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Business Communication

This document provides an overview of business letter writing and resume creation. It defines a business letter and lists common reasons for writing one. The key parts of a business letter are identified as the heading, date, inside address, salutation, body, complimentary close, signature, and enclosures. Three common business letter formats - full block, modified block, and indented - are also described. The document concludes by explaining the purpose and typical parts of a cover letter, and providing steps to create a resume, including listing experiences, writing paragraphs about key items, and selecting items to highlight.
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0% found this document useful (0 votes)
117 views45 pages

Business Communication

This document provides an overview of business letter writing and resume creation. It defines a business letter and lists common reasons for writing one. The key parts of a business letter are identified as the heading, date, inside address, salutation, body, complimentary close, signature, and enclosures. Three common business letter formats - full block, modified block, and indented - are also described. The document concludes by explaining the purpose and typical parts of a cover letter, and providing steps to create a resume, including listing experiences, writing paragraphs about key items, and selecting items to highlight.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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TECHNICAL, SCIENTIFIC, AND

BUSINESS ENGLISH (ENGL301)

Leonessa D. Tabios
ldtabios@ama.edu.ph
TOPIC:

Business Letter Writing


Objectives for
this lesson:

1. Define business letter, operationally.


2. Enumerate the parts of a business letter.
3. Identify different letter formats.
4. Discuss the creation of a resume and
cover letter.
5. List down the types of resume and their
appropriate use.
Business Letters

A business letter is a letter written in


formal language, usually used when writing
from one business organization to another,
or for correspondence between such
organizations and their customers, clients
and other external parties.
Business Letters

There are many reason to write a business


letter:
It could be to request direct information or
action from another party;
To order supplies from a supplier;
To identify a mistake that was committed;
To reply directly to a request, to apologize for a
wrong;
Or simply to convey goodwill.
Parts of a Business
Letter
1. Heading
 The heading includes your address and
optionally phone number. These days, it is
also common to include e-mail address.
 If your stationery has a letterhead, skip this.
2. Date
 This includes the date the letter is written.
Parts of a Business
Letter
3. Inside Address
 This is the name and full address of the
person and/or company to whom you are
sending the letter.
 Four lines are standard. This address should
match the address on the envelope.
 If you include an Attention Line, skip the
person's name here.
Parts of a Business
Letter
4. Salutation
 The salutation is the line that begins
“Dear...”
 Try to obtain a name to whom you can
address your letter.
 If you cannot obtain a name, you should use
"To Whom It May Concern" as a salutation.
 Ladies, Gentlemen, Dear Sir or Madam, Dear
(full name)
Parts of a Business
Letter
5. Body of the Letter
 The body of your letter contains the text of
your message. Keep it brief and to the point.
6. Complimentary Close
 The complimentary close should appear two
lines below the last line of the body, at the
left margin.
 Capitalize only the first letter of the first
word and always end the line with a comma.
Parts of a Business
Letter
7. Signature
 Your signature should be in blue or black
ink. Allow four vertical spaces for your
signature. Sign your name exactly as you
type it below your signature.
8. Identification
 The identification line contains your typed
name, and, if you have one, your title.
Parts of a Business
Letter
7. Enclosures or Distribution of the Letter
 Enclosures or distribution of the letter is placed
two vertical spaces below the identification
line. Enclosures tell the reader to look at the
envelope for more.
 Distribution or Cc: (stands for courtesy copies -
formerly carbon copies) lists the name of
people whom you distribute copies, in
alphabetical order.
Business Letter
Formats
1. FULL BLOCK
This is the most modern of the formats
and the one most widely used; its clean
direct look lends itself well to technical
communication, and its simple vertical
format tends to reduce the error rate since
you simply do not have to be concerned
about horizontal spacing to indicate new
paragraphs.
Business Letter
Formats
2. MODIFIED BLOCK FORMAT
Modified block format differs from full
block in the placement of the heading, date,
complimentary close, signature, and identification
lines. These components should all start about
halfway across the page, and be aligned vertically.
You should retain the vertical double space
between paragraphs. Although businesses seem to
prefer full block format, modified block is
acceptable.
[Date]
Business Letter
Formats
3. INDENTED FORMAT
In indented style, new paragraphs in a
piece of writing are indented—that is, they begin
about 1.5 centimeters to the right of the left
margin.
Other parts of a business letter are moved
farther to the right half of the page.
Indented style is a format that many of
today’s business people were trained to use.
INDENTED FORMAT
Cover Letter & Resume

Cover Letter
 When applying for a job a cover letter should
be sent or posted with your resume.
 Your cover letter should be specific to the
position you are applying for, relating your
skills and experience to those noted in the job
posting.
 Your cover letter is your first (and best)
chance to make a good impression.
Cover Letter & Resume

Parts of a cover letter


1. Contact Information Your Name
The first section of your cover Your Address
letter should include Your City, State, Zip Code
information on how the Your Phone Number
employer can contact you. If Your Email Address
you have contact information
for the employer, include
that. Otherwise, just list your
information.
Cover Letter & Resume

Parts of a cover letter


2. Date 4. Salutation
3. Employer Contact Dear Mr./Ms. Last
Information Name:
Name
Title
Company
Address
City, State, Zip Code
Cover Letter & Resume

Parts of a cover letter


5. Body of Cover Letter
The body of your cover letter lets the employer
know what position you are applying for, why
the employer should select you for an
interview, and how you will follow-up.
Cover Letter & Resume

Parts of a cover letter


First Paragraph
The first paragraph of your letter should include
information on why you are writing. Mention the
position you are applying for. Include the name of
a mutual contact, if you have one. Be clear and
concise regarding your request. Convince the
reader that they should grant the interview or
appointment you requested in the first paragraph.
Cover Letter & Resume

Parts of a cover letter


Middle Paragraphs
The next section of your cover letter should
describe what you have to offer the employer.
Make strong connections between your abilities
and their needs. Mention specifically how your
skills and experience match the job you are
applying for.
Cover Letter & Resume

Parts of a cover letter


Final Paragraph
Conclude your cover letter by thanking the
employer for considering you for the position.
Include information on how you will follow-up.
Cover Letter & Resume

Parts of a cover letter


6. Complimentary Close:
Respectfully yours,
Sincerely,
7. Signature:
Handwritten Signature (for a mailed letter)
Typed Signature
[Name]
Cover Letter [Address]
[Suburb, State, Postcode]
template
July 17 2013

Name
Title
Company
Address

Dear [Name],

I am writing to apply for the advertised vacancy of XXXX School as advertised on


the Jobs WA website.

I have strong skills in … [outline a particular skill set and how it relates to the
specific role you are applying for and why it would make you suitable for the
position. You may include how you have acquired these skills and how you have
applied them in the past.]
I have knowledge of … [outline how your knowledge would assist you to
undertake the duties of the position. You may include how you have acquired this
knowledge and how you have applied it in the past.]

In summary…[outline why the combination of the above skills, knowledge and


experience make you the best possible candidate for the position you are
applying for.]

Attached is my curriculum vitae [this should highlight the key skills and
experience mentioned above] which will provide you with an overview of my
experience and skills. I would appreciate the opportunity to provide you with
further information, and can be contacted for an interview on [contact number].

Yours sincerely,

Your Name
Cover Letter & Resume

Résumé
• A résumé is a summary of your experiences and skills
relevant to the field of work you are entering.
• It highlights your accomplishments to show a potential
employer that you are qualified for the work you want.
• Its purpose is to get you an interview.
• Current students, in particular, should consider
including the details of your more important
extracurricular, volunteer and leadership
experiences.
Cover Letter & Resume

Steps in creating your resume


STEP 1 - Make a list of your various activities over the
years.
 Students should list paid work, volunteer positions,
extracurricular activities, (especially those in which you
had a leadership role) and internships.
 Students should go as far back as four or five years.
Even graduating seniors will often have one or,
occasionally, two items from high school on their
resume.
Cover Letter & Resume

STEP 2 - Write a paragraph about each important item in your


list.
 "Important items" would include most paid work,
internships, extended volunteer activities, and activities in
which you had a leadership role.
 Describe accomplishments as well as duties.
Duty: "I maintained ten computers, loaded new software and
resolved problems as needed."
Accomplishment : "I created two self-paced Powerpoint
presentations to train people in our office on the new company
software, and it was so successful that my manager asked me to
present it to five other managers in the company."
Cover Letter & Resume

STEP 3 - Pick the items that you will highlight or


emphasize on your resume.
1) What are your greatest strengths, and how can
you demonstrate those strengths through your
experience?
All employers value certain qualities: team
player; good communication skills; leadership
abilities. In addition, you have particular skills that
you consider your strong points, you would
generally try to bring those to light, as well.
Cover Letter & Resume

STEP 3 - Pick the items that you will highlight or


emphasize on your resume.
2) What are the requirements and needs of this
particular industry, this particular employer, and this
particular job?
Here's an example of the needs of an industry and a job:
Advertising industry - account executive:
• the industry tends to value creativity, high energy, and the
ability to work in a hectic, deadline-driven environment.
• the job of account executive demands that you be detail-
oriented, good with people, and able to handle many
projects at once.
Cover Letter & Resume

STEP 4 - Create the sections of your resume.


What follows is the format for a chronological resume, by far
the most common form of resume in use today.
I. Name and Address
II. Objective / Keywords / Summary
III.Education
IV.Experience
V. Activities / Volunteer Work / Interests
VI.Skills
VII.References
Cover Letter & Resume

STEP 5 - Format your resume.


THE KEY to a well-formatted resume - realize that most
employers will only spend 20-30 seconds looking at
your resume. You direct the employer's eye to the
most important information.
1. Leave plenty of white space on your resume
2. Emphasize job titles by boldfacing them
3. Place the most important information closer to the
top of your resume.
Cover Letter & Resume

Continuation
4. Where appropriate, descriptive category headings can
attract an employer’s attention
5. Leave blank space between the separate sections and
items on your resume.
Cover Letter & Resume

Other formatting details:


1. Condense to one page.
2. Center and balance your resume on the page, leaving
approximately 1 inch margins.
3. Design your resume for easy skimming: emphasize by
boldfacing, capitalizing and italicizing.
4. Use 8 1/2" x 11" white, off-white or very light-gray
bond paper. Do not use colored paper.
5. Proofread carefully and have a Career Center staff
member review your final draft.
Cover Letter & Resume

EMPLOYERS DON'T LIKE RESUMES THAT:


 Is messy;
 Has misspelled words;
 Is too long;
 Is on colored paper;
 Includes inappropriate information;
 Is accompanied by a photograph;
 Looks as if it's a copy instead of an original;
 Sounds as if it's been sent out to everyone;
 Says the applicant has skills but doesn't prove it; and
 Doesn't show any achievements.
Types of Resumes
Overview

Chronological Functional Combination


Resume Resume Resume
Focuses on skills and
Lists your work Blends the
strengths important
history in reverse flexibility and
to employers. Omits
order, starting with
your current or
specific dates, strength of the
names, and places. other two types
most recent job and
De-emphasizes a
working backwards.
spotty work history.
of resumes.
Types of Resumes
Advantage
Chronological Functional Combination
Resume Resume Resume
Easy to write. Allows you to Shows off a strong
Emphasizes steady highlight specific employment record
employment record. strengths and with upward
Employers like to transferable skills mobility. Show how
see job titles, level that might not be the skills you have
of responsibility, obvious when used in the past
and dates of your outlined in purely apply to the job you
work history. chronological order. are seeking.
Types of Resumes
Disadvantage
Functional
Chronological Resume Combination
Resume No detailed work Resume
Calls attention to history. Content may
Work history is
employment gaps. appear to lack
often on the second
Skills can be difficult depth. Disliked by
page, and employer
to spot unless they many employers. It
may not read that
are listed in the makes them think
far.
most recent job. you may be trying to
hide something.
Chronological Resume
AKIRA SANTOS
47 Grace Park 02-4435747
Caloocan City 1440 asantos@gmail.com
Position Objective IT technician position that utilizes state-of-the-art knowledge of
.NET Framework, e-security, and database management

Education Bachelor of Science Degree, Computer Science Education


Programming Specialization
AMA Computer University
June 2004 to March 2008
Work History
Supervisor of Computer Services
St. Vincent School, West Avenue, Quezon City
June 2011 to Present
Responsibilities:
Updates software and hardware as budget allowed. Conducted
in-house computer skills training for administrators and staff.
Developed training materials and computerized maintenance
and inventory schedules. Supervised hardware repairs. Resolved
License user hardware and software.

Licensure Exam for Teachers 2008


PRC # XXXXXXXXXX
Functional Resume
WILLIAM A. GALANG
1234 Capitol Hills
Quezon City
Phone: 262.555.2345 E-mail: william_galang@yahoo.com

Position Objective
Seeking a development position in a nonprofit organization that will benefit from
strong language skills and ability to work effectively with diverse populations.

Key Competencies
Written and spoken communication skills. Ability to adapt to variety of situations as
experienced by living and travelling abroad. Highly developed organizational skills.
French language fluency; well-versed in French culture. Significant cultural exposure
through extensive travel in Europe and China.

Education
Bachelor of Arts, University of the Philippines, Diliman
Emphasis: French Language with focus in World Business
Graduated cum laude March 2006

University of Rennes II, Rennes, France


Completed a semester of Junior year in France. January-June 2003
Functional Resume
WILLIAM A. GALANG

Work Experience
Discussion Leader. Community Cultural Center, Shanghai, China
Volunteered weekly to hold conversational English classes. Developed
materials for adults interested in specialized terms for travel and banking.
November 2012 – Present

Proofreader. Phoenix Publishing, Quezon City


Proofread and organized documents for high school and college text
books.
August 2009 – May 2010

Language Assistant. Villeneuve-sur-lot, France


Led group discussions with high school students. Developed materials,
conducted oral exams, evaluated student progress. September 2005 – June
2006
Combination Resume
SILVIE MORALES
21 J.P. Rizal Street
Santa Cruz, Manila

silvie.m@msn.com +639175695841
Employment Objective
Position as health information management technician utilizing coding
and reimbursement experience and training.

Summary of Relevant Skills


Offer a combination of practical experience and current training. Familiar
with health information systems, including ethical and legal aspects and
regulatory requirements. Skilled in abstracting, verifying, coding, and
indexing medical data. Ability to retrieve and compile health data for
reimbursement review, quality assessment, and other needs.
detail-oriented tactful
Resourceful multitasking
problem solver highly motivated
Combination Resume
Educational History
Working toward a Bachelor of Science Degree in Health Information
Management
St. Agustine School of Nursing, Quezon City 2012 to Present

Employment History
Service Crew - McDonalds, SM North Edsa 2010 – 2012
• Greet customers, settle them down and take order
• Process the order, generate bills and answer guest
queries about deal offers and service time
• Clean up the tables after the guests leave and
set them for the next guests
• Pack and serve warm food efficiently, in accordance
with the order
• Help in kitchen or with outdoor delivery where
and when required

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