B U S IN ESS W R ITIN G

S
By K ILLS
Sukriti Bajaj
O V ER V IEW
O verview

Written Communication
Business Writing Features
Basic Rules Of Business Writing
Style In Business Writing
E-Mail & Business Letter Writing
Report Writing
Executive Summary
Business Proposal
Resume Or Curriculum Vitae
W R ITTEN
C O M M U N IC ATIO N
W ritten Com m unication

A message communicated in a written

form is known as Written
Communication.

It is always put into writing and

generally used when the audience is at
a distance or when a permanency of
record is needed.
W ritten Com m unication

Major types of Written Communication

are:

Letter includes memos

Report includes briefs, proposals

Resume
W ritten Com m unication

Types of Written Communication in detail are:

CVs, Resumes
Email, Web site, FAQs
Letters, Newsletters, Brochures, Articles,
Catalogs
Advertisements, Notice Board, Pamphlets,
Signs, Press Release
Reports, Manuals, Proposals, Books
W ritten Com m unication

Letters in informal mode could be:

Casual

Friendly

Known reader

Common grounds/historical perspectives

B U S IN ESS W R ITIN G
FEATU R ES
Features

Clarity language is terse, clear, to the

point

Effectiveness

Stickler for rules- formality, cross

cultural norms of communication
B A S IC R U LES O F
B U S IN ESS W R ITIN G
Basic Rules

Get to the point

Use non discriminatory language

Avoid basic language errors in grammar,

spelling, punctuation, dictionary words

Use the most appropriate tone

G et To The Point

Be concise

Short sentences

Start with a purpose

Eliminate unnecessary words

Reduce words where ever possible

G et To The Point

Paragraphing

Short sentences

Short paragraphs

Opening paragraph to address the

5Ws Who, what, when, where , why
G et To The Point

Use of Lists

Organizes thoughts

Clears main points

Reduces chances of overlooking a

point
G et To The Point

Framing Effective Questions

S TY LE IN B U S IN ESS
W R ITIN G
Com m on Problem s In M anagem ent
D ocum ents
Long sentences

Passive voice

Weak verbs

Superfluous words

Legal and financial terms

Com m on Problem s In M anagem ent
D ocum ents
Numerous defined terms

Abstract words

Unnecessary details

Unreadable design and layout

Active Voice W ith Strong Verb

The time you spend searching for a

good verb is time well spent. When a
verb carries more meaning, you can
dispense with many of the words used
to bolster weak verbs.

Weak verbs keep frequent company

with two grammatical undesirables:
passive voice and nominalizations.
Active & Passive Voice

Active:
Microsoft bought our company.

Passive:
Our company was bought by
Microsoft.

Obscure Passive:
Our company was bought.
D raw back O fPassive Voice

It generally adds length to a sentence

-- 25% to 33% on average.

The agent or human actor is often

obscured or deleted.

Responsibility for actions in the

sentence are obscure or missing
entirely.
Recognizing Passive Voice

Some form of the verb to be.

The stock was bought by an investor.

Another verb in the past tense.

The stock was bought by an investor.

A prepositional phrase beginning with

by.
The stock was bought by an investor.
Recognizing Active Voice

Doers Before Verbs.

Before:
The foregoing fee table is intended to assist
investors in understanding the costs and
expenses that a shareholder will bear directly
or indirectly.

After:
This fee table shows the costs and expenses
you would pay directly or indirectly if you
invested in our fund.
Recognizing Active Voice

Before:
The proxies solicited hereby may be
revoked, subject to the procedures
described herein, at any time up to and
including the date of the meeting.

After:
You may revoke your proxy and reclaim
your right to vote any time, up to and
including the day of the meeting.
N om inalization

Does the sentence use any form of the

verbs to be, to have, or another weak
verb, with a noun that could be turned
into a strong verb?

In the samples that follow, strong

verbs lie hidden in nominalizations,
nouns derived from a verb that usually
ends in -tion.
N om inalization

Before: We made an application.

After: We applied . . .

Before: We made a determination.

After: We determined . . .

Before: We will make a distribution.

After: We will distribute . . .
U sing PersonalN ouns

First, personal pronouns aid your

readers comprehension because they
make clear what applies to your reader
and what applies to you.

Second, they allow you to speak

directly to your reader, creating an
appealing tone that will keep your
reader reading.
U sing PersonalN ouns

Third, they help you to avoid abstractions and

to use more concrete and everyday language.

Fourth, they keep your sentences short.

Fifth, first- and second-person pronouns

arent gender specific, allowing you to avoid
the he and she dilemma. The pronouns to
use are first person plural (we, us our) and
second singular (you, yours).
W riting M uch Less Abstractly

A Carnegie-Mellon study discovered

that readers faced with complex
written information frequently resorted
to creating scenarios in an effort to
understand the text. They often made
an abstract concept understandable by
using it in a hypothetical situation in
which people performed actions.
Levels ofAbstraction

Asset
Investment
Security
Equity
Stock
Common Stock
IBM A Common
W riting Less Abstractly

Before:
Sandyhill Basic Value Fund (the
Fund) seeks capital appreciation
and, secondarily, income by investing
in securities, primarily equities, that
management of the Fund believes are
undervalued and, therefore, represent
basic investment value.
W riting Less Abstractly

After:
At the Sandyhill Basic Value Fund, we
will strive to increase the value of your
shares (capital appreciation) and, to a
lesser extent, to provide income
(dividends). We will invest primarily in
undervalued stocks, meaning those
selling for low prices given the
financial strength of the companies.
W riting Less Abstractly

Before:
No consideration or surrender of Beco Stock
will be required of shareholders of Beco in
return for the shares of Unis Common Stock
issued pursuant to the Distribution.

After:
You will not have to pay for or turn in your
shares of Beco stock to receive your shares
of Unis common stock from the spin-off.
O m itting Superfl
uous W ords

in accordance with
in the event that by, with
subsequent to If
prior to after
despite the fact before
that
because of the fact
although
in light of
because, since
owing to the fact because, since
that because, since
O m itting Superfl
uous W ords

Before:
The following summary is intended
only to highlight certain information
contained elsewhere in this
prospectus.

After:
This summary highlights some
information from this prospectus.
O m itting Superfl
uous W ords

Before:
Machine Industries and Great Tools,
Inc... are each subject to the information
requirements of the Securities Exchange
Act of 1934, as amended (the
Exchange Act) and in accordance
therewith file reports prosy statement
and other information with the
Securities and Exchange Commission
(the Commission)
O m itting Superfl
uous W ords

After:
We file annual and special reports,
proxy statement, and other
information with the Securities and
Exchange Commission (SEC).
W riting Positive Sentences

Positive sentences are shorter and

easier to understand than their
negative counterparts.

Before:
Persons other than the primary
beneficiary may not receive these
dividends.

After:
Only the primary beneficiary may
W riting Positively

not able unable

not accept reject
not certain uncertain
not unlike similar, alike
does not have lacks
not many excludes, omits
not often few
not the same rarely
not . . . unless different
W riting Short Sentences

Before:
The following description encompasses
all the material terms and provisions of
the Notes offered hereby and
supplements, and to the extent
inconsistent therewith replaces, the
description of the general terms and
provisions of the Debt Securities (as
defined in the accompanying
Prospectus) set forth under the heading.
. .
W riting Short Sentences

Before:
. . . Description of Debt Securities
in the Prospectus, to which
description reference is hereby made.
The following description will apply to
each Note unless otherwise specified
in the applicable Pricing Supplement.
W riting Short Sentences

After:
We provide information to you about
our Notes in three separate documents
that progressively provide more detail:
the Prospectus, the Prospectus
Supplement, and the Pricing
Supplement. Since the terms of specific
notes may differ from the general
information we have provided, in all
cases rely on the information in the
Pricing. . .
W riting Short Sentences

After:
. . . Supplement over different
information in the Prospectus and the
Prospectus Supplement. And, rely on
this Prospectus Supplement over any
different information in the
Prospectus.
W riting Short Sentences

After: (Another Option)

We provide information to you about our
Notes in three separate documents:
Prospectus: general information that may
or may not apply to each note.
Prospectus Supplement: more specific
than the Prospectus, and to the extent
information differs from the Prospectus,
rely on the information in this document,
and. . .
W riting Short Sentences

After: (Another Option)

Pricing Supplement: provides final
details about a specific note, including
its price. If information differs from
the Prospectus or Prospectus
Supplement, rely on the newer or
more current information in this
document.
Replacing Jargons & Legalese W ith
Short,Com m on W ords
Ruthlessly eliminate jargon and legalese.
Instead, use short common words to get
your points across. In those instances
where there is no plain English alternative,
explain what the term means when you first
use it.

If youve been around your industry for

awhile, it may be hard to spot jargon and
legalese in your writing. Ask someone from
outside the industry to read your writing.
Choosing Sim pler Synonym

Surround complex ideas with short,

common words. For example, use end
instead of terminate; explain rather
than elucidate, and use instead of
utilize. As a rule of thumb, when a
shorter, simpler synonym exists, use it.
Keeping Subject,Verb,& O bject
Close Together
The natural word order of English speakers is
subject-verb-object.

Before:
Holders of the Class A and Class B-1
certificates will be entitled to receive on each
Payment Date, to the extent monies are
available therefor (but not more than the
Class A Certificate Balance or Class B-1
Certificate Balance outstanding), a
distribution.
Keeping Subject,Verb,& O bject
Close Together
After:
Class A and Class B-1 certificate
holders will receive a distribution on
each payment date if there is cash
available on those dates for their
class.
W riting If-Then Conditionals

Here are four rules of thumb to help you write

conditional statements:

One if, one then.

When there is only one if and one then,
starting with the if may spare some of your
readers from having to read the rest of the
sentence. In these cases, the if clause
defines who or what the then clause applies
to. If you invested in Class A shares, then . . .
W riting If-Then Conditionals

One if, multiple thens.

When there is only one if and more
than one then, start with the if and
tabulate the thens.

Multiple ifs, one then.

When there is only one then and more
than one if, start with the then and
tabulate the ifs.
W riting If-Then Conditionals

Multiple ifs and thens.

When there is more than one if and
more than one then, youll probably
need to break it down into more than
one sentence, taking care to specify
which ifs apply to which thens. Or,
the information may be clearer in a
matrix or chart.
Keeping Sentence Structure Parallel

Parallelism means ensuring a list or series

of items is presented using parallel parts
of speech: nouns, verbs, or adverbs.

Before:
We invest the Funds assets in short-
term money market securities to provide
you with liquidity, protection of your
investment, and high current income.
Keeping Sentence Structure Parallel

That sentence was unparallel because

the series is made up of two nouns and
an adjective before the third noun.

After:
We invest in short-term money
market securities to provide you with
liquidity, to protect your investment,
and to generate high current income.
E-M A IL & B U S IN ESS
LETTER W R ITIN G
M aking M essages Eff
ective

Clear

Complete

Correct

Save readers time

Build good will

PAIBO C

Purpose

Audiences

Information

Benefits

Objections

Context
Audience

Writer

Initial audience

Gatekeeper

Primary audience

Secondary audience

Watchdog audience
Bias Free Com m unication

Managers and their wives will

Managers and their spouses will
Manpower Personnel
Manhours Hours or working hours
Manning Staffing
Workman Worker, employee, writer
Chairman Chair, chairperson
Letter Contents

Reference, Date, Address, Salutation,

Subject (B/A), Body, Complimentary
Close, Enclosures
Dear Glenn: or Dear Mr Helms:
Sincerely, and Cordially,
Open (Dear Glenn) and Closed (Dear
Glenn:)
Second Page Readers Name, Date,
Page Number
Letter Contents

Open and closed punctuation

Full stops at end of addresses
Full stops in abbreviations (am/pm)

Block and Modified Block

Date and Signature
Subject Line Optional and Rare
M eeting Agenda

Time and place

Whether each item is presented for

information, for discussion, or for a
decision
M inutes O fThe M eeting

Decisions Reached

Action Items

Open Issues
Subject O fThe E-m ail

Be specific, concise, and catchy.

28 characters
Will Attend 3 pm Meeting EOM
Travel Plans for Sales Meeting
Your Funding Request Approved
ASAP, BTW, FYI, IMHO
Smileys
Body O fThe E-m ail

Brief

Important points at the top

Bullets and numbering

Emphasize (NOT)

HTML (letterhead)

All rules of good writing

M ailing List O fThe E-m ail

Your boss could be reading!

Posts are archived.

Avoid using company email address.

Avoid conversations (one liners).

Do not rush to lists.

N etiquette

Never flame.
Use FULL CAPS only to emphasize a
word or two.
Send messages on a need basis.
Recipients work practice (one long or
several short messages)
Quote briefly (B/A) while replying.
Attachments
R EP O R T W R ITIN G
Exam ples O fReports

Sales Report
Inspection Report
Annual Report
Audit Report
Feasibility Report
Progress Report
White Papers
TechnicalReport W riting

Proposals

User Manuals

Technical Manuals

White Papers
Classifi
cation ofReports

Formal Reports and Informal Reports

Information Reports

Analytical Reports

Recommendation Reports
Steps ofReport W riting

Define the problem

Gather the necessary information

Analyze the information

Organize the information

Write the report

O rganizing Reports

Comparison/contrast
Problem-solution
Elimination of alternatives
General to particular
Geographic or spatial
Functional
Chronological
Report W riting

Audience:
Engineers with no knowledge of
ergonomics.

Purpose:
Exercise good report writing skills.
Learn about ergonomics in design.
Exploratory Phase

Scope:
Introductory with focus on design
aspects rather than anatomy.

Collect information:
Library, catalogs, professional
experts, original research.
Im plem entation Phase

Plan!

Spend as much time planning as writing!

Planning prevents wondering what to

do next.

Revise plans as necessary but keep

planning.
Im plem entation Phase

Plan!

Select the concepts to be presented

from information gathering stage.

Make an outline to organize and give

order to your presentation [report]
Im provem ent Phase:Revise

First revision:

Check for accuracy and validity of

statements, charts, and equations.
Cross misleading or confusing
information.
Im provem ent Phase:Revise

Second revision:

Strive for clarity.

Use simple non-confusing statements.

As a rule of thumb, each statement

should not be more than two lines. But
avoid too many short sentences
Im provem ent Phase:Revise

Second revision:

Avoid jargon not known to readers.

Avoid complicated drawings.

Match the report to the interest, need,

and level of audience.
Im provem ent Phase:Revise

Second revision:

Under-estimate the knowledge of the

audience.
Im provem ent Phase:Revise

Third revision:

Improve the report organization

Are there enough headings and sub-

headings

Does the material follow a logical

development
Im provem ent Phase:Revise

Fourth revision:

Seek conciseness

Ask yourself how much can be

deleted without disturbing the
readers comprehension of the report.
Im provem ent Phase:Revise

Fifth revision:

Correct errors in grammar, spelling,

and sentence structure.
Im provem ent Phase:Revise

Sixth revision:

Are you satisfied?

Allow someone to read your report

Anatom y O fA Report

Cover Page
Title Page
Letter of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Report Body
Appendices
Title

The title needs to be

self explanatory

concise

attract the reader, encouraging them

to read further
Title Page

Topic

Purpose of submission

Your Full Name

Your Guides Name
Institute
Date and year
Certifi
cate

Certification

Certified that Mr/Ms.........of .....

D eclaration

Declaration

Declare that You are the author of

the report.
Name
Date
Sign
Acknow ledgem ent

Acknowledgement

Take time to thank each and

everyone who has helped you
directly or indirectly
Name
Date
Sign
Contents

Contents Page

Needs to be self explanatory

Gives a clear overview of structure

Uses headings to guide the reader

through the report structure
Contents

Contents Page

Uses numbering, indentation &

subheadings, especially in long reports

Chapters
Contents
Page Nos
Abbreviations

Abbreviations

For reference
List O fTables & G raphs

List of Tables & Graphs

Chapter
Particulars
Page No,
G uidelines

Table of contents

Abbreviations

List of tables and Graphs

List of figures
G uidelines

Abstract or Executive summary: A mini-report

Summary is written last

Excludes all the supporting materials

Includes the objective, the approach, the

results, and the conclusions and
recommendations.
The Abstract

This needs to standalone i.e. complete in

itself

A complete summary of the entire report

from aims to

Conclusions

Allows the reader to gain a very brief but

complete
The Abstract

Overview of your project

Typically 100-200 words in length

One paragraph

Is not an introduction

Is the final piece you write

The Executive Sum m ary

Executive summaries complete the report,

whether an analytical report memo or
whatever.

Executive summaries are the parts of the

reports that are read first.

Readers may not even get to the detail in your

report. They read the executive summaries to
see if the rest of the report is worth reading.
The Executive Sum m ary

Executive summaries demand special

attention. The first sentence must grab and
keep the reader. You cannot afford to start
your executive summary with one of the
following approaches:

The purpose of the report

The problem/ question
The executive summary demands your
best thinking.
The Executive Sum m ary

When you complete your executive

summary, you have one more
summary to write. You start with an
introductory sentence, such as:

The following points are ascertained

from this report:
The Executive Sum m ary

You are now faced with what to write.

You can have only four major points of
your entire executive summary.

one major conclusions or analysis

one major recommendation or decision
something about the problem and what
you studied
one major consideration.
The Executive Sum m ary
Example from a student's report:

The following major points can be ascertained from the

report:
Stronger tutorial programs can benefit students by
increasing their confidence in math, providing an
environment that will stimulate learning.
Providing students with extensive study groups will help
students pass remedial math courses.
Seventy-nine percent of remedial students are able to
complete requirements in a year.
Minority students are considerably affected by
Executive Order 665.
The Introduction

This gives

sets the scene for the report

some background to the study

explains connections with previous work

explains reason for the work carried out

The Introduction

At the end of the introduction

explain your aims clearly
introduce how you will address these

In longer reports it is helpful [reader-

friendly] to explain briefly how the
report is structured [signposting]
M ethod

Now detail the methods you used to

address the aims that you introduced in the
introduction.

Depending on your study, the methods

may describe:
the construction or choice of methodology
the development of a mathematical
model.
Body

Introduction
Purpose and Scope; Limitations, Assumptions,
and Methodology

Background/History of the Problem

Body
Findings
Analysis
Interpretation of data
Body

Conclusions and Recommendations

References or Works Cited

Appendixes
Interview transcripts, questionnaires,
question tallies, printouts, and
previous reports
G uidelines

Conclusions
Summarize the entire work
State your conclusions
Make recommendations [if any]
o What did not work and what to do
about it
o What aspects of report may need
improvement
Back matter: Bibliography, appendix
G uidelines

Conclusions

Summarize the entire work

State your conclusions

Make recommendations [if any]

G uidelines

Conclusions

Make recommendations [if any]

o What did not work and what to do about it

o What aspects of report may need
improvement

Back matter: Bibliography, appendix

Conclusions

This section is reasonably short

State what your major conclusions are,

referring back to your original aims

Discuss what advances you have made

Make suggestions for the future

References

Use the standard format

Ensure that

all the work you cite in the body of your

report is listed in the reference list
all the work you include in the reference
list is cited in the body of the report
Internet & other non-standard referencing
Appendices

To make your report easy to read, it is often

useful to include some material in an appendix.

Many readers of your report may not read these

sections & certainly should not need to read
them to follow your report.

However, some readers will want to analyse

your detailed results in greater depth e.g. to
compare with their own findings.
D os & D onts

DO:

include an abstract that concisely

summarises the report
ensure all figures have appropriate
numbered captions
ensure you reference all source material
appropriately
re-read and review your report critically
before handing in for marking
D os & D onts

DONT:

use jargon or undefined abbreviations

make excessive use of personal style
of I or we
(but we often use impersonal we!)
U sing ExternalSources

For many documents we write, we use

external sources.

How do you use sources?

Go straight to wikipedia and copy?
Use a single authorative source?
Use multiple sources without telling?
Use an old report
U sing ExternalSources

All of these have elements of academic

cheating (plagiarism).
Academ ic Plagiarism

Here is a set of terms that cover the

many different types of academic
dishonesty.

Plagiarism
Collusion
Falsification
Impersonation
Copying
EX EC U TIV E S U M M A R Y
Executive Sum m ary :O rigin

Execution is from Latin executionem, agent

noun from exequi/exsequi means to follow
out, from ex- out + sequi follow. Literal
meaning action of carrying something into
effect is from late 14c.

Summary, from Medieval Latin summarius

means of or pertaining to the sum or
substance, from Latin summarium an
epitome, abstract, summary, from summa
totality, gist.
Com m unication Triangle
Report W riting :Purpose & Audience

Key to good writing is a well developed sense

of purpose and audience

Being upfront and direct lets readers know

why they are reading and what to expect

Otherwise, the reader will wonder:

Am I supposed to do something?
Whats the writers point?
Why am I told these things?
Report W riting :Stages

Stages

Planning (pre-writing)

Drafting (composing)

Rewriting (revising or editing)

Report W riting :Stages
Report :W riting Process

Create an outline

Finish the first draft report in one sitting (for short

documents); for long documents finish at least
one section in one sitting; Focus is on thorough
coverage and not perfection at this stage

Start writing the part that you know the best;

introduction is the last thing you should write as
at this stage you do not know what you are going
to say till you said it
Report :W riting Process

If you are writing in one section, and

suddenly get an inspiration to write
another, quickly jump to that one and put
them in bracketed notes

When you get blocked, try jumping to

another one, may be to the bracketed
notes. If that doesnt help, start reading
from the top of the document, that will help
the creative juices to flow again
Report :W riting Process
If you are still blocked, seek out to a colleague and tell
him or her what you are trying to write. You will often
talk through the block and find yourself saying exactly
what you wanted to write. Do not waste the effort,
record it

If you are still blocked, leave aside the project and start
working on something else. Your mind is capable of
working on the back burner to solve a problem while
working on another project at a conscious level. Keep a
tape recorder or a note pad handy as ideas come to you
while you are driving, watching TV If you dont
capture them, theyll disappear
Report :Re-W riting Process

Now you have a sense of accomplishment which

will motivate to you complete the report

Rewriting the report

Revising writing for large concern like

appropriateness to your audience, clarity of
purpose and overall organisation

Editing rewriting to make your sentences clear

and your word choice correct and effective
Report :Checking Process

Is the purpose clear?

Is the tone right for your intended audience?
Have you included the right amount of detail for the
level of understanding you want your audience to
have?
Is the overall document organised logically?
Does the text flow smoothly from section to section?
Is the text visually appealing? Is it inviting, or does it
look forbidding?
Do you make good use of tables and figures to
support your points?
Executive Sum m ary

An executive summary is a summary to

familiarize your audience with the
contents of the report without needing
them to read the entire document.

It is a business tool for the summation

of long reports to a concisely worded
document containing the major
highlights of the report.
Executive Sum m ary

Executive summaries provide the essence of

an analytical report, memo or whatever.

Executive summaries are the parts of the

reports that are read first.

Readers may not even get to the detail in

your report. They read the executive
summaries to see if the rest of the report is
worth reading.
Executive Sum m ary

Sometimes the executive summary is

called an Abstract.

You usually find that designation in

scientific papers and academic efforts.

You can also call the Executive

Summary simply a Summary.
Executive Sum m ary Vs Abstract

Abstracts are usually written for a

scientific or academic purpose.

You see abstracts related to scientific

lab reports.

You see abstracts related to databases,

where a summary or abstract of the
article is given.
Executive Sum m ary Vs Abstract

Abstract Executive Summary

An executive summary may

be called an abstract when
An abstract is a it accompanies a scholarly
shortened form of a document, although there
work that retains the are differences.
general sense and unity
of the original. An executive summary
goes beyond this: it seeks
to let the reader in on what
An abstract is basically the real significance of the
a miniature version of report is--what is the reader
the original. expected to respond to?
Elem ents ofExecutive Sum m ary

Purpose and scope of document

Methods

Results

Conclusion

Recommendations

Other supportive information

Aim ofExecutive Sum m ary

An Executive Summary is expected to:

communicate the punch of your piece,

minus all the details;
give readers the essential contents of the
document, say, in a single page;
enable readers to build a mental framework
for organizing and understanding the
detailed information in the document;
Aim ofExecutive Sum m ary

An Executive Summary is expected to:

help readers determine the key results and

recommendations reported in the document;

draw attention to the key information located

within the pages of the bulk of the report;

condense the information into a form that the

reader can quickly understand;
Aim ofExecutive Sum m ary

An Executive Summary is expected to:

maintain the reader's confidence that

the information has been captured
accurately;

to persuade the reader that the

document is worth reading.
Executive Sum m ary :Covers M ain
Sections
Include the Introduction
(Issue, Purpose, Scope and Limitations,
and Alternatives),
Significant Considerations,
Analysis and
Decisions in the executive summary.
The executive summary will probably be
one or one and one-half pages by the
time you finish writing.
Executive Sum m ary :Covers M ain
Sections
The executive summary will appear just
before the first page of the analytical report.
In the executive summary you will put the
Issue (Problem) and Purpose in the first
paragraph.
The Scope and Limitations as well as the
Alternatives (Procedures) will go in the next
paragraphs.
The Significant Considerations, Analysis, and
Decisions will comprise the final paragraphs.
Executive Sum m ary :Covers M ain
Sections
Normally, your executive summary (with
double spacing) will run about one to one-half
pages of copy. You should make sure you only
put in significant Considerations, Analysis, and
Decisions.

In the 9/11 Commission Report, a 30-page

executive summary was conceived. Think of
the length of this two-year prepared report:
428 pages and with the 1,700 footnotes and
appendices, 567 pages
The Executive Sum m ary

Executive summaries demand special

attention. The first sentence must grab and
keep the reader. You cannot afford to start
your executive summary with one of the
following approaches:

The purpose of the report

The problem/ question
The executive summary demands your
best thinking.
The Executive Sum m ary

When you complete your executive

summary, you have one more
summary to write. You start with an
introductory sentence, such as:

The following points are ascertained

from this report:
The Executive Sum m ary

You are now faced with what to write.

You can have only four major points of
your entire executive summary.

one major conclusions or analysis

one major recommendation or decision
something about the problem and what
you studied
one major consideration.
The Executive Sum m ary
Example from a student's report:

The following major points can be ascertained from the

report:
Stronger tutorial programs can benefit students by
increasing their confidence in math, providing an
environment that will stimulate learning.
Providing students with extensive study groups will help
students pass remedial math courses.
Seventy-nine percent of remedial students are able to
complete requirements in a year.
Minority students are considerably affected by
Executive Order 665.
The Executive Sum m ary Pre-W riting

Scan your research to determine what

the content, structure and length of the
report would be.

Highlight key points; determine

purpose/central theme of the report.

Review your research and determine

what the key ideas or concepts are.
The Executive Sum m ary Pre-W riting

Group ideas in a logical fashion and prepare a

point form outline of the summary.

Edit the outline to eliminate secondary or minor

points; use your judgement to keeping the
summary concise.

Determine whether subtitles, bullets, selective

bolding or some other type of organizational
structure will add to the clarity of your
summary.
The Executive Sum m ary Pre-W riting

Write the summary in your own words,

using a professional style.

Read it aloud or even tape record

yourself reading your summary.
The Executive Sum m ary Pre-W riting

Questions to Ask Yourself as You Write

What is your research about?

Why is it important?
What is included in the research?
What is included in each section?
The Executive Sum m ary W riting Tips

Write the summary last:

This is one of the most important points to

understand when writing an executive
summary.

Since this summary is going to be a short

rundown of the rest of the report, you want to
make sure this piece is completed last to
ensure a higher degree of accuracy in the final
product.
The Executive Sum m ary W riting Tips

Write the summary last:

Keep it organized, and follow the exact

order of the report as you document the
reasons for your conclusions.

If the reader wants more information from

the report, such as detailed data support,
they will find it presented in the same
order as this overview.
The Executive Sum m ary W riting Tips

The Executive Summary is usually no

longer than 10% of the main document,
which can be anywhere from 1-10
pages, depending on the length of the
entire report.
The Executive Sum m ary W riting Tips

Choose your key points:

The intent of an executive summary is to be

concise, but at the same time every word
counts.

Since your piece is a summation, you want to

make sure you get your point across in the
most succinct way possible and still be able to
include all of the key information without
omitting any important points.
The Executive Sum m ary W riting Tips

Choose your key points:

For each of the main points you want to write

a sentence or two fully stating the intent of
each statement.

As you choose your points, go through the full

report and extract the highlights, then
systematically list them in your executive
summary so the points correlate with the
order the report is written.
The Executive Sum m ary W riting Tips

Follow the sequence:

Begin by stating the reason for writing

the report, then state the conclusions
or recommendations.

Include only the most significant

information that supports those
conclusions.
The Executive Sum m ary W riting Tips

The Tip:

To outline the contents of the

Executive Summary, take a look at
the first and last sentences of each
paragraph and use these as a guide.
The Executive Sum m ary W riting Tips

The Trick:

Organize your draft by identifying and using

key words from the report that define
essentials, such as "major, central, principal,
basic"; words that show contrast, such as
"more than, less likely, similar to, however";
words that enumerate, such as "finally, first,
next"; and words that show causation, like
"therefore, as a result, consequently".
The Executive Sum m ary W riting Tips

Always remember to include information

found in the report. Do not introduce
anything new.

Stand alone Test:

Validate that your Executive Summary

stands independent of the report itself. It
must make sense on its own. Ask someone
unfamiliar with the contents to verify this.
The Executive Sum m ary W riting Tips

Proof-read and spell-check everything,

but don't rely on your word processor
to do so. Read the overview aloud to
catch mistakes.
The Executive Sum m ary W riting In
Brief
State the purpose of the summary. Begin
with words such as 'It is the purpose of this
document to ' or 'The main objectives of
this report are '. Make sure you present the
main message of the document.

Describe the procedure you used. Outline the

methods you used to analyse the situation.

Present the results of the study.

The Executive Sum m ary W riting In
Brief
Outline any recommendations that
appear in your report.
The Executive Sum m ary W riting

Read over the entire report several times.

You carry out some of these activities:

You mark in the margins of the report.

You underline key passages.

You think how the report will look on

paper.
The Executive Sum m ary W riting

First sentence must be the best

sentence you have ever written in your
life. You must grab the reader to peruse
the entire executive summary. Ask
yourself few questions.
The Executive Sum m ary W riting

Ask yourself these questions:

Did I pinpoint the essence of the message?

Did I understand the problem, the real
problem?
Did I state the idea as a symptom and as a
purpose?
Was I sure I grasped what the reader must
find in the entire report?
The Executive Sum m ary W riting

It is not unwise to group items together in

paragraphs. For eg. the first paragraph can
have the problem and the purpose.

In the second paragraph you can explain the

scope, limitations, and the procedures.

You may want to devote a separate paragraph

to the procedures. When you write the
Considerations or Findings, concentrate on the
major findings.
The Executive Sum m ary W riting

Make sure you stress just numbers and

no conclusions or generalizations as
you are writing.

Force yourself to only think of the data.

Make sure you cover every major part

of the Considerations so the report has
cohesion.
The Executive Sum m ary W riting

When you reach the Analysis or Conclusions,

concentrate on the generalizations. Take apart the
message. Look carefully at each bullet or number
and say: Is that important? Upon reaching the
Decisions or Recommendations, talk about
specifics. Tell what you want the company to do,
based on the data. Tell what you want individuals
to do. Then, ask yourself: Have I written the report
in miniature? Could someone look at this report
and tell the essence of the message? Could
someone read this summary and not read the
report? Has the message been distilled?
D os & D onts

DOS

You should choose the elements of an

executive summary that make sense for
your document and omit the ones that
don't.

Mention only concise statements of the

conclusion(s) you reached after
conducting your analysis.
D os & D onts

DOS

Change the selection of words

depending on your audience and what
they care most about.

Make sure the report is error-free.

D os & D onts

DONTS

An executive summary need not go into

ANY mention of how you conducted your
analysis and/or what you're basing your
conclusion(s) on.

Never submit an executive summary

laden with typos, inaccurate or wrong
information.
D os & D onts

DONTS

A lengthy executive summary defeats

the purpose.
G uidelines

Writing an Executive Summary is very similar to

writing any other sort of Summary, in that its main
purpose is to condense, simplify and highlight a
larger document.

An Executive Summary, however, is usually written

intended for an audience that does not have time
to read the entire document. It is usually read by
key decision maker/s, such as Executives or policy
makers, regarding whatever the proposal or report
addresses, and the Summary aims to convince or
persuade the audience to take certain actions.
G uidelines
An Executive Summary is sometimes referred to
synonymously with a scholarly Abstract, although an
Abstract differs slightly in its purpose and function.

An Abstract in a scholarly report is simply a shorter

version or overview of the entire document.

It is like an extraction of the whole document and retains

the general sense of unity as the original. The Executive
Summary, on the other hand, does more than give a
Summary or overview. It lends more insight into the
significant messages in the proposal or report, and the
conclusion and justification of that proposal.
G uidelines

The Executive Summary informs the reader what is

being proposed in the report, makes
recommendations, and tells the reader what
response is instigated by the report.

It will most often follow a cover page, and will

include several elements.

The elements used in or omitted from any given

Executive Summary will vary according to each
proposal or report's intended audience and purpose.
G uidelines
Elements in Executive summaries include purpose and
scope of document, methods, results, conclusion,
recommendations and any other supportive information.

The Summary will highlight the proposal

recommendations for action by listing or outlining various
goals and objectives, and making justifications for the
recommendations.

The conclusion will summarize research findings and

analysis of the research that then lead to the reasoning
for specific recommendations mentioned in the proposal
or report.
G uidelines

In order to write a good Executive Summary,

you must understand the function of the
Executive Summary.

To reiterate the guidelines above, the Executive

Summary's function is to give readers essential
contents of the main document in 1-10 pages.

The Summary will preview the main points of

the document and enable readers to build a
mental framework for organizing and
comprehending the details of the document.
G uidelines

It will help readers determine key results and

recommendations in the document, and
hopefully induce an initial response.

Writing a strong Executive Summary is quite

feasible if the writer is careful about preserving
its traditional purpose and function to aid
readers in comprehension and cause initial
persuasion.

Executive summaries should not be written

until after research is complete.
G uidelines

Before writing an Executive Summary, scan

research to determine what the content, length
and structure of the report will be.

Highlight key points or main ideas, and

determine the central theme or purpose of the
report.

Review research and determine what the major

concepts and ideas are.
G uidelines

Group ideas in a logical and coherent way by

constructing a point form outline of the
Summary before proceeding to the actual
Summary.

Edit the outline several times before going on

to the actual Summary, eliminating any
secondary, irrelevant or inconsequential points
or ideas.

Decide when bullets, subtitles and bolding or

some other form or organizational structure will
G uidelines

Remember to make the Summary clear, and

use personal judgment upon reading it.

Write it in your own words but use a

professional style, as Executives and policy
makers will be reading it.
B U S IN ESS P R O P O S A L
Business Proposal

A business proposal is a request by a

business or individual to complete a
specific job or project; to supply a service;
or in some instances to be the vendor of a
certain product.

Its generally a document youd send to a

prospective client, outlining the service
youre offering, and explaining why youre
the best person for the job.
Business Proposal

A business proposal can be either solicited

or unsolicited.

With a solicited proposal, the prospective

client will put out a request;

With an unsolicited proposal, you are

approaching a client in hopes of attracting
their business, even though they did not
explicitly request a proposal.
Business Proposal

The three Ps of business proposals: Problem

statement, proposed solution, and pricing.

The three Ps are the basic ideas that your

business proposal should be addressing.

Length of the business proposal depends on

your industry, the scope of the project, and
the clients specifications in terms of detail
and elements included.
Business ProposalBasic Form at

Title Page
Table of Contents
Executive Summary
Statement of Problem, Issue, or Job in hand.
Approach & Methodology
Qualifications
Schedule & Benchmarks
Cost, Payment & any Legal matters
Benefits
Title Page

Your business proposal should start

with a title page, which should include
your name, the name of your company,
the name of the person to whom youre
submitting your proposal, and the date
submitted.
Table O fContents

Depending on how long your business

proposal is, a table of contents is a nice
touch.

Include it after your title page, and

before you launch into any details.
Executive Sum m ary

Introduce your proposal with a great

executive summary, one that really
sells your business and the products or
services you provide.

You can draw from your business plans

executive summary here, too.
Statem ent O fProblem ,Issue,O r Job
At H and
Following your executive summary, go
on to discuss the problem that the
client is currently facing.

Think of problem or issue loosely;

after all, their main problem may just
be finding the right person to complete
their project.
Statem ent O fProblem ,Issue,O r Job
At H and
However, this is the place where you
can show your new client that you
understand their needs, and fully grasp
the issue they are trying to solve.

Take this opportunity to restate the

issue they are facing in your own
words, so that they know you
understand what they are looking for.
Approach & M ethodology

This section shows how you plan to tackle

your potential clients problem, and the
steps youll take to carry out your plan.

While earlier sections might have been a

bit surface-level, this section of the
business proposal is where youll go into
detail about what steps youll take to
solve their problem.
Approach & M ethodology

Be careful of going intotoomuch

detail, thoughkeep the jargon to a
minimum. Your client should be able to
follow along and get a clear sense of
your plan, but you dont want to drown
them in minutiae.
Q ualifi
cations

This is the section of your business

proposal where you get to convince your
potential client why you are the most
qualified person to take on the job.

You can mention any relevant education,

industry specific training, or certifications
you have, your past successful projects of
a similar nature, years of experience, and
so on.
Schedule & Benchm arks

Be clear with your potential client: How

long will your proposed project take?

Making sure you and your prospective

client are on the same page from the
outset will help make sure that the
relationship stays positive for both of
you, and that you dont set your client
up with unrealistic expectations.
Schedule & Benchm arks

While you might be tempted to

underestimate how long it will take you to
complete the project, refrain from doing
so. Dont promise what you cant deliver!

If youre offering a product, this section

might not be applicable to you, so feel free
to omit it. The business proposal format is
flexible, so tailor it to suit your business
and industry.
Cost,Paym ent,LegalM atters

Here is where you get down to brass

tacks and state the cost, and payment
schedule if necessary.

How you structure this section will

largely depend on the particular project
or service you are offering.
Cost,Paym ent,LegalM atters

A section entitled Fee Summary may

be sufficient if a one-time payment is
required; otherwise, a Fee Schedule
list might be more appropriate.

Always refer back to the clients RFP

whenever possible, to make sure youre
supplying them with all the information
they need to help make their decision.
Cost,Paym ent,LegalM atters

If there are any legal issues to attend

to, such as permits or licensing, include
this information here. Feel free to add a
section entirely devoted to handling the
legal side of the project if need be.
Benefi
ts

This is your final selldont be afraid to

detail for your prospective client all they
have to gain by choosing you to
complete the project.

Express your clients why you are the

best choice, and all the ways in which
their business will benefit from choosing
you and your business as their solution.
Beginning Business Proposal

Read the Request for Proposal carefully.

Ask questions from client for any
clarification.
Format the business proposal document.
Add Title page.
Introducing the problem or business need.
Provide context if necessary.
Define any key terms.
Offer a roadmap for the proposal.
M aking Business Proposal

Propose a detailed solution.

Explain the benefits of your solution.
Lay out your task schedule.
Include your budget.
Describe contract terms.
Concluding Business Proposal

Identify your relevant experience.

Describe who you will bring onto the
project.
Discuss any anticipated opposition.
Add a conclusion.
Insert references.
Revise your business proposal.
Beginning Business Proposal

Read the Request for Proposal carefully.

You might submit a business proposal

in response to receiving an RFP. Large
businesses and government agencies
send out RFPs when they need goods
or services.
Beginning Business Proposal

Read the Request for Proposal carefully.

RFP should contain certain information which

you must fully understand before drafting your
business proposal.

o Make sure that you can meet the clients

requirements as spelled out in the RFP. For
example, if you cant come in under the
budget or meet the clients timeline, then
you shouldnt submit a proposal.
Beginning Business Proposal

Read the Request for Proposal carefully.

RFP should contain certain information

which you must fully understand before
drafting your business proposal.

o You dont need to submit a business

proposal in response to an RFP. Instead,
you can reach out to a business you think
could use your services.
Beginning Business Proposal

Ask questions

This means fully understanding the

client and clearing up any confusion
in the RFP. You should always step
into the clients shoes and try to see
the problem from their perspective.
Beginning Business Proposal

Ask questions

To help in this process, you should call and

get answers to the following:

o Whether prior attempts were made to

address the problem. Why did they fail?

o What criteria the client will use when

evaluating a business proposal.
Beginning Business Proposal

Ask questions

To help in this process, you should call and

get answers to the following:

o Whether the organization has any concerns.

o The organizations operating policies. You

want to make sure your proposal is
consistent with these policies.
Beginning Business Proposal

Format the document.

You want your business proposal to be

readable.

This means that the font should be in a size

and style that the reader is comfortable with.

Generally, you can use Times New Roman 12

point.
Beginning Business Proposal

Add Title page.

You should have a title page as the

cover to your business proposal.
Beginning Business Proposal

Add Title page.

The title page should include the following

information:

o your name
o your companys name
o the name of the person you are submitting
the proposal to
o the date you submitted the proposal
Beginning Business Proposal

Introducing the problem or business

need.

A business proposal identifies a

problem and proposes a solution.

Accordingly, you should begin by

identifying the clients problem in
simple and clear language.
Beginning Business Proposal

Introducing the problem or business

need.

Explain why the current situation is a

problem for the client.
Beginning Business Proposal

Provide context if necessary.

You might need to explain context so that

the reader understands the proposal.

For example, you may need to identify the

following for the reader:

o If any previous solutions have been

attempted and failed.
Beginning Business Proposal

Provide context if necessary.

o If any previous solutions have been

attempted and failed.

o Whether someone asked you to write the

business proposal.

o How you became involved in the project or

aware of the problem.
Beginning Business Proposal

Define any key terms.

You can draft the business proposal first

and then go through to identify any terms
that might be unclear to the reader.

Also define terms if you are using them in

a unique way. For example, the term
fiscal year can be defined in many ways,
depending on the business.
Beginning Business Proposal

Define any key terms.

Remember that you might submit

your business proposal to a
purchasing department that
understands industry jargon.
Beginning Business Proposal

Offer a roadmap for the proposal.

If you have a long business proposal,

then you might want to offer an
overview of what follows the
introduction.

You could summarize the parts that

follow.
Beginning Business Proposal

Offer a roadmap for the proposal.

For example, you could write, This business

proposal has four parts. After this
introduction, we offer the proposed solution,
timetable, and an explanation of benefits in
Part II. In Part III, we provide an itemized
budget and a set of standard contract terms.
Finally, in Part IV, we summarize our
experience and confirm that our proposed
solution is the correct course of conduct.
M aking Business Proposal

Propose a detailed solution.

After identifying a problem, you must tell

the reader how you intend to solve the
problem. Try to be as detailed as possible.

Typically, your solution will be to offer

your goods or services to the potential
client.
M aking Business Proposal

Explain the benefits of your solution.

There may be different ways to solve a

problem, so you want to explain why your
reason is the best. You can use bullet
points to list out the benefits.

Common benefits include a cost savings to

the business, confidentiality, and
professional expertise.
M aking Business Proposal

Explain the benefits of your solution.

Remember to justify your expected

benefits with evidence.

If no studies are available, then you

could rely on commentary from
prominent people in the field.
M aking Business Proposal

Lay out your task schedule.

You need to explain the timeline for

completing tasks.

This is preliminary information that could

change in the future, but it is important
to give the reader some idea of how you
will go about executing your proposal.
M aking Business Proposal

Lay out your task schedule.

You can lay out certain milestones.

For example, if you propose to

remodel a store, then you should
include the date that you will start
and when the store will be ready to
reopen.
M aking Business Proposal

Lay out your task schedule.

Always explain that your timeline is an

estimate and is contingent on other factors.

In the construction example, you might be

slowed down by having to obtain the
necessary permits from the local
government or by relying on a
subcontractor.
M aking Business Proposal

Include your budget.

The budget may be the most important part

of the business proposal.

The reader needs to know whether they can

afford your services, so you should include
information about pricing.

Be conservative.
M aking Business Proposal

Include your budget.

Depending on the proposal, you might need

to include information on the following:

o start-up costs or initial set-up

o labor costs
o supply costs
o ongoing monthly charges
o maintenance costs
M aking Business Proposal

Include your budget.

Make sure to mention that the

numbers are only estimates.
M aking Business Proposal

Describe contract terms.

You should also include key contract

terms so that the reader will
understand more about the
agreement they are entering.
M aking Business Proposal

Describe contract terms.

For example, you could include information

such as the following:

o How much is paid on signing: 50% payment

upon signing.

o Penalties or interests assessed for late

payment: A late fee of $50 will be assessed
on any account past due.
M aking Business Proposal

Describe contract terms.

For example, you could include

information such as the following:

o Your cancellation policies: The

contract may be cancelled for any
reason with 90 days written notice.
There are no pre-payment penalties.
Concluding Business Proposal

Identify your relevant experience.

You want the reader to have

confidence that you can follow through
and implement the business plan.

You should identify one or more similar

projects and explain the success you
achieved.
Concluding Business Proposal

Identify your relevant experience.

You may be limited in what you can share

by client confidentiality agreements.
Nevertheless, you can talk about prior
experience in general terms. For
example, you could write, Successfully
provided Accounting and Payroll Services
to 20 mid-sized businesses (25-100
employees) for the past five years.
Concluding Business Proposal

Describe who you will bring onto the

project.

You might not be able to do everything.

In this situation, you need to explain
who you will hire to help you and how.

Also explain how you will guarantee

that they are competent.
Concluding Business Proposal

Describe who you will bring onto the

project.

If you know who you will hire, then

you should include their resumes
along with the business proposal.
Concluding Business Proposal

Discuss any anticipated opposition.

Some business proposals might face

opposition.

For example, if your business proposal is to

help a business by identifying which
employees they could fire, then you can
expect opposition to arise. Also, if you propose
to help the company rebrand, then others in
the company might object.
Concluding Business Proposal

Discuss any anticipated opposition.

You need to identify and then counter

any anticipated opposition:

o Summarize the anticipated opposition.

o Discuss the likelihood of the opposition
arising.
o Raise counterarguments.
Concluding Business Proposal

Add a conclusion

In the conclusion, you should restate the

benefits of your proposal.

You might also want to include a deadline for

the prospective client to respond and hire you.
However, some businesses have moved away
from deadlines, so you should look at other
business proposals used in your industry to
see what is standard.
Concluding Business Proposal

Add a conclusion

Also remember to encourage the

client to contact you with questions
and to visit your website if they would
like to see more information about
your business.
Concluding Business Proposal

Insert references

If you refer to studies or other sources in your

business proposal, then you will need to cite
them at the end. You should format them
using a well-known style, such as APA style.

Including a list of sources allows the client to

easily find what you are referring to and
double check that the information is accurate.
Concluding Business Proposal

Revise your business proposal

Set aside your draft for a day or two and then

review it.

Look for typos and dropped words. To catch

typos and missing words, you can read the
document beginning at the end. Read the last
sentence and then read the sentence before
that. Work your way toward the beginning.
Concluding Business Proposal

Revise your business proposal

Also play close attention to your numbers

and make sure they are accurate.

You also should review the RFP and any

other correspondence. Make sure your
business proposal isnt missing anything
requested by the client.
Concluding Business Proposal

Revise your business proposal

Shorten the proposal, if necessary.

Ideally, someone should be able to
read your business proposal in eight
minutes. If it takes longer than that,
then try to move as much material
into an appendix.
R ES U M E O R C U R R IC U LU M
V ITA E W R ITIN G
Covering Letter

Brief
3 paragraphs, bullets

Focus on
Major requirements
Differentiators

Research
Web, friends, colleagues
Resum e or Curriculum Vitae

Name, Contact Details, etc

Objective, Education, Experience,

Languages, Personal, References
Reverse chronological order

Personal details Age, marital status, etc.

Resum e Tips

Two pages maximum.

Less important details on 2nd page.

Highlight strengths, not weaknesses.

Job hoppers period

Create for each company.

Use templates but enhance them.

Resum e W riting

Choosing Format

Reverse-Chronological
Functional
Combination
Resum e W riting

Ordering your Information

Contact Information
Resume Introduction
Professional Experience
Education
Additional Sections
Resum e W riting

Stylizing your Resume

# of Pages
Font Sizes
Lines
Margins
Resum e :Choosing Form at

Reverse-Chronological

This is the more traditional format and is

what you are most likely to come across.
Chronological format is flexible and can
be used for applicants with any level of
experience.
Resum e :Choosing Form at

Reverse-Chronological

I should use if:

I want to show a vertical career

progression.
I want to apply to a job in a similar field.
I want to promote my upward career
mobility
Resum e :Choosing Form at

Reverse-Chronological

I shouldnt use if:

I have major gaps in my employment

history.
I am changing my career path.
I change jobs every few months.
Resum e :Choosing Form at
Resum e :Choosing Form at

Functional

While chronological places emphasis on

career progression, a functional format
focuses on your abilities and skills. Since
it heavily emphasizes the applicants
qualifications, functional format is more
suitable for those with an expert level of
experience.
Resum e :Choosing Form at

Functional

I should use if:

I have gaps in my employment history.

I am changing my career industry.
I want to highlight a specific skill set.
Resum e :Choosing Form at

Functional

I shouldnt use if:

I want to highlight my upward career

mobility.
I am an entry level candidate that lacks
experience.
I lack transferable skills
Resum e :Choosing Form at
Resum e :Choosing Form at
Resum e :Choosing Form at

Combination

Combination format merges bits and pieces

from both chronological and functional
formats. Like the functional format, it focuses
on specific qualifications, yet the body of the
document contains professional experience
similar to chronological format. This format is
generally reserved for those with a great
deal of experience in a particular industry.
Resum e :Choosing Form at

Combination

I should use if:

I want to highlight a developed skill set

within a specific career.
I want to change my career path.
I am a master of the subject I am
applying to.
Resum e :Choosing Form at

Combination

I shouldnt use if:

I want to highlight my education.

I lack experience.
I am an entry level candidate.
Resum e :Choosing Form at
Resum e :O rder O fInform ation

The information you include will largely

depend on the format you choose.

Contact Information:

The contact information section is pretty

self-explanatory. This section does not
require a label (Contact Information or
Contact Details).
Resum e :O rder O fInform ation

Contact Information:

While listing contact details, follow this order:

o Name (largest font on page)

o Mailing Address
o Telephone Number
o Email Address
o Link to online portfolio
o LinkedIn Profile
Resum e :ProfessionalForm at
Resum e :Classic Form at
Resum e :Executive Form at
Resum e :O rder O fInform ation

Choose a Resume Information:

Like formats, job seekers have 3 choices for

their resume introduction: a qualifications
summary, career objective, and professional
profile.

The goal of all three are to gain the attention

of an employer by highlighting your skills
and experience that will help their company.
Resum e :O rder O fInform ation

Choose a Resume Information:

However, the method through which

each introduction achieves this goal
differs.
Resum e :O rder O fInform ation

Choose a Resume Information:

Qualifications Summary

o With regards to format, the

qualifications summary is a bullet point
list (ranging from 4 to 6 points) of your
most outstanding career achievements.
Avoid using generic statements and try
to list your skills in a way reflects your
unique voice.
Resum e :O rder O fInform ation

Choose a Resume Information:

Qualifications Summary

o I should use if:

I am applying to a job that requires a rigid

set of abilities.
I have a wealth of experience in the
industry.
I possess multiple skill sets.
Resum e :O rder O fInform ation

Choose a Resume Information:

Qualifications Summary

o I shouldnt use if:

I lack experience.
I am an entry level candidate that
lacks specific skill sets.
I lack measurable achievements.
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation

Choose a Resume Information:

Career Objective

o A resume objective, also referred to as

a career objective, is a 2-3 sentence
statement that provides an overview of
your skills and experience. This resume
introduction is best for entry-level
candidates.
Resum e :O rder O fInform ation

Choose a Resume Information:

Career Objective

o I should use if:

I am an entry-level applicant.
I do not have in-depth experience in
the industry.
I am a recent college graduate.
Resum e :O rder O fInform ation

Choose a Resume Information:

Career Objective

o I shouldnt use if:

I have a wealth of industry-specific

skill sets.
I am changing career paths.
I am writing a cover letter.
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation

Choose a Resume Information:

Professional Profile

o The professional profile is a

combination of both the career
objective and qualifications summary. It
is also the most flexible of the three
styles as it can be formatted as short
paragraph of bullet-point list.
Resum e :O rder O fInform ation

Choose a Resume Information:

Professional Profile

o I should use if:

I have had major achievement in my past

experience
I am applying to a position in the same
industry
I have a special area of expertise in my field
Resum e :O rder O fInform ation

Choose a Resume Information:

Professional Profile

o I shouldnt use if:

I am an entry-level applicant
I am recent college graduate
I lack measurable of accomplishments
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation

Professional Experience:

The section is the core of your resume, where

you are tasked with proving the skills you have
listed in the qualifications summary or career
objective.

When it comes to labeling this section some

use Relevant Experience, or Work
Experience as an alternative to Professional
Experience.
Resum e :O rder O fInform ation

Professional Experience:

Remember to list your work experiences in

reverse chronological order and only list
experience that is relevant to the job you are
applying for.

For each company create a heading including

the companys name, city & state, your title,
and the dates of employment (month and
year).
Resum e :O rder O fInform ation

Professional Experience:

If you are still currently working at a

company, you can simply write month,
year-Present for the employment dates.

A general rule is that each experience

have around 3-5 bullet points of your
main duties and achievements.
Resum e :O rder O fInform ation

Professional Experience:

3 Parts of a strong bullet point:

o 1st: Action Verb (should always be

first)
o 2nd: Quantifiable Point
o 3rd: Specific and relevant job duty
Resum e :O rder O fInform ation

Professional Experience:

Example:

o Trained 5+ cashiers, managing their

cash limits and guaranteeing quality
customer service at all times.
Resum e :O rder O fInform ation

Professional Experience:

Example:

o Spearheaded the development of the

first media kit amalgamation for all
company projects, increasing national
sales by 8%.
Resum e :O rder O fInform ation

Education:

Having a solid education section helps to

display the foundation of your knowledge
and expertise.

Depending on your professional

experience, you may want to consider
switching the order of the professional
experience and education sections.
Resum e :O rder O fInform ation

Education:

For instance, college or high school students

that lack seasoned professional experience
benefit from emphasizing their education by
placing it before the professional experience
section.

In addition, if you possess a wealth of

professional experience then it is appropriate
to keep this section short and sweet.
Resum e :O rder O fInform ation

Education:

The main points to include in your

education section:

o The names of your university,

community college, or technical school
o Location of the schools (city, state)
o Date of graduation (month, year)
Resum e :O rder O fInform ation

Education:

The main points to include in your

education section:

o Degree(s)
o GPA (only include if your GPA is above
3.0, round up to the first decimal place ,
and use this format: GPA: 3.5/4.0)
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation
Resum e :O rder O fInform ation

Additional Sections:

Certifications/Licenses

o The certifications section is the most

important of the other sections you can
include, but adding a certifications or
licenses section is largely dependent on
your industry.
Resum e :O rder O fInform ation

Additional Sections:

Certifications/Licenses

o If your industry requires certifications the

hiring manager will be intent on finding
them in your application. Make sure to
thoroughly research your industry to find
any relevant certifications or licenses you
may have missed.
Resum e :O rder O fInform ation

Additional Sections:

Publications

o Adding a publications sections is pertinent for

graduate students who have published articles
that are relevant to the job they are applying
to.

o List your articles in reverse chronological order

by publishing date.
Resum e :O rder O fInform ation

Additional Sections:

Publications

o Choose the referencing style that is

appropriate to your discipline. It also
acceptable to add works that have yet to
be published. You may label these as
Works in Progress or Submitted for
Publication.
Resum e :O rder O fInform ation

Additional Sections:

Awards/ Honors/ Activities

o This section adds another layer of

customization to your resume by providing
evidence of your abilities.

o Adding relevant awards and activities helps

you stand out from your competition.
Resum e :O rder O fInform ation

Additional Sections:

Awards/ Honors/ Activities

o If this section becomes too lengthy, feel

free to break them up into smaller sections.

o Here are some items to consider adding:

Grants, Academic Honors, Scholarships,
Volunteer positions, Professional Affiliations
Resum e :O rder O fInform ation

Technical Skills:

A technical skills section is helpful in showcasing

your knowledge of specific systems.

It defines specialized knowledge and hands-on

skills.

To prevent this section from taking up too much

space, try breaking up this section into
categories and list your skills within each.
Resum e :O rder O fInform ation

Additional Skills:

An additional skills section is a short and

concise list of skills relevant to your
industry.

This section is similar a technical skills,

but is often used for industries that do
not specifically require advanced skills.
Resum e :O rder O fInform ation

Additional Skills:

What to include:

Fluency in a second language

Knowledge of computer applications
(ie Photoshop, Illustrator)
Ability to operate heavy machinery
Resum e :O rder O fInform ation

Additional Skills:

What not to include:

Generic statements (Customer Service

Skills)
Run of the mill skills
Unrelated skills
Resum e :Stylizing The Resum e

# of Pages:

This is the most argued point of resume writing.

Some professionals vigorously discourage
applicants from going over one page, while others
argue that in some instances it is acceptable.

The bottom line is this: if you have information that

is highly relevant to the position you are applying
for then go ahead and add an extra page.
However, if you are just adding fluff for the sake of
adding pages, then your resume will suffer.
Resum e :Stylizing The Resum e

Font Style & Size:

Font style and size is largely dependent on your

preference. You can never be sure what the hiring
manager prefers so you have to go with gut.
However there are some Dos and Donts when it
comes to choosing your font and sizes.

For sizing, many resumes follow a 24, 12, 10

format. This means that the name is 24pt, the
body headers are 12pt, and the bullet points are
10pt.
Resum e :Stylizing The Resum e

Font Style & Size:

DOs

Choose easy-to-read fonts

Use the same font throughout
Change sizes in descending order for your
name, headers, and bullet points
Choose a font that fits with the text sizes
youve chosen
Resum e :Stylizing The Resum e

Font Style & Size:

DONTs

Dont choose small sizes to fit everything on one

page
Dont pick wacky fonts
Dont have one uniform tex size throughout
Dont go below 9pt
Dont spend too much time on choosing a font
Resum e :Stylizing The Resum e

Lines:

Lines are great to use to help break up the

resume and allow potential employers to better
process the information.

Line breaks commonly begin after the career

objective or qualifications summary.

From there, they are used to break each

subsequent section.
Resum e :Stylizing The Resum e
Resum e :Stylizing The Resum e
Resum e :Stylizing The Resum e
Resum e :Stylizing The Resum e

Margins:

Margins are the first thing a potential

employer will notice about your resume,
so its important that they are
appropriately set.

One inch margins are the safe bet for

applicants that lack experience.
Resum e :Stylizing The Resum e

Margins:

If you have a wealth of experience that

you are trying to fit to one page then it is
acceptable to reduce to the margins. Be
cautious when reducing the margins. If
they are too small, your pages will look
overcrowded.
Resum e or Curriculum Vitae
Resum e or Curriculum Vitae
Activity -1

As the CEO of the company, write a letter

to Finance Officer demanding the Finance
Report of the last financial year.
Activity -2

As Finance Officer of the company,

prepare the Finance Report for last
financial year.
Activity -3

Prepare a business/ project proposal to

venture into a business.
Activity -4

Prepare your Resume in all the three

formats.
TH A N K YO U !