Oral Presentation in the Workplace
Do not overload your visual aids with
- While public speaking and oral
presentation in the workplace are similar
they also have their own distinct features.
Unlike the usual public speaking for
general purposes, an oral presentation
uses a more business-like tone and
language because it is used for work
purposes. Utilizes audio-visual materials
such as projectors.
May be delivered to an internal or
external. Ex. Departmental meetings,
employee orientation, sales presentation
and business proposal. With technology
presentation can be also done through
video conferencing.
Objectives:
1. Explain the qualities of an effective
presenter.
2. Identify the common manifestations of
communication anxieties;
3. Deliver an effective oral presentation
using appropriate technology;
4. Evaluate an oral presentation; and
5. Reflect on a learning experience.
Steps in Planning and Presenting an Oral
Presentation
1. Know your purpose.
2. Focus your topic.
3. Know your audience.
4. Gather references for your presentation.
1. -Will guide you in organizing your ideas.
2. Be sure that it is specific enough. By
focusing your topic and aligning it to your
purpose, the audience will have a clearer
understanding.
3. Align the content of your presentation to
their values, interests, needs, and desires.
4. Use only reliable sources. Interviews,
observation and survey.
Steps in Planning and Presenting an Oral
Presentation
5. Outline your presentation.
6. Practice your presentation.
7. Deliver your presentation.
1. -Ensure that each major idea is supported
by sufficient details and evidence.
2. Do this in front of a mirror or with your
friends.
3. Master your presentation and speak
sincerely.
Some Useful Tips in Delivering an Oral
Presentation
1. Visualize yourself delivering an excellent
speech.
2. Emphasize the relevance of your speech
to your audience.
3. Clearly explain your objectives at the
start of your presentation.
4. Use multimedia in your presentation.
5. Have a bottle of water for yourself.
1. -Belief and confidence. Placebo effect
2. Explain the practicality or usefulness of
your topic.
3. It’s good that you tell your audience what
do you want to achieve or happen so they
will know that they will achieve something.
4. Makes your presentation dynamic. Cone of
Exp. Edgar dale 10-read, 20-hear, 30-see,
50-see&hear, 70-say, 90-say&do.
5. Helpful when your mouth becomes dry
Some Useful Tips in Delivering an Oral
Presentation
6.
text.
7. If your situation permits, arrive earlier
than the members of the audience.
8. Dress professionally.
9. Do not read your visual aids.
10. Include real-life experiences when
presenting ideas.
-6. it’s not pleasant for the eyes.
7. Professionalism
8. One way of gaining respect
9. Come prepared. Be sure to explain it
10. To make your discussion relatable and
interesting.
Some Useful Tips in Delivering an Oral
Presentation
11. Never apologize for your materials or
credentials.
12. Maintain eye contact and use natural
gestures.
13. If your situation permits, occasionally
move from one place to another.
14. Repeat the question of a member of
the audience.
15. Allow enough time for questioning.
-11. Make use of what you have.
12. To keep their attention.
13. One way of controlling the behavior of the
audience.
14. To make sure everyone heard the question or
to make sure what you heard is right.
15. This is your responsibility as a presenter. To
address confusions.
Some Useful Tips in Delivering an Oral
Presentation
16. Know the set-up of the presentation
venue.
 17. Do not be defensive.
16. You can address the problem and apply
solutions.
17. Admit something that you are not
knowledgeable
Ethics in Oral Presentation
1. Never waste the time of your audience.
2. Make sure that you have a valid purpose
or objective.
3. Never distort information for your own
advantage.
4. Never use abusive language or name-
call.
5. Cite your sources.
6. Be courteous at all times.
1. -Don’t come unprepared.
2. If your purpose is to discredit someone , it
is clearly unethical.
3. People will know whether your telling the
truth or not.
4. It will offend your audience.
5. Never claim an idea as your own even if it
is not.
6. Maintain a respectful and professional
tone when delivering your presentation.
Letters, Memos, and E-mails
Is a type of writing that seeks to elicit business
response. It’s a purposeful piece of writing that
provides relevant info to help a reader know
something or do something. Must be substantive,
clear, correct and easy to scan.
Essentials of Business Writing
• They allow the writer to have time to think
about the message he/she wants to convey
thoroughly.
• They are more accessible and can be
retrieved by the reader at any time
convenient to him/her.
• They present the message in details.
• They can be documented and filed.
Business Letter
• An effective business letter elicits the
expected response from the reader.
• This can be achieved through concise
tactful and accurate writing style.
Is a type of letter which serves as a means of
communication written for various commercial
purposes.
A business letter serves several purposes: for sales
efforts, for complaints, for information,
dissemination, for relationship building, and for
problem-solving.
Examples: application letter, acceptance letter,
letter of complaint, letter of intent.
• A business letter serves several purposes:
Parts of a Business Letter
Letterhead- It identifies the writer, his/her
address, and contact numbers.
Date- It is placed between the letterhead and the
inside address. It should never use plain numerals
for dates as it may create confusion. Instead of
using 02/02/19, February 02, 2019 or 2 February
2019 can be used.
Inside Address- It identifies the reader’s name,
position, and company, and address. It should be
placed immediately below the date.
Attention line- It is used when the writer wishes
to the address the whole company but wants to
bring it to the attention of a particular person in
the company. It can be written in two formats:
Attention Peter Burkin
Attention: Peter Burkin
Salutation- It refers to the writer’s greeting to the
reader. It can appear in different formats:
Dear Sir:
Sir:
Dear Mr. Burkin:
Body- It contains the message of the letter.
Paragraphs are single-spaced internally but
double-spaced to separate paragraphs. If the
letter is too short, the body can be double-spaced
or triple-spaced to separate the paragraphs.
Complimentary Close- It is an expression used to
end a letter. Below is the level of formality of the
complimentary close (Merriam Webster’s Guide
to Business Correspondence, 1996):
Highly Formal Informal and
Friendly
Respectfully yours, As ever,
Respectfully, Best regards,
Very respectfully, Kindest regards,
Polite and Formal Enclosure Notation • A notice directing the employers to
Regards, Indented undergo physical check-up is an example of
Very truly yours, this kind of memo
Yours ever truly, 1. Use a language that is appropriate to the
Yours truly, target readers. 2. Request Memo
Less Formal 2. Arrange your ideas logically. • Asks readers to provide certain information
Sincerely yours, -. Ideas are grouped together, and each group is or take certain actions.
Yours, discussed accordingly. Use transition words like, • An example of this memo is when
Cordially yours, Firstly, Secondly…. requesting fund for a seminar
3. Use a direct and tactful tone.
Signature block- Includes the signature and the - . Polite tone 3. Announcement Memo
typed name of the sender. The typed name can be 4. Use the active voice in most of your • Provides information about an event,
in all caps (PETER BURKIN) or CLC format (Peter sentences. person, or thing.
Burkin). The space for the signature should be -Active voice is a grammar term used to classify • An example of this memo is when
three to five lines. sentences in which the subject of the sentence is announcing a meeting.
the one actively performing the action of the verb.
Identification Initials- It indicates the typist’s
Example: I am writing a letter. 4. Transmittal Memo
initials if the sender is not one who personally
• Serves as a cover note for a more formal or
typed the document. 5. When writing, put yourselves in the shoes
lengthy document.
of the target readers.
Enclosure Notation- It indicates the attachments to • An example of this memo is when
6. Use correct format, punctuation, spelling
the letter. It can be written in the following transmitting an annual report to the
and grammar.
formats: members of the board of directors.
7. Specify the receivers’ name. However, if it
-Transmittal- is a document that is sent along with
Enclosures (2) is impossible to get the name of the
other documents, files, or samples. It shows when
Enclosure receiver, use a generic title such as The
the items were sent and provides proof that they
enc./encl. Human Resource Director.
were sent.

Reference – refers to a file where all the letters Memorandum 5. Authorization Memo
and documents about the same matter are kept. (Memos) • Gives permission.
• Memorandum is a business • An example of this memo is when allowing
Three Formats of a Business Letter correspondence which aims to inform and an employee to study on Saturdays.
1. Full Block persuade target readers who are within
2. Modified Block - Complimentary close the organization. Similar to news writing Advantages of a Memo
Signature Block format, it follows an inverted pyramid 1. It reaches a large number of readers at the same
Identification Initials stricter. This means that the most time.
Enclosure Notation important information comes first. 2. It provides a written record that can be accessed
3. Semiblock Block- Complimentary close 5 Types of a Memo any time.
1. Instruction Memo 3. It allows a detailed and accurate delivery of
Signature Block Provides information that the readers need to message.
Identification Initials perform accurately. Disadvantages of a Memo
1. It is not ideal to convey complex topics since
memos are generally used for short texts.
2. It takes time to reach distant branches and
offices.
3. It is more expensive that e-mail.
Parts of a Memo
Letterhead- It identifies the writer, his/her
address, and contact numbers.
Date- It is placed between the letterhead and the
inside address. It should never use plain numerals
for dates as it may create confusion. Instead of
using 02/02/2019. February 2019 can be used.
“To” Line- It indicates the name and the title of
the receiver.
Attention Line- It is used when the writer wishes
to address the whole company but wants to bring
it to the attention of a particular person in the
company. It can be written in two formats:
Attention Peter Burkin
Attention: Peter Burkin
“From” Line- It indicates the name of the sender.
The sender should affix his/her initials on the right
side of his/her name for the verification process.
Subject Line- It announces the main content or
topic of the memo. Subject is more preferred than
the old term Re.
Body- It contains the message of the memo.
Paragraphs are single-spaced internally but
double-spaced to separate paragraphs. If the
memo is too short, the body can be double-
spaced or triple-spaced to separate paragraphs.
Paragraphs in the memo are not indented.
Identification Initials- It indicates the typist’s Electronic Mail (E-mail)
initials of the sender is not the one who
• One study of the United States showed
personally typed the document
that 98 percent of employees consider
Enclosure Notation- It indicates the attachments email as extremely important (Gerson,
to the letter. It can be written in the following 2009).
formats:
• It is important not only in the workplace
Enclosure (2) but also in personal communication.
Enclosure • email has revolutionized the way people
communicate.
enc / encl.
-The advent of technology has introduced us to
Copy Notation- It indicates the name of the
new form of the business communication; that is
secondary recipients of the letter. It is indicated
email communication. In fact, one study of the
by cc: which means carbon copy or courtesy
United States showed that 98 percent of
copies.
employees consider email as extremely important
(Gerson, 2009). It is important not only in the
workplace but also in personal communication. We
Tips for Writing a Memo send emails to our friends and relatives locally and
1. Use bullets, numbers and letter to list abroad; and teachers and classmates.
information. Undoubtedly, email has revolutionized the way
people communicate.
2. Use a positive tone, active verbs, and
concise wording. Similar to letters and memos, emails serve many
purposes. It can be used to give directions, to
3. Use heading to improve the readability. transmit documents, to record important data and
4. Eliminate grammatical and typographical information, to confirm requests, to explain
errors. procedures, to make recommendations, to inquire,
and to submit feasibility and status reports.
5. Use correct format and structure.
6. Put your initials in a signature from beside
your printed name as sender.
7. Flush the memo heading to the left (“to”
line, “from” line, subject line, and date
line).
8. Say thank you or state a directive action
(e.g., for your compliance, for immediate
action, for your approval, for your
information) at the end of the memo.
Advantages of E-mail
1. It reaches the target reader fast.
2. It confirms an acceptance or rejection easily.
3. It is less costly than letters and memos.
4. It can easily reach the farthest parts of the globe.
5. It is environmentally friendly.
6. It is easier to document.
Disadvantages of E-mail
1. It is prone to hacking and technical glitches.
2. It can cause information to overload.
3. It can be used to transmit computer viruses.
Tips for Writing an E-mail or a Memo
1. Make the subject line informative or
descriptive of the memo content.
2. Keep the subject line simple and short.
3. Do not change the subject line when you
are replying to an email.
4. The “to” line should contain names of the
primary readers.
5. Ensure the correctness of the email
address of the recipients.
6. Make the file name of the attached
document meaningful.
7. Never use “all caps” in the main text. This
is unacceptable
1. -Avoid vague subject lines such as follow-
up, additional information, or request.
2. Keep the subject line simple and short.
3. Do not change the subject line when you
are replying to an email.
4. Secondary readers must be placed on the
cc line. Primary readers are those who are
directly involved in the message of the
email.
5. Ensure the correctness of the email
address of the recipients.
6. Instead of using “letter1”, use “request
letter barrot”
7. Never use “all caps” in the main text. This
is unacceptable
8. State your purpose in the first sentence of
the memo.
9. If the message is sensitive, compose it
first using the word processor.
10. Avoid emoticons and informal jargons like
“LOL” and “BRB” in formal memos.
8. -State your purpose in the first sentence of
the memo.
9. If the message is sensitive, compose it first
using the word processor.
10. Avoid emoticons and informal jargons like
“LOL” and “BRB” in formal memos.
Minutes of the Meeting
• Minutes of the meeting are a descriptive
report that provides a written record of
what transpired during a meeting.
• In short, the minutes are summary of the
proceedings.
Standard Elements of the Minutes of the Meeting
Introduction
1. Name and address the organization.
2. Type of meeting (special, executive,
committee, board, regular, emergency.)
3. Call to order: time, date, and presiding
officer.
4. Attendance
-Special meetings are unscheduled meetings called
from time to time by the Board for a specific
purpose.
Executive session is a private meeting within an
otherwise open meeting, such as an organizational
board meeting. Boards may hold an executive
session involving only board members to discuss
sensitive or private information.
Body
1. Reading, correction and approval of the
previous minutes:
“I move that the minutes of the meeting
dated March 25 be approved as corrected.”
2. Business arising from the previous minutes
of meeting.
3. New Business
a. Agenda 1
b. Agenda 2
c. Agenda 3
-2. Any reports, pieces of information or other
matters of substance that were requested at the
previous meeting are debated and a vote is taken
on the appropriate action to take.
Conclusion
1. Announcement (including the time and
date of the next meeting).
2. Other matters (new topics that need to be
covered in future meetings).
3. Time adjournment
4. Name and signature of the minutes-taker
and presiding officer.
-It should be noted that the format structure of
minutes of the meting may vary from one
organization to the other.
Tips For Preparing The Minutes of the Meeting
1. Use the meeting agenda as a guide in
organizing the information in your
minutes.
2. Make sure that the minutes are factual,
free from editorial comments, and subtle
slanting of factual statements.
3. Summarize the major points of the
meeting.
4. Record verbatim parliamentary points such
as motions, resolutions, and points of
order. Include the name of the speaker.
5. Never include the name of the seconder of
the motion unless ordered by the body.
6. Enter the number of votes on each side in
matters that required voting.
7. Focus on the action taken rather than on
the topics.
8. Be objective.
9. Type the minutes as soon as the meeting is
finished.
10. Use single space when preparing the
minutes.
11. Number all the pages.
12. Place the corrections made in the previous
minutes above the affected line or in the
margin.
13. Never throw out the original minutes.
- 8. Never let your own personal bias
cloud your accuracy in taking down
notes.
- Subtle slanting- only tells a part of a
story, or when they highlight, focus on,
or play up one particular angle or piece
of information.
- 13. As much as possible, attach the
original minutes ti the revised one. This
is to ensure accuracy of revision.
➤ INFORMAL REPORTS
What is a REPORT
a type of business communication that provides an
update about a project or event related to an
organization.
-Its primary purpose is to inform or persuade the
target reader who is usually the immediate
superior of the writer of the report. They may be
formal or informal.
➤ Types of report
Formal reports are those that are lengthy and
cover complicated topics.
Informal reports are those that are shorter (not
more than five pages) and deals with a specific
event or aspects of an organization.
-A formal report is an official report that contains
detailed information, research, and data necessary
to make business decisions. Some examples are
annual reports, expense reports.
Infomal report includes incident report, trip report
and progress report
Common Types of informal report
• INCIDENT REPORT
-An incident report provides a factual account of
an incident to make sure that the incident will not
happen again.
Some of the common situations that require an
incident report are as follows;
1. Machine breakdown
2. Installation problems
3. brawl between and among personnel
4. Accidents
5. Problems caused by natural calamities
6. operation related problems
structure of incident report
1. Problem description- narrates the events
related to the incident. Includes the people
involved, time, date, place, and problems.
- This section needs to be clearly narrated in a way
that the reader can visualize the events.
2. Actions taken- states the actions that were
taken by the sender or by the personnel directly
involved in the incident.
3. Recommendations- provide some suggestions
on how the incident can be prevented by
happening again.
• TRIP REPORT
A Trip report provides a record of a job related
trip and evaluate whether it was a success or not.
examples:
1. Inspection of a site
2. Attendance in a conference or convention
3. Participation in a training program
structure of a trip report
1. Background- provides basic information
about the trip. These includes the date,
duration, objectives of the trip,
destination and the rationale for the trip.
2. Discussion- contains the details and
findings obtained from the trip. It includes
observations, contacts, sessions attended
and problems encountered.
3. Conclusion- presents what you have
accomplished from the trip such as sales
made and linkages established.
4. Recommendation- presents suggestions
to make the next trips more successful. It
also recommends certain steps that the
 company may take relevant to its own
growth and advancement.
• PROGRESS REPORT
Progress report- provides an update on the
completion or status of a particular task.
1. completed task since the last report
2. tasks that are in progress
3. delays and their causes
4. resolution of the progress encountered
5. remaining work
6. other tasks to be done
7. target completion date of the task
I. Introduction
A. Purpose of the report
B. Period covered by the report
C. Brief summary
D. Main progress to date or since last
report
II. Body
A. Description of the work completed
1. Completed tasks or accomplished
items
2. Duration of accomplishing the tasks
or items
3. Compliance with the schedule
B. Problems encountered such as delays
and incomplete work
C. Remaining work
1. Remaining tasks
2. Projects to be completed
3. Timetable and strategies to do the
remaining tasks
4. Possible risks and strategies in
controlling these risks.
III. Conclusion
A. Evaluation of current status
B. Forecast for project completion
C. Willingness to make adjustments
D. Contact details
PROPOSALS
Informal Proposal
• Is a form of informal report that aims to
persuade its readers to address a particular
problem.
• May be in either letter or memo format
depending on its origin.
• Generally, it does not exceed five pages.
-Informal proposals are written when people need
to ask permission to make a purchase, undertake a
project, or write a paper; this type of proposal is a
way of persuasively putting forth an idea and
asking for action to be taken on that idea.
• FOUR TYPES OF INFORMAL PROPOSAL
1. Solicited internal
2. Unsolicited internal
3. Solicited external
4. Unsolicited external
1. Solicited internal
• Follows a memo format
• Is used when the sender and recipient
belong to the same organization
• Responds to a specific request within the
organization
• Is used when the problem has been
identified
• Is used when the decision to solve the
problem has already been made
A Solicited Internal Proposal – These are proposals
are requested by a manager or supervisor. There
may not be a need for you come up with 'the
answer' or solve the problem. Your boss may have
already provided the solution and simply requests
you measure its viability.
• Viability- having a reasonable chance of
success.
2. Unsolicited internal
• Follows a memo format
• Is used when the sender and recipient
belong to the same organization
• Is a self-initiated proposal
• Is used when the target reader has not yet
realized that a problem exists
• Is used when no decision has yet been
made to solve a problem
An Unsolicited proposal is a written application for
a new or innovative idea submitted to an agency.
3. Solicited external
• Follows a letter format
• Is used when a sender and recipient do not
belong to the same organization
• Is used when responding to a specific
request from someone who does not
belong to the same organization
• Is used when the problem has been
identified
• Is used when the decision to solve the
problem has already been made
An external proposal is one written from a
separate, independent organization or individual to
another such entity. The typical example is an
independent consultant proposing to do a project
for another firm
4. Unsolicited external
• Follows a letter format
• Is used when the sender and recipient do
not belong to the same organization
 • Is a self initiated proposal
• Is used when the target reader has not yet
realized that a problem exists
• Is used when no decision has yet been
made to solve a problem
STRUCTURE OF AN INFORMAL PROPOSAL
I. Introduction
A. Purpose of the proposal
B. Description of the problem that
needs to be solved ( nature of the
problem, effects on the company,
causes, the deadline for solving it,
and sources of data)
C. Scope or limitations of the
proposal (i,e., information covered
by the proposal includes method,
cost, and timetable)
II. Detailed discussion of the proposed solution
III. Justification of the proposed solution
A. Arguments that support the
proposed solution (i.e., research
that supports solution, the
companies that have already used
the proposed solution)
B. Justification of the needed
resources such as equipment
( specific model), personnel who
will do the work and their
qualifications, time frame, and
costs ( the budget required for the
solution, is broken down by
category, i.e., personnel,
equipment, transportation, etc.)
IV. Conclusion
A. Benefits and risks of adopting the
proposal
B. Call to action (specify what you
want the target reader to do next)
C. Contact person for further
information
• TIPS FOR WRITING AN INFORMAL
PROPOSAL
1. Anticipate the possible criticisms or
objections of the target reader and address
them in your proposal
2. Describe the problem and the solution
accurately and clearly.
3. Correct all grammatical and typographical
errors.
4. Ensure that your proposed solution is
feasible especially regarding cost and
schedule.
5. Highlight the benefits of the proposal to
the target readers and all stakeholders.
6. Make the document visually appealing.
7. Put the target reader, context, and
purpose in mind.
8. Use attachments for less important
information.
9. Use proper headings.
10. Use the format required by your
organization. If none, then use the
suggested standard format.
Resume & Cover Letter
 What is a Resume?
 Marketing Tool: Designed to capture
attention and get you to the next stage in
the recruitment process. It presents in
writing the skills, accomplishments and
qualifications that you bring to a potential
employer.
 Key Component: It is the first essential tool
in the job search process. The resume is
the first introduction a hiring manager will
have of you. You want them to feel drawn
in and motivated to invite you in for an
interview.
 Written Inventory: The resume is an
inventory of your skills, accomplishments,
experiences and education to date. It
should be customized and targeted for
each individual position.
 Interview Getter: This is your ultimate goal
with a resume; it tells the hiring manager
that you have the necessary experience,
skills and education.
What to include in a Resume
Here's a list of what many students include in their
resumes. Some of these may be heading titles, or
not. Not all resumes will include all these things.
Remember, each job-seeker is unique.
• Education
• Coursework
• Computer Skills
• Projects
• Leadership Activities
 • Co-curricular Activities
• Internships
• Work Experience
• Volunteer Experience
• Awards
What Makes a Good Resume?
• Clear – It gives the reader a clear
understanding of who you are, what skills
you possess, your accomplishments, and
the career path you have chosen.
• Concise – Every word has purpose. Only
content that makes you a strong candidate
is included.
• Consistent – A consistent format focuses
the reader on what you have written, not
on how you have written it.
• Focused – For most people, this is the most
challenging part. You must market yourself
on your resume. Focus on your
achievements, strengths, and skills. Use
action verbs.
 Focus on Transferable Skills
A transferable skill is a skill gained in one job that is
useful in another. Many high school and college
experiences do not directly relate to a post-grad
career, but most people can always talk about
transferable skills! Here's an example of a resume
entry describing a yard work job, by a student
seeking a management trainee position:
Yard Care Worker
Smith's Lawn Service, Sacramento, CA: Summers
2007 and 2008   elementary school students.
 Consulted with customers regarding
service and provided feedback to company
owner
 Trained new employees on use of
equipment and proper landscaping
techniques
 Demonstrated punctuality by starting shift
at 5 a.m. every day and achieving 100%
attendance
 Exhibited a strong work ethic by providing
hard labor in demanding conditions
Note that the job candidate did not talk about the
actual duties that would be obvious, e.g. mowing
lawns and trimming trees, but instead focused on
the transferable skills that would be important to
an employer hiring for a management trainee
position.
Transferable skills- also known as “portable skills,”
are qualities that can be transferred from one job
to another.
Quantify Accomplishments
Quantify your accomplishments if you can. For
example:
 Consistently ranked as the #1 or #2
sales associate out of a team of
approximately 20 sales
professionals.
 Awarded "employee-of-the-
month" twice during eight-month
employment.
 Planned and implemented
activities for groups of 8-10
 Organized an awards ceremony
attended by over 200 student
athletes.
Before You Write Your Resume
 What type of job are you seeking? It can
help to have a specific objective or use the
position to craft a targeted resume.
 What type of person and experience are
required for the job? You can find this
information through research,
informational interviewing, and
networking.
 What skills and abilities do you have to
offer an employer and what ones will you
stress? Focus on those that support your
career objective.
The Cover Letter – Purposes
The cover letter accompanies your resume and its
purposes are to:
 demonstrate a match between the
employer's needs and your attributes
 demonstrate your knowledge of the
organization and why you would be a good
"fit" if hired
 showcase your communication skills,
writing ability, and writing style
Cover letters only define your professional
qualifications and the purpose of the letter.
Cover Letter - Guidelines
 Single space your letter and double space
between paragraphs.
 Use a business letter format.
  Keep your paragraphs brief and relevant.
 Tailor your letter to the position and
company. You are selling yourself, so show
how your qualifications match the job
duties and company goals.
 Proofread your letter carefully and ask one
or two others to proofread it as well.
Misspellings and grammatical errors
communicate that you are a poor writer
and/or are careless. Don’t let this happen
to you!
The Cover Letter – Structure
A good cover letter is typically short, usually three-
to-five paragraphs.
 The opening paragraph should catch the
employer's attention and state what
position you are applying for and why.
 The middle paragraph should develop your
theme by providing specific examples of
your qualifications.
 The last paragraph should close by
requesting an interview and providing
contact information.
Cover Letter – First Paragraph
Employers receive hundreds of resumes for each
position. You want your cover letter to stand out,
so start with an opening that grabs attention
immediately. Following are a few examples of
openings that are effective and interesting.
1. State how your skills and background
match the job and are a benefit to the
organization
Example: In December, I will earn a degree in
interior design at California State University, Chico.
I recently completed a job with an interior designer
in Northern California where I was given the
responsibility of running a fine art gallery and
participating in multiple interior design projects. I
am looking for the opportunity to perform in this
capacity for Arthur McLaughlin & Associates.
Please consider my resume in regards to your
design consultant position.
2. Name drop
Example: Laurel Flower, who supervised my work
as an intern with your company, recommended
that I apply for the position of assistant sales
manager. (Follow with a description of your
qualifications).
Example: One of my friends, Mark Star, works as a
manager for XYZ Company. He recommended that I
write you about a position as a management
trainee. He speaks highly of your company and
believes my leadership and past sales experience
would be an attribute to your organization.
3. Refer to company or career research
you have done
Example: I read the April 20 issue of the Wall
Street Journal with great interest. The article,
"Future Directions of Ten Corporations,"
mentioned that your company is looking for college
graduates with marketing backgrounds who are
bilingual in Vietnamese and English for your new
office in Saigon. (Follow with a description of your
qualifications and how they match company
needs).
4. Refer to the content of the employer's
ad
Example: When I read your ad in the Daily News
for a civil engineer, I almost believed you had
written it for me. (Follow with a description of your
qualifications).
5. Ask a question
Example: Are you looking for an individual who has
set sales records for two different companies and
has reorganized an ad campaign to reach
thousands more customers? (Follow with the
details of this accomplishment).
Example: How much are rising production costs
affecting your bottom line? (Immediately give an
example of how your work can improve the bottom
line.)
Cover Letter – Middle Paragraph
Write about how your experiences and education
match what the employer is looking for. You can
expand on the main point(s) you introduced in the
opening and bring up new examples. Provide
specific examples as to how your qualities meet
the employer's qualifications.
Example: My organizational communication major
has given me four years of public speaking
experience and an extensive background in
professional writing.
Example: Competing on my college basketball team
for three years strengthened my teamwork skills
and provided the opportunity to build strong
relationships with my peers.
Employers consider achievements to be indicators
of future success, so do not be modest about
yours. Using numbers as in the example
demonstrates achievement. Show how your
experience and achievements match the position
requirements or company goals. The better job you
do at matching yourself to the position, the more
likely you are to get an interview.
Example: While I served as the fundraising chair for
my fraternity, I planned the campaign; researched
and identified possible donors; and organized
phone solicitation efforts, visits to potential
donors, and several one-day events. As a result, we
raised $50,000— a 200 percent increase over the
prior year. To be successful, I trained teams in
solicitation techniques, acted as mediator when
tempers became frayed, and recruited committees
who worked together to anticipate and resolve
difficulties before they became crises.
 “Matter-of-Fact” Document
 Skills, Experiences, Education
 Include Scope, Size, and Achievements
Cover Letter
 Enthusiastic, Passionate, Persuasive
 How your Skills meet the position Needs

Cover Letter – Final Paragraph  How and Why you can help

Your closing paragraph or sentence should

encourage action. Offer one of two choices: either
"you call me" or "I will call you." If you have a
personal connection with the employer and
actually have a personal contact name and phone
number, the "I will call you" approach is good.
These days, however, it is often difficult to get
contact information so do not worry if you can't
follow-up. Finally, thank the employer for taking
the time to read and consider your letter and
resume.

Example: As I have described above, I am confident

my sales skills, organizational abilities, and
technical expertise will benefit (name of company).
I will call you in a week to check on the status of
my application. I look forward to setting up a time
for an interview. Thank you for your consideration.

Example: I would appreciate the opportunity to

meet and further discuss my qualifications and
your new graduate registered nurse program.
Please contact me at 530-898-3245 or
sjsmith6@yahoo.com. I look forward to hearing
from you. Thank you for your time and
consideration.

Resume vs. Cover Letter

Resume