose among the three résumé styles:

• Chronological
• Functional
• Combination

Chronological
This is the most popular résumé style. It lists work history job by job, starting with the most recent
position. Recruiters prefer this style because it quickly reveals a candidate's work stability and promotion
record. This format works well for candidates who have experience in their fields of employment, and
for those who show steady career growth. It highlights experiences directly related to the position you
seek.

Functional
This résumé style focuses more on the applicant's skills rather than on past employment. It is used
to de-emphasize limited work experience or negative employment history and highlights potentials. This
is useful for people with no job experience or has large gaps in between employments. Many candidates
who prefer career shift can also benefit from this style.
Combination
This is combined outcome of the chronological and functional styles. This emphasizes a
candidate’s capabilities while including complete job listings. This can also work well with fresh
graduates and people who had no paid experience in the field.

***Although résumé have standard parts, their arrangement and content must be strategically planned
depending on the qualification and experience status of the applicant.***

Action Verbs for Persuasive Resumes

Management Skills: Communication Skills: Research Skills:

administered addressed clarified

analyzed arbitrated collected
consolidated arranged critiqued
coordinated collaborated diagnosed
delegated convinced evaluated
developed developed examined
directed drafted extracted
evaluated edited identified
improved explained inspected
increased formulated interpreted
organized interpreted interviewed
oversaw negotiated investigated
planned persuaded organized
prioritized promoted summarized
recommended publicized surveyed
scheduled recruited systematized

Technical Skills: Teaching Skills: Financial Skills:

assembled adapted administered

built advised allocated
calculated clarified analyzed
computed coached appraised
designed communicated audited
devised coordinated balanced
engineered developed budgeted
executed enabled calculated
fabricated encouraged computed
maintained evaluated developed
operated explained forecasted
overhauled facilitated managed
programmed guided marketed
remodeled informed planned
repaired instructed projected
solved persuaded researched
Creative Skills: Helping Skills: Clerical or
Detail Skills
acted assessed approved
conceptualized assisted catalogued
created clarified classified
customized coached collected
designed counseled compiled
developed demonstrated generated
directed diagnosed inspected
established educated monitored
founded expedited operated
illustrated facilitated organized
initiated familiarized prepared
instituted guided processed
introduced motivated purchased
invented referred recorded
originated represented screened
performed streamline specified

More Verbs for Accomplishments:

achieved expanded improved pioneered reduced (losses) resolved (problems)

restored spearheaded transformed

Sample Statements:
• Developed organizational research skills by identifying weaknesses in internship program and
recommending five alternate programs.
• Demonstrated time management skills by reducing delivery delays an average of three days per
order.
• Helped set priorities and streamline office work so that staff could reduce from five to three
employees.
• Organized team to study marketing possibilities through a company website.
• Took initiative in creating a 12-point checklist for managers to use when requesting temporary
employees.
• Calculated shipping charges for overseas deliveries and recommended most economical rates.
• Managed 24-station computer network lining data and employees in three departments.
• Distributed and explained voter registration forms to over 500m prospective student voters.

Interpersonal Keywords Most Employers Request

ability to delegate innovative aggressive work

ability to implement leadership organizational skills
ability to plan multitasking analytical ability
ability to train open communication persuasive
accurate open minded problem solving
adaptable oral communication assertive

communication skill public speaking competitive

results oriented creative safety conscious
customer oriented self- accountable detail minded
self-managing ethical setting priorities
flexible supportive follow instructions
takes initiative follow through team building
follow up team player high energy
tenacious industrious willing to travel

____________________________________
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 ____________________________________
____________________________________
____________________________________
____________________________________

Objective:_____________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________

Experience:
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________

___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________

___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________

Education:
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
___________________________
 ___________________________
___________________________
___________________________
___________________________

Skills:

____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________

Other Qualifications:

____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________

Personal Data:
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________
____________________________________________

The Cover Letter

To accompany your résumé, you'll need a persuasive cover letter (also called a letter of application). A
survey of the American executive shows that 60% of them considered the cover letter as important, if not
more critical than, the résumé itself.

The cover letter has three purposes; (1) introducing a résumé, (2) highlighting your strengths in terms of
benefits to the reader, (3) gaining an interview. In many ways, it is a sales letter; it sells your talents and
tries to beat the competition.

Though there is no single standard for the length of the letter, many personnel professionals prefer short
letters with no more than four paragraphs. Others, however, agree that longer letters give better
opportunity to supply more information. If you need a space to explain more in detail, you can do so.

Two Kinds of Cover Letters

• Solicited (an employment position is advertised or announced, and applicants are solicited)
• Unsolicited (you are unsure whether a position actually exists since there is no announcement of
vacancy)

Parts of the Business Letter

Heading/ Letterhead (the topmost part of the page)

• Shows the complete address of the writer (including the zip code!)
• Includes the date the letter was written

Inside Address (a minimum of two lines from the heading or letterhead)

• Indicates the name of the person you are writing to (be sure to include a courtesy
title such
as Mr., Ms., Mrs., Dr., Professor, etc))
• the reader's position in the company
• name of the company
• their complete address (with zip code!)

Salutation (two lines from the last line of the inside address)
• it is the opening greeting of the letter
• If the letter is addressed to an individual, be sure to use a title with the last name (not the
full name!)
• add a colon (not a comma) after the name
• If you are unsure of the gender, that's the time you'll get to use the complete name.

Body of the letter (two lines below the salutation)

• Most business letters are single-spaced, with double line spacing between paragraphs.
• Very short ones are double-spaced with indented paragraphs.
• for cover letters, this part has three subdivisions;
(1) An opening that gains attention
(2) A body that builds interest and reduces resistance
(3) A closing that motivates action

Complimentary close (two lines below the last line of the letter)
 • it may be formal (Very truly yours)
• or informal (Sincerely yours/ Cordially yours)
• capitalized only the first letter of the first word
• use a comma at the end of the line

Signature (four lines from the complimentary close)

• it has two parts; the signature and the printed name
• and the title/position of the writer

Discussing the Body of the Letter

Gaining Attention in the Opening

Openings for Solicited Jobs

• Refer to the name of an employee in the company. Remember that employers always hope to
hire someone whose background can be testified than complete strangers.
Examples: Mitchell Sims, a member of your Customer Service Department, recently informed me that DataTech is
seeking an experienced customer service representative. The attached summary of my qualifications demonstrate
my preparation for this position.
At the suggestion of Ms. Jennifer Larson of your Human Resource Department, I submit my qualifications for the
position of personnel assistant.
•Refer to the source of your information precisely. If you are answering an advertisement,
include the exact position advertised with name and date of the publication. For large
organization, it is also wise to mention which section of the newspaper the ad appeared.
Examples: Your advertisement in Section C-3 of the June 1 daily News for a junior accountant greatly appeals to
me. With my accounting training and computer experience, I believe I could serve XZY Company well.
The September 30 issue of the Washington Post reports that you are seeking a mature, organized, and reliable
administrative assistant with excellent communication skills.
Susan Butler, placement director at Sierra University, told me that GHI Inc. has an opening for a technical writer
with knowledge of desktop publishing techniques.
•Refer to the job title and describe how your qualifications fit the requirements. Personnel
directors are looking for a match between an applicant's credentials and the job needs.
Examples: Will an honor graduate with a degree in recreation and two years part-time experience organizing
social activities for a hospital qualify for your position of activity director?
Because of my specialized training in computerized accounting at Nicholls State University, I feel confident that I
have the qualifications you described in your advertisement for a cost accountant trainee.

Openings for Unsolicited Jobs

• Demonstrate interest in and knowledge of the reader's business. Show the personnel director
that you have done your research and that this organization is more than a mere name to you.
Example: Since Signa HealthNet, Inc., is organizing a new information management team for its recently
established group insurance division, could you use the services of a well-trained business administration graduate
who seeks to become a data processing professional?

•Show how your special talents and background will benefit the company. Recruitment
directors need to be convinced that you can do something for them.
Example: Could your rapidly expanding publications division use the services of an editorial assistant who offers
exceptional language skills, an honor degree from Iowa State University, and two years' experience in producing a
campus literary publication?
Building Interest in the Body
Once you have captured the attention of the reader, you can use the body of the letter to build interest and
reduce resistance. Keep in mind that your first goal is to relate your remarks to a specific position.

•Explain how your preparation and experience fill the stated requirements, and emphasize
reader's benefits.
Example: Courses in business communication, report writing, and technical writing have helped me develop the
research and writing skills required of your technical writers.
• Choose your strongest qualifications and show how they fit the targeted jobs.
Example: Served as editor-in-chief of the company's newsletter for two years.
• If you have little or no experience, spotlight your education and its practical applications.
Example: Because you seek an architect's apprentice with proven ability, I submit a drawing of mine that won
second place in the Jones' College drafting contest last month.
•Discuss relevant personal traits. Employers are looking for candidates who among other things,
are team players, take responsibilities, show initiative, and learn easily.
Example: In addition to technical and academic skills at Northwestern College, I have gained interpersonal,
leadership, and organizational skills. As vice president of the business students' circle, I helped organized and
supervised three successful fund-raising programs for the school's community outreach. These activities involved
planning, motivating, scheduling work shifts, and coordinating the efforts of 40 diverse students in reaching our
goal. I look forward to applying such experience in your management trainee program.
• Refer the reader to your resume. Do so directly or as part of another statement.
Examples: Please refer to the attached resume for additional information regarding education, experience, and
references.
As you will notice from my resume, I will graduate in June with a bachelor's degree in business administration.

Motivating Action in the Closing

•After presenting your case, you should conclude with a spur to action. This is where you should
ask for an interview. However, never ask for the job.
• In requesting interview, suggest reader's benefit or review your strongest point.
• Sound sincere and appreciative.
• Remember to make it easy for the interviewer by supplying your telephone number and the best
times to call you.
• Keep in mind that some personnel directors prefer that you take the initiative to call them.
Examples: I hope this brief description of my qualifications and the additional information on my resume indicate
to you my genuine desire to put my skills in accounting to work for you. Please call me at (405) 488-2291 before
10am or after 3pm to arrange for an interview.
To add to your staff an industrious, well-trained word processing specialist with proven communication skills, call
me at 345-9678 to arrange for an interview. I can meet with you anytime convenient to your schedule.
Next week, after you have examined my attached resume, I will call you to discuss the possibility of arranging an
interview.

Final Tips:
• As you revise your letter, notice how many sentences begin with "I".
• Although it is impossible to talk about yourself without using "I", you can reduce "I" domination
with this writing technique; Make activities and outcomes the subject of your sentences.
Dull: "I took classes in word processing and desktop publishing"
Better: Classes in word processing and desktop publishing prepared me to be a proficient office clerk.
Dull: I enjoyed helping customers.
Better: Helping customers taught me to be patient under stress.
My Dream Job:

My Personal Information:

Possible Objectives:
1.

2.

3.

Work Experience:
1.

2.

3.

Education:

Skills:

Other Qualifications:

Personal Data:
For Cover Letter: (Use Information from the résumé)

My Heading:

Inside Address:

Salutation:

My possible opening (apply what you have learned)

My Second Paragraph (building interest)

My Closing Paragraph (calling for action)

Complimentary close

Signature
Printed Name
Title
 The Job Interview
One of the most important steps in winning an interview is gathering information about a
prospective employer. Researching an organization enlightens candidates and impresses employers!
Study company leaders, organizational strategies, finances, products, customers, competition and
advertising.

Sending Positive Nonverbal Messages:

What comes out of your mouth, and what’s written in your resume are not the only thing the interviewers
expect from you. Here are some suggestions that will help you send the right nonverbal messages during interviews.
• Arrive a little early.
• Be courteous to everyone. Remember that you are being judge not only by the interviewer but by the
receptionist and anyone else who sees you before and after the interview. They will notice how you sit, and
how you look.
• Introduce yourself to the receptionist and wait to be invited to sit.
• Dress professionally. Even if some employees in the organization dress casually, you should look qualified.
• Greet the interviewer confidently. Look at him/her directly and say, “I am pleased to meet you madam/sir.”
• Wait for the interviewer to offer you a chair.
• Control your body movements. Keep your hands, arms, and elbows to your self. Don’t lean on the desk. Sit
erect, leaning forward slightly. Keep your feet on the floor.
• Make eye contact frequently but don’t get into the staring game.
• Smile enough to convey a positive attitude.
• Sound enthusiastic and interested-but sincere.

Answering Questions:
The way you answer is as important as what you say. Your question-answering technique can be as
important as your answers.
• Use the interviewer’s name from time to time (Mr. Smith~). People like to hear their own names but be sure
to pronounce them correctly.
• Sometimes it is necessary to clarify unclear questions.
• Always aim your answers at the key characteristics the company is seeking; expertise, competence,
motivation, etc.
• Remember to focus on your strength. Don’t reveal weaknesses for they will never have you hired!
• Use good set of diction, and express them clearly.
• Avoid slurred words such as gonna and didn’t, as well as slangy expressions like yeah, like, and you know.
• Eliminate verbal static (ah…, uhm…, and…) If you can’t think of the answer quickly, control yourself not
to mumble.
• Don’t ask for the job. Never say, “I needed this badly.”
• Don’t trash your previous employer. The interviewer will think you will do the same with their company!
• Don’t be a threat to the interviewer. Whether directly or indirectly, avoid suggesting that you actually
wanted his/her job!
• Don’t emphasize salary or benefits. Wait for the interviewer to touch these subjects and ask you point.
• Don’t interrupt.
• Don’t accept the job immediately after getting an offer. Ask for some time to make an important decision.
• Thank the interviewer.
 All-time Favorite Questions
You can anticipate 90 to 95% of all questions! Be prepared!

1. Tell me about yourself. Experts agree that you must keep this answer short (1 to 2 minutes) but on target.
Try practicing this formula: My name is ____________________. I have completed____________ degree
with a major in _____________________. Recently I worked for _____________ as a _____________.
Before that I worked for ___________ as a _____________. (this question asks for personal data)
2. What was your major in college, and why did you choose it? Express your interest towards your major
or how did you learn to love it. Recruiters expect you to say you like what you were doing, and that
includes choosing a major to prepare for a career.
3. If you had to do it over again, would choose the same major? Why? Be honest with your response or
you will stumble for answers. However, many agree that choosing the same major is preferred since it will
send a message that you are consistent.
4. Tell me about your college and why did you choose it. Tell the positive things about your school. If its
reputation isn’t really good, try to cover that up by citing some good academic/ extracurricular programs
you’ve been into.
5. What are your short range and long range goals? Be specific. For short range goals, assume that you
will be hired and express the desire to quickly learn new skills and master your tasks. For long range goals,
offer that you would like to serve and improve the company to be more profitable, and advance to higher
positions of responsibility to aid, train, and motivate others.
6. Do you prefer to work by yourself or with others? Why? If the job description involves working with
people, tell your interest towards working with a team, and provide certain situations that suggest this trait.
7. How would you describe yourself? Stress your dependability, achievement, and desire to get the job done.
Be sure to provide support for you claim, though!
8. Why did you choose this career or field? Emphasize the challenges present in the field of work, and show
knowledge of the subject. Be specific.
9. What are you strengths and weaknesses? For strengths, specify the aspects that you are good at, but
avoid bragging. You can also reaffirm you qualifications (I have no weaknesses that affect my ability to do
this job). Since it is not acceptable to name a weakness that might cause your failure during interviews, try
to present your strength as a weakness (Many people complain that I am a workaholic or too attentive to
details that I sometimes need to review the same work again and again.) You can also mention a corrected
weakness (I found that I really need to update my computer skills so I took a course for two weeks)
10. What particular qualifications do you have for this job? Mention your skills and abilities that answer the
job description. Experience, education, hobbies…
11. Why should we hire you?/ Why should we hire you when we have applicants with more experience or
better credentials? Remember that employers often hire people who present themselves well instead of
those who have better credentials. Fluency is the name of the game. Some people who got good credentials
fail to impress interviewers by not expressing their qualifications as expected. Emphasize the advantage that
you can give the company. Are you a hard worker? How can you demonstrate it? Have you had any
training? Some people who have more years of experience but actually have less knowledge because they
have done the same things over and over. Tell your experience using the latest methods and equipment.
Emphasize that you are open to new ideas and learn quickly.
12. Tell me about your part-time jobs, internships, or other experience. Tell you responsibilities in your
previous jobs, and the things you learned from them that you can use for the position you are applying for.
If you didn’t have any part-time or internship, you can mention about the volunteer work that you did.
13. What are your most important accomplishments? Memorize your most significant accomplishments and
be brief and concise when talking about them. Avoid sounding arrogant. Did you receive any award or
distinction in school or work? Did you become the youngest employee in a demanding company? Were
you able to lead a team that did something great? Remember to utter credit to those you have worked with,
or worked for. It shows how appreciative you are.
14. Why did you decide to change job? Express your interest of expanding knowledge of the field, or the
challenges of new working environment. Remember never to speak ill of your previous employer.
15. What motivates you? Tell that you get motivated by the satisfaction of the job you done well. The desire
to help and please customers or superiors, and positive responses with regards to professional growth and
other similar responses that describes an excellent employee.
16. What does success mean to you? Tell about your definition of success in the workplace, and the
satisfaction that you can get from it.
17. How long do you expect to stay in our company? Express the willingness to stay in the job for as long as
your talent will benefit the company.
18. How do you work under pressure? State examples of your past deadlines that you have met and projects
with limited budget you have completed, and other similar cases. You could even say that you prepare
ahead of time, and is more motivated by the challenges of working under pressure.
19. What job functions do you enjoy most? Least? Why? For the thing you enjoy most, you can mention the
responsibilities of the position you are applying for. You can also imply that you enjoyed the things you did
in your previous jobs. For the thing you like least, you can mention things that are not actually directly
related to your job descriptions.
20. Where do you expect to be five years from now? It’s a sure kiss to death to respond that you’d like to
have the interviewer’s job! Instead, show interest in the current job and in making a contribution to the
organization. Talk about the levels of responsibilities you’d like to achieve. Career counselors suggest
showing ambition but not committing to a specific job title. Suggest that you will have learned enough to
have progressed to a position where you will continue to grow.
21. If you got this position, what would you do to be sure you fit in? State your willingness to adjust and
your ability to establish rapport with the people, responsibilities and demands of the job.
22. What major problems have you encountered and how did you deal with it? Make sure that your
example is job related. You can state the projects you have handled, and how did you accomplish it despite
the odds.
23. How much money are you looking for? One way to handle salary question is to ask politely to defer the
discussion until it’s clear that a job will be offered to you. You can say, “I’m sure when the time comes,
we’ll be able to work out a fair compensation package. Right now, I’d rather focus on whether we have a
match.” Another possible answer is to reply that you can’t know what to ask until you know more about the
position and the responsibilities. If the employer continues to press you on a figure, give a salary range.
This is where you need to do research about how similar jobs are paying.
24. BE PREPARED TO ASK QUESTIONS. You can ask the following questions:
What will my duties be? (If not yet discussed)
What is the salary for this position? (If not yet discussed)
Tell me what it’s like working here?
Who would be my immediate superior?
How is my performance evaluated?
What are the major challenges for a person in this position?
How long do employees generally stay with this organization?
What can I do to make myself more employable to you?
When will I hear from you regarding further action on my application?