ELT 7 (Pre-Final) Week 1-4 Topic: Technical Writing Assignments

Intended Learning Outcomes

At the end of the lesson, you should be able to:
a. describe thoroughly each technical writing applications; and
b. write different applications of technical writing observing the five traits of technical writing.

Introduction
In this lesson, you will be learning how to write business letters. There are many different kinds of
business letters, each identified by the reason for which it was written; a sales letter, for example, or a
letter of inquiry. The hallmark of a well-written business letter is that its objective is clearly understood
by its reader.

Input
Correspondence/Business Letter Writing How to write a business letter: 6 tips
By Alice Feathers, MA TESOL, Professional Editor and Writer

1. What’s your point? State it clearly and concisely

A good business letter does not ramble on; it supplies all pertinent information in a clear and concise
manner. Your sentences should be no longer than 2 ½ lines. The complete letter should still fit easily on
one side of an 8 ½ x 11” sheet of paper.

2. State your purpose in the opening sentence

Many professionals skim their mail quickly. They rarely read each letter slowly. Therefore, it is necessary
to state your purpose in the opening sentence of the letter. It is also best to use active voice instead of
passive voice.

3. Use a formal tone

Remember that a tone of a business letter should be formal, not conversational English. Do not crowd
too many ideas into one sentence or the reader will become lost in the tangle of words. After skimming
the first few sentences, an interested reader will slowdown and read a well-written letter more closely.

4. Correct spelling and grammatical errors

Readers and skimmers notice spelling and grammatical mistakes, so spell-and-grammar-check your
document. Remember, however, that a spell check will no help if you spell the word correctly but use it
incorrectly. For example, the words “affect” and “effect” are often mistakenly interchanged. Consult a
dictionary if you are unsure of your word usage.

5. Reread your letter

Many people write an important letter, print it out and mail it without further consideration. If possible,
let your finished letter sit on the computer for an hour or two, and then reread closely. You may be
surprised at the number of simple mistakes you will find.

6. Get a second opinion

If you have a competent friend who is willing to help you, have him or her read the letter silently, or you
can read the letter out loud and ask for his or her comments. Even if you are alone, reading the letter
out loud will prove useful as you process the information in a different way.

Everyday Letters
Explanation of the Letter’s Formal Parts

1. Heading. The heading gives your correct address but not your name. The date is part of the
heading. When giving the address, write out words like “street”, “avenue”, “road”, “circle”, “east”,
“west”. Be complete. If the address includes a specific department, postal drop, or building’s name,
state it.

Letterhead. Most organizations have letterhead stationery printed for use by their employees. a good
letterhead contains the company name, mailing address, and telephone number. It may also include
logo or symbol of the organization. If you have to write letters without a letterhead, give only your
mailing address.
2. Dateline. Two spaces below the letterhead, type the dateline. You may either type it to the end
of the right margin or center it below the letterhead. Give the current date.

3. Inside Address. Four to eight spaces below the dateline, put the name and mailing address of
your reader. In long letters use four spaces; in shorter letters eight or even ten. The inside address
consists of three, four or five lines, each beginning at the left margin. On the first line goes the name
and, if known, the job title of the reader. On the next line goes the name of the reader’s department or
division, if you have this information. The third line contains the name of the organization, followed by
the street address on the fourth; and the city, state and zip code on the fifth. Double check the inside
address for accuracy.
- Companies like individuals, are particular about their names. Write the inside address exactly as the
person or company refers to him or herself or itself. If the company abbreviates Company as Co., do the
same thing; if the person signs her name Professor Sarah Smith, address her the same way. Do not
redundant and address someone as Dr. ________ and follow the name with M.D. or Ph.D. Abbreviate
“Mr.”, “Mrs.”, and “Dr.” used before names, but fully write out people’s titles. It is a courtesy to include
titles. If a person’s title is one word like “Supervisor” or “Manager”, type it before the name. (Dr. Sarah
Guzman, Director). If the title is longer, type it on the next line by itself.

Mr. George L. Smith

Senior Appraiser/ Analyst

4. Subject Line. Modern usage often refers a subject line, but it is not required. The main benefit of
the line is to allow people to file or locate letters easily. It also eliminates the awkward beginning, “With
reference to your phone call of Tuesday, February 25, 20xx, …”

Begin subject line with “Subject:” or “Re:” and be specific in reference.

Re: Order Problems (The reference is too broad and not useful.)
Re: Gear breakage #879; Shipped 3/18/xx (The reference is specific and useful.)

5. Salutation. Flush to the left margin, two lines below the inside address, write the salutation. If
the letter is addressed to an individual, “Dear Mr. X,” “Dear Miss X,” or “Dear Mrs. X,” will do.
Quick Tip:
- Check past correspondence and directories to determine whether to use “Ms.,” “Mrs.” or
“Miss”.
- If you know only a title such as “Chief Engineer” or “Director of Research and Development,”
you can use either the traditional “Dear Sir” or the popular “Dear Sir or Madame.”
- If you are writing to a company, a department or some other group, you can choose between
the traditional “Gentlemen” or “Gentlemen or Ladies.”
- To avoid terms people may consider sexist such as “Dear Sir” and “Gentlemen,” without using
the somewhat awkward “Dear Sir or Madame” or “Gentlemen or Ladies,” try to find appropriate
titles such as “Dear Director” or Dear Associate.”
- Avoid longer, fancier salutations, and do not use first names unless you know the reader well.
- Put a colon at the end of the salutation (a comma if you have used the person’s first name).

6. Body. Two lines below the salutation, begins the body. You may start each new paragraph on
the left margin or after indenting five spaces. If you indent, you must also indent the first line of every
other paragraph.
Quick Tip:
- For every short letter, add space before the heading so the letter does not appear top-heavy
with too much white space at the bottom. When it is extremely short (four lines or less), single
space it and double space between paragraphs.
- Not all letters can fit into one page. Remember to note correctly the continued pages. Before
you use two pages, see to it that you do not split a date or a person’s name between two lines.
In formal letters, it is also better not to split words between the lines.

7. Complimentary Close. Two lines below the end of the body and five spaces to the right of the
center of the page, put the complimentary close.
Quick Tip:
- Be reserved. Choose standard closes, such as “Sincerely,” “Sincerely yours,” “Yours truly,” or
“Very truly yours,”
 - You might occasionally use something different such as “Cordially yours,” but avoid the
outdated “I remain” and overly “chummy” expressions.
- Capitalize only the first word, and place a comma after the close.

8. Signature. Skip four spaces directly below the complimentary close and type your name. Use
your business name, which may or may not include your middle name. Type your name four lines
beneath the complimentary close. Do not precede the name with a title such as M.D. or Ph.D. If you
wish to include a title, type it beneath your name. Sign above your typed name. Write naturally and
clearly. Avoid colored ink, flair pens, and fancy handwriting. Read the letter before you sign it. Your
signature indicates approval. Do not sign letters that have errors or look messy. The letter you send
reflects the care you take in your work.

9. Identification. When someone other than your self prepares the letter; an identification line is
used. The writer’s initial appear first in capitals; the typist follow in small case (WAS;jmc)

10. Enclosure. In technical correspondence, people like to know they receive all that was sent. If you
enclose two pieces of separate information along with the letter, you may want to use an enclosure line.
Formats vary for identifying enclosures. Some possibilities follow:
Enclosure (The number and subject of the enclosure are not identified.)
Enclosure 2 (The reader knows to expect two enclosures.)
Enclosures: Woolrey Abstract (The reader expects two enclosures and knows specifically
Drilling Permit #19876 what they are)

11. Copy line. No one wants to be surprised to learn that someone else received a copy of a letter to
him or her. Always list those people to whom you sent copies of the letter.

Common Styles/Layout of Letters

There are three main styles of business letter: block, modified block, and semi-block styles. Each is
written in much the same way, including the same information, but the layout varies slightly for each
one.
 Sample Modified Block Style Letter

Sender's name
Sender's address
(1 space)
Today's date
(drop down four lines
)
Recipient's business name
Attention: person it's going to
Recipient's address
(drop down two lines
)

Dear Name:

In this type of modified block

letter, all the paragraphs line up at the left margin. You
notneed
do to indent at all.
The margins should be set -1.5"
to 1 all the way around the page. If you are using company letterhead, you will
need to account for that in figuring the margin where
e letterhead
th is placed on the page.

You only need to single

-space between sentences. Leave an extra open line between paragraphs.

Sincerely,
(drop down four lines
)
Signature here
Add name,
Add title

[Identification initials
]

Enclosures:

cc: Name

Name

Sample Modified Semi

-Block Style Letter

Today's date

(drop down four lines

)

Recipient's business name

Attention: person it's going to
Recipient's address
(1 line space
)
Dear Name:
(1 line space
)
In this type of semi
-modified block letter,
all the paragraphs line up at the left margin. However, the first
word in each paragraph is indented. The margins should -be
1.5set
" alltothe
1 way around the page. If you are
using company letterhead, you will need to account for that in figuring
rgin where
the mathe letterhead is placed
on the page.
(1 line space
)
You only need to single
-space between sentences. Leave an extra open line between paragraphs. Keep in
mind that these sample letters are a guideline. People often customize
et theirtopreferred
me style.

Sincerely,
(space down four lines
)
Signature here
Add name,
Add title

[Identification initials
]

Enclosures:

cc: Name

Name

You
should pay special attention to the font when typing a business letter. Even if you do the entire form exactly
right and choose the wrong font, it can still make the document look very unprofessional
and even hard to read. Some companies have a preference they would like you to use. Most of the time,
using Times New Roman or Ariel is recommended, with a font size of 12. It is important to keep in mind
that if you are working for someone and writing letters on the company letterhead, you are representing
that company. Therefore, it is best to keep personal innuendos, fluff, and cutesy stuff out of it.
 Sample Block Style Letter

Sender's address
Sender's phone number
Today's date
RE: what the letter is about
(drop down 4 lines
)

Recipient's name
Recipient's company name
Recipient's address
(1 space
)
Attention: person it's going to
(1 space
)
Dear Name:
(1 space
)
In this type of block letter, all the paragraphs line up at the left margin. There is no indenting of the paragraphs.
The margins should be set
-1.5
to
" all
1 the way around the page.are
If you
using company letterhead, you will
need to account for that in figuring the margin where the letterhead is placed on the page.
(1 line space
)
You only need to single
-space between sentences. Leave an extra open line between paragraphs. Keep in mind
that these sample letters are a guideline.
People often customize to meet their preferred style.
(1 line space
)
Some people choose to center the above sender information.
(1 line space
)
Sincerely,

(space down four lines

)

Signature here

add name,
add title

[Identification initials
]

Enclosures:

cc: Name

Name

How to Write a Sales Letter

Before we get to the example, though, let's look at how to write a sales letter. To easily recall the
method, remember the acronym "HOPPP."
H Is for Headline
The headline of the sales letter needs to get the reader’s attention. Its job is to make them want to know
more (and actually read the rest). The secret? Be sure the headline makes a specific promise that relates
to your prospects’ needs or interests. If, for instance, you offer domestic cleaning services, don’t use a
headline such as “Want Cleaning Services?” in your letter. Instead use something such as, “Your Whole
House Sparkling Clean—We Do It for You so You Don’t Have To!”

As the headline is so important, brainstorm several and pick the best. Place the headline before the
salutation in your letter.

O Is for Offer
Now we’re into the body of the sales letter. You need to tell your prospective customers what you’re
offering them first. The trick is that you have to make them want your product or service. So think like a
prospective customer or client when you’re writing this section of your letter and answer the question
“What’s in it for me?” In other words, what are the benefits to the customer of making this purchase?

For instance, “For less than $150 you can have your entire home clean and sparkling, without enduring
the nasty stink of chemical cleaners.” There's a clear customer benefit.
Don’t be afraid to expand on the benefits of your product or service. People who are interested will read
the details. Use bullet points or arrows where appropriate to make your sales letter easier to read.

And remember that the letter does not have to be limited to a single page. You can send out an
eightpage sales letter if you want. It just depends on your target market and your product or service. If
this is your first, though, it's probably best to err on the shorter side.

P Is for Proof
Another thing you need to do in the body of the sales letter is assure your readers that they will be
satisfied with their purchase. Testimonials (statements of satisfaction from past customers) are an
excellent way of doing this. Or offer your reader a “fail-safe” such as a money-back guarantee or a free
trial offer.

P Is for Persuade to Action

The most important thing that you need to do in the body of your sales letter, of course, is persuade the
reader to act. First, be sure you come right out and say what you want the reader of your letter to do,
whether it’s to call you or come into your store. Second, make it easy for them to act. Set a deadline for
the expiration of your offer, throw in a free gift, or, if it’s appropriate, make a moral plea.

P Is for P.S. (Postscript)

You’ve asked your reader once. and you hope they're thinking about it. Add a P.S. to your sales letter to
light a fire under your customer and get them to act right now. Use a carrot such as throwing in an
additional bonus (“If you act right now, you’ll also receive…."), or a stick, such as reminding the customer
that quantities are limited or the pricing will only last for a certain period of time (set a date).

Using the HOPPP outline will help ensure you write a sales letter that will persuade your prospective
customers to buy your product or service. Before you send your letter, though, be sure you're prepared
to maximize the responses you get.

Sample Sales Letter to Customers

GreenClean Gets Your House Sparkling Clean and Helps the Environment
**Your Business Logo Here**

Sandra Smith
555 Weston Way
Vacaville
FLA, 33505

Dear Ms. Smith,

For as little as $150 you can have your entire home clean and sparkling, without enduring the nasty odor
of chemical cleaners. We care about the environment and use only state-of-the-art green cleaning
methods to ensure that you and your family are not exposed to any harmful or allergy-causing cleaning
products. You'll love what we do because:

All our cleaning products are completely non-toxic—safe for children and pets!
We leave surfaces clean, sparkling, and hygienic.
Our staff are bonded and fully insured.
We offer senior discounts to those aged 65 and over.
Satisfaction is guaranteed. If you are not happy with the service, we promise to make it right. As one of
our customers says, "GreenClean does a top-notch cleaning job for a reasonable price."

Another of our customers says, "I can't believe they get things so clean and sparkling without the use of
toxic chemical cleaners!"

Call us at 250-342-8923 or email us at info@greenclean.com for a free estimate. Get your house cleaned
and do your part to help the environment!

Sincerely,

James Hallom GreenClean

Inc.

P.S. We are offering a 10% discount for first-time users of our service until the end of the year.

Inquiries and Requests Letters

Inquiries from prospects usually seek information regarding the product manufactured, service
rendered, prices or quotations, terms, catalogs, and the like. Inquiries from those who cannot be
regarded as immediate prospects usually seek information regarding the firms’ policies (sales, credit,
collection, personnel and accounting methods).

In writing this letter, the following will be your guide:

1. State the reason for inquiry.
2. Explain the details of the specific information needed and their possible uses.
3. State the specific course of action you may expect from the reader. Close courteously.

Points to consider:
- Inquiries maybe sales possibilities or without sales possibilities.
Inquiries with sales possibilities are usually based on advertisements and sales promotions. They
are inquiries about prices, catalogs, samples and pamphlets, or terms of payment. On the other
hand, inquiries with sales possibilities are usually about policies, methods or practices of a
particular line of business.
Mr. Armando Sta. Lucia

Regency Realty Corporation

220 Gil Puyat Ave., Makati City

Dear Sir:

This is to inquire about the beach resort you are you are selling located at Subic, Zambales.

Relative to your offer, may I be considered as one of your prospective buyers and in

connection thereto, I would like to request your good selves to please provide me with

complete information and description of the said property by mail, or you can call me at

this number: 074-552-433.

Your kind consideration and favorable action on this letter of inquiry will be highly

appreciated.

Thank you.

Truly yours,

Ma. Isabel Torres

Mr. Lloyd Johnson

Spring Harbor
Spring Harbor, California

Dear Sir:
 I chance up in the internet that your school offers on-line programs on different courses.
Among these courses you are offering is Aeronautics engineering which I find interest and
intend to take up through your on-line program. In connection thereto, I would appreciate
very much if you could provide me further information and materials relative to this course,
the enrolment process, admission, requirements and other necessary details for me to be
able to avail of your offer.

Your immediate attention on the matter will be highly appreciated.

Truly yours,

Memos
A memorandum (often called as memo) is a short report written to someone in-house. The role of
memorandum in the business organization cannot be quantified. Memoranda are needed by the
managers and superiors for the purpose of effective management. Successful business operation
depends highly on in the use of effective memos. One should be equipped with sufficient knowledge of
writing a memorandum.

Facts about the inter-office memo

1. a good memo passes between departments, between individuals in different departments,
between management, and the staff, and others.
2. Most firms provide printed forms and restrict inter-office correspondence to one subject only in
order to encourage conciseness and clarity and to facilitate filing and reference. The printed forms also
assure that the date, the department, the person and the subject are clearly indicated. This makes
salutation and signature superfluous, and they are omitted except in memoranda with deliberate oral
touch.
Memoranda Format
Memoranda have specific format. The format can be set by the company, printed, and distributed for
use. If memoranda forms are not furnished, the following format is one you can use or adapt to your
purpose.

MEMORANDUM

TO:

FROM:

SUBJECT:

DATE:

(message written in this space)

Because the memo is an informal communication, you may sometimes write the message in long hand.
Whether you handwrite or type, the form does not require salutation or signature. You will, however,
see a memorandum with initials written by the name on the “From” line; they signify that the memo was
read and approved after it was prepared.

Main parts of the Inter-office Memorandum

1. Heading. The heading is printed on the top of the paper. It includes the name of the company, date,
sender, receiver and subject
2. Subject. The subject is a brief statement about the content of the message.
3. Message. The message includes the following:
a. statement why the memorandum is written
b. a detailed information
c. suggestions for future action.

Quick Tip:
- Write a memorandum only when necessary.
- Use a standard form.
- Keep to one page if possible.
- Organize material so it is easy to see and read; use list, headings, outline, and white paper.
- Type whenever possible; single or double space; be consistent.
- Use block or indented style to show paragraphs; be consistent.
- Use headings against the left margin. Type them in full caps, in a different type font, underline
them, or distinguish them in some other ways.
- Make headings precise and meaningful.
- Identify subsequent pages by subject, date and page number.
- Omit a complimentary close.
- Sign only if you wish; you may initial the memorandum next to your name at the top.
- Develop a clean, to-the-point writing style.
- Write well. Present yourself as a logical, no-nonsense, relevant thinker.

A memo should be courteous, complete and direct to the point. The length of the memo varies. Some
memos such as those announcing a shortened work, may only be sentence or two in length. Others such
as those announcing a change in policy may be several pages long. Whatever their length, memos
should always be clear and direct to the point.

Note: Memo To is used only when the writer is addressing to his subordinates or an individual or a group
of people who have lower positions than the writer. On the contrary, Memo For is used when the writer
is addressing to his superior or someone who has higher position than him.

Sample of a memo
E-mail Email (Electronic Mail) Definition & Meaning

Short for electronic mail, email (or e-mail) is defined as the transmission of messages over
communications networks. Typically the messages are notes entered from the keyboard or electronic
files stored on disk. Most mainframes, minicomputers, and computer networks have an email system.

Some electronic mail systems are confined to a single computer system or network, but others have
gateways to other computer systems, enabling users to send electronic mail anywhere in the world.
Companies that are fully computerized make extensive use of e-mail because it is fast, flexible, and
reliable.

Typical Components of an Email System

Most email systems include a rudimentary text editor for composing messages, but many allow you to
edit your messages using any editor you want. Some systems will also provide basic formatting, including
bold, italics, font color and HTML. You can use the program to send the message to a recipient by
specifying the recipient's address. You can also send the same message to several users at once. This is
called broadcasting.

Sent messages are stored in electronic mailboxes until the recipient fetches them. To see if you have any
mail, you may have to check your electronic mailbox periodically, although many systems alert you when
mail is received. After reading your mail, you can store it in a text file, forward it to other users, or delete
it. Copies of memos can be printed out on a printer if you want a paper copy.

Email Provided by Online Services and ISPs

All online services and Internet Service Providers (ISPs) offer email, and most also support gateways so
that you can exchange mail with users of other systems. Usually, it takes only a few seconds or minutes
for mail to arrive at its destination. This is a particularly effective way to communicate with a group
because you can broadcast a message or document to everyone in the group at once.

Although different email systems use different formats, there are some emerging standards that are
making it possible for users on all systems to exchange messages. In the PC world, an important e-mail
standard is MAPI. The CCITT standards organization has developed the X.400 standard, which attempts
to provide a universal way of addressing messages.

To date, though, the de facto addressing standard is the one used by the Internet system because almost
all e-mail systems have an Internet gateway.

Reports
What is a Report?
In academia there is some overlap between reports and essays, and the two words are sometimes used
interchangeably, but reports are more likely to be needed for business, scientific and technical subjects,
and in the workplace.

Kinds of business Report according to function:

-Fact-finding report. In this type of report, the reporter initially traces the historical background of a
certain issue or a problem. Factual data are presented without analytical remarks, conclusions and
recommendations. The purpose of this report is to supply the reader pertinent about an issue, a
problem, or a procedure.

- Analytical report. The reporter presents firstly the data and facts for a particular problem or issue
before he can evaluate. He may conduct further studies, interpretation and analysis on them. Later on
he can motivate action or propose a solution to the problem. Analytical reports are useful in making
decision, mind solving problems and in influencing them.

-Performance report. This is intended to evaluate the potentials and capabilities of an individual, a
product, an activity or service rendered. For example, if a manager wants to measure the capacity of his
staff and employees, he may write an evaluative report. This can be done using a sound instrument.
Through this, he can determine the weak points and the strong points of his subordinates. In this type of
report, the reporter acts as an evaluator at the same time as an observer.

-Progress or Status report. It tells and describes the present or on-going situation and development
concerning work on a specific project, a problem or an activity. An example, a report of a project
manager who visits a construction site to find out how much work has been done by his workers or what
they have accomplished for a given period of time.

-Problem solving report. In this type, the reporter identifies firstly the nature together with the cause of
the problem. After knowing it, he offers a possible solution for it.

-Progress report. This kind of report shows and illustrates how information, instructions or methods for
implementing a project, a procedure or an activity is processed. The subject might deal on the
organization of a strong sales force or changing an office that uses traditional machines or equipment
into modern electronic computers. In each case, the reporter must carefully outline the different chores
essential for every activity.

- Feasibility report. The reporter collects data or information and after scrutinizing them, he offers his
suggestions and recommendations regarding the issue or the problem on hand. Tis report evaluates the
merits and demerits of pursuing a business project, goal or activity. A typical example of this is a person
who wants to put up a business particularly a garment factory. Before he can put up this business, he
has to know the chance to profitability of going into it and consider all aspects of the business.

-Fieldtrip report. There are times when a busy executive needs to go out for a visitation of company’s
branches, outlets, or sales offices to observe construction workers, to inspect physical facilities of
building, to attend sales meetings and out of town conferences. During his visit, he lists down all his
observations, opinions, and comments of the things he has seen. He arranges them in accordance to the
order of importance. Fieldtrip report provides information that can be used later as a reference in
evaluating the project.
-Sales report. This portrays the daily, weekly, monthly, or annual sales figures of the company and in
many ocular examinations of the present market conditions. In other words, it shows the income
derived from the products being sold or the service rendered. If a salesman wants to find out his daily
income from his merchandise, he has to make a record for every item sold. This method will help him
know his profit.

-Marketing report. This presents analysis and discussion of the capacity and potentiality of commodities
sold or the services rendered. Hence, a reporter must be equipped with a thorough knowledge of the
product and the service offered by the concerned company to enable him to formulate an effective
marketing strategy.

-Audit report. This takes into account the basic financial statement which consists of balance sheets, the
statement of income and retained earnings and statement changes in financial position. The report deals
with figures. The objective of the audit report is to check whether or not the financial statement is
accordance with the generally accepted accounting principles. After examining it closely, the writer can
express his opinions and remarks. This is usually prepared by certified accountants.

-Annual report. It gives a summary of the business organization status of a one year operation. Also, it
may disclose the overall perspective of the organizational structure, a description of its products and
services offered, an assessment of the latest operating classification of report can be prepared by an
individual or a group whose purpose is to present information data that will serve a lead in projecting a
good public image or relationship of the concerned company. When presented, this is usually
accompanied by relevant data presented in graphs.

The Job Search

The Job Search Process
While the specifics of the what and how you look for a job will differ based on your job search technique,
personality, and the job market, all job searches share three common characteristics:

Job seekers want something (likely more than one thing) in their next job.
Job seekers meet with prospective employers who can provide these things. Job
seekers and employers decide to work together.

Whether it’s an internship, a full-time job, or a career change, every successful search progresses
through these three stages. Therefore, if you can move through this progression, taking into account
your individual circumstances, then you will meet with job search success. These are the six concrete
steps you can take to get the job you want:
- Identify your target.
- Create a powerful marketing campaign.
- Conduct in-depth research (of jobs, companies, and industries).
- Network and interview.
- Stay motivated and organized and troubleshoot your search.
- Negotiate and close the offer.
Step 1 is where you define what you want.
Step 2 is where you attract prospective employers.
Step 3 is where you learn in detail about prospective employers so you are prepared when you meet.
You likely have done some general exploration into industries, companies, or jobs over your
lifetime, which gives you a sense of what you want (for step 1). The research in step 3 is about
diving deep and gaining specific knowledge and expertise into your short list of targets.
Step 4 gives you the technique for networking meetings and interviews.
Step 5 keeps you on track.
Step 6 gives you the techniques to negotiate and close an offer—that is, finalizing the deal with an
employer who wants to work together.

Follow the six-step process to ensure you are doing everything you need to do to get the job you want.

The six-step job search process gives you tactics for how to get from where you are to your next job. It is
based on the mechanics of how the job market plays out between employers and job candidates. This is
important because job seekers often don’t know what to do to secure a job. They may know how to do
the job—that is, they have the selling and communication skills and experience for the sales job itself—
but getting the job, convincing someone to hire you, is different from doing the actual job.

Here are some key fundamentals you will need to launch your job search:

Confidence (100 percent belief you will get a job and a positive attitude) Having confidence in your job
search means two things:

You believe you will get a job. You know with 100 percent certainty there is a job somewhere out there
for you. You believe you will get a job you want. You have a positive attitude about working. You are
excited at the prospect of doing the job you are targeting, in the industry you are targeting, and for the
companies you are targeting.

You have to know you will be successful, and you have to want that success. If you have just one of these
two things, this is not sufficient to project enough confidence in your job search. If you believe you will
get a job, but don’t believe it will be something you want, you will appear anxious, frustrated, and full of
dread. If you are excited about what you want to do, but don’t believe you will get a job doing it, you will
appear as if you are not good enough for your prospective employers.

A confident job seeker is someone who is energized at the prospect of finding his or her dream job. A
confident job seeker may not be an expert on résumés, interviews, or other job search tactics, but he or
she has an innate knowledge that he or she will be able to figure those things out.

Communication skills (written, verbal, presentation, and listening)

A successful job search is a match between what an employer wants and what a candidate wants. That
match is made based on what is communicated. While an interview is structured a specific way, at its
core it is a communication between job seeker and employer. While networking has its standards and
rules of etiquette, at its core it is about communicating via listening, speaking, writing, and so forth.

The six-step process will give you the tactics that are particular to interviewing, networking, and other
job search–specific communications, but the successful job seeker needs to have solid overall
communication skills in place in the following areas: Written, Verbal, Presentation, and Listening.
Communication occurs at every stage of the job search.

Poise (dress, manners, and body language)

The way you dress, carry yourself, and physically behave also communicate your job potential. Your
nonverbal communication either supports the things you say and how you say them, or it undermines
you. If you are an articulate, well-spoken person but dress in a sloppy manner, slouch, and fidget, then
your actions belie your verbal communication. Therefore, poise goes hand in hand with communication
as a fundamental prerequisite for your search.

Professional Dress Signals Your Professional Maturity

What you wear to different job search functions signals neatness, professionalism, and understanding of
general business protocol. A business suit in a dark neutral color is the standard. Black, blue, brown, and
gray are neutral colors. Some industries and specific companies within industries dress more casually, so
it’s important to consult an experienced person in the specific industries and companies that interest
you for the most relevant guidelines. For example, in media and fashion, your dress is a signal of how
much you know and can fit into that field. A dark suit would be too bland and look out of place at a
fashion-forward company.

For general functions, such as career fairs or professional mixers, stick to proper business attire. Even if
there are a range of dress options in attendance, it’s best to be more formally dressed. In addition, most
job seekers look more professional and put together with a business suit. You probably will carry
yourself more professionally, have better posture, and be more alert in a business suit than in casual
attire.

If you are attending an event or an interview where business casual is stipulated, this is still neater and
more formal than casual attire. Khakis rather than jeans, dress slacks and a sport coat for men, and a
sweater set for women are some examples of business casual.
The Way You Carry Yourself Also Signals Professionalism
If you have a great suit but you slouch, that is an incomplete package. Good posture, steady eye contact,
and a firm handshake are additional fundamentals to the job search process. Even if you think this is
common sense, don’t assume that you will be 100 percent put together once your search starts. If you
are not used to dressing professionally and interacting with people in a formal business context, then
you may have a weak handshake or poor eye contact and not realize it. Before you get busy with
interviews, see if you can attend a business event just as a practice run.

Here is a checklist of things to remember about carrying yourself professionally:

- Maintain good posture.

- You don’t want to be stiff, but you want to stand and sit straight, as it keeps you looking and
feeling alert. Practice maintaining good posture over time (interviews can last thirty minutes or
longer).
- Maintain steady eye contact, but not 100 percent of the time. It’s preferable to look away from
time to time, as glaring or staring at someone makes them uncomfortable.
- Have a firm handshake. Don’t break the person’s hand, but don’t be hesitant or limp, either.
- Develop a habit of turning off and not checking your cell phone when you are talking to
someone.
- Practice eating and speaking formally. There will be situations where you are networking or even
interviewing over a meal. You don’t want a real interview to be the first time you experience
formal dining and conversation.

Resources (time, space, office supplies, budget for clothes, transportation, etc.)
Physical Resources and Supplies to Launch a Productive Job Search
In a way, the resources you need for your job search can be broken down into three categories:
- Time
- Space
- Money
Time includes not just the time for the six steps of the process but also the time away from your current
activities. As you add the job search to your calendar, what will you take away?

Space includes the place where you will be doing the work of your job search—computer, phone, desk, a
quiet area to focus. Your space must be outfitted with the right equipment but also include fast Internet
access, paper, pens, postage and mailing supplies, and other office essentials.

Money is required to outfit your space and for your supplies. In the discussion on professional dress,
there may be items listed that you need to purchase. Your job search will require travel to interviews.
Networking might entail paying a membership fee to a group or an event fee for a professional mixer.
Part of your research strategy might involve taking people to lunch in exchange for information. Many
areas of the job search will require a financial investment.

Interview
Common interview questions
1. Tell me about yourself
After the initial pleasantries, a self-introduction is in order. While you may think this is your opportunity
to tell your life story or share about your favorite travel destinations, it is not. Nobody wants to know
which school you attended or details of your first job, because the interviewer already has your resume
and knows your career and education background.

It is the time for you to highlight specific achievements while you do a quick summary of your career and
passion and how they has led you to apply for this particular role in this specific industry. Craft a brief,
punchy response to this question. Tailor it to the role you are applying for and having a personal brand
in place will leave the interviewer interested and wanting to know more.

2. Why do you want to work here?

Most interviewers ask this question because they want to know how enthusiastic and knowledgeable
you are about the company and the role you applied for. What you should do in response to this
interview question is to give specific examples of things that piqued your interest in the company and
the job description in the first place. Next, elaborate on your strengths, achievements and skills, then
link them back to the job you are applying for.

If the company has an expansive presence online, one easy way to learn more is to go through past news
releases to find out the various projects and initiatives that the company is involved with. These nuggets
of information are ammunition that you can use to ace this question.
3. What are your strengths?
What the interviewer is asking is what tasks you are particularly good at and how you, as a new hire, will
fit into the role. What you can do is to pick a few key strengths that are relevant to the role, and then
give past examples to support those examples. These strengths could include everything from
leadership and teamwork to your ability to work on tight deadlines or multitasking. Go easy with your
answer, though, because going off on a question like that risks coming across as too boastful — not a
quality that interviewers necessarily gravitate to.

When talking about your strengths, one easy way to avoid coming across as being too boastful is to give
a past example of how you were faced with a difficult situation and the skills you engaged in handling
the problem. Stick to the facts, and you will naturally display your strengths without being overly
confident about them.

4. What are your weaknesses?

And with strengths come weaknesses. What the interviewer wants to know with this question is just
how self-aware you are at the workplace. Instead of using the word ‘weakness’, try using ‘areas for
improvement’ instead.

For example, if there is a particular skill set that you lack, you can mention it and outline the steps you
are taking to overcome the said shortcoming. The idea here is to be honest about where you fall short
and show that you are proactively trying to fill those skill gaps. Lastly, never say that you don’t have any
weaknesses. It comes across as arrogant and that you have a lack of self-awareness.

5. What have been your achievements?

You know this question is bound to come up, so keep two or three key achievements in your back
pocket, complete with a number of facts and figures to back them up. On top of that, give a summary of
what the situation or problem was, the actions you took under those circumstances, as well as the skills
you utilized to achieve the positive outcome. Another tip is to have a shortlist of these accomplishments
at hand at all times, so you can rotate them based on who you are talking to or the job you are applying
for.

6. What did you like or dislike about your last job?

Asking you this question is the interviewer’s attempt to find out your key interests and whether the job
on offer has tasks or responsibilities that you will like or dislike. For the positive aspects of your last
position, things are pretty straightforward. Focus on the parts that you enjoyed the most, explain what
you learnt from them, then go on to talk about how they made you develop as an individual.

On the flip side, you left your last job for a reason — sometimes a variety of reasons — but the key is not
to take this opportunity to air your grievances. Be mindful about criticizing your employer. Unless your
former boss was truly a toxic individual, complaining about him or her can come across sometimes as
you pushing the blame on others.

Choose examples that do not reflect on your skills, such as the size of the company or the team you
were working with, or which reveals a positive trait (such as your distaste for a long decision-making
process and bureaucratic tapes). The trick, at the end of the day, is to turn even the negatives, such as a
toxic boss, into a positive.

7. What are your future goals?

Variations of this question could include “Where do you see yourself in the next five years?” or “How do
you see yourself developing in this company?” No matter the delivery of the question, the purpose is the
same: to probe your ambition and the extent of your career planning.

In response, describe how your goal is to continue to grow, learn, add value and take on new
responsibilities in the future that build on the role for which you are applying. Avoid replies like “I see
myself being part of the company” because that’s the whole reason why you are having a job interview
in the first place.

8. What do you think we should do differently?

A variation of this common interview question could be “What would you first, 30, 60 or 90 days look
like in this role”? Essentially, what the interviewer wants to find out with these interview questions is
your first priorities when you begin your work with the company.

9. Do you have any questions for me?

Being asked if you have any questions for the interviewer does not mean that the interview is over. In
fact, this seemingly harmless rhetorical question is actually one of the most common interview
questions out there — and saying ‘No’ is actually one of the worst answers you can give.

10. How do you think the interview went?

Not every question from the interviewer is supposed to be an interview question. However, since it is
better to be safe than sorry, it is better to assume that the interview doesn’t end until you are out of the
office.

An interview question like this is to gauge your overall self-awareness; to see if you know that you’ve
done a good job (or not). If the interview went as well as can be expected, then you have nothing to
worry about. Let the interviewer know what you enjoyed about the conversation, and perhaps ask about
the next steps to be taken.

After a job interview

If the interview didn’t go as well as planned, be honest about it and let the interviewer know also. For
example, maybe he asked for a specific case study or example that you couldn’t quite remember the
details of or a past project with a client that isn’t part of your standard portfolio.

Just remember: A less-than-perfect interview is not the end of your assessment. Take this final
opportunity to show your sincerity, and fill in the blanks as much as possible with follow-ups.

Involvement Activity
Directions: Write an example of each technical document:

1. Letter of Inquiry: Write a letter to the registrar of Colegio Dela Purisima Concepcion and
inquire about the courses the college offers during summer.
2. Sales Letter: Write a sales letter offering to a customer the benefits of your product.
Offer a gift or discount with a statement like “ Take advantage of this fantastic offer by…” Set
a definite time limit for the offer.
3. Memos: Write a memo to your instructor summarizing your work thus far in this course.

Individual Worksheet

a. Write a challenging application letter in answer to the advertisement below:

Urgently Needed:
English Teacher
Preferably LET passer
Computer literate
22-28 years old
With or without teaching experience
 Send to:
simpacifico70@yahoo.com

b.Write a reflection on how to prepare for a job interview. Answer in 4-6 sentences.

Intervention

Visit the internet for more business letters template.

References
1. Minas, R. M. & Ferianiza, M. B. (2008). Technical Writing in the Modern World. Intramuros,
Manila: Mindshapers Co., Inc.
2. www.google.com