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

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.

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

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

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

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

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

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

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

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”

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.

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

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

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

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

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

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

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.

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

Joe Bloggs567 current addressMelbourne, 300003 9999 9999

June 2, 2004 Ms. Christine Techie

Manager for EmploymentSimple TravelMelbourne 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)