ENG MIDTERMS (FINAL)

application letter

- a written business communication that offers personal qualities and services of the applicant suited to a certain position or job

- is the "sales pitch" of the applicant
- is more than just a formality or courtesy; it is an opportunity to impress.

Yes

- Do you need to specify that you are a member of an Organization?

get the attention

- The letter seeks to ____________ of the president, manager, crewing or manning officer, or the head of the Human Resource Department of the company being approached for an available position.

employer's needs and expectations.

- The letter should address how the applicant should be able to meet the ____________________.

Immediate Value

- First impressions count.
- A concise and compelling cover letter is your first chance to stand out and be considered a strong candidate amongst tough competition.
- Immediately emphasizing your key strengths will Writing the Application Letter help 'sell you,' grabbing the reader's attention and increasing the likelihood of progression through the selection process.

Unique Fit

- A cover letter is an important way to showcase how your unique combination of skills and experience meets the key requirements of the job description.
- It is your chance to show a clear link between your knowledge, experience, and abilities and the needs of the employer.

Personality

- The wording of your application letter can express your personality in a way that your resume cannot.
- The tone of your letter gives the employer an important insight into your personality and the kind of traits that could add value to their team.
- It allows you to explain in your own words why you are the best person for the job.

Enthusiasm

- A tailored, compelling application letter shows you have taken the time to research the company and understand the employer's needs and job requirements.
- It is an opportunity to express that you are enthusiastic about the role and to demonstrate the value you would add to the employer.

beginning of the letter

- creates an impression to the reader which should be a strong favorable impression.
- The opening paragraph should not only set the tone of the entire letter; but primarily, it should win the reader's attention.
- It should convince the reader that the applicant possesses the qualities that the company needs for the job.

solicited and unsolicited

- Job applicants write different application letters depending on the position and company approached.
- Most of these letters fall into two main categories.
- What are the categories?

Solicited Application letters

- It is a letter to apply for advertised positions
- are written for positions advertised online, in newspapers, through job search websites, company websites, or word of mouth.
- Advertised positions indicate that the company has a job opening and is actively looking to hire.
- These letters are written when an applicant's skills fit the advertised position.
- Sometimes these letters are also used after personal meetings with a company employee.

Unsolicited or Prospecting Application letters

- It is a letter that are used to seek unadvertised positions.
- also known as a "cold call cover letter"
- is a document you send with your resume for a position that isn't officially open.
- Applicants write these letters when they have a strong interest in a certain company or organization but do not know if the company is hiring or has an opening.
- They are written both as an inquiry into open positions and as a description of the applicant's skills.
- Sometimes they are also used when inquiring about internships.

cold cover letter

- Just like a cover letter for a resume, a ________________ highlights your skill set and job experience to convince the recruiter that you're the person for the job.

applicant's value

- Solicited and unsolicited letters are formatted differently, but both letters should convince employers of an _______________.

second paragraph

- The application letter contains pertinent information about the applicant that would vouch for his qualifications such as his educational attainment, job experience (s), and personal qualities.
- can be extended to 3rd paragraph.
- describe what you have to offer the employer.
- The last one is difficult to prove however, it can be determined through the tone of the letter and the choice of words that the writer consistently uses in his entire letter.
- Qualifications should include education, experiences, and personal qualities.
- Make strong connections between your qualifications and the position requirements.
- Mention specifically how your skills and experience match the job you are applying for.
- Use several shorter paragraphs or a bulleted list of your qualifications rather than one large block of text.
- This will make it easy for the reader to quickly scan and absorb this important information.

final paragraph

- conclude your letter by thanking the employer for considering you for the position.
- Include information on how you will follow up if you have the contact information for the hiring manager to do so.
- Ending with self-confidence, gratitude, and relevance is a great way to stick the landing on your letter, and the words and phrases you choose do make a difference.
- Your application letter closing paragraph sets a tone for communication with a potential employer and maybe the last thing they read from you before considering your resume.
- The best conclusions are polite, confident, and customized.
- They are never overly pushy or casual.

resumé

- a written document that presents a person's qualifications such as educational background, notable accomplishments, and other pertinent credentials.

- This is used by an individual who desires to apply for jobs.
- It is a one-of-a-kind marketing communication with a specific goal to win an interview.
- always attached to the application letter; the former is placed after the latter.
- The task of the letter is instant to connect or match the requirements for a job and the qualifications of the applicant listed in the ___________.
- provides a comprehensive background of the application for the job.
- It tells about the applicant, his/her background and experience, and the qualifications that the employment needs.
- It must also present what one has done and can do.

one-inch

Resumé Formats
- Set ________ margins on all four sides.

11 or 12pt

Resumé Formats
- Pick a ______________ resume font and stick to it.

contact details

Resumé Formats
- Create a proper resume header format for your _____________.

Contact Information, Resume Summary, Work Experience, Education, Skills.

Resumé Formats
- Divide your resume into legible resume sections: ________________________________________.

bullet points

Resumé Formats
- Use ____________ to talk about past jobs.

formatting

Resumé Formats
- Be consistent with your resume _____________(e.g., stick to the same date format: for example 11-2018, or November 2018.)

single or 1.15

Resumé Formats
- Use ________________ line spacing.

extra space

Resumé Formats
- Add an ____________ before and after each section heading.

long

Resumé Formats
- Make your resume as _______ as it needs to be.

chronological, functional, and combination.

- What are three main types of resumes you can choose from?

chronological resumé

- A ______________ is one in which a person's experiences are described from most to least recent and focuses on the progression of the person's career.
- It highlights the career development of a person as evidenced by the work experience presented in reverse chronological order (most recent job first).
- The presentation of each work experience includes the following in order:
(a) a period of employment;
(b) the name of employer;
(c) the location of the employer;
(d) the description of the job.
- The education section comes immediately after work history also in reserve chronological order.
- This resumé format is not advisable for those who are changing careers.
- It is also not advisable for those who have gaps in work experience or whose careers have become stagnant for quite a while.

1. Contact Information,
2. Resume Summary or Resume Objective,
3. Work Experience,
4. Education,
5. Skills,
6. Additional Sections

- What is the Chronological Resume Order of Sections

Candidates seeking a job similar to their previous positions, Students and entry-level candidate, and Academic resumes

- Chronological Resume is ideal for?

functional resumé

- focuses on a person's specific accomplishments as it relates to the functional job.
- It categorically presents the skills according to their functions, emphasizing one's abilities to ably handle a new job.
- It is sometimes called a skills-based resumé for it emphasizes the person's transferable skills acquired not only through work experience, but through school projects, volunteering, extracurricular activities, and more.
- It is recommended when one has no solid employment history.
- A functional resume format focuses on your skills and abilities.
- That's why it's also called the skills-based resume format.
- It lets you emphasize what you're good at and takes the pressure off of your work experience.

1. Contact information
2. Resume Objective
3. Skills Summary
4. Additional Skills
5. Work Experience
6. Education

- What is the Functional Resume Order of Sections?

Creative Jobs where a portfolio matters most, Military transitioners, Candidates who don't want to seem overqualified

- Functional Resume is ideal for?

combination or hybrid resumé

- as the name suggests combines the characteristics and formats of a functional and chronological resume.
- It emphasizes skills and experience as well as employment history that are relevant to the position you are applying for.
- This may vary on the presentation of structure depending on the choice and style of the applicant he/she thinks of possibilities in winning a job position desired.

1. Contact information
2. Skills Summary
3. Additional Skills
4. Work Experience
5. Education

- What is the Combination (Hybrid) Resume Order of Sections?

Seasoned professionals targeting a specific position, Career-changers, People with employment gaps.

- Combination (Hybrid) Resume is ideal for?

Networking

- Is another word for socializing.
- You can join professional associations, attend events for graduates of your school, connect with professionals who work in your field, and take every chance you get to meet up, in person or online, with othes in your field.
- People who can bridge: Backer System

Referrals

- some employers offer incentives to their employees for referring a successful candidate to the company.
- It's a win-win situation for everyone.
- You get a new job, and your contact gets a finder's fee for attracting a top-notch employee.

Job Boards or Career Websites

- ____________ used to be just that - a solid surface on a wall where vacancies were advertised for all to see.
- ___________ have moved to virtual format and that's good news for all since their reach is for greater......

Job Fair

- are often targeted forward specific industries, although some job or recruitment fairs are more generalized.
- The promotional material will include a list the organizations that will be represented.

Company Websites

- if you already have your dream employer in mind, go directly to the career sections of the
company's website. If you track openings on its site, there's a chance you'll find just the
opportunity that you've been waiting for.

Cold Calling

- If you don't see any job listing posted for a company you are particularly interested in, you might consider making a cold call. Phone or Email people in the organization after finding their contact details on the company website. Ask about upcoming vacancies, and attach a copy of your resume.

Headhunters and Recruiters

- If you're looking for some professional help in your job search, _____________ can help.
- Many organizations hire through recruitment agencies to streamline the hiring process.
- actively recruit individuals to fill specific vacancies.
- Payment is based on commission.
- Make sure you know up front whether you or the company is paying it.

Temping

- ________________________ and short- term contracts often lead to permanent positions. It's a great way to get a foot in the door or at the very least provide you with useful business contacts to call upon in the future.

Internships

- are great choice for student who are graduating from college.
- The job placement services of many schools connect their students with opportunities.

Creative and Outlandish Tactics

- In a competitive job market, some job seekers have pulled out all the stops.
- Billboards, chain letters with a copy of your resume attached, or even pasting your resume to yourself and walking around the city as a human billboard are just some of the methods job seekers have used to get noticed.
- These methods may actually work but be cautious.
- Be sure that your creative tactic is appropriate for the industry you are trying to get into.

Business Correspondence

- It is an umbrella term for all written communication used in business relationships with business partners after internal communication in the organization.

- It strengthens the business.

Business Letter

- Is a formal document, with a set of structure and has a very defined format.
- more formal than a personal letter.

Business Linkages

- external connections.

Internal Communication

- communication within the organization. (ex: teachers receiving a letter from the dean)

Maintaining a proper relationship

- It is not always possible for any business or organization to reach to any person in particular.
- This will cost any business. Here, the business correspondence will be a rescue for any business.
- It helps in ___________________________ between the parties.
- It also helps in the internal communication.

- It makes communication within the organization more clear and precise.
Examples:
- Congratulatory Letter
- Letter for General Assembly/Meeting
- Contracts

Serves as a evidence

- Any written form of communication ___________.
- A business correspondence helps the person in a business to keep a record of all the facts. These written records will _______________.
Examples: Payslip, Receipts, etc.

Create and Maintain Goodwill

- It helps to __________________________ between a business and a customer.
- Any letter to enquire, complaint, suggestion or feedbacks helps a company to grow and maintain goodwill.
Examples: feedbacks/rating a product or service

Formal Communication

- A business communication serves as a ___________________ between two persons.
- It may be a seller and a buyer or It can be between an employee and the employer.
- The language used is formal and logical.
- It helps in removing the ambiguity and the doubts of the person involved in the business.
- The ______________________ in business is followed and acceptable
- Courtesy (greetings first)
- Be polite (for formality)

Helps in the expansion of business

- A business correspondence helps a business to achieve the set goal. It also ensures the ______________________.
- With no waste of time and proper utilization of manpower and resources, a business can expand.
- Any information regarding some resources or any product or market can be easily done.

- Even the news of the _____________ can be spread by it.
Example: Fliers, brochures, social media

Inner Quality

- Refers to the quality of language used and the presentation of business letter

Clear, Simple, Concise, Concrete, Accurate, Coherent, Complete, Relevant, Courteous, and Neatness.

What are the inner qualities of a business letter?

Clear

- The language used in the business letter must be _______.
- It helps the receiver to understand the message immediately, easily and clearly.
- Any ambiguity will lead to the misinterpretation of the message stated.

Simple

- The Language used in the business letter must be ______ and easy.
- One must not write a business letter in difficult and fancy word.
- ________instead of fancy

Concise

- The message written in the letter must be ________and to the point.

Concrete

- the message is written must be _______ and specific.
- By using ________ Language a reader will have a clear picture of the message.
- no confusion or other meaning.

Accurate

- One must always check for the ____(1)__ of the business letter.
- _____(1)____ generally means no error in the grammar, spelling, punctuation's, etc.
- _____(2)____ personnel should be targeted for communication.

- 1

Correct

- One must always check for the ____(1)__ of the business letter.
- _____(1)____ generally means no error in the grammar, spelling, punctuation's, etc.
- _____(2)____ personnel should be targeted for communication.

- 2

Coherent

-The language used in the business letter must be _________.
- The message must be in a logical way for the clear understanding of the message.
- The flow of message must be consistent.

Complete

- One must write a _______message.
- It helps the reader to know about the issue and the solution to be taken.
- It should provide all the necessary information.
- One must also keep in mind that the message should be concise along with the ___________ details.

Relevant

- The letter should only contain important information.

- Irrelevant information should not be included and avoided in any business correspondence.

Courteous

- The language used in the business letter must be ________.
- A writer must always use open, friendly, and honest wording in his letter.

- It does not mean one must use slang and abusive word.
- One must always add the words like please, thank you, etc.

Neatness

- A business letter must be neatly typed or handwriting.
- Proper spacing, indention, and use of paragraph, should be used.

six parts

how many optional parts does a business letter have?

one inch all sides or edges

what are the margins of a business letter?

8.5x11

What paper size does a business letter use?

stationary paper

- A business letter is a ___________________________ with no designs and lines

Heading/Letter Head

- Contains return address (usually 2 or 3 lines) with the date on the last line
- Specific used for letters
- General term for any information written on top
- Sometimes it may be necessary to include a line after the address and before the date for a phone number, fax numbers, E-mail address or something similar
- Often a line is skipped between the address and date.
- It is not necessary to type the return address if you are using stationery with the return address already imprinted.
- Always include the date also referred to as the dateline
- Format: (September 25, 2020)

Name of the company of the sender

What is the 1st line of a Heading or letter head?

Address

What is the 2nd line of a Heading or letter head?

Email and Contact number

What is the 3rd line of a Heading or letter head?

Inside Address (receivers info)

- Information of the receiver.
- This is always on the left margin.
- The address you are sending your letter to.
- Complete as possible
- An _____________ also helps the recipient route the letter properly and can help should the envelope be damaged and the address becomes unreadable.
- Include titles and name if you know them
- Always or left margin, if an 8.5 x 11 paper is folded in third to fit in a standard 9inches business envelope, the _____________ can appear through the window in the envelope.
- Skip a line after the heading before the ____________. Skip another line after ____________ before the greeting.

Window Envelope

If an 8½" x 11" paper is folded in thirds to fit in a standard 9" business envelope, the inside address can appear through the window in the envelope.

Salutation

- also called the "Greetings"
- Always formal, it normally begins with the word "Dear" and always includes person's last name
- It normally has a title.

- Use a first name only if the title is unclear - for example you are writing to someone named "Nathalie" but do not know whether the person is male or female.

colon

- The greeting in a business letter always ends in a _________

comma

- The greeting in a personal letter always ends in a _________

Body

- the _____ Is the Meat of your letter.
- The _____ is written as text.
- Depending on the letter style you choose, paragraphs may be indented.
- For block and modified block letter format single space and aligned left justify each paragraph.
- Be sure to leave a blank line between each paragraph, regardless of format.
- Skip a line from greeting to body and leave a space between body and closing.
- Skip a line between the body and the close.

Business

- _______________ letter is never hand written. (Unless the receiver requires you to)

Complimentary Close

- This short, polite closing ends with a comma
- Either at the left margin or its left edge is in the center, depending on the format that you use.
- Begins at the same column of the heading does.
- The Block Style is becoming more widely used because there is no indenting to bother with in the whole letter.

Signature Line/Block

- Skip two/three lines (unless you have unusually wide or narrow lines) and type out the name to be signed
- Customarily includes middle initial but does not have to.
- A person may indicate how they wish to be addressed by placing miss, mrs, mr. or similar title in parenthesis before their names
- The signature line may include a second line for title, if appropriate
- The term "By direction" in the second line means that a superior is authorizing the signer.
- ______________ should start directly above the first letter of the signature line in the space between the close and the signature line.

_______________ <------- (what is this part?)
Name
Position, Name of Company

Use Blue or Black ink.

what ink color should you use in signature?

Acknowledgement Letter

- Professional courtesy, meant to acknowledge the recipient of something, or to acknowledge a fact or an error.
- It usually entails a short detail of the day something arrived and a note of thanks.
- Acknowledgment messages are automatic messenger replies used by bigger companies.

Complaint Letter

- Are meant to bring the notice an error or a defect.
- They could be applicable to a company or an individual, and they typically seek a redress or adjustment.
- They are generally descriptive with a formal tone that should express displeasure, but the tone that should not be overly angry.
- You should address the problem and try to offer solution to rectify the situation.

Inquiry Letter

- These are letter of request for something or a response to a request sent by someone.
- The purpose of the letter is to obtain the information or object requested.

Order Letter

- Also known as purchase orders, these letters are used to order, these letters are used to order or buy materials.
- Essentially documenting a transaction between buyer and seller, this is a legal document.

Response Letter

- These are in response to a received letters.
- They are generally list the fulfilling of a request or detail steps taken to fulfill a request made by someone.

Congratulatory Letter

- These are "Good News" Letters and are fairly easy to write.
- Such letters are used to encourage or reward an employee, business associate, or a consumer.
- Such letters are "Goodwill-Building" exercise and are written to build or strengthen any business relationship.

Bad News Letters

- Opposed to the "good news" Letter, such as dismissal and rejection letters need to be handled carefully.
- In a _______________, instead of conveying the bad news to the reader outright, you need to place it in the "middle of the next"

Letter of Request

- As the name suggests, these are letters sent to a company or professional seeking help. One could be asking for time, services, or products.
- The fact is that when you ask for someone's help, you are subliminally potentially putting yourself lower than the other person.

Memos

- Most-common form of business communication is _________________, though they provide information similar to a letter.

- They are very different in their format.

Executive Summary

- The name suggests, an __________________ is a shorter and concise version of a longer document.
- ______________________ are meant to be read quickly.

Recommendation Letter

- Sometimes requested from former co-workers that are seeking a letter to go to a new or potentially new employer.
- They also can be sent to school or other such entities.
- They usually are employment references, character, or academic references.

Block, Modified Block, and Semi Block Styles.

Three Main styles of a business Letter:

Block

- The most popular and common lay out for a business letter is called a _________ format.
- In this format the entire letter is justified to the left and single spaced all throughout in a paragraph
- In this format, the entire letter is justified to the left and single spaced except for a double spaced between paragraphs.
- The heading except the dateline is in the top center of the letter.
- From the dateline, it is justified to the left.
- It is single space all throughout plus 1 or 2 spaces in between parts. Within paragraph (single space), between paragraphs (double space).
- Signature block (1-3 spaces)

Block

What type of layout of business letter?