(PC) Written Communication in the Workplace Lesson

Written Communication in the Workplace

Earlier in this module, we mentioned the importance of writing as one of the basic business communication tools. Business writing takes many forms: letters, memos, emails, and reports to name a few. Good writing is good writing, no matter what form it takes. There is always a need for clarity, conciseness, and courtesy in business writing, but there is also a need for understanding the format of each type of business writing.

Employers have expectations of seeing things a certain way, or having certain conventions followed. When you present an employer or prospective employer with something that is not only well written but in perfect format, you will be presenting yourself as a professional. The first three pieces of professional communication an employer is likely to see from you are a resume', a cover letter, and an email. We will focus this lesson on those three.

The Resume'

There are two basic formats for a resume': chronological and functional. The chronological resume' starts with your work history and lists your jobs with your most recent first. The functional resume' focuses on your skills. Students just entering the workforce will usually find the functional resume' more useful. Examples of both types of resume' can be found in Class Resources.

In addition to the basic format, here are some do's and don'ts for resumes':

Do...

  • Make your objective about what you can do for the employer rather than what the employer can do for you
  • Talk about what you've achieved not how you've achieved it
  • Use action verbs
  • Be concise and easy to read

Don't...

  • Don't be arrogant and overstate your value
  • But don't hide your accomplishments at the end of your resume'
  • Don't be vague or talk in generalities
  • Never, ever, ever have a typo in a resume'

The Cover Letter

Your cover letter is your personal introduction to a prospective employer in three paragraphs. Here is the breakdown:

Paragraph One

  • Introduce yourself - who you are and why you are writing. Also mention any mutual contacts.
  • Explain why you want to work for that employer and what interests you about the opportunity.
  • Summarize your strengths and skills.

Paragraph Two

  • Explain how the experiences listed in your resume' exhibit your qualifications.
  • Elaborate on coursework or service activities and demonstrate your skills and abilities.
  • Demonstrate in this paragraph what you can bring to the job.

Paragraph Three

  • Restate your interest in the job
  • Ask for an interview
  • State when and how you will be contacting them and how they may contact you.

The Email

While emails are less formal than other written correspondence, it is important to follow certain guidelines when sending them.

  • Always fill the subject line with a good description that will mean something to your reader. This will increase the chances that the email will get read.
  • Put your main point in your opening sentence.
  • Use proper sentence structure and capitalization. Don't use all capitals or all lower case.
  • Avoid textspeak, such as LOL. Do not use "u" for "you" or "i" for "I". Spell it out correctly.
  • Be brief. If your email is more than three paragraphs, consider reducing the email or sending the information as an attachment.
  • Be polite. Don't snap, snarl, or bark. Say please and thank you.
  • Add a signature block with appropriate contact information.
  • Edit and proofread before you send. Also if you are writing because you are upset or angry or if the subject is sensitive, you will want to wait awhile and reread before you send.
  • Finally, always answer email messages promptly.

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