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Business and Technical Writing
Once you graduate and enter the workforce, you will communicate
with others through a variety of documents, ranging from brief
email notes to lengthy reports and proposals. Although executives,
managers, scientists, and professionals follow the basic rules
of English grammar, there are significant differences between
academic and business writing:
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Business writing occurs in a specific
context
The tone, style, diction, and format of business and
professional documents are greatly shaped by the history
of the organization, the discipline, the reader, extended
audience, and topic. The writing style suited for an
ad agency or interior decorator might be considered
unprofessional in a law or accounting firm. A corporation
that has experienced strikes and layoffs will address
employees differently than a firm with good labor relations.
When you write you will have to consider the nature
of your career, the image and history of the organization,
your superiors' concerns, and the needs and expectations
of your reader. |
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Business writing focuses on specific
readers
In college you write for professors in specific disciplines.
You do not have to worry if they will understand specialized
terms or be familiar with background information on
the subject. In addition, professors are expected to
be objective readers, evaluating your work on its presentation
rather than its point of view. In business writing
you may find yourself addressing people with limited
knowledge of your particular field or readers hostile
to your ideas or the organization you represent. Readers
will not be objective. They may have fixed views and
resist your recommendations. |
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Business writing emphasizes results
College writing demonstrates skills. Your professors
are less interested in your opinions and more concerned
in the way you develop and support your thesis. In an
algebra class, for instance, the numbers are abstract
and have no value. Getting the right answer is less
important than demonstrating the ability to solve problems.
In business and industry, ideas and answers mean money.
You are not simply seeking to demonstrate your knowledge
but to urge readers to accept your recommendations,
purchase your products, or accept your proposals. You
will be asking people to invest large sums of money
or make commitments involving substantial resources. |
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Business writing is conscious of
legal implications
Letters, reports, and contracts can become legal documents.
Writers are careful to avoid making statements they
cannot support. A poorly worded phrase, even a grammar
error, can place writers in legal jeopardy, exposing
them and their employers to litigation. |
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Business writing represents the
views of others.
In college your papers are individual creations and
can express personal views, but in your career you will
likely work as a representative of a corporation, organization,
partnership, or agency.
* Never write anything that would be unacceptable
to to your employer.
* Avoid making promises or commitments unless you
know that your organization or employer will honor them.
* Become familiar with company policies regarding
questions, disputes, claims, and disputes. Do not take
action on your own unless you follow established procedures.
* Never use official stationery for personal letters.
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RESUMES
Perhaps the first business document you will have to produce
is a resume. Before undertaking this often frustrating task,
it is important to understand what a resume is:
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A resume is a ten second advertisement
Research has revealed that the average executive spends
about ten seconds skimming a resume before rejecting
it or setting it aside for further review. |
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A resume is not a list of every
job you have had or a description of your ultimate goal
in life -- it is ad presenting facts and
accomplishments relevant to a specific position. |
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The goal of a resume is to secure
an interview, not a job
Few, if any applicants, are hired solely on the basis
of a one or two page document. The goal of a resume
is simply to generate enough interest in the applicant
to prompt the employer to schedule an interview.
* Present only the key highlights of your career
and education. |
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Applicants usually benefit from
having more than one resume
Just as companies design different advertisements to
market the same product to different consumers, you
may have three or four resumes. An accounting major
may have one resume emphasizing auditing expertise and
another stressing tax experience.
* Because they are read quickly, highly targeted
resumes addressing a single job are more effective than
general statements. |
STRATEGIES FOR WRITING
RESUMES
| 1. |
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Understand that there are no absolute
rules in writing effective resumes -- only guidelines.
You may have heard that a resume must be only one page,
that it is useless to list hobbies, or that you should
never mention your age. Because there is such a range
of jobs and applicants, there are instances where "breaking"
the rules may be the only effective way of getting attention.
An actor's resume is usually accompanied with a photograph.
A restaurant manager once secured an interview by designing
a resume in the form of a menu. |
| 2. |
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Focus your resume by carefully reading
the want ad or job description.
Note the key requirements employers seek and highlight
those skills. Pay attention to key words and phrases
and determine if you can repeat them in your resume. |
| 3. |
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Include your full name, address, telephone
number with area code, or email address.
* If you are in the process of moving, you can list
two addresses. |
| 4. |
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Provide a clear objective statement
describing the job you seek.
Avoid using general statements such as "A position making
use of my skills and abilities" or one that lists too
many job titles: "Sales Manager/Marketing Manager/Advertising
Director."
Broad objectives make applicants appear indecisive
or desperate. It is better to have specific statements:
A position in publishing design
making use of my experience in graphics.
Assistant Sales Manager
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Use a short SUMMARY or OVERVIEW statement
to encapsulate key elements in your background.
A short paragraph describing your background, goals,
and skills can personalize a resume. It can encourage
the reader to view your experience in a certain light,
showing how seemingly unrelated jobs or education would
be relevant to the job you seek:
Textbook sales
Ten years experience in textbook sales. Increased
territory 25% in eighteen months. Introduced on-line
marketing. Reduced service budget 18% in first six
months. Received extensive sales training as agent
for New York Life.
Security consultant
* FBI agent 1980-2000
* Conducted computer fraud investigations for
Banker's Life, General Motors Credit Corporation,
Miller Brewing, and Westwood Industries.
* Trained New York City detectives in on-line
investigative methods.
* You may find it easier to write the summary
last, after you have identified your key strengths.
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Open your resume with your strongest
and most recent credentials.
If you have professional experience, you may find it
more effective to highlight your recent job than a new
degree. If you are unsure which area to highlight, prepare
two resumes, one emphasizing experience and the other
stressing education.
* You can use both resumes, selecting the version
that best matches a particular job. Before applying
to a number of positions, send out a small number of
resumes to identify which version produces the best
results. |
| 7. |
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Arrange education and experience chronologically,
beginning with the most recent. |
| 8. |
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If you are a recent graduate with
little professional experience, list significant courses,
awards, grade point averages, and honors.
* If you have worked as an intern or completed
clinical work, place this under the heading Experience
rather than Education:
| EXPERIENCE |
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WESTERN SOFTWARE,
San Diego, CA |
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Intern in marketing program
directly assisting two managers introducing new
consumer products. |
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* Wrote two sales brochures
for national distribution. |
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* Edited text of promotional
video. |
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* Attended national sales
seminars. |
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Stress individual accomplishments
Briefly list dates of employment, title, and general
job description, then provide examples of specific skills
and experiences.
* Use verb phrases to give your resume a sense
of action:
| 1999- |
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Sales Manager in Miami's third
largest book store responsible for hiring, training,
purchasing, and promotions. |
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* Lowered employee
turnover 25% in first year. |
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* Resigned
promotions to increase point of purchase stationery
supplies from $25,000 to $87,500 in first year. |
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* Organized
book signing receptions drawing national media
coverage. |
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List training seminars, volunteer
work, hobbies, and military service only if directly
related to the position.
A resume is a fact sheet listing your key skills and
experiences. Secondary information can be included in
a cover letter or mentioned at a job interview. |
TWO SAMPLE RESUMES
Review the following resumes. Each represents a different
student with a range of education and experience.
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KATHY KOBERSTEIN
1010 St. Paul Street
Denver, CO 17452
(303) 388-4810
| OBJECTIVE |
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An entry level marketing position in a financial
institution offering opportunities for advancement. |
| EDUCATION |
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UNIVERSITY OF COLORADO-DENVER
Bachelor Degree in Business Administration, 2000
Principal courses in marketing, telemarketing, advertising,
and communications.
Minor in English
GPA: 3.8 |
| MARKETING EXPERIENCE |
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FIRST COLORADO NATIONAL BANK, Denver, CO
Intern directly assisting marketing director. |
| 2000 |
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* Edited and revised direct mail promotional
literature.
* Assisted in writing script for promotional
video distributed at national banking conventions
in New York, Chicago, and San Diego. |
| WORK EXPERIENCE |
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JASPERS, Denver, CO
Bartender working 15-20 hours a week while
attending college. |
| 1999-2000 |
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* Acted as assistant manager, scheduling employees
and ordering supplies.
* Prepared financial records for annual audit. |
| HONORS |
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Dean's List in last four semesters |
| PROFESSIONAL AFFILIATIONS |
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International Association of Business Communicators
American Marketing Association |
| Willing to Relocate |
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(STUDENT RESUME WITH
INTERNSHIP LISTED AS EXPERIENCE)
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Victoria Cardona
2002 Areo Court
San Diego, CA 92123
(619) 563-7804
| Objective |
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Legal Assistant specializing in civil litigation |
| Summary |
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Detail-oriented researcher. Accustomed to organizing
documents for legal review. Strong communications
skills. Fluent legal Spanish. |
| Education |
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ROOSEVELT UNIVERSITY, Chicago, IL
Lawyer's Assistant Program, ABA approved, 2000
Graduate Level Certificate Program
Completed post-graduate extensive paralegal training
course, including 50 hours legal research and 150
hours of specialized litigation study.
NATIONAL UNIVERSITY, San Diego, CA
BA, English 1998 |
| Experience |
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CALIFORNIA COUNCIL OF CRIMINAL JUSTICE,
Sacramento, CA
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| 1992-1994 |
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Program Analyst reviewing proposals and
monitoring programs organized by anti-crime groups
seeking LEAA grants administered through governor's
office. |
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* Monitored 40 approved programs in spending
and hiring policies. |
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* Assisted in preparing materials for grant
renewal. |
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* Secured private funding following grant
expiration. |
| 1992 |
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CALIFORNIA CORRECTIONAL SERVICES, San Diego,
CA |
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Program Director of LEAA funded program
assisting ex-offenders and their families. |
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* Worked directly with California Correctional
Legal Services, a private United Fund recipient
assisting ex-offenders resolve legal issues. |
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* Developed job placement network assisting
ex-offenders through weekly speaking engagements
to business and civic organizations. |
| References |
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Available on Request |
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(STUDENT RESUME INCLUDING
PREVIOUS EXPERIENCE)
LETTERS
The content and format of business letters is dictated by
the industry or organization. Many companies will have style
manuals that illustrate how the text of letters should be
arranged on the page. No matter how the text is displayed,
however, it is important that your letters and reports are
accurate, objective, and reader-oriented.
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Avoid false elegance and wordy expressions:
WORDY
render a study of
strike situation
inclement weather conditions |
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IMPROVED
study
strike
inclement weather |
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Maintain a "you" attitude. Focus on the needs of the
reader. |
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Maintain a positive attitude. Examine the tone of the
following letters. Both state the same message -- that
Downey & Gelb will not make a charitable donation to a
scholarship fund.
Dear Ms. Lendel:
We regret to inform you that Downey & Gelb will
be unable to contribute to your scholarship fund.
We are swamped with so many requests each year,
that we establish a budget for charitable contributions.
As our funds are exhausted, we are unable to honor
your request. We hope that you appreciate our situation. |
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Dear Ms. Lendel:
We congratulate you on the work you are doing to
assist local students. At Downey & Gelb, we are
interested in being good corporate citizens. That
is why each year we dedicate as many resources as
we can to support community development. As our
funds for this year have already been pledged, we
will place your organization under consideration
for next year. |
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What image of Downey & Gelb does each letter project?
Consider how even routine correspondence can influence how
people perceive an organization.
Return to top
From The
Sundance Reader, Third Edition, Web Site by Mark
Connelly.
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