CHE331 Note Set 6 New

6/9/2019
Engr. Dr. Amenaghawon, N.A
Written Communication
A medium of human communication that

Written Communication conveys language and emotion through written
words and symbols
NAA©2018
Engr. Dr. Amenaghawon, N.A Engr. Dr. Amenaghawon, N.A
Written Communication Written Communication

E mail E-Mail
Means of sending and
Memo receiving messages through
the internet
Fast and easy
Types: Letters Convenient for
communicating with people
Proposal in different places and time
zones
Messages can be saved
Report NAA©2018
and retrieved easily NAA©2018
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Memo Letter
A document typically used A written or printed
for communication within communication addressed
an organization to a person or organization
Usually transmitted by mail
Can be as formal as a Different types:
business letter and used to Acceptance letter
Application letter
present a report Cover letter
Business letter
Love letter
Brief and are meant to pass Recommendation/referral letter
Resignation letter
on specific information
Acknowledgement letter
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Proposal Advantages
A document presented to
potential sponsors or • It creates a permanent and
clients to receive funding or binding record
get approval for a project or
business • It allows information to be
stored for future reference
Three types: purposes
Formally solicited
• It can easily be duplicated
Informally solicited
and distributed
Unsolicited
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Report Writing
Limitations
• It is slow and time Significance of reports

consuming
• The feedback is not Characteristics and definitions
immediate
• It is unsuitable for Types of reports
illiterate people
Structure of reports
• It is lengthy and
expensive
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Report Writing Report Writing
Irrespective of your profession,

you will be asked to write/read
reports
About 70 to 80% of our time is
spent on
reading/writing/interpreting or
preparing reports Important decisions are made
based on the
recommendations from reports
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Report: Definition Report: Purpose
Accurately and objectively present

A formal communication information
written for a specific purpose
Promote or "sell" an idea, product
or service
Includes a description of Clarify issues

procedures followed, analysis of
data, their significance, conclusions
drawn and recommendations Recommend a specific course of
action
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Report: Characteristics Report: Characteristics
It is not an outburst of emotions
Result of careful investigation, Information should be presented

sound thinking, logical objectively
organisation and clear and
formal thinking Conclusions and recommendations
are strictly based on the facts from
the report
Does not contain unnecessary

items
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Report: Characteristics Report: Importance
Technical accuracy • Engineers engage in Upper Management

technical writing to
Decision
communicate pertinent Control
Conciseness information
• Information that is needed Detailed
Clarity: by upper management to Knowledge
make intelligent decisions
Project Engineer
Consistency: Units, punctuations, that will effect a company’s
abbreviations, British/American English future
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Report: Types Report: Oral
Takes the form of face to face

communication
The disadvantage: Unless it is

recorded, it cannot be reproduced
Becomes only a temporary record
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Report: Written Report: Written (Formal)
Generally recommend for

technical reports Informational:
• Contains only data collected or

the facts observed
More accurate and permanent
• Presents the situation as it is and
not as it should be
The reader can always go back and
refer to it • No conclusions and
recommendations
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Report: Written (Formal) Report: Written (Formal)
Interpretive/Analytical: Routine:
• Contains facts with: • Formal written report for:

• Evaluation of data • Everyday activities
• Interpretation of data • evaluation of employees
• Conclusions and • Periodic, progress and inspection
recommendations reports
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Report Writing-Structure: Report Writing-Structure:
Cover
Introduction
Title page
Preliminary
Copyright notice
Main text
Body (theory, method, results,
parts:
Acknowledgement discussion)
Authorisation letter
Conclusions
Table of contents
List of Figures/Tables Recommendations
Executive summary
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Cover:
Protects the report from damage
Supplementary
Appendices
Use company’s standard cover imprinted with
name and logo
parts:
Reference/bibliography
Should contain:
Glossary
• Report title
Index • Write’s name
• Submission date
• Classification (confidential or open)
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Title page: Should contain Copyright notice:
Report title
Should state:
Name and address of writer
Name of authority
Contract or project no. • All right reserved. No part of this
report may be reproduced in any form
Approval or by any means without permission in
writing from the publisher
Distribution list
Date
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Acknowledgement: Authorization letter:
Consist of: Written authorization requesting the

preparation of the report:
Specifies: • Problem
• A brief note of thanks to those people • Scope
who helped directly in the work the • Duration
report describes • Budget
• Limitations
• Permission for copyright materials • Specific instructions……relating
should be indicated to the production of the report
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Table of contents Executive summary
• Shows readers what topics are covered in the
report • A brief overview of the report, including its
conclusions and recommendations if there are
• Shows the page numbers those topics start any
List of figures and tables • A good length is about 300 words

• Enables readers to find the illustrations,
diagrams, tables, and charts easily in a report
• Separate lists for Figures and Tables
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Introduction Body
Theory
• Sets out what the report is about:
• Describes background ideology or concept needed for the
• the aim reader to understand the report
• who will possibly benefit Method

• Describes how the work carried, what equipment and tools
• summarize other related studies where used, how the results were obtained and analyzed
and any particular problem(s) that had to be overcome
• shows how the work described possibly
supersedes these earlier studies Result
NAA©2018 • Describes the findings NAA©2018
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Discussion Recommendations
• Interpretation of result • Advices based on conclusions and logical
• Comparison with other published findings reasoning
• pointing out any potential short comings in the • Suggested for future course of action
work
Conclusion References/Bibliography
• Alphabetized list of sources consulted in the
• Summarises the overall findings of the study course of preparing the report
• Follow from the body of the report • Should contain the author’s name, year published,
• Statements that can be established from the rest edition, volume, page numbers, publisher's name
of the work NAA©2018
and location
NAA©2018

Report Writing-Structure: Report Writing-Sequence:
Appendices
Gathering Planning
• Contains materials related to the report but too information
detailed or lengthy to be included in the main text
Glossary
• List of technical terms used and their explanations
Index Revising Writing

• Serves as a quick guide to material in the report
• Enables the reader to quickly locate any topic This sequence is followed until optimum result is attained
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Report Writing-Before Starting… Report Writing-While Writing…
What is the • The purpose of the report should be
established so that all points made
Grammar and spelling
purpose of the are in line and information is
report? gathered accurately • Care should be taking in grammatical
constructions and spellings
Who is being • The audience or receiver should be
identified so as to know the amount
written to? of information to place in Style
• Formality - A technical report should be written in a

• The length to which the report can formal language
How long can be written should be ascertained as • Humor - Technical reports are formal write-ups on
the report be? most times there official limitations. serious issues,
• Choice of words - Words should be chosen carefully
NAA©2018 NAA©2018

Report Writing-While Writing…
Presentation
• Proper headings and captions should be

used Writing a Thesis
• Key facts and conclusions should be easily
accessible
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Purpose of a Thesis Thesis Writing
Close the gap between research and teaching You are writing a story
(Beginning Middle End)
Answer interesting research questions
Tell them what you are going to tell them
Test your ability to do research • Must be easy to read and easy to understand
• Test your ability to disseminate •Minimize confusion – maximize understanding
your findings •English check
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Thesis Outline Thesis: The ‘Write’ Order
Abstract
• Introduction Introduces you to the concept of
Introduction • Literature review the work and to identify gaps
Literature Review
• Methods
Materials and Methods • Results Write during the research
Results and Discussion • Discussion process
Conclusion, Recommendations
• Abstract
References • Title
Write last
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Thesis: The Introduction Thesis: Literature Review
Gives the project a context How does your research relate to the past?
Explains why the project is important
What were the earlier studies?
States what the FYP aims to accomplish and how
How did this lead to more recent studies?
Provides the aim and objectives
Identifies possible problems the study seeks to How is your work different?
solve
What is your hypothesis?
Outlines the scope of the study
DO cite references
Is written for a non-specialist
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Thesis: Materials and Methods Thesis: Results
Materials What did you find?
The items used in the study (reagents and Use subheadings
equipment)
Use past tense to describe results
Methods
How did you carry out the work BUT refer to figures and tables in the present
Use clear subheadings tense
Describe methods in the past tense DO NOT replicate data among figures,
Methods must be described in sufficient detail so table and text
that other researchers can reproduce the
experiment
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Thesis: Discussion Thesis: Results and Discussion
Interpret the results
What does your result means? Compare your results with those from other
This part should answer your research question studies
in the Introduction part Same or different?
Possible reasons why?
• Mention possible applications, implications
and speculations, if appropriate
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Thesis: Results and Discussion- Example Thesis: Results and Discussion- Example
Table 2: Experimental design matrix for the production of particle boards
Factors Response
9.70 1120
Run Coded values Actual values MOR (N/mm2)
X1 X2 X3 X1 X2 X3 Actual Predicted 8.28 925
M OR(N/m m 2)
M OE(N/m m 2)
1 0 0 0 169.5 424.5 17.5 4.66 4.63
6.85 730
2 0 0 0 169.5 424.5 17.5 4.66 4.63
3 0 1 -1 169.5 463.0 14.0 5.47 5.23 5.43 535
4 0 0 0 169.5 424.5 17.5 4.50 4.63

4.00 340
5 0 -1 -1 169.5 386.0 14.0 3.64 3.51
6 0 1 1 169.5 463.0 21.0 8.49 8.51 21 185 21 185
7 -1 1 1 154.0 463.0 21.0 9.44 9.59 19 177 19 177
18 170 18 170
8 -1 0 0 154.0 424.5 17.5 7.12 6.32
16 162 16 162
9 Time (days) Sawdust (g) Time (days) Sawdust (g)
-1 0 -1 154.0 424.5 14.0 3.63 4.07 14 154 14 154
10 1 -1 -1 185.0 386.0 14.0 3.21 3.14

11 1 0 1 185.0 424.5 21.0 5.21 4.84 Figure 1: Effect of acclimatisation time and Figure 2: Effect of acclimatisation time and
amount of sawdust on MOR amount of sawdust on MOE
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Thesis: Conclusion Thesis: References
All cited references must be listed
alphabetically at the end of the thesis
Tell them again what you told them, in one
There are different referencing styles available
paragraph
APA, Harvard, Chicago, etc
Make conclusive statements based on the The University of Benin adopts the Harvard
findings of the study style of referencing
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Thesis: References- Example Thesis: Abstract
Amenaghawon, N. A., Aisien, F. A., and Ogbeide, S.E. (2013a).
Bioethanol Production from Pretreated Cassava Bagasse using
This is the last part of the thesis to be written
combined Acid and Enzymatic Hydrolysis. University of Benin Should consist of three parts:
Journal of Science and Technology, 1(2), pp. 48-53.
• A bit of introduction
Amenaghawon, N.A, Nwaru, K.I., Aisien, F.A., Ogbeide, S.E and
Okieimen, C.O. (2013b). Application of Box-Behnken Design for
• Methods employed (avoid details)
the Optimization of Citric Acid Production from Corn Starch Using • Most important results and Concluding
Aspergillus niger. British Biotechnology Journal, 3(3), pp. 236-245.
statement
Amenaghawon, N.A., Ogbeide, S.E. and Okieimen, C.O. (2014).
Application of Statistical Experimental Design for the Optimisation
of Dilute Sulphuric Acid Hydrolysis of Cassava Bagasse. Acta
Polytechnica Hungarica, 11(9), pp. 239-250.
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Thesis: The Title Resume and CV
Must be specific, catchy
Fewest possible words that adequately

describes the contents
NAA©2018 NAA©2018

Resume and CV Resume and CV: The Difference
A resume provides a summary of your The primary differences between a resume
education, work history, credentials, and and a curriculum vitae (CV) are:
other accomplishments and skills Length
What is included (layout)
Resumes are the most common document What each is used for (purpose)
requested of applicants in job applications While both are used in job applications, a
resume and a CV are not always
A resume should be as concise as possible.
interchangeable
The resume will be tailored to each position
Typically, a resume is one page long, although
whereas the CV will stay put and any changes will
sometimes it can be as long as two pages be in the cover letter
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Resume and CV: When to use a CV Resume and CV: When to use a CV
CVs are used almost exclusively in countries A resume is the preferred application
outside of the United States document in the US and Canada
In Europe, the Middle East, Africa, or Asia,
employers may expect to receive a curriculum
Americans and Canadians would only use a
vitae
CV when applying for a job abroad or if
CVs are thus used primarily when applying for searching for an academic or research
international, academic, education, scientific, oriented position
medical or research positions or when
applying for fellowships or grants
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SAMPLE RESUME & REFERENCE LIST
Written Communication Perhaps more than you realize, resumes reflect what you think is important about your accomplishments and skills.
Agonizing over finishing a draft of your resume will go a long way toward helping you understand more about what
you can offer a potential employer and how you can effectively present yourself in an interview. Here is a framework
for building a solid resume. All it needs is your input!
LYNN A. STUDENT
Resume and CV: Purpose (www.uidaho.edu/your web site/, if designed for employers, or e-mail address if you have limited space)
College Address: Street Address, City, State Zip Area Code/Phone Number E-mail Address
Permanent Address: Street Address, City, State Zip Area Code/Phone Number E-mail Address
A self-marketing tool
OBJECTIVE
Briefly indicate the kind of position (e.g., internship, summer, entry-level) and mention field of study
or career field.
EDUCATION
Your Degree, Major
Minor/Emphasis/Option: [whichever apply, or omit]
University of Idaho, Moscow ID Expected Graduation Date: Month Year
Represents YOU
GPA: ____/4.0 [If below a 3.0 consult with CAPP staff.]
Earned _____% of college expenses.
Basic Course Highlights: [List the courses of most interest to the employer and most advanced first. If you are
currently taking a course but will complete it before the internship begins, indicate the semester and year after
course name, e.g., Fluid Mechanics (spring 2005)]
your accomplishments and skills Resume SPECIAL SKILLS

List skills unique to your major or career interests.
Outline COMPUTER SKILLS

Computer skills are a MUST and may be included as a separate section or with special
skills. List specific programs.
Summarizes what you have to offer

PROJECTS
Name of Project. Describe briefly
[Projects help identify hands-on experience through lab, design, team or research.]
EXPERIENCE
employers Organization, City, State (month year – month year)

Your Job Title. Describe briefly using action verbs. [See examples.] Focus on unique tasks within
the project. Emphasize “transferable” skills. Both paid and unpaid experiences may be listed here.
REMEMBER: Internships and volunteer work help you build critical, career-related skills. Use paid and unpaid
your unique selling points

work as experience. Also, bulleted items often stand out more effectively.
HONORS/ACTIVITIES/SERVICE
List in reverse chronological order by category [most recent first]. List those which will be of employer
interest. As freshmen/sophomores, you may use some high school activities; however, you MUST build college-
in an easy-to-read format
level activities. Involvement in a student professional organization is important.
REFERENCES
Available upon request. (This line may be omitted or may be centered as ‘References available upon
request’ at the bottom of the resume.) Develop a separate reference page listing at least 3 professional
references.
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Resume and CV: Structure Resume and CV: Structure
How we read resumes….
Resume as Map: Make
Top to bottom, left to right it easy for your reader!
10-second glance, most recent and relevant
Bold, italics, underline Order of categories
Important information needs to be Font size Use of white space
found easily and quickly! Category headings Bullets
Don’t “lose” the employer in a maze of job
descriptions and extracurricular activities.
NAA©2018 NAA©2018

[Click here and type address] [Put phone, fax, and e-mail here]
Resume and CV: Structure Resume and CV- Structure

Deborah Greer
Common Pitfalls of Resumes

Objective [Click here and type your objective]
Experience 1990–1994 Arbor Shoes South Ridge, WA

National Sales Manager
• Increased sales from $50 million to $100 million.
• Doubled sales per representative from $5 million to $10 million.
• Suggested new products that increased earnings by 23%.
Manger for 1985–1990

District Sales Manager
Ferguson and Bardwell South Ridge, WA
• Increased regional sales from $25 million to $350 million.
manager: Failure to • Managed 250 sales representatives in 10 Western states.

• Implemented training course for new recruits — speeding profitability.
Microsoft
proofread! Template
1980–1984 Duffy Vineyards
Senior Sales Representative
• Expanded sales team from 50 to 100 representatives.
South Ridge, WA
• Tripled division revenues for each sales associate.

• Expanded sales to include mass-market accounts.
1975–1980 Lit Ware, Inc. South Ridge, WA

Sales Representative
Don’t use Microsoft

• Expanded territorial sales by 400%.
• Received company’s highest sales award four years in a row.
• Developed Excellence in Sales training course.
Word or other Education 1971–1975 South Ridge State University

• B.A., Business Administration and Computer Science.
South Ridge, WA
widely distributed
• Graduated summa cum laude.
Interests South Ridge Board of Directors, running, gardening, carpentry, computers.
templates-Be NAA©2018 Tips Select text you would like to replace, and type your information.
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Resume and CV Resume and CV
Resume Pitfalls: Objectives Resume Pitfalls: Special Skills
DON’T: List subjective, vague skills
Too specific: A Leave off objective.
mechanical engineering
– Sample: Good people skills, excellent
This information is
position at Micron teamwork capabilities, enthusiastic,
already in your cover
letter. hard worker
Too vague: A summer Mention field: A human DO: List concrete, job-specific skills
internship where I can resources internship for
gain valuable work summer 2005. – Computer Skills
experience. – Certifications
– Languages
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– Skills relevant to field NAA©2018

Resume Pitfalls: Not making use of experiences Resume Pitfalls: Not making use of experiences
Use strong action verbs and key words to describe Develop accomplishments/results statements, using
your work experience the SOAR method:
Numbers count! S tatement of action: What did you do?
Create a section of “Projects” or “Course Highlights” O ccurrence of Action: Daily, weekly, monthly,
to show specialized knowledge in your field yearly...?
Don’t forget about extensive volunteer or
A mount of Action: 19, 50, over 100...?
extracurricular activities
Use these “experiences,” even if you were not R esults of Action: Increased, decreased, saved,
paid taught, implemented...?
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Making use of experiences-Examples Making use of experiences-Examples
Selected as freshman orientation counselor; Initiated leadership change program for 140 middle
acclimated 150 new students to college and senior level managers.
environment.
Innovated blood drive volunteer system, which Led 8 member project team that collected leadership
increased student participation by 20%. data from 500 employees.
Overhauled social organization recruitment program, Formulated banking method that decreased teller
which achieved national record for 75% membership outage by 60%.
increase.
Cartoonist for small newspaper which publishes 4 Maintained 40% net profit margin in retail sales over
times a week NAA©2018
two year period NAA©2018
Written Communication Written Communication CRYSTAL S JOHNS
1671 Lenter st. apt# 3, Moscow, ID 83843 (208) 882-9654 john2534@uidaho.edu

BEFORE

OBJECTIVE
Presently, my objective is to graduate from college. Upon graduation I hope to get a job. My dream job
would be to work for a company in the entertainment industry. I would like to work out in the real world for
about ten years. After gaining extensive experience from working in a real corporation, I hope to return to
Making use of experiences-Examples

school for a graduate degree. I hope to get an MBA from a university on the east coast. Ultimately, I hope to
teach business at a post-secondary education level.
RELATED COURSEWORK
MBA-like experience in 18-credit, team-based Integrated Business Curriculum (IBC).
Redesigned paint system resulting in annual savings of Team Building, Managing the Firm’s Resources, International Portfolio Management, Product and Process
Planning, Web-based Application Development, Visual Basics, Planning and Decision-making in
Organizations, Business Operating Decisions
$60,0000 Putting It All

EXPERIENCE
Global Crossing Inc., Beverly Hills, CA. (Summer 2004). “Intern for Program Management Organization.” I
developed a reporting application that was used globally to track the progress of the construction of this
Together:
company’s global fiber optic network. I also successfully led a demonstration to a multi-functional group on the
utilities of the Monthly Project Report Database.
Panhandle Mobile Home Service Inc., Coeur d’Alene, ID (Summers/Winters 2000-2003) “Home Installer” This
Before job allowed me to help pay for college by setting up and tearing down modular homes. I helped improve the
Trained over 200 insurance agents in the legal, ethical, company’s customer relations, training over 6 employees.
I also have experience with Windows 95, 98, NT, MAC, Unix, Bloomberg Term, Office Suite 97, 2000,
Publisher, Adobe, Primavera, Visual Basics, VBA, SQL, ASP, JavaScript, HTML, EWMA, Regression models,
and regulatory aspects of insurance and securities ACC, SWAT, and Competitive Analysis.
PROJECTS
sales. Monthly Project Report, E-commerce Web Page, IBC Presentation Projects, IBC Research Project, Financial
Recommendation Report
EDUCATION
University of Idaho Moscow, Idaho. Expected Graduation Date: Dec 2006 – Dual Bachelor of Science Degrees,
Information Systems/Finance. GPA 3.40/4.0
Studied abroad at the University of Brighton, England (Sept 2004-Dec 2004). I was able to interact in and
enjoyed another culture while maintaining a full classload for one semester.
Increased departmental sales by 25% in first three HONORS ACTIVITIES
Golden Key National Honors Society, Management Information Systems Association, Event Chair, Kappa
months as manager NAA©2018

Delta Sorority, Kappa Delta Outstanding Scholar Award, Kappa Delta District Leadership Conference,
Fundraising advocate for Jimmy V. Foundation and U of I Women’s Athletics, Participated, Coached, and
Refereed various sport activities NAA©2018
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C S J RYSTAL . OHNS A F T E R Written Communication
1671 Lenter St. # 3 ♦ Moscow, ID 83843 ♦ (208) 882-9654 ♦ john2534@uidaho.edu
Resume and CV OBJECTIVE

Seeking an internship for the summer of 2006 that will allow me to further develop my experience in the field of business
Class Activity
EDUCATION
University of Idaho Moscow, Idaho
Dual Bachelor of Science Degrees: Information Systems/Finance
Expected Graduation Date: December 2006
University of Brighton, England
Study Abroad Experience
Fall 2004
In groups of four:
GPA: 3.40/4.0 GPA: 3.2/4.0
RELATED COURSEWORK
Integrated Business Curriculum (IBC) Team-based MBA-like experience (18 credits)
Look at the 2 CVs and identify which one you
Web-based Application Development Product and Process Planning Planning and Decision-making in
Putting It All Managing the Firm’s Resources

International Portfolio Management

Visual Basics
Team Building
Organizations
Business Operating Decisions
think is better
Together: Intern for Program Management
EXPERIENCE
Global Crossing Inc., Beverly Hills, CA SUMMER 2004
After Developed a reporting application used to track the progress of the construction of company’s global fiber optic network.
Successfully led a presentation to a multi-functional group on the utilities of the Monthly Project Report Database.
Construction Supervisor Panhandle Mobile Home Service Inc., Coeur d’ Alene, ID

Constructed modular homes for resale to customers in the Coeur d’ Alene region.
SUMMERS 2000-2003
Improved the company’s reputation by developing a program to evaluate customer satisfaction after home installation.
What makes this CV better than the other?
Trained seven employees in areas of construction, safety, project managements, and customer relations.
COMPUTER SKILLS
Operating Systems Office Applications Programming Languages Business Software
Windows 95, 98, NT MS Office Suite 97 – 2000 Visual Basics Regression models
Apple Macintosh
Unix
MS Publisher
Adobe Photoshop
PROJECTS
JavaScript
HTML
Competitive Analysis
Primavera
What is wrong with the other CV?
Monthly Project Report, E-commerce Web Page, IBC Presentation Projects, Financial Recommendation Report
HONORS ACTIVITIES
Golden Key National Honors Society Kappa Delta District Leadership Conference
Management Information Systems Association Fundraising advocate for Jimmy V. Foundation and U of I
Event Chair -- Kappa Delta Sorority Women’s Athletics
Kappa Delta Outstanding Scholar Award Participated, coached, and refereed various sport activities
NAA©2018 NAA©2018

Resume and CV: Dos and Don'ts Resume and CV- Dos and Don'ts
Do Don’t Do Don’t
Target your CV Use fonts that are Target your CV Leave lots of white
towards the job you difficult to read towards the job you space
are applying for Have an are applying for Include your primary
Use bullet points to unprofessional email Use bullet points to school
make the CV easier address make the CV easier Waffle
to read Just list skills without to read
Check spelling and providing examples Send a CV without a
Check spelling and
grammar Have more than 2 covering letter
grammar
Give relevant dates pages Give relevant dates
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Cover Letter: Definition Cover Letter: Functions
A supplement to the resume that includes Introduces yourself
more detailed information about yourself
Tells the employer what type of position you
It highlights key points in your resume are seeking
Expresses your interest in a position Gives you an opportunity to impress the

prospective employer by showcasing your
Shows off your qualifications to a prospective knowledge about the company and/or its
employer industry and express how your skills,
interests, and/or experience match the needs
NAA©2018 of the organization NAA©2018

Cover Letter: Functions Cover Letter: Before writing
Entices the reader to learn more about you by If you have a company or employer in mind,
reading your resume do some research regarding their policies and
principles
Provides or expands your resume objective Review websites, brochures, pamphlets and
and shows how well you express yourself any other pertinent materials you can find
about the company
Serves as a small window into your
If you can, try to speak with current
personality that makes the employer feel he
employees; this will provide you with a unique
or she simply must get to know you better
NAA©2018
inside perspective NAA©2018
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Cover Letter: Before writing Cover Letter: While writing
Once you’ve done your research and you Do not over use “I” Instead, place the focus
have a good idea of what qualifications the on the employer and use the word “you”
company is looking for, it’s time to separate
yourself from the rest of the pack Avoid writing more than one page; since you
are probably competing with other applicants,
Before you begin writing your letter, take employers just don’t have the time to read
some time to brainstorm. two pages
Make a list of reasons why you’re the ideal The point of the cover letter is to flesh out
candidate your resume’s selling points not to repeat the
NAA©2018
same things that appear in your resume NAA©2018

Cover Letter: Beginning the Letter Cover Letter: Salutation
You should address the letter to a specific If you are addressing the letter to a specific
person at the company you’re applying to person, start out with the formal salutation:
You can usually find a name in the company’s Dear Mr. Pierce
publications or you can inquire by telephone
If you don’t know the name use: Dear Hiring
Example of Header: Manager
James L. Pierce
President Refrain from using the old standby’s: To
Octiv Tech whom it may concern or Dear Sir or Madam
750 P Street
Sacramento, CA 95826 NAA©2018 NAA©2018
6/9/2019

Cover Letter: Opening Paragraph Cover Letter: Opening Paragraph- Example
The opening paragraph should accomplish a Dear Mr. Pierce:
couple of goals: As the enclosed resume attests, the customer
It should grab the reader’s attention support position advertised in the Sacramento Bee
is a perfect fit with my qualifications. My
Discuss the position you are applying for
experience working as a Help Desk Student
List your references or how you heard
Assistant in the Division of Information Technology
about the job at San Francisco State University and my vast
Highlight the main points you will focus on experience in the audio field has prepared me for
in the letter the technological and user support this job
requires, making me an ideal candidate for this
NAA©2018 position. NAA©2018

Cover Letter: Body Paragraph (s) Cover Letter: Body Paragraph (s)- Example
The body paragraph should accomplish a As my resume highlights, I have offered high-
responsibility computer and software support for
couple of goals: faculty, staff and students. This experience, along with
Refer employees to certain points in your resume constant home use of computers, has given me a
Emphasize your strongest qualifications or top thorough background of many different forms of
selling points software and operating systems including the Windows
Show how these qualifications will benefit the
and Apple families, Microsoft Office, and Dreamweaver.
I have also become very comfortable Performing
company you’re applying for
hardware and software upgrades on Windows and Mac
You may provide examples of your achievements
machines and working with various types of networks
that have benefited previous companies including wireless and LAN. In addition, I master new
Be specific in your descriptions
NAA©2018
skills quickly and complete tasks efficiently. NAA©2018
6/9/2019

Cover Letter: Closing Paragraph Cover Letter: Closing Paragraph- Example
Your closing paragraph should accomplish a Please take the time to look over my resume,
couple of goals and feel free to contact my references. I would
Ask for an interview love to further discuss this position in person. I
Set up a possible time and date
will follow up with you in a few days to answer
any preliminary questions you might have. In
Try using an active ending; in other words,
the meantime, please do not hesitate to contact
rather than asking them to contact you, tell me at 916-424-4444.
them you will contact them in a few days
Be genuine and thank them for their time
Thank you for your time and consideration.
• Don’t forget to sign your letter
NAA©2018 NAA©2018
Cover Letter: After writing
Double and Triple Check Before Sending
Check for spelling errors and typos—
professionalism is a must
Don’t go over a page
Always customize your cover letter
Maintain a friendly and professional tone
throughout the letter
Be sure to send both resume and cover letter to
the prospective employer
NAA©2018

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6/9/2019

Engr. Dr. Amenaghawon, N.A

A medium of human communication that

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Written Communication Written Communication

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Written Communication Written Communication

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Accurately and objectively present

Includes a description of Clarify issues

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It is not an outburst of emotions

Result of careful investigation, Information should be presented

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Technical accuracy • Engineers engage in Upper Management

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Takes the form of face to face

The disadvantage: Unless it is

Becomes only a temporary record

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Generally recommend for

• Contains only data collected or

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• Contains facts with: • Formal written report for:

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Consist of: Written authorization requesting the

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List of figures and tables • A good length is about 300 words

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• who will possibly benefit Method

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Index Revising Writing

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• Formality - A technical report should be written in a

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Putting It All Managing the Firm’s Resources