Semester -II Business Communication

Business Communication

Communication is a process by which two or more persons exchange their

thoughts and ideas among themselves. One can share information, facts, and
thoughts through communication. If the communication is related to business,
then it is a business communication.

Communication is a process by which two or more persons exchange their

thoughts and ideas among themselves. One can share information, facts, and
thoughts through communication. If the communication is related to business,
then it is a business communication.

Characteristics of Good Business Writing

You express your ideas, thoughts, emotions, and facts by communicating. And,
your way of expressing differs from person to person and situation to situation.
Similarly, in the business world, we need to communicate or share our ideas and
problems. The sharing of information between people for profits in any business is
business communication. These people may be within or outside an organization.
In this section, we will learn about business communication. Also, we will know
its characteristics and its features.

Any communication related to law, administration, finance, trade, management

etc. are business communication. A good communication helps in reaching the
target of a business firm. It is a two–way process. It is a continuous process. There
are some elements for making a business communication useful, and clear.

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Elements of Business Communication

It basically consists of six basic elements. They are:

1. Message – Information or point to convey

2. Sender – He/she makes contact or giving information
3. Receiver – The one for which the message is meant for
4. A channel – A medium through which the message is transmitted
5. Symbols – These are the words, actions, and signs used by the sender while
communicating with the receiver
6. Feedback – The last element of business communication. These are basically
the responses of the receiver for the sender

The Objective of Business Communication

There are some purposes of business communication. They are

 All round development of an organization

 Improve mutual understanding
 Providing training

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 Developing plans
 Giving information
 Increasing efficiency
 Explaining the idea or problem
 Conveying the idea or decision
 Encouraging others to take action
 Getting participation in developing a solution to a problem
 Supporting employees
 Giving warnings
 Building trustworthiness

Characteristics of Business Communication

 The business communication must be realistic in nature

 It must avoid the imaginary or useless information for saving time
 Any business communication must have a clear purpose or target. There
should be no doubt in communication.
 The concerned audience must be targeted
 The language used for targeting audience must not be attacking
 It must be a real exchange of information
 One cannot use any metaphor, poetic phrases or creative figures of speech
 It must be clear and brief
 Always use polite and well-mannered words while communicating
 It must be influential
 It must be based on facts and figures
 There must not be any personal opinion
 It must be based on mutual understanding
 One must use the exact format for business writing

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 It is for providing information, advice, instruction, support or conveying a
suggestion
 It can be used to give a warning or valuing good work

Steps for Effective Business Communication

 Remove assumptions
 Listen first and then speak
 Find a good place and time for all to be involved in conversation
 Ask questions
 Pay attention to verbal and nonverbal messages
 Be patient
 https://www.toppr.com/guides/business-correspondence-and-
reporting/introduction-to-basic-writing/characteristics-good-business-
writing/

Emails

Writing Effective Emails

Getting People to Read and Act on Your Messages

Email has long been a core tool for business communications, but a
2013 survey by Sendmail, Inc., found that it has caused tension, confusion, or
other negative consequences for 64 percent of working professionals.
So, how can you avoid your emails doing this? And how can you write emails
that get the results you want? In this article and video, we look at strategies you
can use to ensure that your use of email is clear, effective and successful.

The average office worker receives around 80 emails each day. With that
volume of mail, individual messages can easily get overlooked. Follow these
simple rules to get your emails noticed and acted upon.
1. Don't overcommunicate by email.
2. Make good use of subject lines.
3. Keep messages clear and brief.

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 4. Be polite.
5. Check your tone.
6. Proofread.

1. Don't Overcommunicate by Email

One of the biggest sources of stress at work is the sheer volume of emails that
people receive. So, before you begin writing an email, ask yourself: "Is this
really necessary?"

As part of this, you should use the phone or IM to deal with questions that are
likely to need some back-and-forth discussion. Use our Communications
Planning Tool to identify the channels that are best for different types of
message.
Also, email is not as secure as you might want it to be, particularly as people
may forward emails without thinking to delete the conversation history. So
avoid sharing sensitive or personal information in an email, and don't write
about anything that you, or the subject of your email, wouldn't like to see
plastered on a billboard by your office.

Whenever possible, deliver bad news in person. This helps you to

communicate with empathy, compassion, and understanding, and to make
amends if your message has been taken the wrong way.

2. Make Good Use of Subject Lines

A newspaper headline has two functions: it grabs your attention, and it

summarizes the article, so that you can decide whether to read it or not. The
subject line of your email message should do the same thing.

A blank subject line is more likely to be overlooked or rejected as "spam," so

always use a few well-chosen words to tell the recipient what the email is about.

You may want to include the date in the subject line if your message is one of a
regular series of emails, such as a weekly project report. For a message that
needs a response, you might also want to include a call to action, such as
"Please reply by November 7."

A well-written subject line like the one below delivers the most important
information, without the recipient even having to open the email. This serves as

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a prompt that reminds recipients about your meeting every time they glance at
their inbox.

Bad Example Good Example

Subject: PASS Process Meeting -

Subject: Meeting 10 a.m. February 25, 2014
If you have a very short message to convey, and you can fit the whole thing into
the subject line, use "EOM" (End of Message) to let recipients know that they
don't need to open the email to get all the information that they need.

Example

Subject: Could you please send the February sales report? Thanks!
EOM
(Of course, this is only useful if recipients know what "EOM" means.)

3. Keep Messages Clear and Brief

Emails, like traditional business letters, need to be clear and concise. Keep your
sentences short and to the point. The body of the email should be direct and
informative, and it should contain all pertinent information. See our article
on writing skills for guidance on communicating clearly in writing.
Unlike traditional letters, however, it costs no more to send several emails than
it does to send just one. So, if you need to communicate with someone about a
number of different topics, consider writing a separate email for each one. This
makes your message clearer, and it allows your correspondent to reply to one
topic at a time.

Bad Example Good Example

Subject: Revisions For Sales Report Subject: Revisions For Sales Report

Hi Jackie, Hi Jackie,

Thanks for sending that report last Thanks for sending that report last
week. I read it yesterday, and I feel week. I read it yesterday, and I feel

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 Bad Example Good Example

that Chapter 2 needs more specific

information about our sales figures.
I also felt that the tone could be that Chapter 2 needs more specific
more formal. information about our sales figures.
Also, I wanted to let you know that I also felt that the tone could be
I've scheduled a meeting with the more formal.
PR department for this Friday
regarding the new ad campaign. It's Could you amend it with these
at 11:00 a.m. and will be in the comments in mind?
small conference room.
Thanks for your hard work on this!
Please let me know if you can make
that time. Monica

Thanks! (Monica then follows this up with a

separate email about the PR
Monica department meeting.)

It's important to find balance here. You don't want to bombard someone with
emails, and it makes sense to combine several, related, points into one email.
When this happens, keep things simple with numbered paragraphs or bullet
points, and consider "chunking" information into small, well-organized units
to make it easier to digest.
Notice, too, that in the good example above, Monica specified what she wanted
Jackie to do (in this case, amend the report). If you make it easy for people to
see what you want, there's a better chance that they will give you this.

4. Be Polite

People often think that emails can be less formal than traditional letters. But the
messages you send are a reflection of your own professionalism , values, and
attention to detail, so a certain level of formality is needed.
Unless you're on good terms with someone, avoid informal language,
slang, jargon , and inappropriate abbreviations. Emoticons can be useful for
clarifying your intent, but it's best to use them only with people you know well.
Close your message with "Regards," "Yours sincerely," or "All the best,"
depending on the situation.

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Recipients may decide to print emails and share them with others, so always be
polite.

5. Check the Tone

When we meet people face-to-face, we use the other person's body language ,
vocal tone, and facial expressions to assess how they feel. Email robs us of this
information, and this means that we can't tell when people have misunderstood
our messages.
Your choice of words, sentence length, punctuation, and capitalization can
easily be misinterpreted without visual and auditory cues. In the first example
below, Emma might think that Harry is frustrated or angry, but, in reality, he
feels fine.

Bad Example Good Example

Hi Emma,

Thanks for all your hard work on

that report. Could you please get
Emma, your version over to me by 5 p.m.,
so I don't miss my deadline?
I need your report by 5 p.m. today
or I'll miss my deadline. Thanks so much!

Harry Harry

Think about how your email "feels" emotionally. If your intentions or emotions
could be misunderstood, find a less ambiguous way to phrase your words.

6. Proofreading

Finally, before you hit "send," take a moment to review your email for spelling,
grammar, and punctuation mistakes. Your email messages are as much a part of
your professional image as the clothes you wear, so it looks bad to send out a
message that contains typos.

As you proofread, pay careful attention to the length of your email. People are
more likely to read short, concise emails than long, rambling ones, so make sure
that your emails are as short as possible, without excluding necessary
information.
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Our article on writing skills has tips and strategies that you can use when
proofreading your emails.
Key Points
Most of us spend a significant portion of our day reading and composing emails.
But the messages we send can be confusing to others.

To write effective emails, first ask yourself if you should be using email at all.
Sometimes, it might be better to pick up the phone.

Make your emails concise and to the point. Only send them to the people who
really need to see them and be clear about what you would like the recipient to
do next.

Remember that your emails are a reflection of your professionalism, values, and
attention to detail. Try to imagine how others might interpret the tone of your
message. Be polite, and always proofread what you have written before you
click "send."

Memorandums

LEARNING OBJECTIVES

By the end of this section, you will be able to:

 Discuss the purpose and format of a memo.
 Understand effective strategies for business memos.

Memos

A memo (or memorandum, meaning “reminder”) is normally used for

communicating policies, procedures, or related official business within an
organization. It is often written from a one-to-all perspective (like mass
communication), broadcasting a message to an audience, rather than a one-on-
one, interpersonal communication. It may also be used to update a team on
activities for a given project, or to inform a specific group within a company of
an event, action, or observance.

Memo Purpose

A memo’s purpose is often to inform, but it occasionally includes an element of

persuasion or a call to action. All organizations have informal and formal
communication networks. The unofficial, informal communication network

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within an organization is often called the grapevine, and it is often characterized
by rumor, gossip, and innuendo. On the grapevine, one person may hear that
someone else is going to be laid off and start passing the news around. Rumors
change and transform as they are passed from person to person, and before you
know it, the word is that they are shutting down your entire department.

One effective way to address informal, unofficial speculation is to spell out

clearly for all employees what is going on with a particular issue. If budget cuts
are a concern, then it may be wise to send a memo explaining the changes that
are imminent. If a company wants employees to take action, they may also issue
a memorandum. For example, on February 13, 2009, upper management at the
Panasonic Corporation issued a declaration that all employees should buy at
least $1,600 worth of Panasonic products. The company president noted that if
everyone supported the company with purchases, it would benefit all (Lewis,
2009).

While memos do not normally include a call to action that requires personal
spending, they often represent the business or organization’s interests. They
may also include statements that align business and employee interest, and
underscore common ground and benefit.

Memo Format

A memo has a header that clearly indicates who sent it and who the intended
recipients are. Pay particular attention to the title of the individual(s) in this
section. Date and subject lines are also present, followed by a message that
contains a declaration, a discussion, and a summary.

In a standard writing format, we might expect to see an introduction, a body,

and a conclusion. All these are present in a memo, and each part has a clear
purpose. The declaration in the opening uses a declarative sentence to announce
the main topic. The discussion elaborates or lists major points associated with
the topic, and the conclusion serves as a summary.

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Five Tips for Effective Business Memos

Audience Orientation

Always consider the audience and their needs when preparing a memo. An
acronym or abbreviation that is known to management may not be known by all
the employees of the organization, and if the memo is to be posted and
distributed within the organization, the goal is clear and concise communication
at all levels with no ambiguity.

Professional, Formal Tone

Memos are often announcements, and the person sending the memo speaks for a
part or all of the organization. While it may contain a request for feedback, the
announcement itself is linear, from the organization to the employees. The

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memo may have legal standing as it often reflects policies or procedures, and
may reference an existing or new policy in the employee manual, for example.

Subject Emphasis

The subject is normally declared in the subject line and should be clear and
concise. If the memo is announcing the observance of a holiday, for example,
the specific holiday should be named in the subject line—for example, use
“Thanksgiving weekend schedule” rather than “holiday observance.”

Direct Format

Some written business communication allows for a choice between direct and
indirect formats, but memorandums are always direct. The purpose is clearly
announced.

Objectivity

Memos are a place for just the facts, and should have an objective tone without
personal bias, preference, or interest on display. Avoid subjectivity.

KEY TAKEAWAY

Memos are brief business documents usually used internally to inform or

persuade employees concerning business decisions on policy, procedure, or
actions.
EXERCISES

1. Find a memo from your work or business or borrow one from someone you
know. Share it with your classmates, observing confidentiality by blocking out
identifying details such as the name of the sender, recipient, and company.
Compare and contrast.
2. Write a memo informing your class that an upcoming holiday will be
observed. Post and share with classmates.

Business Letters
Business Letter Formats: How to Write a Business Letter that Gets Results

Formatting Business Letters

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Communicating these days is about sending an email, typing out a text message
or connecting through social media. Composing an actual written business
letter, and making sure the business letter format is correct, can seem
antiquated, and yet it remains more vital than ever for small business owners.

Whether you need to write a cover letter to persuade someone to read a report,
introduce yourself to a potential customer or express thanks, a well-crafted
business letter can stand out. Written letters remain an important—and perhaps
even crucial—part of every small business owner’s communications strategy.

Various studies have suggested that paper-based communications may be more

memorable and enriching than those shown on screens, such as email. As
American office workers get an average of 121 emails per day, a letter is also
likely to stand out when it’s delivered via your mailbox rather than your inbox.
(Some experts, including business etiquette expert Jacqueline Whitmore, also
contend that handwritten letters for business purposes are even more impactful
than typed letters.)

An actual business letter shows commitment because the author cared enough
about the matter at hand to sit down and put ink to paper. Letters demonstrate a
level of professionalism and class. They also provide a written record of what
has transpired that both parties can file away. Sometimes, the events that letters
mark are momentous enough for a company that they become treasured
mementos.

While business letters still matter, they can damage your professional reputation
if they are full of spelling and grammatical errors. A business letter that isn’t
properly formatted can also suggest that the writer is inexperienced,
unprofessional or not detail-oriented — all first (or second) impressions that
business owners don’t want to make.

It is important, then, for every small business owner to know how to construct
and format a professional-looking business letter properly. The types of
business letter formats can include cover letters, thank you letters, complaint
letters, adjustment letters and more depending on the business situation.

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Types of Business Letter Formats

Common types of business letters include:

 Cover letters. Sent with a package, report or other item, the purpose of a
cover letter is to describe what is enclosed and provide a description of
what the receiver should do with it.
 Thank you letters. These can be great for networking and relationship
building. Don’t just write a, “Thanks for,” and leave it at that. Provide
more details about what they did and how it helped you, and then close
with a second expression of thankfulness.
 Complaint letters. The key to these types of letters is to demonstrate
that you are displeased without being over-the-top angry. Suggest how
the receiver of the letter might correct the situation.
 Adjustment letters. This is a response to a complaint letter. The point is
to be humble in the response and to offer potential solutions. You want
to avoid burning bridges and instead use your response as a
relationship-building tool.
 Bad news letters. The key with bad news letters is to soften the blow.
Being direct is valued in business writing. But when writing bad news
letters, it’s best to remind the receiver about what actually works in
your business relationship before breaking the bad news to him or her.
 Acknowledgment letters. They are meant to acknowledge that you
received an item from someone, or that you are aware of a fact or error
they pointed out. Let the receiver know when you received the package
or information, and then thank them for it.
 Memos Often used to spread important news and directives inside a
company, the point with memos is to be fast and to the point with your
communications.
 Congratulatory letters. The point with these types of letters is to stay
on point and avoid sounding over-the-top or mocking. Describe what
motivated you to send a congratulations and the positive feedback that
you have already heard. Keep the letter concise.
 Response letters. This is about explaining or listing off how a request
was fulfilled.
 Letter of request. They key with these types of letters is to ask for help
without grovelling or being overly emotional. Take a hard look at the
adjectives you’re using in the letter.
 Sales letters. These letters require a strong call to action or hook at the
beginning so that the receiver continues to read and discovers the
benefits of whatever you are selling. Make sure to provide information
so that they can easily respond.

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  Resignation letters. This is about giving notice that you are leaving a
position, providing a last day of employment, and explaining what is
causing you to leave.

Here are the basics you need to know when it comes to writing a business letter:
Business Letters Format Examples

So let’s say Tanya Smith, CEO of Acme Corp. in Minneapolis, wants to send a
letter to NewTech of San Jose, California, to request a free consultation about
NewTech’s cloud-based sales management software. What does Smith need to
have in her letter? How should her business letter be formatted?

Parts of a Business Letter

Most experts agree that a business letter should have at least the following
seven parts in a business letter:

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 1. Sender’s address. You don’t want the recipient to have to look up your
address in order to write a response. A phone number and email address
can be included as well.
2. Date. It should be immediately apparent when the letter was written.
That way, the recipient can more easily be reminded of when and why
the letter was written especially if it revolved around a particular event
or business situation.
3. Recipient’s address. You don’t want your assistant to have to look up
the address to send the letter (or you don’t want to have to look up the
address again yourself).
4. Salutation. A “To whom it may concern” is a surefire way to get your
letter lining a wastepaper basket. It’s important to have a name in the
recipient’s address and salutation, even if you have to call up the
company or do some searching on LinkedIn to find out who the letter
should go to.
5. Body. It’s generally wise to stay professional and get to the point. As
with any communications, being clear and concise tends to reflect best
on the writer.
6. Closing/signature. The signature gives a personal touch to the letter,
shows exactly who it’s from and that you approve the contents of the
letter.
7. Enclosures. It’s important to have a list of any additional
items enclosed with the business letter, in case the recipient misplaces
them.

Spacing and Font Formats

Presentation is also important when it comes to conveying professionalism in a

business letter. The rule of thumb here is that utility and readability trump
individuality. You’re not sending a letter to an old college friend—you’re doing
business. Here are the spacing and font rules that one generally sees in a
business letter:

Alignment. All proper business letters should be left-aligned. The common

wisdom over the decades is that such alignment is best for readability.

Spacing. Letters should be single-spaced between sentences in order to

maximize space on the page. Include four line breaks between the letter’s

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closing sentence or paragraph and your printed name to leave space for your
signature.

Font. The standard font style is Times New Roman, size 12, though other
commonly used fonts such as Arial and Helvetica are acceptable. Readability is
crucial when it comes to fonts, so avoid getting creative and using hard-to-read
gothic or cursive fonts. If your letter’s body is running out of space on a single
page, it’s better to cut it down than reduce font size.

Margins. Most experts agree that 1″ margins are the best because they
maximize space, though you may have to make room for letterhead if you’re
using it. (Read more about letterhead below.)
Block Form and Indented Form Formats

To indent or not to indent? That is the question. This is really a matter of how
formal you want the letter to look. For example, you might want a block format
to convey formality if you’re complaining about something, but a semi-block
might communicate a nice, “formal light” look in a thank you letter, especially
if it’s someone you already know.

The three styles generally used are block, modified block and semi-block. Let’s
go back to our example of Smith writing Wilde. Here’s how her letter would
look in each of the three formats: block formatting, modified block formatting,
and semi-block formatting.

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Block Formatting

Ms. Tanya Smith, CEO

Acme Corp.
12345 Acme Ave.
Minneapolis, MN 55410
(612) 555-2368

June 1, 2018

Mr. Oscar Wilde, VP of Sales

NewTech
9876 NewTech Way
San Jose, CA 95113

Dear Mr. Wilde:

I would like a free consultation about NewTech’s cloud-based sales

management software. Acme Corp. is a fast-growing manufacturer (20% annual
revenue growth over the past five years). We want to continue to grow, and
NewTech’s software seems like a product that might take our sales team to the
next level. I want to explore with you whether NewTech software is a good fit
for Acme.

I look forward to speaking with you at your earliest convenience.

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Sincerely,

Tanya Smith, CEO

Enclosures: Acme Corp. brochure

Note that this is a more formal type of business letter: no indentations and
everything is on the left. If you’re questioning how formal the letter should
appear, it’s probably best to play it safe and go with a block format.

Modified Block Formatting

Ms. Tanya Smith, CEO

Acme Corp.
12345 Acme Ave.
Minneapolis, MN 55410
(612) 555-2368
June 1, 2018

Mr. Oscar Wilde, VP of Sales

NewTech
9876 NewTech Way
San Jose, CA 95113

Dear Mr. Wilde:

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I would like a free consultation about NewTech’s cloud-based sales
management software. Acme Corp. is a fast-growing manufacturer (20% annual
revenue growth over the past five years). We want to continue to grow, and
NewTech’s software seems like a product that might take our sales team to the
next level. I want to explore with you whether NewTech software is a good fit
for Acme.

I look forward to speaking with you at your earliest convenience.

Sincerely,

Tanya Smith, CEO

Enclosures: Acme Corp. brochure

Note that there are still no indentations, but everything doesn’t line up on the
left. It’s just a bit less formal. Smith might be wiser to stick with the block
format in this case, but she might switch to modified block once she has a
working relationship with Wilde.

Semi-block Formatting

Ms. Tanya Smith, CEO

Acme Corp.
12345 Acme Ave.
Minneapolis, MN 55410

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(612) 555-2368
June 1, 2018
Mr. Oscar Wilde, VP of Sales
NewTech
9876 NewTech Way
San Jose, CA 95113

Dear Mr. Wilde:

I would like a free consultation about NewTech’s cloud-based sales

management software. Acme Corp. is a fast-growing manufacturer (20% annual
revenue growth over the past five years). We want to continue to grow, and
NewTech’s software seems like a product that might take our sales team to the
next level. I want to explore with you whether NewTech software is a good fit
for Acme.

I look forward to speaking with you at your earliest convenience.

Sincerely,

Tanya Smith, CEO

Enclosures: Acme Corp. brochure

Note that this is pretty much a block format, but the paragraphs have
indentations. If you’re debating whether to use block or modified block format
(or simply hate looking at paragraphs without indentations), semi-block is a
nice compromise.
The Tone for Business Letter Formatting

Beyond the format, the tone of the letter can be critical if it is to accomplish
your business goals, or at least ensure that you are taken seriously. Here are
some important tips when it comes to setting the appropriate tone in the letter:

 Do not come across as arrogant, or boastful.

 Make your tone conversational, yet professional.
 It’s generally a good idea to get to the point as quickly as possible. As
Benjamin Franklin liked to say, “Time is money.”

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  When writing complaint letters use a formal tone to express displeasure,
but the tone should not be overtly angry. “We were initially excited to
subscribe to your sales management software, but were disappointed to
discover that…” Briefly describe the problem and then explain how
you would ideally like to have it resolved.
 When writing letters that contain bad news, maintain the concise and
professional tone of a business letter, but also be sensitive to the
reader’s feelings. You don’t want to burn your bridges. This is one case
where you do not want to quickly get to the point. You want to buffer
the blow: “We were glad to learn of your company’s interest in our
company’s sales management software.” It’s important to be earnest
and try to get the recipient to see your point of view: “We, too, are a
fast-growing company, so we unfortunately do not have the resources
yet to provide a free consultation to every prospective customer.” Close
with goodwill, as well as a potential solution. “I’m sorry we don’t have
free consultations, but we very much want to start a business
relationship with you. I’m enclosing brochures about ways our software
might meet your company’s needs. I’m happy to discuss more over the
phone, as well as arrange a free trial of our software.”
 When writing a memo, be sure to use an extremely crisp, to the point,
business-like tone. Memos are often internal company communications,
so it makes sense not to waste employees’ time with niceties. “Our
newest software product brochures are set to go to the printers. Please
place your orders within the next 10 days based on your anticipated
needs.”
Word Choice and Grammar

Word choice can make or break the effectiveness of a business letter. Seek
directness in your language, avoiding words such as “try,” “just,” “probably,”
and “maybe.” Keep your language simple, avoiding the obscure words or jargon
that people sometimes fall back on when they’re trying to sound more
intelligent than they are.

Wondering if a word properly conveys the meaning you’re intending? Try

dictionary and thesaurus searches online. In cases where the letter is especially
important, it also helps to have someone else edit and read the letter to provide
feedback.

At all costs, avoid grammatical mistakes. They suggest you lack attention to
detail and professionalism.

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Also, use verbs that have an active versus a passive voice. Active voice shows
that you are in charge and responsible for your actions. (Example: “We will
install your software by Sept. 1.” Not… “Your software will be installed by
Sept. 1.”)

Signature Formats

When it comes to the signature, it’s important to avoid stamps and

computerized signatures. A handwritten signature is a sign that you endorse the
message of the letter. Beneath the transcribed signature, you should type your
name and title to avoid confusion from your handwriting. If representing a
company, the company’s name should be written in caps. Also remember to
include four spaces between the complimentary closing and the typed name, in
order to provide enough space for the signature.

Email Business Letter Formats

A written business letter can truly make a difference because it conveys that
whoever sent the letter is serious. It’s easy to quickly dash off an email to
someone and press “send,” but a written letter takes time. You need to truly
think about what you’re writing, double-check to make sure there aren’t any
silly mistakes, and then get the letter into an envelope and sent to its destination.

Sometimes, though, time is so important that you simply need to send an email.
Even in that case, though, using a block format might add some formality to it.

Common Mistakes and Errors

Avoid routine mistakes in your business letter because they suggest sloppiness.
Run the text through Grammarly to double-check for grammar issues, typos,
duplicated words, punctuation mistakes and other problems. Make sure to also

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do a spell check while you’re at it. Any proper names you’re using in the letter
— do a Google search to double check that you’re spelling them correctly.

Letterhead Formats

You might also consider using letterhead for your company’s business letters
because it offers a professional appearance and is also informative. Having
stationery with letterhead is kind of like having a company website: It indicates
that your business is legit.

The letterhead should display the company’s mailing address, phone number
and any other contact information. If using letterhead, you will need to
remember to adjust the margins and formatting accordingly.

Writing business letters is a fundamental skill for any business owner and your
professional life in general. A well-written letter shows that you mean business
because you took the care and time to write, format, print and mail it. If a
business gets a written complaint in the mail, odds are that the author is not
going to let the matter drop. Similarly, a written thank you letter is much more
powerful and effective than thanks conveyed via email.

A business letter, however, loses its power if its formatting is unprofessional, if

it sets the wrong tone, if it’s poorly written, or if it includes grammar and
spelling mistakes. So it’s important to learn how to do them right.

Resume Writing

What is a resume, and why do you need one when you are job searching? A
resume is a written compilation of your education, work experience, credentials,
and accomplishments. Most professional positions require applicants to submit
a resume and cover letter as part of the application process.

In many cases, your resume is the first document a hiring manager will look at
when reviewing your application, and therefore is a true “first impression.”
Accordingly, it’s important to put time and effort into developing and
maintaining an updated, accurate resume.

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Whether you are writing your first resume, or you haven’t updated yours in a
while and it needs refreshing, here is a step-by-step guide to writing a resume
that will help you get the job you want.

Review the Purpose of a Resume

Think of a resume as “self-advertisement” that sums up your experience on one

page. Your resume is one of the most important pieces of your job application.
It gives the hiring manager an overview of the qualifications you have for the
job for which you’re applying.

You should also familiarize yourself with the difference between a resume and a
cover letter:

 A resume is typically sent with a cover letter, which is a document that

provides additional information on your skills and experience in letter
form.
 A resume is a concise, often bulleted summary, while a cover letter
highlights and expands on certain traits or accomplishments that would
be unique or ideal assets for the particular job.

Start by Doing a Brain Dump of Your Experience

An effective resume lays out a summary of qualifications that will push the
hiring manager or employer to move forward and invite you to interview for the
position.

As well as details on skills, education, and work history, resumes can also have
optional sections, such as an objective, summary statement, skills, or career
highlights. Those sections can be added after you’ve compiled all the factual
information you need to list on your resume.

For many people, it can be helpful to sit down with a pen and paper, or a blank
Word document, and jot down their work history from start to finish. Of course,
if you have been in the workforce for many years, this is not going to be time-
efficient, so you may choose to focus on your most prominent and relevant
positions.

Make a List of Your Work Experience

No matter your approach, your goal will be to produce a chronological list of

experience that is relevant to the jobs you’re applying to. Although this should
focus on professional work experience, you can also include awards or
accolades, volunteer or community experience, post-grad coursework,

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and skills, as well as your college education, which can move to the bottom of
your resume once you get your first job after college.

When you’re working on your brain dump, make sure to include the name of
the company, its location, dates of employment, and several bullet points
describing your role and responsibilities for each position you list. Although
you may need to expand on the bullet points later on, you’ll need this
information at the minimum.

Focus on Your Achievements

When writing the descriptions for the jobs you’ve held, focus on what you
accomplished in each position rather than what you did. Listing quantifiable
achievements in a numerical manner (increased sales 20%, reduced expenses by
10%, for example) will help your resume stand out.

Be sure to match those accomplishments to the criteria the employer is seeking

in the job posting.

If it’s challenging (and it can be!) to write resume descriptions that will catch
the attention of the hiring manager, review these tips for how to make your
resume employment history sound better – and get you picked for an interview.

What to Leave Off Your Resume

There are some things that don’t belong on a resume for a job. What you
exclude is just as important as what you include. Ideally, your resume should
reflect experience that is relevant to the job you are applying to, and typically
no more than ten to fifteen years in the past. Since your resume should, if
possible, be no longer than one or two pages, you may need to nix certain items.

For example, if you took a job and only stayed there for a month or so, you
wouldn’t want to include that position. If you’ve been out of college for more
than five years, it’s generally best to remove any internships you’ve had,
assuming you have other professional work experience to fill the gap.

However, this is a case where you’ll want to use your common sense. If you
went to college for marketing and had a marketing internship your senior year,
then worked as a server for the next several years, you would want to include
your marketing internship.

Ultimately, you want to try to strike a balance between including experience

that is both timely and relevant.

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Choose a Resume Style

There are several basic types of resumes used to apply for job openings. Before
you spend time writing up all the details around each position you’ve had, you
should decide what style of resume to use, as that can affect how you describe,
organize, and list your experience, education, skills, qualifications, and other
credentials for employment.

Your options include:

 Chronological - The most common resume type, in which you list your
work experience in reverse chronological order, from the most to the least
recent.
 Functional – A functional resume focuses on your skills and abilities
rather than your work history.

 Combination – This type of resume lists your skills and experience before
your employment history.

Which Resume Type is Right for You?

Which resume type should you use for your job search? That depends on what
you're trying to accomplish. The goal of any resume is to show a hiring manager
the applicant's strengths, skills, and experience in as short a time as possible.
According to one study, recruiters spend as little as six seconds reviewing a
resume before moving on to the next, so it's in your best interests to put your
finest qualities and accomplishments in a prominent position on the page.

In addition, functional or combination resumes may also be useful if you're

trying to draw the reader's attention away from something – namely, large gaps
in your work history or detours into unrelated fields.

Start Compiling Your Resume

Once you’ve decided on a resume type, it’s time to start writing your resume.
You don’t have to start from scratch. First, review examples of the resume
type you’ve selected. Then, choose a template which you can copy and paste
into a document, and then fill in with your own work history.

Regardless of the type of resume you choose, aim to tailor your resume to the
job you are applying to. While it's perfectly acceptable to use a resume

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template, which you adapt to fit each job description, it's a bad idea to send the
same exact resume to multiple openings, even within the same field.

Your goal should be to write your resume with both robots and humans in mind.
Many organizations use Applicant Tracking Systems to sort and vet resumes,
before hiring managers ever take a look at them. This means that you could
have the best experience and qualifications in a whole field of candidates, and a
pretty decent resume besides, but your information will fall through the cracks
if your resume doesn't contain the right keywords. Good keywords will refer not
only to your experience but to the job description in the posting as well.

Format Your Resume

Once you have written and organized your information according to the type of
resume you have chosen, be sure to format it according to typical professional
standards. You should use consistent spacing throughout, and evenly sized
margins on all sides if possible. It’s generally best to stick to your word
processor’s default settings, but in some cases, if you shrink the margins on the
left, right, top and bottom, this can help buy more space to fit your resume on
one page.

Although visual or infographic resumes have become trendy in some industries,

it is always a safe bet to stick with traditional formatting: white page, black text,
readable font. Choose a basic font such as Arial, Times New Roman, Calibri,
Helvetica, or Georgia. Ideally, your font size should be no larger than 12 and no
smaller than 10.5.

Even if you are only sending in copies digitally, it is a good idea to print your
resume (as it’s possible that hiring managers may be doing so) to be sure it
prints on a single page and is easy to read in printed form. Reading over a
printed copy of your resume will also help you ensure that there is plenty of
white space on the page and it looks professional.

Proofread, Proofread, and Proofread Again

Not even professional proof-readers can easily proofread their own work. Once
you've made a typo, it's hard to catch it yourself. For that reason, it's a good idea
to have one or two trusted friends take a look at your resume before you send it
in for consideration. Use this resume proofreading checklist first, then ask
someone else to give it a final review to be sure it’s perfect before you click
send or upload to apply for a job.

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Think of Your Resume as a Living Document

In the short term, you should tweak your resume based on each job you apply
to. For example, if one position you’re applying to seems to weigh a certain
responsibility or focus over another, you should be sure your resume conveys
your expertise in this area.

At the same time, you should be updating your resume with your experience as
it develops, adding any new skills you’ve learned, courses you’ve taken or
awards you won.

It is much easier to update your resume periodically than all at once, so even
when you’re employed, set a reminder to refresh your resume every three
months, while the information is still fresh in your head. This will make your
next job search much easier, should you decide to switch companies or careers
in the future.

Tips for Creating an Interview-Winning Resume

Creating a resume can be challenging when you start thinking about all the
information you need to share with prospective employers. Your employment
history, educational background, skills, and qualifications need to be presented
in a way that will help you get selected for a job interview. Rather than a simple
list of the jobs you have held, it’s important to include information specific to
the positions for which you're applying.

What’s the easiest way to write a resume? If you look at resume building as a
step-by-step process, it will be easier to do and much less overwhelming. Once
you’ve created your first resume or refreshed your old one, you can
simply tweak it to match it up with a job when you’re applying for an open
position.

Read on for how to build a resume, the components required in an interview-

winning resume, examples of what to include in each section, how to format
your resume, options for saving your document, and tips for writing a resume
that will catch the attention of hiring managers.

Before You Begin Creating Your Resume

Choose a Word Processor

Before you start to work on your resume, you’ll need a word processor. If you
don’t have word processing software installed on your computer, here are free
online word processors, like Google Docs, you can use. One of the benefits of

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working online is that you can update, send, and share your resume from any
computer or device you’re using. That makes the application process much
simpler because you’ll be able to easily apply for jobs from anywhere
that may be convenient for you.

Plan the Framework of Your Resume

Next, consider the basic framework of your resume. More isn’t necessarily
better, so aim for conciseness over length. Employers are looking for a synopsis
of your credentials; not everything you have done in your career. In many cases,
a one-page resume is sufficient. If you have extensive experience, longer may
be necessary.

In general, shorter is better, with a few bullet points for each job, brief
sentences, descriptions that are action and accomplishment oriented, and plenty
of white space on the page.

Your goal is to wow the hiring manager and present a document that promotes
you as an ideal candidate for the position. Review these tips for building a
resume that will help you get job interviews.

Compile Your Personal and Employment Information

Collect all the information you need to include before you start writing your
resume. It’s much easier to write, edit, and format a document when you have
all the details you need in front of you.

Before you get started, make a list of the contact information you want to use,
all your jobs, your education, training, certifications, skills, and other
credentials.

Write Your Resume

When you have compiled all the information you need, it should be listed in the
following order. Don’t worry about fonts and formatting your document yet.
Just get everything you want to include on the page. It will be easier to edit
when you can see the full picture of your candidacy.

Once you have everything down on paper, you will be able to adjust the font
size and type, spacing, and add formatting options to your resume.

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What to List in Each Section

Resume Heading
Full Name (Jane M. Applicant or Jane Applicant)
Street Address (options for listing your address)
City, State, Zip
Email Address (don’t use your work email)
Telephone Number (make sure you have a professional voicemail message for
missed calls)

Profile
Adding a profile or an objective to your resume gives the employer a brief
overview of your qualifications. This is an optional component of a resume. If
you include it, focus on what prospective employers are seeking rather than
what you want in your next job. Hiring managers want to know what you have
to offer.

Summary of Qualifications
A summary of qualifications is another optional section of a resume. It’s a
statement that includes your skills, abilities, experience, and what qualifies you
for the position.

Experience
Your work history is the most important component of your resume. Employers
will want to know where you have worked, when you worked there, and what
responsibilities you held in each role that you had. They will be looking to see
how your experience lines up with what they are looking for in prospective
employees.

 List the jobs and internships you have held in reverse chronological order,
with the most recent positions first.
 For each position, include: job title, company, location, dates of
employment, and a bulleted list of the strongest accomplishments for
each job.
 Verb tense should be present tense for your current job if you are
employed, and past tense for prior employment.

If you’re not sure of employment dates, here’s how to recreate your

employment history. It’s important to be accurate because employers
do conduct background checks.

Volunteer Work
If you have volunteer experience that’s related to the jobs you’re applying for,
or if you have volunteered to avoid an employment gap, list volunteering as you
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would the jobs you have held. Review these tips for including volunteer work
on your resume.

Education
The education section generally comes next. You need only to list degrees
earned, with the highest first, if you have been out of school for a few years.

If you’re a student or recent graduate, the education section of your resume can
be listed above your employment history. If you have work experience, list it
below that section. Education should be listed in reverse chronological order,
with the most recent and advanced education first. Include the name of the
school, the degree earned, and the date you graduated.

Whether you include your GPA on your resume depends on how long ago you
graduated and how high your GPA is. Here’s information on when to list your
GPA on your resume.

Certifications
The next section of your resume includes any certifications you have.

Awards and Accomplishments

Don’t be shy about mentioning awards and achievements you have earned.
They show the employer that you are a well-credentialed candidate who has
been recognized for your accomplishments.

Skills
This section of a resume includes the skills you have that are directly related to
the job for which you’re applying. Employers typically list required or preferred
skills in the job listings when itemizing the qualifications for the position. List
your most closely related abilities here, using a bulleted list format.

Personal Interests
If you have personal interests that are strongly related to the position you’re
applying for, list them here. This can be helpful if you’re applying for jobs
where you don’t have a lot of related work experience, but you do have
expertise achieved in other ways.

Choose a Resume Layout

There are three basic types of resume formats you can use. The format you
select will depend on your employment history and credentials.

 Chronological: This is the most frequently used and presents your work
history starting with the most recent job first.

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  Functional: If you have a spotty work history, you may want to use a
functional resume that focuses on your skills and experience.
 Combination: This resume layout includes both your skills and your
chronological work history.

The chronological format is the most common one.

If you choose a functional or combination resume, tailor the information you
include accordingly. With a functional resume, you’ll highlight your job
qualifications. With a combination resume, your skills will be listed first,
followed by your employment history.

Format Your Resume Text

When you’re choosing fonts for your resume, simple works best. The exception
to that rule will be if you’re applying for a design-related position where your
resume can showcase your design skills.

Choose a Font: A basic font like Arial, Calibri, Times New Roman, or Verdana
is a good choice because your resume needs to be easy for a hiring manager to
read. Consistency is also important. Use the same font throughout your resume
and in your cover letter.

Font Size and Type: The font style and size can vary. For example, you can
use a larger font for your name and section headings. Use bold and italics to
highlight the details of your education and employment history.

Lists vs. Paragraphs: A job description that includes a bulleted list of

achievements is easier to read than a paragraph. Each sentence should provide a
brief synopsis of your strongest accomplishments in the position.

Tip: How to Write Job Descriptions for Your Resume

Review an Example of Resume Formatting

In the following example, the applicant’s name and the heading of each
component of the resume are a larger font and bold. The job responsibilities are
listed, and italics are used to highlight details of employment and education and
differentiate the candidate’s computer skills.

Jane M. Applicant

31 Main Street Anytown, US 11213

janeapplicant@gmail.com | 555-321-4444

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Experience

Ambleside International, Database Manager

January 20XX - Present

Oversee the design, development, maintenance, and management of Ambleside

proprietary databases.

 Design and manage corporate financial, networking, and operations

databases.
 Test databases and software programs, correct errors, and make
modifications and updates.
 Perform regular database and software life-cycle maintenance to ensure
the highest level of system performance and compliance with business
requirements.
 Implement major database and software upgrades with 0
percent downtime.
 Ensure integrity, security, and availability compliance and scalability.
 Organize, format, and manage data for efficient query and storage
processes.

Education

XYZ Institute of Technology, City, State

Bachelor of Science, Information Technology

Certifications

 Microsoft Certified Database Administrator

 Oracle Certified Professional

Technical Skills

Languages: SQL, Java, .Net, C++ Operating Systems: Windows, Unix, Linux,
iOS Database Systems: MS SQL Server, PostgreSQL, MySQL, Oracle, Ingres

Save the Document

Select a file name for your resume that includes your own name when saving
your resume: janeapplicantresume.doc, for example. It will be easier for the
hiring manager to track your application materials.

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Be prepared to save it in a variety of formats, like Microsoft Word, Google
Docs, or PDF, for example, so that you can respond to employer requests for a
specific type of document.

Tip: How to Select a File Format for Your Resume

Proofread and Print the Final Version

Before your resume is finalized, it’s important to carefully proofread it. Then
print a copy to make sure what’s on the printed page lines up with what’s on
your computer.

Once it’s set, print extra copies to bring to interviews with you. If you don’t
have a printer you can use, check with your local library or an office supply
store to see if you can access a printer there.

Target Your Resume for Each Job You Apply For

Even though your resume is done, there’s one more quick step that will help
your resume get selected by the applicant tracking systems that companies use
to screen resumes and the hiring managers who read the applications that are
selected.

Incorporate the qualifications from the job listing into your resume job
descriptions, skills, summary, and objective or profile. It only takes a few
minutes, but using the same words and terms the employer uses will help ensure
you’re a strong match for the job.

Keep Your Resume Current

Once you've got your resume finished, plan to update it regularly. It will be
easier to keep it current if you keep track of your accomplishments, rather than
having to make a major update all at once.

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