Resume Writing, Drafting formal documents

Resume Writing, Drafting formal documents

1. Effective writing 1

2. Importance of writing skills at work Creating written documents reveals so much about you and your business skills. Your writing tells the reader about your educational background, pride in your work and business expertise. Any company with employees who can write clearly and concisely has a competitive edge over others who are still struggling to communicate. The emergence of the paperless office, e-mail, the internet and web pages only increases the power of the written word. 2

3. RESUME WRITING 3

4. What is a resume? A resume is a one or two page summary of your skills, experience and education. A goal of resume writing is to be brief and concise since, at best, the resume reader will spend a minute or so reviewing your qualifications. 4

5. What is a CV? A Curriculum Vitae, commonly referred to as CV, is a longer (two or more pages), more detailed synopsis. It includes a summary of your educational and academic backgrounds as well as teaching and research experience, publications, presentations, awards, honors, affiliations and other details. 5

6. What is a bio-data? The biodata generally contains the same type of information as a résumé (i.e. objective, work history, salary information, educational background), but will also include physical attributes, such has height, weight, hair/skin/eye color, and a photo. What most differentiates a biodata from a regular résumé is information about the person's family. Members of the family (including siblings, parents, grandparents, aunts, uncles, first cousins, etc.) are each listed with their career and educational background. 6

7. When to use a CV and a biodata? A CV is used primarily when applying for international, academic, education, scientific or research positions or when applying for fellowships or grants. In the South Asian community (India, Pakistan, Bangladesh), a biodata is essentially a marriage Resume. Those of marrying age will have a biodata to exchange with prospective suitors. The purpose is similar to that of a résumé, to eliminate some candidates from the pool of prospective suitors before meeting others. 7

8. When do we write a resume? A resume is required for: Technical, administrative and managerial jobs. Sales positions. Secretarial, clerical, and other office jobs. 8

9. What Will a Resume Do For Me? Enable you to assess your strengths, skills, abilities and experience - thereby preparing you for the interview process Act as a reminder of you to the employer/interviewer after you're done interviewing Be a basis for the interviewer to justify your hiring The ultimate goal of a resume is to gain you an interview! 9

10. Are There Any Absolute Rules of Resume Writing? No typing errors No errors in spelling No lying or pompous accompaniments No negative information should be included Include only relevant information Never be more than two pages long 10

11. Will I Have More Than One Version of My Resume ? YES! Employers today want to know what you can do for them, so it is imperative that you create a targeted resume each time you apply for an opportunity. You will also develop a 'generic' resume to use in online databases, such as ours. You may also need a scan able or web-based resume , depending on your field. 11

12. What Is Focus In a Resume and Why Should Mine Be Sharp?  It is imperative that you catch a prospective employer’s attention within the first few seconds of reading your resume. People today are busy and often don’t spend more than a minute or two scanning resumes, so you have to sell yourself quickly and concisely. Remember that your objective is your "thesis statement" – proceed from there. 12

13. Are There Different Styles of Resumes? Chronological Functional Targeted 13

14. Chronological resume Here you have to list your job experience in date order, starting with the most recent first. The sections of a chronological resume are: Personal Details Job Objective Career & Related Accomplishments: Work Experience Education Professional Affiliations & Interest References When using this format you'll need to highlight your job experience. It's a good choice when applying for work with traditional organizations or when you held a post which had an impressive title. 14

15. Functional resume Functional resumes are best used in situations where specific skills and accomplishments gained through experience or academic qualifications will demonstrate the candidate's competency. Your skills should be listed in order of their importance. The functional resume is ideal if you're looking for a complete career change. This resume is ideal for students who have no previous work experience and are applying for their first job. Avoid the functional resume when you are applying for traditional jobs, especially positions within government entities or private institutions. 15

16. A functional resume's categories are based on: Personal Details Career Objective Professional Experience Professional Affiliations Education Awards 16

17. Targeted resume Characteristics of the targeted resume Targets a particular job opening. Emphasizes the job specific skills and knowledge. Format of a targeted resume: Name and Contact information Objective Skills and accomplishments Education and training Job history Interests When to use the targeted resume When you apply for a specific job and have a clear understanding of the responsibilities. 17

18. How to write a resume As you approach writing your résumé, it is important to know that this is a marketing piece, an advertisement, for your unique set of skills, abilities and experience. It is a tool that you use to gain an interview. Employers today want to know “What can you do for me?” …It is up to you to do the research and discover what employers in your field seek in a prospective employee. A résumé today is not the "historical" document it was 5-10 years ago, with the availability of personal computers, it has become a fluid and changing document which must be personalized and targeted whenever possible. 18

19. How Do I Get Started?  Get a job announcement or description for the job, or type of job, you are seeking, if possible. Make a list of all co-curricular activities you are involved in Compile a list of all community activities of which you are a part (social clubs, volunteer work, etc.) Gather together job descriptions from your past positions. List what things friends/relatives/peers come to you for help with. This may assist you in identifying strengths you would not otherwise recognize in yourself. 19

20. What Must I Have on My Resume?   Name Address Phone number Email address Objective Education Profile or Summary of Qualifications Experience Licenses/Certifications Accomplishments/Achievements Affiliations/Memberships Activities and Honors 20

21. What Should Never Be on My Resume?   Height, weight, age, date of birth, place of birth, marital status, sex, race, health or social security number (NEVER !)   The word "Resume" at the top!  Any statement that begins with "I" or "My"  Reasons for leaving previous job(s)  Salary Information for previous positions or Salary Expectations  Reference names Religion, political affiliations 21

22. Why Email addresses?   Email is a great way to communicate. However, only include yours if you check it on a regular basis (everyday!) Employers who use this method will expect to hear back from you soon. Also, be sure your email address projects your professional image as well ~ addresses like [email protected] or [email protected] would not be appropriate! Use common sense. 22

23. Do I need an OBJECTIVE?  YES, it tells the reader why you are sending the resume, i.e., what position or type of position you are seeking. It should be very brief, does not need to be a complete sentence. An objective is like the thesis statement of your resume. Everything you include after it should support it! Ideally target your objective to include job title desired, position level, field, industry, and/or company name. If you are sending this resume for a specific position at a specific company - SAY IT HERE! Use the objective to tell what you can do for the company, NOT what you want the company to do for you… no statements like: to gain valuable experience, etc. Avoid the words "entry level" ~ we recommend "professional" instead. 23

24. Sample objectives With proficient skills in network design and security to utilize my high standards of productivity to ensure the outstanding management of local area network hardware and software To design and install a data network infrastructure that does more than ‘meet standards’. To manage people, interface with customers, and work with highly technical software or hardware applications. Position with computer hardware development company creating, refining, and training about network security, where a strong background in networks, effective communication skills, and a complete knowledge of operating systems can be used to improve operations. To obtain a challenging job in the area of Digital Hardware Design and Firmware Development that provides opportunities to use my skills and experience. 24

25. Should I put my GPA on my resume?   Yes, if it is 3.0 or higher If your overall GPA is lower than 3.0, but your GPA within your major is 3.0 or above, you can isolate your major GPA. If you list your GPA for one degree, you must list it for all. 25

26. Licenses and Certifications – Do I include them?   Yes, if they are relevant to the job you are seeking. Otherwise, no. 26

27. Does Coursework Belong on my Resume?  Typically you use this section only if you are seeking a co-op or intern position, in which case, you will have a section under Education where you list your Related Courses. If you took a course that is one which other students with your major would not take and it would be advantageous for a particular position, list it (probably under your qualifications area.) 27

28. Summary of Qualifications / Skills Section This is where you showcase for the employer what you have to offer - keeping in mind what the job entails. You won't put every single skill, experience, or attribute you possess here, focus on what you can do to successfully perform the job. Tailor this section to reflect what the employer is seeking, different positions will warrant that you create different qualifications sections. These are brief statements of your experience, training and/or personal abilities which summarize your skills, abilities and experience. Qualifications are more experience-based 28

29. How Do I List Jobs Within the Experience Section?   Job listing should be in reverse chronological order Listing must include name of company, city and state. Dates of employment are required. There is no rule about which jobs you must include. Use your discretion and include everything needed for the employer to make a good decision about whether or not to interview you. You might list every job you've ever held or you might just list your last 3 positions. 29

30. Another approach might be to only include the relevant positions you've had and name the section Related Experience or Relevant Work History or something similar. Another option is to isolate the related experience (including internships) in one section (titled Related Experience) then follow with the unrelated (but still valuable) experience in a Work History section. List a job title so the employer has an idea of the work you performed. If you didn’t have an official title, choose one that best describes what you actually did at this job. Job accomplishments SHOULD be listed as bullet statements under each position as applicable. 30

31. Where Do I Put My Activities And Awards? We recommend that you put this section after your Employment History. Include scholarships, honors, organizations, and memberships. Community work, volunteer work, is also appropriate to list here. You don't have to include everything you've been involved with if it is overwhelming. Keep your goal in mind (getting that interview) and give enough information to allow the reader (i.e., potential employer) what s/he needs to make that decision. Remember, don’t include anything from before college unless it is truly an exceptional feat.  31

32. What About Hobbies and Interests?  As a general rule, we don’t recommend that you list hobbies or interests unless they are (1) organized, i.e., you belong to a club or (2) relevant to the type of position you are seeking 32

33. Who Can I Use As a Reference and How Do I Format the Reference Page? Do not send to employer unless they request it. Reference names don’t go on the resume itself. They are a separate document, using the same header you did on your resume. List the reference names and contact information in block style. We recommend between 3 and 5 references. 33

34. They should all be individuals who have direct knowledge of your job abilities (supervisor, etc.) or a professor who teaches a major-related class.  Ask the references permission before you use them. Be sure to take copies of your references to all interviews. Most employers will request them at that time. 34

35. I Need My Resume to Distinguish Me From Everyone Else, How Do I Do That? Spend some time up front to determine what you have to offer and what you are worth to an employer. DON'T use the resume wizard or template from your word processing software or copy the samples from this workshop! This document needs to be uniquely you - you don't want to look like anyone else's. Answer the question, "Why am I more qualified than the next guy?" Then develop your resume to reflect that. DON’T try to distinguish yourself by fancy fonts, clipart or non-traditional papers. That is not the interest you want to capture! 35

36. What Are the Design Details I Most Need to Know and Follow?  Use bold, italics, different font sizes, upper-case and small capitals lettering for emphasis and to direct the reader's eye. Type should be between 10 & 12 pt. We suggest using a professional, readily-available font such as Times New Roman, Arial, Bookman, Trebuchet, Lucida Sans, Garamond, Verdana or Courier.  You can use a different font for the headers of your resume as well as your contact information but don't use more than 2 types.  Don’t have all the text on the left side of the page and lots of blank space on the right. Use white space, but also spread out your information in an aesthetically pleasing way. Use bullets to draw the reader’s eye. Use them to highlight the strong points of your resume such as the Qualifications statements. Be consistent with headings (size, boldness, etc.) and body text (indented, not indented, tabs right-justified, tabs left-justified, etc.) 36

37. What About Paper?  Use resume paper. Don’t get fancy – plain white or off-white (cream, ecru, etc.) is your best bet. Don’t go with any bordered or themed paper. You want the attention on your resume content 37

38. What About Mailing?  Don’t fold and stuff your resume in an envelope (even the nice ones you can buy to match your resume paper!) Buy envelopes that are the same size as your resume and slip your cover letter on top, then your resume. Type an address label and return address label (or stamp if you have it) and mail flat. 38

39. Common mistakes in a resume Employer & University Names. - Use their official names. Websites - Listing inappropriate URL's such as your personal website. Fonts - Using small fonts to save space. Lying on your resume - Careful the risks are too high. No cover letter - Not sending a cover letter with your resume. Non-professional email address - Your student email address does not give that professional image required when applying for a job. Resume Keywords - Not including keywords in your resume. Not proof-reading your resume - Proof read your resume before sending. Industry jargon - Do not assume that whoever reads your resume will know all the industry jargon. 39

40. Scan-able resumes Recruiters and Employers store resumes that have been posted by job candidates in databases. When they look for a person , they look by keywords . Keywords would be the essential requirements for the role this person will occupy. The search programs matches the keywords with text in the CV or resume together with the search criteria. 40

41. Action verbs Achieved, Allocated, Analyzed, Approved, Arranged, Balanced, Built Calculated, Classified, Collaborated, Collected, Computed Delegated, Demonstrated, Designed, Developed, Diagnosed Edited, Engineered, Enlisted, Established, Evaluated Fabricated, Facilitated, Forecasted, Formulated, Founded Generated, Guided, Handled Identified, Illustrated, Implemented, Improved, Increased Lectured, Led , Listened, Litigated Maintained, Marketed, Mediated, Moderated, Motivated, Negotiated Operated, Organized, Originated, Overhauled, Oversaw Performed, Persuaded, Pioneered, Planned, Presented Recommended, Recruited, Reduced, Referred, Rehabilitated Scheduled, Shaped, Solved, Spearheaded, Spoke Taught, Trained, Translated, Upgraded, Wrote 41

42. Writing the Perfect Cover Letter 42

43. What Is a Cover Letter? A supplement to the resume that includes more detailed information about yourself It highlights key points in your resume Expresses your interest in a position A cover letter expresses your interest in and qualifications for a position to a prospective employer.

44. What Should My Cover Letter Accomplish? Your cover letter should introduce the main points of your resume. It should also help you to “sell” your qualifications to the prospective employer.

45. Preliminary Research Find out * General job information * Desired qualifications and skills * Key values and words Check with * Placement office files * WWW * Trade journals, magazines, and newsletters * Directories * Professors * Company literature 45

46. Pre-Cover Letter Business If you have a company or employer in mind, do some research regarding their policies and principles Review websites, brochures, pamphlets and any other pertinent materials you can find about the company If you can, try to speak with current employees; this will provide you with a unique inside perspective Once you’ve done your research and you have a good idea of what qualifications the company is looking for, it’s time to separate yourself from the rest of the pack 46

47. Activity Before you begin writing your letter, take some time to brainstorm. Make a list of reasons why you’re the ideal candidate 47

48. A Few Things to Keep in Mind Do not over use “I”. Instead, place the focus on the employer and use the word “you” The point of the cover letter is to flesh out your resume’s selling points not to repeat the same things that appear in your resume 48

49. Header Satish Gupta Human Resources Director ABC Software 224/16A, Park Street, Kolkata 700016 Dear Mr. Gupta: Address your letter to a specific person, ideally to the person who will interview you. Look for the person’s name in company publications, or phone the organization and ask for the person’s name or for the personnel manager. 49

50. Salutation If you are addressing the letter to a specific person, start out with the formal salutation: Dear Mr. Gupta. If you don’t know the name use: Dear Hiring Manager Refrain from using the old standby’s: To whom it may concern or Dear Sir or Madam 50

51. Introductory Paragraph Your first paragraph should: Get the reader’s attention, stimulate interest, and be appropriate for the job you are seeking. Make your goal clear to readers. Preview the rest of your letter. Highlight the qualifications you will discuss throughout the letter. Discuss the position you are applying for List your references or how you heard about the job 51

52. Solicited Application Letters Solicited application letters are letters written in response to an advertised job opening. It is appropriate to mention where you learned of the opening in the first paragraph. I believe that my knowledge of public relations and my proven communication and leadership skills make me a strong candidate for the position of Media Relations Coordinator that was posted by the Delta Airlines Job Opportunities Program. 52

53. Unsolicited Application Letters Unsolicited application letters are written to companies that have not posted a job opening. It is important to gain the reader’s attention and persuade them that you can contribute to the company’s goals. As a member of one of the fastest growing publishing houses in the world, do you have an opening in your acquisitions department for a recent college graduate with a major in English and publishing and editing experience? 53

54. Opening Paragraph Example Dear Mr. Gupta: As the enclosed resume attests, the customer support position advertised in the Sacramento Bee is a perfect fit with my qualifications. My experience working as a Help Desk Student Assistant in the Division of Information Technology at San Francisco State University and my vast experience in the audio field has prepared me for the technological and user support this job requires, making me an ideal candidate for this position . 54

55. Goals of the Body Paragraphs Highlight your strongest qualifications for the position for which you are applying. Demonstrate how these qualifications will benefit the employer. Refer employers to your enclosed resume. You may provide examples of your achievements that have benefited previous companies Be specific in your descriptions

56. Detailing Your Experience Show (don’t tell) employers your qualifications Include specific, credible examples of your qualifications for the position. Use numbers, names of equipment you've used, or features of a project that may apply to the job you want. As a banking representative at Bank One, I provided quality customer service while promoting the sale of products to customers. I also handled upwards of $20,000 a day and was responsible for balancing the bank’s ATM machine. 56

57. Using Active Language—Don’ts Don’t be vague in your descriptions. Don’t use weak verbs such as endeavored, tried, hoped, and attempted. Don’t use sexist language such as chairman and manpower. Vague: I worked as a ramp agent at Comair. Weak: I attempted to attract customers. 57

58. Using Active Language—Do’s Use concrete words to describe your experience. Use present tense to discuss current activities and past tense for previous job duties or accomplishments. Be as specific as possible in descriptions; list dollar amounts and figures when you can. Vague: I worked as a ramp agent for COMAIR.   Specific : As a ramp agent, I assisted in loading baggage, oversaw fueling the aircraft, and stocked commissary items on the aircraft. Weak: I attempted to attract customers. Strong: I initiated a program to attract customers to Pizza Hut, which resulted in a 5% increase in sales for the month of June. 58

59. Body Paragraph Example As my resume highlights, I have offered high-responsibility computer and software support for faculty, staff and students. This experience, along with constant home use of computers, has given me a thorough background of many different forms of software and operating systems including the Windows and Apple families, Microsoft Office, and Dreamweaver. I have also become very comfortable performing hardware and software upgrades on Windows and Mac machines and working with various types of networks including wireless and LAN. In addition, I master new skills quickly and complete tasks efficiently. 59

60. Concluding Your Letter I would welcome the opportunity to discuss these and other qualifications with you. If you are interested, please contact me at (317) 555- 0118 any morning before 11:00 a.m., or feel free to leave a message. Conclude by asking for a personal interview. Set up a possible time and date. Be flexible regarding a date and time for the interview. Be specific about how the interviewer should contact you. Try using an active ending; in other words, rather than asking them to contact you, tell them you will contact them in a few days Be genuine and thank them for their time 60

61. Closing Paragraph Example Please take the time to look over my resume, and feel free to contact my references. I would love to further discuss this position in person. I will follow up with you in a few days to answer any preliminary questions you might have. In the meantime, please do not hesitate to contact me at 916-424-4444. Thank you for your time and consideration. 61

62. Double and Triple Check Before Sending Check for spelling errors and typos—professionalism is a must Don’t go over a page Always customize your cover letter. Don’t forget to change your contact information Maintain a friendly and professional tone throughout the letter Don’t forget to sign your letter 62

63. Organize your body paragraphs to emphasize your strongest and most relevant qualifications. Only include the two or three strongest qualifications from your resume. Make it easy for readers to scan your letter by beginning each paragraph with a topic sentence. 63

64. Mailing Your Letter With Your Resume Coordinate the design of your letter with the design of your resume. Be sure to send both to prospective employers; they both reveal different kinds of information about you.

65. Key Points to Remember Appeal to company values, attitudes, goals, projects, etc. Elaborate on the information in your resume. Provide evidence of your qualifications.

66. Email Etiquettes 66

67. What is Netiquette? Netiquette is a set of rules for behaving properly online 67

68. Why netiquette? We all interact with the printed word as though it has a personality and that personality makes positive and negative impressions upon us. Without immediate feedback your document can easily be misinterpreted by your reader, so it is crucial that you follow the basic rules of etiquette to construct an appropriate tone. 68

69. Netiquette rules Be concise and to the point Answer all questions, and pre-empt further questions Use proper spelling, grammar & punctuation Make it personal Use templates for frequently used responses Answer swiftly Do not attach unnecessary files Use proper structure & layout Do not overuse the high priority option Do not write in CAPITALS 69

70. Add disclaimers to your emails Read the email before you send it Do not overuse Reply to All Use the bcc: field or do a mail merge Take care with abbreviations and emoticons Be careful with formatting Take care with rich text and HTML messages Do not forward chain letters Do not request delivery and read receipts 70

71. Do not ask to recall a message. Do not copy a message or attachment without permission Do not use email to discuss confidential information Use a meaningful subject Use active instead of passive Avoid using URGENT and IMPORTANT Avoid long sentences Don't send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks. Don't forward virus hoaxes and chain letters. Keep your language gender neutral Don't reply to spam Use cc: field sparingly 71

72. General Format Write a salutation for each new subject email. Try to keep the email brief (one screen length). Return emails within the same time you would a phone call. Check for punctuation, spelling, and grammatical errors Use caps when appropriate. Format your email for plain text rather than HTML. Use a font that has a professional or neutral look. 72

73. Character Spacing Try to keep your line length at 80 characters or less. If your message is likely to be forwarded, keep it to 60 characters or less. Set your email preferences to automatically wrap outgoing plain text messages. 73

74. Lists and Bullets When you are writing directions or want to emphasize important points, number your directions or bullet your main points. For example, Place the paper in drawer A. Click the green “start” button. Another example, Improve customer satisfaction. Empower employees. 74

75. Tone Write in a positive tone “When you complete the report.” instead of “If you complete the report.” Avoid negative words that begin with “un, non, ex” or that end with “less” (useless, non-existent, ex-employee, undecided). Use smiles , winks ;), and other graphical symbols only when appropriate . Use contractions to add a friendly tone. (don’t, won’t, can’t). 75

76. Addresses Avoid sending emails to more than four addresses at once. Instead, create a mailing list so that readers do not have to scroll too much before getting to the actual message. To: [email protected]

77. Attachments When you are sending an attachment tell your respondent what the name of the file is, what program it is saved in, and the version of the program. “This file is in MSWord 2000 under the name “LabFile.”

78. Flaming in emails Flaming is a virtual term for venting or sending inflammatory messages in email. Avoid flaming because it tends to create a great deal of conflict that spirals out of control. Flame fights are the equivalent of food fights and tend to affect observers in a very negative way. What you say cannot be taken back; it is in black and white. 78

79. Keep flaming under control Before you send an email message, ask yourself, “would I say this to this person’s face?” Calm down before responding to a message that offends you. Once you send the message it is gone. Read your message twice before you send it and assume that you may be misinterpreted when proofreading. 79

80. When you need to flame There are times when you may need to blow off some steam. Remember your audience and your situation before sending the email. Here’s a way to flame: Flame On Your message Flame Off 80

81. Responding to a flame Empathize with the sender’s frustration and tell them they are right if that is true If you feel you are right, thank them for bringing the matter to your attention Explain what led to the problem in question Avoid getting bogged down by details and minor arguments If you are aware that the situation is in the process of being resolved let the reader know at the top of the response Apologize if necessary 81

82. When Email Won’t Work There are times when you need to take your discussion out of the virtual world and make a phone call. If things become very heated, a lot of misunderstanding occurs, or when you are delivering very delicate news then the best way is still face-to face.

83. Interoffice memo 83

84. Memos Memorandum is the Latin word for “something to be remembered” Memos are brief in-house correspondence sent up and down the corporate ladder They can be on paper or sent through e-mail 84

85. Memo Protocol and Company Politics Regardless of where you work, your employer will expect your memos to be timely, professional, and tactful Most companies have their own memo protocol Accepted ways in which in-house communications are formatted, organized, written, and routed 85

86. Functions of Memos Announcing a company policy or plan Changing a policy or procedure Offering information (FYI) Setting an agenda Making a request Explaining a procedure or giving instructions Clarifying or summarizing an issue 86

87. Functions of Memos Alerting readers to a problem or a deadline Confirming the outcome of a conversation Calling a meeting Reminding readers about a meeting, policy, or procedure Circulating minutes of a meeting 87

88. 4 – 88 Functions of Memos Providing documentation Providing suggestions or recommendations Documenting, for your own protection, what you did or did not do Summarizing a long report or proposal Congratulating a co-worker Resigning your post

89. Memo Format Some companies use a standard form while others have their memo printed on their letterheads The memo may be on a half sheet or a full sheet Basically, the memo consists of two parts The identifying information at the top The message itself 89

90. Sample Memorandum (Memo) 6X  TO: All Students FROM: Your Teacher  DATE: December 1, 200-  SUBJECT: MEMO RANDUMS Memorandums, commonly called “Memos” for short are used in many businesspeople to communicate with others in the same office. This form of communication is called Interoffice Memos. Businesspeople also send memos to people outside the office who work closely with them. Memos are usually brief and focus on a limited topic. They are often fairly informal in tone. Words such as TO: FROM: DATE: SUBJECT: in a memo are called Headings or Guide Words. A colon follows each heading and they are usually keyed in Double Spaced Lines (DS). Be sure set your margins as follows: Top margin – two (2) inches and all other margins – one (1) inch. Thank you. yt ( Reference Initials of the FROM person. Key in lower case) B o d y Headings or Guide Words Key in ALL CAPS, a COLON after each one then tab once or twice. DS between Headings. TM: 2 inches BM, LM, RM – 1 inch SS within paragraphs DS between paragraphs. 90

91. The identifying information includes the following lines TO: FROM: DATE: SUBJECT: Memo Format If your memo is going to more than one reader, make sure you list them in the order of their status in your company Write your name (and job title, if necessary for the reader.) You may write your initials after your typed name to verify the memo comes from you Give the full calendar date This serves as the title line of your memo. Summarize your message/purpose precisely 91

92. Memo Style and Tone The style and tone of your memo will be controlled by the audience within your company or agency Casual tone When writing to a co-worker whom you know well Formal tone When writing to a manager Remember that your employer and co-workers deserve the same clear and concise writing that your customers do 92

93. Strategies for Organizing a Memo Introduction Tell readers clearly about what prompted you to write Explain briefly any background information needed Be specific Discussion State what is important, who will be affected, what caused it Indicate why changes are necessary Give precise dates, times, locations, and costs Conclusion Request a reply by a specific date Provide a list of recommendations Ask readers to call if they have questions 93

94. 4 – 94 Organizational Markers Headings Organize your work and make information easy for readers to follow Numbered or bulleted lists Help readers see comparisons and contrasts readily and thereby comprehend your ideas more quickly Underlining or boldfacing Emphasizes key points. Do not overuse this technique ; draw attention only to main points and those that contain summaries or draw conclusions Heading Bulleted List Underlining

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