Chapter 17 & 18

Chapter 17- Workplace Letters

Letters are more appropriate in situations like these:

• to give a more personal feel
• to act like a representative of your company
• to respond to clients, customers
• to provide an official notice

Elements of usable letters

• Standard parts of letters
• heading and date
• inside address
• salutation
• body text
• complimentary closing
• signature
• Specialized parts of letters
• attention line (can replace salutation)
• subject line
• typist's initials
• enclosure notation
• distribution notation
• postscript
• Design features
• letter format
• word-processing templates
• quality stationary
• uniform margins and spacing
• headers for subsequent pages
• the envelope

Interpersonal considerations in workplace letters

• focus on the readers interest
• use plain English
• focus on the human connection
• anticipate the recipient's reaction
• decide on a direct or indirect organizing patter

Conveying bad news:

• don't procrastinate
• never just blurt it out
• give clear and honest explanation
• apologize if need be
• use passive voice
• don't use you to blame the reader
• keep it personal
• consider the format
• consider the medium

Inquiry letters

• don't wait until last minute
• write to a specific person
• make sure you ask the right questions
• keep the introduction short and to the point
• ask questions that are easy to understand and answer
• conclude by explaining how the information will be used
• don't forget the stamped, return-addressed envelope

Claim letters

• Use direct organization plan
• make your tone polite
• explain the problem
• conclude by expressing confidence in the company's integrity

 arguable claims

• use indirect organizing patterns
• once you have made an agreement, explain and support your claim
• conclude by requesting a specific action

adjustment letters

• begin with good news
• explain whats wrong and how it will be corrected
• never blame anyone
• do not promise the problem wont recur
• end on a positive note

refusing adjustments

• use indirect organizational plan
• be sure the refusal is unambiguous
• avoid a accusing tone
• close in a positive manor

Chapter 18-  Employment Correspondence

Employment outlook in the twenty-first century have more so relied on multiple employers and careers, work well with others, and to be able to adapt to change.

Prospecting for jobs

• assess your skills
• do you have leadership skills
• do you speak a different language
• do you have a musical/artistic talent
• do you communicate well
• are you a good listener
• can you perform under pressure
• have you done anything special
• research the job market
• don't wait for the job to come to you but be pro active
• you need to know what is available
• search online
• you can search worldwide
• you can focus on a region you want to work, or a job category
• learn to network
• make contacts
• it's all about who you know

Preparing your Resume

•   typical components of a resume
• contact information
• job objectives
• education
• work experience
• personal data
• personal interest, and skills
• references
• portfolio
• resumes from a template
• Organizing your resume
• you want to convey the strongest first impression of your qualifications, skills, and experiences so that you stand out.
• Resume guidlines
• begin your resume before you job search
• try to limit it to a single page 
• use good white paper
• stick to material that shows what you can offer
• don't make up things
• don't raise the topic of salary
• avoid complete sentences
• use action verbs and key words
• use punctuation to clarify
• proofread

Preparing your job application letter

•  solicited application letter
• introduction, body, and conclusion
• the unsolicited application letter
• needs to get the readers attention

Submitting electronic resumes

• use nouns as keywords, list skills, qualifications, and job titles
• list specialized skills
• list general skills
• list credentials and job titles
• keep the print simple
• avoid highlighing
• avoid two-column format
• do not fold or staple pages
• consider submitting two versions

Types of electronic resumes

• email
• ASCII 
• searchable

Protecting privacy and security when you post a resume online- if you have a job and you post a resume online then your current company could see and you could get fired.

Protect your good name online- be careful what you post on facebook, myspace, etc.

Support for the application- your dossier, portfolio, and job interview will answer the questions that the employer is looking for.

employment interviews- need to make a good impression! People don't excel when they do the following:

• need to know about the company
• dress inappropriately
• have no self-confidence
• only interested about salary and benefits
• speak negatively

The follow-up letter- send a thank you letter a day after the interview to reinforce a positive impression.  Try to connect with the reader.

Letters of acceptance or refusal

- when accepting, seem enthusiastic

- when declining, seem diplomatic