Posted on 11 Comments

Don’t Neglect Your Resume Cover Letter

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Recently, I was helping out both my daughter and a friend with the job application process. During this period, I was reminded of how the focus among most job applicants is almost entirely on the resume or CV. Most often, the cover letter gets lost in the rush to apply, treated as an annoying last minute must-have afterthought. I think this is a fundamental mistake that a lot of job applicants make.

After all, the cover letter is normally placed on top of the resume or CV; it’s the first thing the recipient sees. So, if yours is poorly written, shoddily formatted, or obviously deficient in any other way, you have already sabotaged yourself before the reader even glances at your resume. By submitting a weak cover letter, you’ve already told them something about yourself that is less than complimentary.

Remember: resume cover letters are used for one purpose only — to introduce yourself to a prospective employer. The most common mistake I see in cover letters that are sent to me for editing is that many tend to repeat verbatim almost exactly what the attached resume or CV already contains.

A resume cover letter should be a concise one-page summary that introduces you, explains why you are writing, summarizes your key skills, abilities and experience (as they relate to the specific job at hand), and asks the recipient to get back to you. Its main purpose is to capture the attention of the recipient enough to get that person to look at the attached resume with interest. Let’s look at some important tips:

1. Address It To A Specific Person
Even when sending an unsolicited resume to a company you should take the time to find out the name of the appropriate person and write the letter to that person. At least it will reach their office. Resumes sent to “Dear Human Resources Manager” or “To Whom It May Concern” are almost always a waste of time. Name someone specifically and it will at least make it into an in-basket. Sometimes you will be given a specific name or title to which you should address your letter. Use it — and make sure you spell it correctly! If you’re not sure about gender, avoid guessing, and leave off the Mr. or Ms.

2. Keep It Short and Focused
Remember, your resume already says it all. Keep the letter short and focused and don’t repeat verbatim what is already in the attached resume or CV. NEVER exceed one page in a cover letter.

3. Be Enthusiastic
Express your interest in the job and the new company with enthusiasm. Show that you really want the job, and that you would really like to work for that particular company.

4. Focus On Needs Of the Employer
Throughout your cover letter make it clear that you are interested in the needs of the employer. You are there to help them. You are part of the solution. Try to make this the message of your entire letter.

5. Show That You’ve Done Your Homework
Demonstrate a good knowledge of the company and industry for which you are applying. A one-liner, or a phrase or two in the appropriate place in your letter that shows you are interested in that company, and you understand the problems it faces, will give you instant credibility (i.e. do some simple Internet research).

6. Use the Appropriate Buzzwords
Every organization has its own ways of doing things and its own lingo. Look through key documents such as annual reports, corporate websites, etc. Try to spot key words, terms, and phrases that are often repeated. Every company has them. Use as many of these hot buttons as you can in your cover letter – where appropriate, of course. For example, if the “Message From the CEO” in the annual report mentions the phrase “action plan for the future” three times, make sure you work that term into your cover letter in an appropriate place. Don’t overdo it, of course. Just demonstrate that you’ve done your homework.

7. Summarize Your Skills and Abilities

If possible, without making the letter too long, summarize your overall skills and abilities as strengths as they relate to the company you’re applying to. Try to relate them directly to the requirements listed in the job ad or poster. This can make them stand out in a way that they wouldn’t, if they were buried in the resume or CV.

8. Get It Right
Make sure that your cover letter is free of spelling and grammatical errors. Allowing those types of mistakes to creep into your one page cover letter is a major credibility destroyer. Sloppy and unprofessional are NOT the first impressions you want to give to the reader before they even look at your resume.

The challenge of course, is to try to address all of these points in a four or five paragraph letter. It can be done!

To see a fully-formatted “real-life template” of a resume cover letter, click on the following link:
http://www.writinghelp-central.com/cover-letter.html

 

Posted on 14 Comments

Academic Writing Style – APA and MLA Set the Standards

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As we all know, school (at any level) is a place where the ability to write reasonably well is very important if one is to succeed. This would explain why thousands of visitors to this site are seeking information and templates to help them with their academic writing projects such as book reports, term papers, essays, and research papers.

Once one reaches the college or university level, it is not good enough to write a paper in just any old format that one chooses. At that level, students are almost always required to use certain accepted international standards for formatting and referencing sources in a paper. Even at the high school level, many teachers now require the use of one of the well-known writing style standards.

At universities and colleges in most Western countries, one of two major international writing style standards are used as follows:

1. Publication Manual of the American Psychological Association
The APA’s Publication Manual covers all aspects of the writing and publishing process including organizing, writing, formatting, keying, and submitting a manuscript for publication. It provides detailed guidance on editorial style as well as on the appropriate standards for publishing research in accordance with ethical principles of scientific publishing.

2. MLA Handbook for Writers of Research Papers
The MLA documentation style covers all aspects of scholarly writing, beginning with the mechanics of writing and publishing, through the basics of writing style, to guidelines for the preparation of theses and dissertations. Although the MLA guidelines cover all aspects of writing and publishing a paper, MLA documentation style places special emphasis on the proper citing of sources of information in one’s written work, and how to properly and consistently cite them throughout a paper or manuscript.

Both of these style documents are lengthy technical manuals designed to cover every possible situation that one could encounter when writing a paper. To assist those who would rather not wade through hundreds of pages that may not be relevant to them, I have broken down and summarized the APA and MLA Rules for the Preparation of Manuscripts into three distinct sections as follows:

1. Overall Paper Format Rules (APA and MLA)
2. Rules For In-Text Citation of Sources (APA and MLA)
3. Compiling and Formatting the Reference List (APA and MLA)

You can access a summary of the APA Rules at this page:
http://www.writinghelp-central.com/apa-format-rules.html

The MLA Rules are summarized on this page:
http://www.writinghelp-central.com/mla-format-rules.html

Each of the above pages contains links to actual sample pages of the formats being discussed.

 

Posted on 13 Comments

Make Sure Your Words and Phrases Flow…

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A common weakness we see almost everywhere in day-to-day writing is poor logical flow from one idea or point to the next. This usually takes the form of a bunch of seemingly unrelated phrases thrown together with little or no sense of sequence, continuity, logic, or relativity. Not only can you see this problem in articles and blogs all over the Web, reporters for your local newspaper and TV outlets are often guilty of this same transgression.

We see letters, articles and reports in which each phrase seems to be independent of the one before and the one after; when in reality there is an actual sequential and/or logical flow. When we read these, we often find ourselves asking obvious questions that don’t get answered, such as: “So why did they do that?”, or “What happened next…?”, or “How does that relate to…?”

Consider the following three sentence example:

1. The entire building had to be searched.

2. They started the search on the third floor.

3. It took three hours to complete the search.

Notice that the three separate statements are all valid sentences. They convey the bare essential facts of a situation or event, but nothing more. In fact, they raise almost more questions than they answer. For example:

– Why was the building being searched?
– What building was it?
– Was it a serious incident?
– Had it ever happened before?
– Why did they start on the third floor?
– What about the first two floors?
– Is three hours a long time for that?
– How long does it usually take?

Now, let’s transform these three statements, using transition or bridge words and phrases, as follows:

“UNLIKE a minor incident at the Customs Headquarters last October, this time the entire building had to be searched for trapped occupants. BECAUSE the fire was still smoking on the first two floors, they started on the third, working upwards to the tenth, covering the first two floors last. CONSEQUENTLY, it took them a full three hours before they finally completed the typical one-hour job.”

Notice the use of the transition words: UNLIKE, BECAUSE, and CONSEQUENTLY. Using these three words has allowed us to easily connect the three independent sentences and give them a sense of chronological order and logical flow. They also allow us to answer ALL of the obvious questions, either with the transition word itself, or by adding a couple more words.

In short, transition words/phrases have turned three dry independent phrases into a little story that makes sense to the reader.

These types of words/phrases are ideal for allowing one to easily connect thoughts, and create logical sequences between sentences and paragraphs. They are usually inserted at the beginning of a sentence and normally refer directly back to the previous sentence and/or paragraph without repeating the specific subject.

The following paragraphs list some of the more common transition words and phrases that will help make your text more understandable and interesting to the reader. For each one, I have included a typical example of how the word/phrase might be used in a typical sentence. (Note that we have capitalized the transition words/phrases for emphasis and easy identification).

CAUSE AND EFFECT…
THEN, he moved on to the next work station.
AS A RESULT, the team lost the game.
FOR THIS REASON, she always went home for the weekend.
THE RESULT WAS always predictable.
WHAT FOLLOWED was as painful as it was inevitable.
IN RESPONSE, he quickly upped the ante.
THEREFORE, the aircraft overshot the runway.
THUS, it was just a matter of time.
BECAUSE OF THIS, the results were always the same.
CONSEQUENTLY, he was no longer friends with Frank.
THE REACTION to this event was swift and decisive.

IN CONTRAST TO…
UNLIKE last year, this one was highly profitable.
DIFFERENT from this, was our approach to manufacturing.
IN SPITE OF the dot com bust, the company prospered.
ON THE OTHER HAND, earnings per share have increased.
ON THE CONTRARY, the impact was less than expected.
OPPOSING that idea was the move to new technologies.
HOWEVER, that approach may actually prove better.
CONTRARY to his findings, the revenue picture is good.
NEVERTHELESS, something still appears to be missing.

SEQUENCE AND RELATIVITY…
THEN, each one followed in numerical sequence.
IN ADDITION, a fourth material was added to the mix.
TO ENUMERATE, first was the car, second was the boat, third…
NEXT in line for cuts was the marketing division.
NEXT IN THE SERIES was the “outrigger” brand line.
BESIDES THAT, there were two other possible sources.
SUBSEQUENTLY they moved on to the next polling station.
FOLLOWING the concert, there was a reception in the atrium.

SIMILARITY AND COMPARISON…
LIKE always, he took the company on a risky course.
SAME as before, he managed to meet all of the requirements.
SIMILAR things were known to happen at certain times.
CLOSE to that was the result of the second round of voting.
LIKEWISE, they made similar changes in the factory.
ALSO, there were the worker’s families to consider.
NEAR that one, was where we found the faulty component.

EXPLANATION AND EXAMPLE…
FOR EXAMPLE, last year’s model was under-powered.
ONE SUCH occurrence was last week’s power outage.
FOR INSTANCE, earnings this year are higher than last.
TO ILLUSTRATE, he went to Chicago just to make his point.
ALSO, there is a new approach to sheet-metal molding.
THAT TOO, just goes to make my point even stronger.
TO DEMONSTRATE, I will use the new model throughout.

Bottom line: Smooth, orderly and logical transitions from one thought to the other, one sentence to the next, and one paragraph to another, are key to creating clear meaning and flow in any document. Appropriate use of transition words and phrases will achieve this for you.

 

Posted on 18 Comments

How To Keep A Letter On One Page

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One of the key pieces of advice I include in all of my letter writing kits is that you should always try hard to keep a letter on a single page.

Regardless of the subject of your letter, you should be able to make your key point(s) on one page. That doesn’t mean that you won’t sometimes have supporting documents as attachments. However, even in cases where attachments are necessary, you should always try to make the covering letter a one-pager.

I’m sure you’ve received letters that overflow onto a second page for the sake of a few words or a sentence or two. Such letters tends to look very tacky and unprofessional, and they’re very wasteful to boot. So try to avoid doing that when you are writing your own letters – especially business letters.

Nowadays it’s easy to do this. With standard word processing software there are a number of handy little tricks that you can use to help squeeze your letter (or other document) onto a single page.

So, here are some page squeeze tips:

  • Move both the left and right margins out about 1/4 in. closer to the edge of the page. No more than that, however, as it will look too obvious.
  • Move the top and bottom margins out about 1/4 in. closer to the edge of the page. Again, no more than 1/4 in.
  • Take a good look at your draft letter and see if there are any paragraphs that have an ending sentence that overflows onto an additional line for the sake of one or two words. If so, make a minor edit or two in the paragraph to shorten it a little so that it will no longer overflow onto the following line. Don’t forget to reread to make sure it still makes sense!
  • Another thing you can do is, try reducing the size of the font size by 1 point, say from 12 to 11 points. Note: your font size should never be smaller than 10 points.

If your letter still doesn’t fit, but it is close, there’s one final thing you can try if you are the author of the letter. Go back and edit it one more time. Look for redundant thoughts and phrases, or those that can be combined into one sentence rather than two. Is every word and phrase absolutely essential to your message? You’ll be amazed at the space savings that this final edit process can result in.

Try the above methods in sequence, one-at-a-time, checking each time to see if your latest change has done the trick for you.

Posted on 21 Comments

A Good Resume Is Essential: Avoid These Problems

Making sure that you have a well written resume (or curriculum vitae) is always important. If you don’t take the time and trouble required to craft a good resume you will be sabotaging yourself. In fact, your resume or CV is likely to be one of the most important documents of your life; whether you write it yourself, or you have it written for you by a professional. Even in these days of the internet, social media, smart phones, etc., at some point you will still need a traditional resume or CV as you look for a job.

Almost every time we have read “draft” or “old” resumes, we have found the following problems:

Common Resume (or CV) Problems:

  • It is almost always too long
  • It doesn’t focus on what you can do for the new employer today in the job at hand
  • It tends to give equal weight to ancient history with not enough emphasis on recent experience
  • Insufficient focus on actual results achieved in the various job experiences described
  • It does not state clearly up-front what the applicant is looking for job-wise and career-wise

If you spend time searching around online you will find hundreds if not thousands of resume and CV formats you can follow which are promoted by numerous self-proclaimed experts. Of course, it is always good to have a resume format that is pleasing to the eye. However, if you do not address the above five points while creating the content of your resume, the format won’t matter much.

What’s the best way to address these problems? Put yourself in the hiring manager’s shoes. They’ve advertised for a job and they’ve received 300 resumes.

  • Do you think they’re going to read each one of them word for word? No, they don’t have time. They’re going to skim. So if yours is short, punchy, and has key points bolded, that’s what will catch their eye
  • Your key points should be about what you can do for them, and how you can solve their problem
  • Your most recent experience should be first – i.e., your work history should be in reverse chronological order
  • You should talk about results and accomplishments that helped your last employer
  • You should be clear about what you’re looking for in your career trajectory, so they have an idea of what they might do with you long term

With these points in mind, go look at your current resume? Does it need an update?

 

 

Posted on 15 Comments

Why You Should Develop Your Practical Writing Skills

Did you know that the ability to write for practical purposes can be a very important and powerful ability? Really! Becoming proficient at letter writing, for both business and personal purposes, can help you advance in many different aspects of your life.

As evidence of this, the following paragraphs describe a real-life example from my recent past.

I own (and live) in a unit in a multi-unit condominium building. As with most condo buildings, mine is managed by an elected committee of co-owners. About two and one-half years ago, I was asked by members of our condo board if I would be interested in running for election to the committee at the annual general meeting. Having never done that before, I thought I would give it a try, so I agreed to run and I was elected. I ended up staying in that position for two years before I decided to resign and move on to other things; about six months ago.

What does this have to do with writing, you might be asking right about now? Everything actually! Early into my two-year term as a member of the condo management board, I realized that writing letters and support documents was one of the most important activities for the efficient day-to-day functioning of our building. These documents include such things as numerous letters and notices to residents, instruction lists and checklists for janitorial staff, as well as letters to contractors and government bodies.

So, after I resigned from the board I compiled a group of the most common types of condo-management letters and notices and turned them into generic examples so that I could post them online. I believe that such “real-life examples will help a lot of people who are involved in the management and administration of their building; whether it’s a condo building, a co-operative, or a rental building.

Even if you aren’t directly involved in such activities, I suggest you take a look at some of the examples I have posted so that you can get a clear idea as to how important practical writing skills can be, and why you should continue to develop yours.

Remember, this is just one example of how strong practical writing skills can be important in your day-to-day life.

Here’s the link to the condo management letters article and samples:
http://www.writinghelp-central.com/condo-letter-samples.html

 

Posted on 28 Comments

Proper Preposition Phrases

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On a daily basis, we see improper preposition usage. In fact, it drives us crazy when we hear supposedly well-educated people on national radio and TV misuse common prepositions in their reporting of the news and current events.

Just to be clear as to what we’re talking about here: a “preposition” is a word that is placed before a noun or pronoun to form a phrase by modifying another word in the sentence. The dictionary defines a preposition as: “…a word governing a noun or pronoun and expressing a relation to another word or element…” In less technical terms, prepositions are those little connector words that join words and/or phrases to other words and/or phrases.

Examples of common prepositions are: about, above, after, as, at, before, behind, between, beyond, but, by, down, during, in, into, of, off, on, under, until, up, upon, with, within, to name a few. These words almost always function as an adjective or adverb.

Below are about a dozen typical preposition phrases misused in the news media and on popular TV shows.

agree (on), agree (to), agree (with)
We now agree on the terms of the contract.
I intend to agree to his proposal after the modifications.
His observations agree with my findings.

answer (for), answer (to)
He will have to answer for what he did last night.
She will have to answer to her boss on that matter.

begin (by), begin (from), begin (with)
I will begin by taking the oath of allegiance.
The race will begin from the parking lot behind the car dealership.
The project will begin with an environmental assessment.

bored (by), bored (with); NOT “bored of”
She was really bored by last night’s concert.
Over time, I became bored with the whole thing.

capable (of); NOT “capable to”
I knew that they were capable of much more.
The coach told me I was capable of playing at a much higher level.

correspond (to), correspond (with)

Once it is repainted it will correspond to mine.
While away on course I made it a habit to correspond with my parents by e-mail.

impressed (by), impressed (with); NOT “impressed of”
Jason was impressed by their new approach to the issue.
Julia was quite impressed with Susan’s behavior.

graduate (from), graduate (to); NOT “graduated college”
When do you expect to graduate from college?
After the initial phase you will graduate to the next level.

invest (in), invest (with)
Once I receive the funds I will invest in a mix of stocks and bonds.
He decided to invest his savings with the bank.

live (off), live (on)
Once they move to the farm they plan to live off the land.
When I turn 65 I will start to live on a pension.

proceed (to), proceed (with)
After that is done, I will proceed to the next step.
Please proceed with what you were doing when we arrived.

report (on), report (to)
After his assessment he will report on the situation.
He will report to the recruitment center next Monday.

suited (to), suited (for)
They seem very suited to each other.
Brad is well suited for that accounting position.

The above are just a few examples of proper preposition usage in some of the more common preposition phrases.  So, here’s a word of warning: if you are trying to improve your English by watching television or listening to the radio, don’t assume that everything you hear is correct. Often it isn’t. Really! So, if you read or hear something that doesn’t seem quite right, look it up.

Posted on 26 Comments

Be Very Careful How You Post Online

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These days, with social media being a major part of our everyday lives, how you present yourself in writing is increasingly important. If you don’t pay careful attention to the quality of the posts you make online you could be hurting yourself in ways you haven’t even thought of, or can’t even imagine.

A Good Example of This on Facebook

A post appeared recently wherein the author had decided to go into some sort of rant about how they were very upset with people who used animal and cartoon images as their Facebook profile picture. This person wanted only photos of the actual person to be used, and they were therefore going to “unfriend” anyone on  who used an image other than their own photo. In this case that the person’s little rant also made numerous disparaging remarks about the characters and motives of the people who don’t use their own photo on Facebook.

The real kicker was that the individual’s rant was absolutely riddled with errors in basic English spelling and grammar.

What would your reaction to this post be? Exactly.

When a post seems to be bordering on illiterate, it loses all credibility. Whatever point they were trying to make about the FB profile photos suddenly became meaningless at best, and hypocritical at worst. And you wouldn’t be the only one to dismiss this person based on the poor quality of that post.

But here’s the most important part: whether you intend for it or not, your post may well be seen by thousands of people worldwide.

Yes, thousands. Even if you have your settings updated to maximum privacy. Anyone within your approved circle of friends can screenshot what you say and post it anywhere else.

Employers are Watching

Prospective employers routinely check out the Facebook, Twitter, and Linkedin profiles of job applicants. If you have a habit of making posts with spelling and grammar errors (because it’s only social media, right?), chances are that this will be noticed and taken into account by hiring managers. Any job that requires at least high school graduation will require good writing skills.

College Admission Staff Are Watching

Admissions staff at universities and colleges also check out the online posts of applicants. Do you want to present yourself as semi-illiterate to a college or university? The worst thing about this is that if you get “screened out” by applications staff for your poor social media posts, you’ll never even know that this was the main reason you didn’t make the cut!

Prospective Dates Are Watching (Really!)

In Aziz Ansari’s book “Modern Romance” (Penguin Press, 2015), he states that poorly written text messages are a turn-off and sometimes a deal-breaker for many people during the initial phases of dating.

Why?

First, you would be surprised as to how many people claim to have college-level education and then post a profile that is rife with errors in spelling or grammar. So it makes the prospective date wonder: are you telling the truth about your education? If not, what else are you lying about?

 

Second, if you’re not willing to put your best foot forward when you’re actively trying to impress a date – whether it be for a short-term relationship or a spouse for life – it indicates you’re unlikely to put any effort into the relationship. And who wants to waste time on that?

Always, always have a grammar and spell checker program installed and running whenever you compose any type of social media post or text. Also, after drafting even the shortest of messages, STOP and read it over BEFORE you send it. Correct any errors and edit it for clarity if necessary.

Posted on 26 Comments

In Business Writing, Make Sure You Keep It Simple…

Something we notice on a regular basis when we read business letters, memos, reports, and other such documents is the use of unnecessary words to over-describe a situation or condition. These are known as redundant or superfluous words. It’s very easy to get into this bad habit when writing.

In fact, using two or three words when one will suffice can weaken your point rather than strengthen it. For effective written communication, we recommend that you make every effort to avoid using unnecessary words and phrases.

The following is a short sample list of some of the more common redundant words and phrases that we often see, alongside shorter alternatives:

absolutely essential ………………… essential
accounted for ………………………….. caused by
actual experience …………………… experience
attached please find ……………….. attached is
at your earliest convenience …… soon
consequent results …………………… results
despite the fact that ……………….. although
few in number …………………………. few
for the purpose of ………………….. for
free of charge …………………………. free
in advance of …………………………… before
in the process of being …………….. being
in the near future ……………………. soon
is suggestive of ………………………. suggests
make a decision to ………………….. decide
make the acquaintance of ……….. meet
mutual cooperation ………………….. cooperation
on behalf of ………………………………. for
on the grounds that …………………. since
perform an analysis of ……………… analyze
provided that ……………………………… if
take under advisement …………….. consider
under no circumstances ……………. never
until such time as ………………………. until
within the realm of possibility …… possible

We should mention that the words and phrases shown on the left-hand side above are not wrong. They are just a more cumbersome way of saying something that can be stated more simply. Nevertheless, for style reasons, there may be situations where the phrase shown on the left is more appropriate in a particular context. Or, there can be situations where one may choose to alternate between the two approaches, in order to avoid repetition.

 

Posted on 13 Comments

Get That Application Letter Right

Application Letter

There are two main types of application letters; job application letters and college admission application letters. These letters are very important because they are the first thing about you that the addressee of the letter will see. That’s right; they will see your application cover letter before they have had a chance to review the detailed application support material that is normally attached or enclosed. So, if you mess up the covering application letter you already have one strike against you even before they look at your support material.

Also known as letters of application, or application cover letters, these letters should normally be short one-pagers that do three key things:

  1. Introduce the applicant by name and title.
  2. State clearly and specifically, the position or program for which the applicant is applying.
  3. Briefly summarize the primary reason(s) why the applicant should be accepted for the job or program for which they are applying.

Although one page is ideal, in some situations a second page may be needed to cover all of the relevant information. For example, some college and university programs may dictate a number of specific points they want covered in the application letter, making a slightly longer letter unavoidable. Nevertheless, except whenever impossible, an application cover letter should not exceed two pages.

Job-related application letters are usually accompanied by a resume or CV. In college admission situations, the application letter normally covers an overall application package, as per the requirements of the institution.

Important:
Over the years we have been asked to review/revise many different application letters for both employment and college program admission. The single biggest strategic mistake that we see in many of the letters  is that the writer has not made a point to find out the specific individual (and/or position) to whom the letter should be addressed. If it is a serious application letter, you need to take the time and trouble and find out exactly to whom you should be writing. Generally speaking, an application letter addressed “To Whom It May Concern” just won’t cut it. If you do that, you will be shooting yourself in the foot.

Image credit: Pixabay.