Professional Writing Tips

Braathe EnterprisesVirtual Internship

Program

Darcy SochaIleana Wilburg

Karen Garcia

Objectives

The learner(s) will be able to:

• Make their writing communicate to others within the workplace

• Understand overall quality of professional workplace writing and the use of standard English

• Understand the importance of effective emails

• Create professional business emails and letters

• Identify different types of cover letters and resumes

• Create a cover letter and resume

Professional Writing Skills

Communicating effectively and professionally in the workplace speaks more about you than you think. Knowing what you want from your audience and knowledge of what you’re talking about is crucial in professional writing. This knowledge along with basic writing skills will elevate your professionalism in your workplace.

Tips for writing success

Everyone could use a writing refresher every now and then and It’s especially important in today’s modern technological age. In an age of smartphones, laptops, and iPads it’s important to understand when and where certain writing is appropriate and when the emoticons would be best left on your friends text.

Know your Audience

Before any writing is started it is important to not only know what you’re talking about, but what the reader is hoping to learn. Knowing your audience gives you a sense of direction. Also knowing your audience will help you to set your style, tone and vocabulary.

Professional Writing Quality

When writing in a professional atmosphere it’s important to write with clarity and conciseness, to pay close attention to the content and order of your writing, and to be persuasive for your audience.

Using Standard English

Regardless of who your audience is, inthe workplace you should always usestandard English. As a way of maintaining a high level of professionalism in your writing always check your work for grammar issues and alwaysproof read your work.

(arfeldcomm232.wordpress.com)

Common Grammatical Mistakes

• Affect/Effect- Affect(verb) means influence. Effect (noun) means results

• Then/Than- Then (adverb) refers to a time. Than (conjunction) is used in a comparison

• Your/You’re- Your (possessive) “Is that your car?” You’re (contraction) is for you are

• It’s/Its- It’s (contraction) for it is. Its (possessive) “Its shape is round.”

• Company’s/Companies- Company’s (possessive) “The company’s president is Darcy Socha.” Companies (plural)

• There/Their/They’re- There (adverb) meaning in or at that place. There is possessive form of the pronoun “They” They’re (contraction) They are

• Less/Fewer- Less is quantity, Fewer in number

Business Emails

What are business emails?• Electronic communications

• Within a company• With clients (current/future)• With potential employers

Why is it important?• First impressions• May be the only chance you get• Emails are not private (they can be forwarded to anyone)• Emails are considered legal documents

(Kasomenakis, n.d.; Guest, n.d.)

Setting up a business email

• Do not use the same email for personal & business

• Use domains such as yahoo.com

• Use your name

• Stay away from nicknames

Allfacebook.com

(Kasomenakis, n.d)

Components of a business email

• Subject line

• Greeting

• Purpose

• Closing remarks

• Proper closing

• Signature- Signature tips

(Englishtown, n.d.)

Business Email Do’s

• Do proofread before you send

• Do respond in a timely fashion

• Use out of office messages when gone

• Keep messages “short and sweet”

• Spell names correctly

• Video: Business Writing and Grammar body tips

(Kasomenakis, n.d)

Business Email Don’ts

• Don’t use fancy fonts or styles

• Don’t use caps. CAPS=YELLING

• Avoid “Reply All” as much as possible

• Don’t use emojis or text phrases like LOL

• Don’t use emails as chat

• Video: Pitfalls to Avoid in Business Emails

(Kasomenakis, n.d; Lang, K., n.d.)

ExamplesFor business email examples click here

(Doyle, A., n.d.)

Written business letters

• Use company letterhead• Date• Sender’s Address• Return Address• Salutation• Body• Complimentary Closing• Signature• Courtesy Copies (if applicable)• Postscript (PS Notification)

(English Grammar, 2014)

Business Letter Example

(Graphic Standards, n.d.)

Cover Letter

What is a cover letter?• Introduces you and your resume• First document an employer sees

Why is it important?• Explains experience• Important skills• Sample of written communication skills

(Purdue OWL, n.d.)

Formatting & Tips

Formatting items to keep in mind:• Length• Spacing• Margins and Alignments

Tips:What to include• Relevant professional accomplishments• Unique Selling Points

What not to include• Why your left you last job• Overused Buzzwords• Jokes

(Cover Letter Tips, n.d; Purdue OWL, n.d.; How To Write A Cover Letter, n.d.)

Types

Four types of cover letters• Application

Specific job opening• Referral

Mentions name of person• Interest

Prospecting letter Possible job openings

• Networking Job search and assistance

(Different Types of Cover Letter Examples, n.d.)

Resume

What is a resume?• Brief document that summarizes ones education, employment

history, and experiences

Why is it important?• Primary tool for job search• First impression an employer has• Shows qualification

(Purue OWL, n.d.)

Components

• Contact/Identifying Information (Name, Address, Phone Number, and Email Address)

• Objective and/or Summary (Optional)

• Education

• Experience/Employment

• Skills and Abilities (Computer, Language)

• Activities and Honors Other (Community Service, Interest, Professional Affiliations)

• References (Indicate “Available Upon Request”)

Formatting & TipsFormatting• Use white space liberally• No more than two fonts• Use bolding and italics sparingly• Use bullet points• Be consistent

Tips

What to include• Quantifiable Data• Awards or Recognition• Non-traditional Resume

• Video Resume• Key words from job description

What not to include• Personal Data beyond contact

information• Photographs

• Outside U.S. require a photograph

• Grammar School and High School• Unrelated Work Experience

(12 Surprising Things to Put on Your Resume to Get Noticed, n.d.; How To Write A Resume, n.d.; What Not to Include in Your Resume, n.d.)

Types

• Skills• Suited to students• Change in careers

• Chronological• Work experience related to desired employment• Do not have long periods of unemployment

• Functional• Most commonly used• Had internships or cooperative experiences

• Combination• Hybrid of Chronological and Functional

(Purdue OWL, n.d.; How to Create a Professional Resume, n.d.; Simply Hired, n.d.)

Curriculum Vitae● What is it?

o Called a CV or Vitao Overview of life’s accomplishmentso Used when pursuing an academic job in the U.S.

Applying for fellowships or grants Expected in Europe, Middle East, Africa or Asia

● What is includedo Name and contact informationo Overview of educationo Academic and related employmento Research projectso Departmental and community serviceo Reference list

● Format/Example/Strategieso No standard formato Different emphases in each disciplineo Most important to the specific disciplineo People in the same discipline

Gapping Parallelism

(Purdue Owl, n.d.; The Difference Between a Curriculum Vitae, n.d.)

Difference between a CV from a Resume

What is the difference between a CV and a Resume?• Length• What is included• What it is used for

(Purdue Owl, n.d.)

Templates

Where to find?

• Books

• Google Docs

• Job Search Sites, e.g. CareerBuilder, Monster, JobSearch:About

• Microsoft Office

Questions?

ReferencesProfessional Writing Tips

10 Writing Techniques: Anyone Can Write! (n.d.). Retrieved June 24, 2014, from https://www.udemy.com/blog/writing-techniques/

50 Free Resources That Will Improve Your Writing Skills | Smashing Magazine. (n.d.). Retrieved June 24, 2014, from http://www.smashingmagazine.com/2009/06/28/50-free-resources-that-will-improve-your-writing-skills/

7 Sound Techniques for Effective Writing. (n.d.). Retrieved June 24, 2014, from http://www.dailywritingtips.com/7-sound-techniques-for-effective-writing/

Appropriate Language. (n.d.). Retrieved June 24, 2014, from http://www.writeexpress.com/appropriate-language.html

Purdue OWL: Workplace Writers. (n.d.). Retrieved June 24, 2014, from https://owl.english.purdue.edu/owl/resource/681/01/

The 7 habits of highly effective writers | Articles | Home. (n.d.). Retrieved June 24, 2014, from http://www.prdaily.com/Main/Articles/The_7_habits_of_highly_effective_writers__12614.aspx

What Is Effective Writing Communication. (n.d.). Retrieved June 24, 2014, from http://grammar.yourdictionary.com/style-and-usage/what-is-effective-writing-communication.html

ReferencesBusiness emails and lettersDoyle, A. Email message examples: A - Z list. (n.d.). Retrieved June 16, 2014, from http://jobsearch.about.com/od/jobsearchemailsamples/a/email-message-examples.htm English Grammar.  Effective Business Writing: How to Write Letters and Inter-office Documents. (March 23, 2014). Retrieved June 20, 2014, from http://www.englishgrammar.org/business-letters/ Guest.  How to create a professional email signature. (n.d.). Retrieved June 16, 2014, from http://theundercoverrecruiter.com/how-create-professional-email-signature-your-career-or-job-search/ How to write a perfect professional email in english | EF Englishtown. (n.d.). Retrieved June 16, 2014, from http://www.englishtown.com/community/channels/article.aspx?articlename=184-email Kasomenakis, V.  Business-Etiquette-124-13.pdf. (n.d.). Retrieved from http://www.qcc.cuny.edu/pv_obj_cache/pv_obj_id_D5CF1E9CBA19696E34B0093669610EA960570A00/filename/Business-Etiquette-124-13.pdf Lang, K.  How to write professional emails [12 Etiquette Guidelines]. (n.d.). Retrieved June 16, 2014, from http://theundercoverrecruiter.com/write-professional-emails/McKay, D.R. Tips for writing professional email. (n.d.). Retrieved June 16, 2014, from http://careerplanning.about.com/od/communication/a/email_tips.htm Photo Credits:Doyle, A. (n.d.). Email Message Format Examples. Retrieved June 20, 2014, from http://jobsearch.about.com/od/sampleletters/ig/Sample-Letter-Formats/Email-Message-Format.htm Graphic Standards for Consistent Logo Use. (n.d.). Retrieved June 20, 2014, from http://www.uwsa.edu/cert/publicat/style/ Ward, B. (Jun 29, 2011). Yahoo Mail Has Facebook’s Most Explosive Page - AllFacebook. Retrieved June 22, 2014, from http://allfacebook.com/yahoo-mail-has-facebooks-most-explosive-page_b48885Videos:Add social media icons (Twitter, Facebook, LinkedIn) to your email signature - YouTube. (n.d.). Retrieved June 16, 2014, from http://www.youtube.com/watch?v=TMqS3fmdGSw&feature=player_embedded#%21 Pitfalls to avoid in business emails - professional email tips - YouTube. (n.d.). Retrieved June 18, 2014, from https://www.youtube.com/watch?v=iwFz7wriPms Professional & B2B emails: Email body - business writing & grammar - YouTube. (n.d.). Retrieved June 16, 2014, from http://www.youtube.com/watch?v=07HoVJUPqEs

ReferencesCover Letters and Resumes:10 Steps: How to Write a Resume. (n.d.). Retrieved from http://susanireland.com/resume/how-to-write/12 Surprising Things to Put on Your Resume to Get Noticed. (n.d.). Retrieved from http://www.businessnewsdaily.com/3207-resume-writing-tips.htmlCover Letter Tips - Get Good Cover Letter Advice | Monster. (n.d.). Retrieved from http://career-advice.monster.com/resumes-cover-letters/cover-letter-tips/jobs.aspxDifferent Types of Cover Letter Examples. (n.d.). Retrieved from http://jobsearch.about.com/od/coverletters/a/types-of-cover-letters.htmHow To Write A Cover Letter - Our Top 5 Cover Letter Tips That Will Get You The Interview - YouTube. (n.d.). Retrieved from https://www.youtube.com/watch?v=-Drg4x9dsFUHow to Create a Professional Resume. (n.d.). Retrieved from http://jobsearch.about.com/od/resumes/qt/profresume.htmHow To Write A Resume - Our Top 5 Resume Tips That Will Get You The Interview - YouTube. (n.d.). Retrieved from https://www.youtube.com/watch?v=MYaXN8j7rL8Purdue OWL: Cover Letters 1: Quick Tips. (n.d.). Retrieved from https://owl.english.purdue.edu/owl/resource/549/01/Purdue OWL: Résumés 1: Introduction to Résumés. (n.d.). Retrieved from https://owl.english.purdue.edu/owl/resource/564/1/Purdue OWL: Sample Resumes. (n.d.). Retrieved from https://owl.english.purdue.edu/owl/resource/927/1/Purdue OWL: Writing the Curriculum Vitae. (n.d.). Retrieved from https://owl.english.purdue.edu/owl/resource/641/01/Simply Hired | The 3 Main Types of Resumes - Simply Hired. (n.d.). Retrieved from http://www.simplyhired.com/blog/jobsearch/resumes/3-main-types-resumes/Resume Components. (n.d.). Retrieved from http://www.wa.gov/esd/guides/resume/write/write_components.htmResume Layout Advice: Your Resume’s Look Is as Important as Its Content. (n.d.). Retrieved from http://career-advice.monster.com/resumes-cover-letters/resume-writing-tips/resume-look-important-as-content/article.aspxThe Difference Between a Curriculum Vitae (CV) and a Resume. (n.d.). Retrieved from http://jobsearch.about.com/cs/curriculumvitae/f/cvresume.htmWhat Not to Include in Your Resume. (n.d.). Retrieved from http://jobsearch.about.com/od/resumetips/a/not-include-resume.htm

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