effective writing

1. SESSION 2
Write effective emails, job application, letter and
curriculum vitae

2. STRUCTURE OF AN EMAIL
 Emails have become preferred form of written
communication
 Internally and externally
 Reason – faster than any forms of communication
 Important that business emails – clearly and
professionally constructed.

3.  The header
 SAMPLE OF THE HEADER
 From: The sender's email address
 To: The recipient's email address
 CC: Addresses of recipients who will also receive
copies
 BCC: A BCC (blind carbon copy) is a copy of an email
message sent to a recipient whose email address does
not appear in the message
 Date: The date when the email was sent
 Attachments: Any documents that you have attached to
the email will be listed here or at the bottom of the email
 Subject: The message's subject

4.  B: The Message Body
 Message of the email
 Enough information to ensure that the recipient has all
the details
 Business tone
 C: The signature
 Company logo, person’s title or position, contact details
of the company and a disclaimer

6.  Hints for effective email
 Be specific
 Be to the point
 Check the source of the facts
 Permanence compared to a letter or a memo
 Check who you need to cc an email to

7.  Email etiquette
 Start with a brief and concise Subject – which
accurately portrays the content of your email.
 “Hello”, “Hi”, “Dear”
 Always check your email and proof read for errors
 End with Thank you, Sincerely, Take it easy, Business -
Best Regards or Kind Regards
 Write with clarity
 If it is longer than screen- too long
 One subject per email
 A checklist – valuable document ensuring a process is
followed correctly

8. WRITING EFFECTIVE CV
 How to manage gap history in your CV
 CV – employer makes his or her first impression about
you
 Need to put our best qualities in it create best possible
impression
 Gaps – most common reaction is to bluff
 Example – 2 years gap in between your jobs
 Higher studies – a benefit
 Might say helped your father, uncle, friend set up their
business or volunteered
 Grandma sick or wife/husband too demanding career

9.  Example – minor gap less than a year
 In that case nobody needs to know
 Write you CV with yearly gaps instead of month and
year.
 Unexplained gaps – they would picture you as an
unreliable person
 Need to explain gaps in simple and realistic
situation as possible
 Gap – reasons
 Self-employed for some time, helped a friend, brother,
father etc.
 Volunteered to raise funds, orphan home, local
community clean up – good to have data and people to
back you up

10.  In between jobs and did some odd jobs to keep yourself
afloat financially
 Spouses’ demanding career – support your
children, children are older now.
 Last resort lie – found out, deep sense mistrust

11. IS IT NECESSARY TO SHOW YOU WERE FIRED
IN YOUR CV
 You do not need mention that you were fired
 No rules that require you to write- reasons for
leaving
 People leave for better prospects
 Some companies have a column – “reasons for
leaving previous job”

12.  When you are a faced with the question – tell the
truth
 Fired – company was downsizing
 Fired – inter-personal conflict- write without bitterness –
“you and your boss did not agree on certain matters”.
 The experience taught you better interpersonal relations and in
the future would handle such a situation differently.
 Fired – negligence/poor performance/insubordination
 Most employers would ask for feedback from the last
employer.
 Tell the truth and tell your side of the story
 Make it as positive as you can – difficult task, deadlines while
multitasking, communication gaps,
 Show positive outlook – capacity to move on.

13.  Fired – abstain from telling lies, employer – 9 out of
10 will find out
 Stay focussed, show that you have learned from
past experience
 Be careful about body language – gives you away
much faster than words

14. EMPLOYMENT REFERENCES
 Potential employers request references
 Important to be prepared
 Plan ahead and get your reference in order
 Good references can help you clinch a job offer
 Do not use someone unless you have their
permission
 Need to know what the reference writer is going to
say about you- tailor their reference to fit your
circumstances

15.  Who to ask-
 Bosses, co-worker, customers, vendors, colleagues and
college professors
 Company reference policy
 Some employers do not provide references due to
litigation
 Make a list- list of references should not be
included in your resume
 Paper VS. Personal
 Many employers wont be interested in reference letters
 They will want to speak to your references

16.  Request a reference letter
 Every time you change employment
 Keep your references up-to-date
 Keep them up to date
 Maintain your network
 Requesting permission
 Prospective employer should ask your permission before
contacting your references
 Acceptable to say that you are not comfortable with your current
employer
 Who to ask for references
 Average- Employers check three references
 Know your references
 Select the right people
 Get their permission to use them
 Responsive people who can confirm you worked there

17.  How to ask for a letter of recommendation
 Don't ask “ Could you write a letter of reference for me?
 Rather – “Do you feel you know my work well enough to
write me a good recommendation letter? Or Do you feel
you could give me a good reference?
 Offer to provide an updated copy of your resume

18. CV PREPARATION
 CV writing tips
 Plan that covers both lay out and relevant content
 Best CV – brief and informative, every word that you
write must be related
 Relevant position and education, simplify- most recent
and relevant detail of the position held

19.  Customising your CV
 Each CV you submit should be tailored to an individual
application
 Research the company and industry sector
 Emphasise the skill set you have that would be relevant
to that particular role.

20.  1. Hard-to-read format and unusual, nonstandard fonts.
 2. No clear focus and not geared to the position being
applying for.
 3. Poor organization
 4. Either too much or too little detail
 5. Too much emphasis on positions earlier in a career.
Technology expertise cited is outdated.
 6. Misspellings and grammatical errors
 7. False information or exaggerations that will mislead
 8. Negative information, such as layoffs and firings

21.  Joe Bloggs
567 current address
Melbourne, 3000
03 9999 9999
 June 2, 2004
 Ms. Christine Techie
Manager for Employment
Simple Travel
Melbourne 3000
 Dear Ms. Techie, (If possible address your letter to a specific individual)
 (State position applied for)
The management trainee position you advertised in today’s "The Age" greatly interests me. The Simple Travel
has always served as a landmark for me when I travel. I would like to contribute to their continued growth.
 I have enclosed my résumé for your review.
 (Sell yourself )
In May (2004) I will be graduating from RMIT University with a degree in business.
 While in school I developed strong organisational and customer service skills. As a dormitory assistant I
organized events, led meetings, and assisted students. As treasurer of the Business Society I maintained the
budget and presented budget reports. My summer jobs also required extensive interaction with the public.
 I believe these experiences have prepared me for your management trainee position.
 (Request an interview)
I would appreciate the opportunity to discuss my qualifications more extensively in an interview.
I can be reached at 03 9999 9999.
Thank you for your consideration.
(Place your phone number near the end)
 Sincerely,
 John Ryan (Sign your cover letter)