Professional Communication: Presentations for PowerPoint

Writing for Employment

19.1 Résumés

  • A résumé is a document that profiles a person’s career goals, education, and work history.
    • It proves to a potential employer that a person’s experiences and skills match the job's qualifications.
    • It serves as the first impression that most employers will have of an applicant.
    • Applying the writing process is crucial for creating a well-written document.
  • Parts of a Résumé:
    • Contact information: Placed at the top of the résumé.
    • Summary and objective: Optional sections; a summary exhibits qualifications related to the job, while an objective can be a general or specific description of the position sought.
    • Experience: Lists details about work history, demonstrating positive work behaviors and qualities.
      • A chronological résumé emphasizes employers and work experience with each.
      • Use keywords, which are words that specifically relate to the functions of the position for which the employer is hiring.
      • Describe work experience with action-oriented words to show achievement.
    • Education: If currently in school, list the high school or college along with its city and state. If out of school, list education beginning with the most recent diploma or degree earned.
      • Include certifications, special courses, or training programs.
      • Include other educational achievements related to the job.
    • Honors, awards, and publications: List involvement in activities outside of work or school.
      • Employers are especially interested in community-oriented applicants.
      • Include memberships and professional affiliations, such as CTSO membership and memberships of professional or business associations.
    • Special skills: Languages, specific software programs, or technology.
    • References: A reference is a person who can comment on the qualifications, work ethic, personal qualities, and work-related aspects of a person’s character.
      • Provide references only when requested; do not include them on the résumé itself.
  • Publishing a Résumé:
    • Publishing is the process of preparing a document for distribution, making it available to a potential employer.
    • When saving a résumé as an electronic file, use your name and the word résumé as the file name (e.g., ShelleyJonesResume).
    • Multiple ways to publish:
      • Print copy: Traditional way.
      • DOCX file: Enables the creator to repurpose the document.
      • HTML file: Opens in a web browser.
      • PDF file: Prohibits changes to the document.
      • TXT file (scannable résumé): Has typographical elements eliminated.
      • Graphics file: Presents information in a graphically appealing format, such as an infographic résumé, which uses words and visual elements.

19.2 Cover Messages and Job Applications

  • A cover message is a letter or e-mail sent with a résumé to introduce the applicant and summarize their reasons for applying for a job.
    • It is a sales message written to persuade the reader to grant an interview.
    • Provides an opportunity to focus attention on the background, skills, and experiences that match the job description.
    • Sets the tone for the résumé that follows.
  • Parts of a Cover Message:
    • Introduction: State who you are, why you are applying, and how you learned about the position.
    • Body: Demonstrates positive work behaviors and qualities that make you employable.
      • Focuses on positive traits and skills sought by the employer.
      • Does not repeat the facts stated in the résumé.
      • Shows genuine interest.
    • Conclusion: Request an interview, make it easy for the interviewer, state how and when you can be contacted, and state when you will follow up on the request for an interview.
  • Applying for Employment:
    • Before applying, do one final review of the résumé and cover message and prepare a portfolio if requested. A portfolio is a selection of related materials to show your qualifications, skills, and talents to support a career or personal goal.
    • Apply in person or online.
  • Applying in Person:
    • Print the résumé, cover message, and portfolio and hand deliver them to a potential employer.
      • Use high-quality white or off-white paper.
      • Do not fold or staple the documents.
    • Be prepared to complete a job application.
      • Have your personal data handy.
      • Use blue or black ink and your best printing.
  • Applying Online:
    • Write a cover message as an e-mail.
      • Use your last name, the words “application for,” and the title of the position as the subject line.
      • Attach your résumé in PDF or TXT format.
    • May need to complete an online application, upload a résumé, or cut and paste information into a form.

19.3 Job Interviews and the Employment Process

  • A job interview is the employer’s opportunity to review a candidate’s résumé and ask questions.
  • Be Prepared:
    • Anticipate interview questions and practice answers
    • Dress appropriately for the interview.
    • Evaluate the interview afterward.
    • Write a follow-up message.
  • Interview questions assess skills and abilities and explore the applicant’s personality.
    • A mock interview is a practice interview conducted with another person.
  • Questions Likely to Be Asked:
    • What are your strengths?
    • What are your weaknesses?
    • What about this position interests you?
    • What do you plan to be doing five years from now?
    • Why do you want to work for this organization?
  • Hypothetical Questions:
    • Require you to imagine a situation and describe how you would act; avoid fidgeting.
  • You are being put on the spot
  • Behavioral Questions:
    • Draw on previous experiences and decisions.
    • State and federal laws prohibit employers from asking questions on certain topics.
    • Prepare questions to ask the employer, word them carefully, and ask questions appropriate for that stage of the interview process.
  • Questions an Employer Should Not Ask:
    • What is your religion?
    • Are you married?
    • What is your nationality?
    • Are you disabled?
    • Do you have children?
  • Questions to Ask the Employer:
    • What are the specific duties of this position?
    • What is company policy or criteria for employee promotions?
    • Do you have a policy for providing on-the-job training?
    • When do you expect to make your hiring decision?
    • What is the anticipated start date?
  • Dressing for the Interview:
    • Be well-groomed and on time.
    • Consider what is communicated through clothing.
    • Show that you understand the work environment and know the appropriate attire.
      • Dressing conservatively is not likely to be viewed as a disadvantage.
      • Dressing too casually, too trendy, or wearing inappropriate clothing is likely to cost you the job.
  • Evaluating the Interview:
    • Evaluate your performance as soon as possible.
    • List what you feel you did well and what you would do differently next time.
    • Ask yourself:
      • Was I adequately prepared?
      • Was I on time?
      • Did I talk too much or too little?
      • Did I dress appropriately?
      • Which questions could I have handled better?
  • Writing Follow-Up Messages:
    • Immediately after, write a thank-you message to the interviewer.
      • Thank the interviewer for his or her time.
      • Restate important points.
      • Reinforce interest in the job.
    • Send a brief follow-up message if you are not notified that you will or will not be offered the job.
    • When writing an acceptance message, let your natural enthusiasm show.
  • The employment process includes employment verification and employment forms.
  • Employment Verification:
    • A process through which the information provided on an applicant’s résumé is checked to verify that it is correct.
    • A background check is an investigation into personal data about a job applicant.
  • Employment Forms:
    • Form I-9 Employment Eligibility Verification: Verifies identity and authorization to work in the United States.
    • Form W-4 Employee's Withholding Allowance Certificate: Gathers information necessary to withhold taxes from an employee’s paycheck.
    • Form W-2 Wage and Tax Statement: Summarizes all wages and deductions for the year for an individual employee.
    • A variety of benefits forms will be provided by the human resources department.