1. Chapter 8 Written communication By Lec.Hadeel Qasaimeh

2. Outline 1.Look good on paper 2.Identify the role of the resume 3.Examine types of job letters 4.Assess application form

3. Look good on paper Most of us tend to make judgments on the basis of appearance, from time to time. Whether you are looking for something to drive, somewhere to work, someplace to live, or someone to live with, chances are based on the first impression.

4. Look good on paper Looking good on paper is important when preparing resumes, cover letters, or application forms. Employers will determine which applicants get the interviews on the basis of applicants written work

5. Look good on paper Most application readers take on average 45 second to review an application package (sometimes there are 30 – 300 resumes for the same job)

6. Look good on paper To make a positive impression and look good on paper consider the following: -Consider your reader (look to reader name and title, look to employer needs) -Write clearly (be specific when describing your skills, use strong, active verbs to show what you can do)

7. Look good on paper -Organize logically (move from the most important to least important) -Be concise (limit your document to one page, use short phrases rather than complete sentences to annotate your listing, emphasize the most closely related to the position)

8. Look good on paper -Design an appealing document: 1.Use bulleted lists to help reader spot key information quickly 2.Allow plenty of white space 3.Include boldfaced heading and font changes to emphasis and use neutral colors 4.Select good quality of paper 5.Use graphics and colored fonts sparingly

9. Look good on paper The written communication (associate with the employment) is most important because it presents you to a prospective employer and often determine whether or not you will be granted to interview

10. Look good on paper Steps to prepare your written communication: 1.Gather information (employment history, educational history, references, personal history, qualifications and skills) 2.Putting together a resume entails creating a one page(summery of your most desirable qualifications )

11. Look good on paper Steps to prepare your written communication: 3.Writing a cover letter to be sent with resume (identifies the position sought, highlight your qualifications and requests an interview) 4.Filling out application (neat, complete, accurate and honest information) 5.Writing follow up letters (whether accepted or rejected, positive comments)

12. identify the rule of resume Resumes contain vivid descriptions of your experience and abilities in brief sentence form, a well constructed resumes makes you “come to life” on the printed page (it is a way to sell your self)

13. identify the rule of resume Since writing good resume make take long time but provide you some benefits: -Give you an opportunity to reflect your qualifications -Help to prepare for the interview (source of questions) -Help you complete the application form -Sets you apart from other applicants (time)

14. identify the rule of resume Resumes must be a “living documents”

15. Types of job letters 1.The letter of application, including the cover letter, aims to achieve three objectives: a.identifies the position you are seeking b.summarize qualifications c.request an interview

16. Types of job letters 2.letter of application sent with resume: Generally letter of application and resume are complement, include no repeated information's

17. Types of job letters 3.Follow up letters: thank for the interview letters may be the most important part, it say “I care”, “I’m responsible” “I’m better qualified” “I appreciate the time you spent with me”

18. Assess application form -Unless you have sent a letter of application and resume, the application form will be the first written contact with the employer. -Application form not only reveal your education and experience but also show whether you can write without errors, follow directions, and express your self clearly and understandably.

19. Assess application form To prevent unnecessary errors, make sure to: Read the entire form before filling Take a careful look at the layout and types of questions Finally, be sure to fill out the application in ink

20. Assess application form There is three criteria's to assess the application forms: -Accuracy and honesty (if you lie on paper you will lie on the job) -Application should be complete (if you have no answer use N/A) -Clarity and neatness (take your time and correct errors with single slash with the correction on the side)

21. Resume format Should include: - personal information (name, address, phone number, email address) - Qualifications- skills (competencies and tasks that you feel qualified to perform on the job) - Education (technical collage, specialized training, highlight specific courses and degrees) - Employment experience (name address and phone number of current employer, brief description of each job) - Additional qualification (hobbies, licenses, membership,…..) - References (name, address and phone number of references on separate page with your name, address and phone on the top)

22. Resume format The most challenging task is to present your qualifications in a clear, meaningful and interesting way that represent your uniqueness as a prospective employee “Use personal qualifications inventory”

23. Resume format Three of most common resume formats include: 1.chronological resume : present qualification and experiences as they occurred over time starting from most recent, good for experienced employee who are changing their job

24. Resume format 2.functional resume: Organize qualification based on skills and accomplishment, good for fresh graduate.

25. Resume format 3.Modified functional resume : Highlight skills and accomplishments as well as the educational and work experience

26. Resume format Follow these suggestion to create your modified resume: -Prepare your document on computer and save them -Don’t date -Include career objective after the heading -Beneath the objective list your qualifications -Then follow with either education or work experience -Use active verbs to describe in brief your skills

27. Resume format -Add any additional information such as “who you are” - obtain three references, two can discuss your technical and the third can discuss your career, not related to you -Contact your references and ask their permission -Limit your resume to one page (at most two pages) -Check for mistakes

28. Resume format -Make your resume visually appealing (space, fonts, colors, underlining and capitalization) -Use good quality of paper -Duplicate quality of copying machine

29. Letter of application -Consistent business letter format -Applies for specific job -Identifies job lead -Present qualifications not in resume -Refers to resume -Requests an interview

30. Letter of application Letter parts: 1.Heading 2.Inside address 3.Greeting 4.Body 5.Complimentary close 6.signature

31. Letter of application 1. Heading include your: -Address -Street -City -Zip code -Phone number -date

32. Letter of application 2. Inside address: -Use the same address as on the envelope -Includes: Receiver’s name, title, address, city, state and zip code

33. Letter of application 3.greeting: -Use a formal greeting to begin your letter Dear Mr. Smith: Dear Dr. Allen: -Follow your greeting with a colon (:)

34. Letter of application 4.Body Include 3 paragraphs in the body of your letter: a)Opening : job and source of lead b)Middle: qualifications c)Closing: interview request

35. Letter of application 4.body: a)Opening paragraph: -Response to ad (“I am writing in response ….”) -Named referral -School placement -Self- introduction

36. Letter of application 4.body: b)middle paragraph: -List major area courses or describe directly related employment -Mention skills not included in your resume

37. Letter of application 4.body: c)closing paragraph: -Request an interview -Indicate how to contact you -Indicate the best times to contact you

38. Letter of application 5.Complimentary close: Consider closing your letter with: “sincerely” or “yours truly” 6.signature: Remember to add your signature above your typed name

39. Common problems -Letter format -Incorrectly using of capital letters -Forgetting the “I” word -Omitting a colon after the greeting

40. follow up letters 1.Use consistent letter format 2.Thank the interviewer 3.Make positive comments 4.Mention strong qualifications 5.Express interest in company 6.Accept or reject as appropriate

41. Thank the interviewer Begin your letter with a “thank you” Include thanks for time, …..etc

42. Positive comment Say something positive about the: People Place Product process

43. Qualification reminder -Mention skills, achievements or qualifications that you wish to emphasize -Remind employer that you are qualified

44. Accept Position - If offered a position, thank employer and clarify where and when you will report to work -Ask any question you may have

45. Reject Position -Thank employer for the offer -Say no without “burning bridges” -Inform employer when you might be available

46. Common problems -Mixing letter format -Forgetting the “thank you” -Omitting positive comment -Using capital letters incorrectly -Omitting a colon after the greeting