COMMUNICATIONDEFINITION OF COMMUNICATION[mass noun] the
imparting or exchanging of information by speaking, writing, or
using some other medium:television is an effective means of
communication(communications) means of sending or receiving
information, such as telephone lines or computers:satellite
communicationscommunications) means of travelling or of
transporting goods, such as roads or railways:a city providing
excellent road and rail communicationsthe act or process of using
words, sounds, signs, or behaviors to express or exchange
information or to express your ideas, thoughts, feelings, etc., to
someone else.
Introductory notes.1IMPORTANCE AND BENEFITS OF EFFECTIVE
COMMUNICATION
a direction for those involved in a dispute or issuean
understanding to the varying groups of what these issues
involvehelp and support for those who need itthe ability to change
opinion about a dispute in a way that leads to it being resolved.
For organizations to be successful, a listening culture is vital.
It brings greater performance, higher productivity and more staff
buy-in, because when staff feel valued and recognised they do more
to support the business. Effective communication reduces the
incidence of misunderstanding and consequent errors, and enables
employees to be more readily aligned to the vision and leadership
of the organisation, and to work more efficiently. This in turn
reduces the opportunity for disharmony, discontent or
dissatisfaction, and supports a healthy working culture. Effective
communication enables managers to be more aware of the internal and
external pressures on employees, and promotes the opportunity for
flexible and efficient management for example by enabling the
provision of suitable interventions in the instance of sickness
absence, care issues or bereavement that might benefit from
temporary, flexible working arrangements.
IMPORTANCE OF ACTIVE LISTENINGIt goes without saying that
effective communication includes active listening skills - engaging
with the person youre listening to and responding appropriately.
The ability to listen actively enables the person who is speaking
to talk without interruption or contradiction and, by virtue of
having a sounding board, clarify his or her opinion or
circumstance. This improves self-confidence and encourages a better
assessment of any proposed action, prior to it being taken.
Unfortunately, its often the very people who require the most help
who will deny theyre in need of such support. They will frequently
assure colleagues that they can manage and are in control of a
situation, when the reality is not only that they cant cope, but
that they have never been actively encouraged by the organisational
culture to seek help. Active listening should therefore be seen as
an essential managerial tool and part of effective people
management. It should be within the skills portfolio of all
managers, and used in the maintenance of a stress-free work
environment and the avoidance of disruption or discontent within
the workforce.TYPES OF LISTENINGMarginal ListeningProjective
ListeningEmpathetic ListeningInformative ListeningEvaluative
ListeningAppreciative ListeningCritical ListeningDiscriminative
ListeningFake Listening
ESSENTIALS OF LISTENINGCooperate with the speakerAvoid
distractionsAsk questionsWithhold judgmental attitudeAvoid giving
adviceDisplay appropriate body language
KINDS OF COMMUNICATIONVerbal CommunicationNonverbal
CommunicationVERBAL COMMUNICATIONCommunication is done by word of
mouth and a piece of writing. Objective of every communication is
to have people understand what we are trying to convey. In verbal
communication remember the acronym KISS(keep it short and
simple).Usually people bring their own attitude, perception,
emotions and thoughts about the topic and hence creates barrier in
delivering the right meaning.Verbal Communication is further
divided into:Oral CommunicationWritten Communication
Objectives for instruction and expected results and/or skills
developed from learning. 7ORAL COMMUNICATION In oral communication,
Spoken words are used. It includes face-to-face conversations,
speech, telephonic conversation, video, radio, television, voice
over internet. In oral communication, communication is influence by
pitch, volume, speed and clarity of speaking.
ADVANTAGES AND DISADVANTAGES OF ORAL COMMUNICATIONAdvantages of
Oral communication are:It brings quick feedback.In a face-to-face
conversation, by reading facial expression and body language one
can guess whether he/she should trust whats being said or
not.Disadvantage of oral communicationIn face-to-face discussion,
user is unable to deeply think about what he is delivering, so this
can be counted as a
WRITTEN COMMUNICATIONIn written communication, written signs or
symbols are used to communicate. A written message may be printed
or hand written. In written communication message can be
transmitted via email, letter, report, memo etc. Message, in
written communication, is influenced by the vocabulary &
grammar used, writing style, precision and clarity of the language
used.Written Communication is most common form of communication
being used in business. So, it is considered core among business
skills.Memos, reports, bulletins, job descriptions, employee
manuals, and electronic mail are the types of written communication
used for internal communication. For communicating with external
environment in writing, electronic mail, Internet Web sites,
letters, proposals, telegrams, faxes, postcards, contracts,
advertisements, brochures, and news releases are used.
ADVANTAGES OF WRITTEN COMMUNICATION Advantages of written
communication includes:Messages can be edited and revised many time
before it is actually sent.Written communication provide record for
every message sent and can be saved for later study.A written
message enables receiver to fully understand it and send
appropriate feedback.DISADVANTAGES OF WRITTEN COMMUNICATION Unlike
oral communication, Written communication doesnt bring instant
feedback.It take more time in composing a written message as
compared to word-of-mouth. and number of people struggles for
writing ability.NON VERBAL COMMUNICATIONNonverbal communication is
the sending or receiving of wordless messages. We can say that
communication other than oral and written, such as gesture, body
language, posture, tone of voice or facial expressions, is called
nonverbal communication. Nonverbal communication is all about the
body language of speaker.Nonverbal communication helps receiver in
interpreting the message received. Often, nonverbal signals
reflects the situation more accurately than verbal messages.
Sometimes nonverbal response contradicts verbal communication and
hence affect the effectiveness of message.
ELEMENTS OF NONVERBAL COMMUNICATIONAppearanceSpeaker: clothing,
hairstyle, neatness, use of cosmeticsSurrounding: room size,
lighting, decorations, furnishingsBody Languagefacial expressions,
gestures, posturesSoundsVoice Tone, Volume, Speech rate
MATRICES OF NON VERBAL COMMUNICATIONBody
languageChronomaticsChromaticsKinesicsProxemicsHapticsParalinguisticsTypes
of Communication Based on Purpose and StyleFormal
CommunicationInformal Communication
FORMAL COMMUNICATION In formal communication, certain rules,
conventions and principles are followed while communicating
message. Formal communication occurs in formal and official style.
Usually professional settings, corporate meetings, conferences
undergoes in formal pattern.In formal communication, use of slang
and foul language is avoided and correct pronunciation is required.
Authority lines are needed to be followed in formal
communication.
INFORMAL COMMUNICATIONInformal communication is done using
channels that are in contrast with formal communication channels.
Its just a casual talk. It is established for societal affiliations
of members in an organization and face-to-face discussions. It
happens among friends and family. In informal communication use of
slang words, foul language is not restricted. Usually. informal
communication is done orally and using gestures.Informal
communication, Unlike formal communication, doesnt follow authority
lines. In an organization, it helps in finding out staff grievances
as people express more when talking informally. Informal
communication helps in building relationships.
COMMUNICATION BARRIERSAny factor that disrupts smooth flow of
communication Communication failures at personal and professional
level
FACTORS CAUSING COMMUNICATION BARRIERSLack of PlanningLack of
trustAmbuiguityDistortionsImplied meaningsDrawing
inferenceNoiseTime and distanceWrong choice of mediumFACTORS
CAUSING COMMUNICATION BARRIERSIntra-personal communication
barriersInter-personal communication barriersEnvironmental
communication barriers
INTRA PERSONAL COMMUNICATION BARRIERSPhysiological
barriersAttitudinal barriersPerceptual barriersPsychological
barriersEmotional barriers
INTRA PERSONAL COMMUNICATION BARRIERS:PSYCHOLOGICAL
BARRIERSFalse assumptionsOverconfidence and apathyFear and
defensiveness
INTRA PERSONAL COMMUNICATION BARRIERS:PERCEPTUAL BARRIERSMental
blocksINTRA PERSONAL COMMUNICATION BARRIERS:ATTITUDINAL
BARRIERSEgocentrismJudgmental attitudeINTRA PERSONAL COMMUNICATION
BARRIERS:EMOTIONAL BARRIERSIndividuals with higher emotional
intelligenceINTRER PERSONAL COMMUNICATION BARRIERSSender- centric
communication barriersReceiver- centric communication barriers
SENDER-CENTRIC COMMUNICATION BARRIERSLack of preparationLack of
credibilityOver or under confidenceLack of interestInappropriate
audience analysisLack of emotional intelligenceLack of social
intelligenceIncorrect choice of communication channelTime
deficitLack of cross cultural intelligenceOver or under
qualificationLack of respect towards the recieverLack of right
attitudeLack of language competency
RECIEVER CENTRIC COMMUNICATION BARRIERSNon listening or poor
listeningPaucity of relevant informationInattentivenessTime
deficitLack of language competencyInterpretation of wordsBypassed
instructionsDenotations and connotationsInformation overloadLack of
the collaborative effortOverconfidence/underconfidenceENVIRONMENTAL
COMMUNICATION BARRIERSPhysical barriersChronomatic barriersSocial
barriersCultural barriersTechnological barriersOrganizational
barriersGender barriersCOMPONENTS OF COMMUNICATIONCONTEXT SENDER
ENCODERMESSAGEMEDIUMRECIEVER DECODERFEEDBACKDIMENSIONS OF BUISNESS
COMMUNICATION IN AN ORGANIZATIONIntra-personal
communicationInter-personal communicationVerbal
communicationNon-verbal communicationInter-organization
communicationIntra-organization communicationInter-cultural
communicationINTRA-PERSONAL COMMUNICATIONSelf imageSelf talkSelf
esteemSelf confidence
INTER-PERSONAL COMMUNICATIONEmpathyAssertivenessCultural
SensitivityPerseverance
VERBAL COMMUNICATIONLanguage CompetencyVocabularyGeneral
AwarenessDomain knowledge
INTRA-ORGANIZATIONAL COMMUNICATIONOrganizational
cultureOrganizational politicsInnovative CommunicationTraditional
CommunicationINTER ORGANIZATIONAL COMMUNICATIONCorporate
IdentityNetworkingInnovative CommunicationTraditional
CommunicationINTRA-CULTURAL COMMUNICATIONContextual
SimilaritySocial SimilarityLegal and ethical
similarityCommunication similarityINTER CULTURAL
COMMUNICATIONContextual DiversitySocial DiversityLegal and ethical
DiversityCommunication DiversityTHE SEVEN CS OF EFFECTIVE
COMMUNICATIONCOMPLETENESSCONCISENESSCONSIDERATIONCONCRETENESSCLARITYCOURTESYCORRECTNESSCOMPLETENESSMENTAL
FILTERSNECESSARY INFORMATIONANSWER ALL QUESTIONS ASKEDGIVE
SOMETHING EXTRA WHEN DESIREABLEOMISSIONS CAUSE SUSPICIONSGIVE
SOMETHING EXTRA WHEN DESIREABLECONCISENESSA COMPLETE MESSAGE
WITHOUT BEING WORDYCOMBINED WITH A YOU VIEWRESPECT FOR
RECIPIENTSAVOID UNNECESSARY REPETITION(BOOK)INCLUDE ONLY RELEVANT
MATERIAL
CONSIDERATIONFOCUS ON YOU INSTEAD OF ISHOW AUDIENCE BENEFIT OR
INTEREST IN THE RECIEVEREMPHASIZE POSITIVE PLEASANT FACTSEMPHASIZE
ON BENEFITS OF THE READERSCONCRETENESSSPECIFIC,DEFINITE AND VIVID
RATHER THAN VAGUEUSE FACTS AND FIGURESPUT ACTION IN YOUR
VERBS(SPECIFIC,PERSONAL,CONCISE,EMPHATIC)CHOOSE VIVID IMAGE
BUILDING WORDSUSE ACTIVE VOICE
CLARITYCHOOSE AS PRECISE OR AS CONCRETE A WORD AS POSSIBLESELECT
A WORD THAT HAS A SENSE OF APPROPRIATENESS FOR THE READEROPT FOR
THE FAMILIAR WORDSLIMIT SENTENCE LENGTH TO 17 OR 20 WORDSINSERT NO
MORE THAN ONE MAIN IDEA INTO THE SENTENCEARRANGE WORDS SO THAT THE
MAIN IDEA OCCURS EARLY IN A SENTENCECOURTESYBE SINCERELY
TACTFUL,THANKFUL,THOUGHTFUL,APPRECIAITIVEHAVE A SINCERE YOU
ATTITUDEUSE EXPRESSIONS THAT SHOW RESPECTCHOOSE NON DISCRIMINATORY
EXPRESSIONSUSE NON SEXIST LANGUAGENON DISCRIMINATORY
WORDSCORRECTNESSUSE THE RIGHT LEVEL OF LANGUAGECHECK ACCURACY OF
FACTS AND FIGURES AND WORDSMAINTAIN ACCEPTABLE WRITING
MECHANICSWRITING EFFECTIVE BUSINESS LETTERSPRINCIPLES OF EFFECTIVE
WRITINGSolid structureCrystal clear clarityCandid
consistencyLevel-headed selection of medium
SOLID STRUCTUREA structure holds true to any form of
communication-a letter,a memo,an email,webpageIntroduction: to the
pointopeningBody:Gist of the message liesConclusion:Sum up the
messagetPrimary Effect and Recency EffecCRYSTAL CLEAR CLARITYA high
degree of clarity is essential to all written communicationCANDID
CONSISTENCEYAvoid contradicting yourselfDo not try to play
smart
LEVEL- HAEDED SELECTION OF MEDIUM High level of
accuracyLikelihood of receiver comprehensionCost effectivenessBe
direct and consciseBe honest and conciseBe honest and genuineBe
present and openBe confident and be measured
LEVEL- HAEDED SELECTION OF
MEDIUMIntensityIntegritySimplicitySuccinctness
WRITING PROCESS3 into 3 writing
process:Pre-writingWritingRevising
PRE-WRITINGStep 1: AnalyzingWill anything change as a result of
your message?Is your purpose realistic?Is it the right time to
convey the message?Identify your primary reciverDetermine receiver
size and compositinDetermining the geographic distribution of the
recieversGauging receivers level of
undersatndingPRE-WRITINGUnderstanding your recievers expectations
and preferencesForecasting the receiver's probable reactionSTEP 2:
ANTICIPATINGTo inform To persuadeTo collaborateTo determine
STEP 3:ADAPTINGCombines the analysis and anticipation stageBe
sensitive to your recievers needsBuild a strong relationship with
your recieverControl your style to maintain a professional
toneWRITINGRESEARCHINGORGANIZINGCOMPOSINGRESEARCHINGConsidering the
view point of othersReading reports and other authentic
documentsTalking with supervisors or colleaguesUsing search
enginesORGANIZINGFive Ws one HProviding accurate information
especially about your company and its operationsMaintaining ethical
standardsEnsuring information is pertinent to receiver's
needsCOMPOSINGInclude functional words:including
conjuctions,prepositions,articles,pronounsContent
words:nouns,verbs,adjectives,denotative words or connotative
wordsUsing short sentencesOrganize coherent paragraphs:topic
sentence,support sentenceWell developed paragraphs are
unified,well-supported,choherent,using transitions
REVISINGRevising or editingProof readingEvaluating
DIFFERENT FORMS OF WRITTEN COMMUNICATIONBusiness
lettersMemorandumsOffice orderOffice circularNotice, agenda,minutes
of meetingPerformance appraisalBusiness lettersDrafting at
convenienceExtensive reachA record for the purpose of lawA record
for referenceSolidifies a business brandHelps to expand
businessSaves money in communicationConvenient for giving not so
good news
PARTS OF A BUINESS LETTERHeadingInside addressSalutationBody of
the letterComplimentary closeSignature block
HEADINGLetterhead:Dateline
DATELINE STYLESINSIDE ADDRESSReceiver's courtesy styleThe
receiver's nameThe recivers professional titleDepartment
nameCompany nameReceiver's standard addressLeft
marginSLAUTATIONDear SirDear MadamDear SirsDear Shri BakshiDear
customer,Dear subscriber,Dear editorBODY OF THE LETTERReal message
of the letter, begins below the salutation with a double spaced in
betweenIt may have blocked or intended paragraph depending on the
letters formatClear introductionMain bodyA line seeking action and
responseA closing section
COMPLIMENTARY CLOSEEnds the messageGoodbye and signature of the
writerDouble spaced format after the text SIGNATURE BLOCKWriters
signed nameFour lines beneath the complimentary close
LETTER FORMATSFull Block FormatModified block format Semi block
formatFULL BLOCK FORMATReturn address:helps the reciever find out
where the letter has come from,a space between return address and
the dateline can be skippedDateline:written below the return
address in the style applicable to the geographic location.a line
space between dateline and the inside address can be skippedInside
address:Recievers address mentioning his/her name,title and company
name is given.Line spaceSalutation:Dear Ms/Mrs/Mr last name.A line
between the salutation and subject line can be skippedSubject
line:optional element and can be skippedBody of the
letter:Paragraph should be single spaced.A line between the end of
the body and the complimeantary close may be skipped.Complimentary
close:It indicated to the reader that you have finished your
letter.A comma after the compliemntary close
FULL BLOCK FORMATSignature block:signature in penPrinted
name:typed nameMODIFIED BLOCK FORMATReturn
address,dateline,complimentary close,signature block,printed
name-RIGHT SIDE OF THE PAGE
SEMI-BLOCK FORMATIndentation on the right half of the page.First
line of the paragraphs are always intended.Indentation of the first
line is the only difference between the semi block and modified
block formatlMEMORANDUMSWithin the organization communicationMost
common form of written communicationA memorandum (abbrev.: memo)
was from the Latin verbal phrase memorandum which means"to mention,
call to mind, recount, relate",[1] which means "It must be
remembered (that)...". PURPOSEfor decision is to support decision
making to help (or sometimes influence) a decision-maker to make a
better decision in a particular problem situation than he might
otherwise have made without the analysis.[5]conveying information;
informing decisions, making a request, providing a response to a
question, making a suggestion, presenting an informal report,
proposing a solution to a problem, or documenting a reference for
future use.ADVANTAGES OF WRITING MEMOSHistorical SignficanceJohn
Guillory of the University of Chicago and Critical Inquiry website
explains that as businesses evolved and become more complex at the
end of the 1800s, it became increasingly important for companies to
communicate effectively and keep records of what they were doing.
Businesspeople thus developed memos as a new style of internal
business communication. By the 1920s, memos had transformed
business interactions and were commonplace.
ADVANTAGES OF WRITING MEMOSInexpensiveA major advantage of
business memos is that they are inexpensive to create. Even when
businesspeople physically print the memo, doing so usually costs
the company far less than it would to halt work entirely to have a
formal meeting about what the memo addresses. If businesspeople
send the memo via email, the company also is able to communicate
without without having ink and paper expenses, and there is no
physical disposal of the memo papers necessary for which the
company could be charged
ADVANTAGES OF WRITING MEMOSEVIDENCE:Memo information is harder
to dispute than oral communication because the memo is evidence of
what the writer said. If there is a dispute, employees and managers
can refer to the memo to resolve the conflict. The memo also may
serve as a reference for employees for the future as a way of
maintaining memory clarity. This keeps operations
efficient.ADVANTAGES OF WRITING MEMOSTIMELINE SNAPSHOT:Business
memos show what was happening in a company at a specific point.
They show who was involved in company actions, what the goals were
and who initiated them. By keeping a minimum of a digital copy of
each memo produced, the company has records of operations. These
are useful for audits and showing investors and other interested
parties that the company is progressing toward goals.ADVANTAGES OF
WRITING MEMOSLESS DISRUPTIVE:Businesspeople are able to produce and
deliver memos unobtrusively. Even when the memo is physically
printed, employees can read the memo at their leisure. This is less
disruptive than other means of communication such as phone calls,
instant messaging or meetings.ADVANTAGES OF WRITING
MEMOSDELIVERY:Delivery of memos is easy. With hard-copy memos, it
takes just one person to hand the memo out to employees or put it
in the employee mailbox. It usually does not take more than one
business day for the memo to travel from department to department.
With digital memos, businesspeople can send the memo to hundreds or
even thousands of workers with a single click, getting the memo out
in just secondsADVANTAGES OF WRITING MEMOSCRITICAL
THINKING:Business memos are designed to be short and to the point.
Whatever is in the memo is evidence, as well. These two points
encourage the writer of the memo to think critically about what he
puts into the memo. By doing this, the writer gets a clear picture
of the intent behind the writing and thus is better able to defend
the memo's purpose in the futureTIPS FOR MEMO WRITINGCheck for
stylistic requirements with your job. Does the company that you
work for have a standard form when it comes to writing memos? If
so, is it downloadable?Make sure that the body of the text is
written in clear, concise and grammatically right language.Do not
use long and overly wordy sentences. Keep it simple.Do not use a
greeting or a salutation. You should simply go right into the
subject of the memo.Feel free to use bulleted lists and headings to
convey your message.Conclude the memo with any closing statements
that may inspire the recipient to take action.Mention any and all
attachments at the end of the memo using the single word
Attachment.
PARTS OF THE MEMORANDUMTOFROMSUBJECTDATEMESSAGEORAL
PRESENTATIONSThe process of offering for consideration or displayA
social introduction, as of a person at courtA demonstration,
lecture, or welcoming speechA manner or style of speaking,
instructing or putting oneself forwardThe manner of presenting, esp
the organization of visual details to create an overall
impressionThe formal introduction of a person, as into society or
at court; debutThere are six types of
presentations:InformativeAnalyzingPersuasiveInstructionalArousingDecision
Making
PURPOSE OF ORAL PRESENTATIONTo informTo persuadeTo build good
will
THREE STEP OF ORAL PRESENTATION PROCESSPlan your
presentationWrite your presentationComplete your presentationPLAN
YOUR PRESENTATIONANALYZE:study your purposeInvestigate:Gather
needed informationAdapt:Adapt your presentation to audience and
occasion,then establish a good relationship with your audiencePLAN
YOUR P`RESENTATIONANALYZE:study your proposal,lay out your schedule
and profile of your audienceINVESTIGATE:Gather information through
formal or informal research methodsADAPT:Adapt your presentation to
occasion and audience;then establish a good relationship with your
audienceAUDIENCEAudiences can be classified into four basic
categories:CaptivesPragmatistsSocially
motivatedCommittedVisuals[edit]
2:WRITING ORGANIZE:define your main idea,limit the scope,choose
your approach and styleCompose:compose main idea ensuring that the
introduction,body,close,and question and answer period all
accomplish the necessary tasks of an oral mediumORGANIZE ORAL
PRESENTATIONDefine the main idea:How your audience can benefit from
your message1.Convince2.Adudinece concerns
ORGANIZE ORAL PRESENTATIONLimit your scope:fit your presentation
to the time allotedChoose your approach:structure it like a
memoPrepare your outline:they can help you compose your
presentation and stay on taskDecide on an appropriate style:a
casual style for small groups and a formal style for larger groups
ORGANIZE ORAL PRESENTATIONDeveloping oral
presentation1.Introduction2.Body3.CloseDEVELOPING ORAL
PRESENTATIONINTRODUCTION:Arousing audience interestUse humourTell a
storyAsk a questionState a startling statisticMatch the
introduction to the tone of your presentationTo capture
attention,connect your topic to listeners needs and interestsBuild
crdibiltyPreview your presentationDEVELOPING ORAL
PRESENTATIONBODY:Limit the body to three to four main pointsConnect
your ideas with puntuation marksHolding your audience attention
Holding your audience attentionRelate subject to the audience
needsAnticipate audience questionsUse clear vivid languageExplain
the relationship between your subject and familiar ideasORGANIZE
ORAL PRESENTATIONCLOSE:Strong and lasting impressionSummarize the
main ideaRestate the main pointsDescribe the next to be taken
steps3:COMPLETING THE ORAL PRESENTATIONMastering the art of
deleivery:1.Memorizing2.Reading3.Speaking from notes4.Impromptu
speaking3:COMPLETING THE ORAL PRESENTATIONPreparing to
speakOvercoming anxietyHandling questions responsivelyCOVER
LETTERSA cover letter introduces you and your resume to potential
employers or organizations you seek to join (non-profits,
educational institutions, etc). It is the first document an
employer sees, so it is often the first impression you will make.
Take advantage of this important first impression and prepare the
reader for your application, stating why you are writing, why you
are a good match for the job and the organization, and when you
will contact him or her.Cover letters do more than introduce your
resume, though. A cover letter's importance also includes its
ability to:Explain your experiences in a story-like format that
works with the information provided in your resumeAllow you to go
in-depth about important experiences/skills and relate them to job
requirementsShow the employer that you are individualizing
(tailoring) this job applicationProvide a sample of your written
communication skills
CONTENTS OF COVER LETTERSHeadingProvide your contact
information.Include the date you are writing the letter.Include the
address of the company.IntroductionGreet the specific person with
whom you are corresponding.State the position you are applying for
and where you heard about it.Name drop if you have a good
connection.State why you believe you are a good match for the
position and the organization, including 2-3 key qualifications
that you will address in the rest of the letter (these items should
match up with your resume).
CONTENTS OF COVER LETTERSArgument/BodyTailor cover letter for
each job application.Focus each paragraph on one qualification that
shows you are a good match for the job and organization.Give
specific examples to prove where you got these skills and how you
have used them before.Tell a story; do not just list your
skills.Refer to your resume; do not repeat it.Do not use
contractions.ClosingClose with a strong reminder of why you are a
good match for the job and the organization.Request an interview in
some way.Provide contact information.Thank the person for reading
your material.Sign your name and print it underneath.
FORMATTINGRemember that the basic format of a cover letter
follows that of a business letter. As you design the page, think
about the following:LengthKeep to one page.Write one paragraph of
introduction, one-three paragraphs to highlight your skills, and
one paragraph to conclude.SpacingSingle-space your cover
letter.Leave a space between addresses and dates in the
heading.Leave a space between your heading (contact info) and
greeting ("Dear...:").Leave a space between each paragraph.Leave at
least three spaces between your complimentary close ("Sincerely,")
and typed name.Sign your name in ink between your complimentary
close and typed name.
FORMATTINGMargins and AlignmentUse standard margins (one-inch
margins, usually).Can use smaller margins (to about 0.7-inch) as
long as you are consistent on all sides.Align all paragraphs to the
left of the page. (You can also indent the first line of each
paragraph, but that is not used as often.)
COVERLETTERIn order to provide the most professional image of
yourself to potential employers, you want to have polished
documents with no mistakes. Here are some final tips to get this
professional look:Proofread the cover letter after a few hours or
days (improve sentences, grammar, typos).Give your cover letter to
friends, professors, and/or colleagues for proofreading and
suggestions.Go to the Purdue University Writing Lab in Heavilon 226
for a free cover letter tutorial (if you are affiliated with
Purdue).
PURPOSE OF THE COVERLETTERWhat is the purpose of the cover
letter?A cover letter:introduces you and your resume to an
employerexplains why you are writing or applying for the jobdetails
why you are a good match for the organization and the
positiondemonstrates your abilities and helps to establish your
credibilitydraws your readers' attention to specific
qualificationsprovides a sample of your written communications
skillsexplains when you plan to contact your prospective
employer.Tailor your cover letter to:show specific needs of
employers and how you meet thempersuade that your goals align with
the organization's goals (mission) and that your skills align with
the position requirements (also see our Effective Workplace Writing
resource).An effective cover letter:highlights the qualifications
related to the position as laid out in the job criteriaproves that
you align well with the organization and that you meet the job
requirementsprovides contact information and a plan for future
contact.
TIPS FOR EFFECTIVE COVERLETTERSLearning about the jobYour
ability to learn the needs of your readers will help you write a
cover letter effectively. You should learn as much as you can about
your audience (your potential employer) before writing your cover
letter. Your goal is to learn about the organization, its goals and
needs. Then, you should learn about what kind of employee the
organization needs and what an employee will be expected to
do.After reading a job advertisement, ask as many questions as you
can to learn what your prospective employer wants. Lastly, think
about who will be reading your job application documents - human
resources, prospective employers, etc. Think about how your
document many move through the organization you want to join (also
see our Audience Analysis resource).Some questions to begin with
are:"What values and skills would a good match have for the
prospective organization/job?""What kind of personality do I have?"
"What level of education do I need?""What kind of work experience
do I need?"Read the job advertisement carefully. Most
advertisements are divided into two sections, a qualifications
section, and an explanation of what duties the hired candidate will
perform.
TIPS FOR EFFECTIVE COVERLETTERSContact the organizationAnother
way to learn about a good match for the organization and job is by
contacting someone with "inside information" (insiders).Insiders
include, but are not limited to:a professoryour potential
employeran expert in your fielda person who holds the position you
want at a different company.Insiders may be able to tell you what a
job entails, and what kind of person an employer is likely to
hire.If you decide to call insiders, it is essential for you to be
kind and truthful at all times. Being kind will help you to avoid
offending someone with whom you might work in the future. It is
best for you to see each contact with a company as an opportunity
to make a good impression.When calling insiders, try to plan the
flow of your conversation ahead of time.Start by explaining who you
are and why you are calling. Ask questions that will facilitate an
informative, friendly conversation.Write questions before calling
to avoid a lull in the conversation.Questions such as the following
will help you to start an effective conversation:"What are the
organization's goals/missions?""What kind of person is your company
looking for?""What qualifications are most important for this
position?""Is there anyone else I can contact to learn more about
your company?" "Is there anything you think someone with my
experience should do to improve my qualifications?"Try to keep the
conversation rolling, and maintain a pleasant tone at all times.
Also remember to thank your contact for speaking with you, even if
he or she was unable to provide you with helpful information.
TIPS FOR EFFECTIVE COVERLETTERSRead the organization's
websiteAnother good way to do your audience analysis is by reading
an organization's website.Corporate/organization websites provide a
good idea of what a company/organization values. Look for words
that describe the company and its employees. Words repeated
throughout the website reveal particularly important values. Some
organization websites may even have a "Mission Statement" you can
read to learn about what they want to achieve. Use the language on
the website and in the missions statement to help guide your
language in your cover letter.Use college career centersIf you are
in college, see what information is available at your university's
career center. See if the university has any connections to this
company. Career centers should have any information concerning
upcoming visits of companies to career fairs. At Purdue University,
the Center for Career Opportunities (CCO) maintains a number of
resources that are helpful for students looking for internships and
jobs.
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