Writing Skills

BUSINESS WRITING SKILLS
By Sukriti Bajaj
OVERVIEW
Overview
Written Communication
Business Writing Features
Basic Rules Of Business Writing
Style In Business Writing
E-Mail & Business Letter Writing
Report Writing
Executive Summary
Business Proposal
Resume Or Curriculum Vitae
WRITTEN COMMUNICATION
A message communicated in a written form is

known as Written Communication.
It is always put into writing and generally used

when the audience is at a distance or when a
permanency of record is needed.
Major types of Written Communication are:
Letter includes memos
Report includes briefs, proposals
Resume
Types of Written Communication in detail are:
CVs, Resumes
Email, Web site, FAQs
Letters, Newsletters, Brochures, Articles,
Catalogs
Advertisements, Notice Board, Pamphlets,
Signs, Press Release
Reports, Manuals, Proposals, Books
Letters in informal mode could be:
Casual
Friendly
Known reader
Common grounds/historical perspectives

BUSINESS WRITING FEATURES
Features
Clarity language is terse, clear, to the point
Effectiveness
Stickler for rules- formality, cross cultural norms

of communication
BASIC RULES OF BUSINESS
WRITING
Basic Rules
Get to the point
Use non discriminatory language
Avoid basic language errors in grammar,

spelling, punctuation, dictionary words
Use the most appropriate tone

Get To The Point
Be concise
Short sentences
Start with a purpose
Eliminate unnecessary words
Reduce words where ever possible

Get To The Point
Paragraphing
Short sentences
Short paragraphs
Opening paragraph to address the 5Ws

Who, what, when, where , why
Get To The Point
Use of Lists
Organizes thoughts
Clears main points
Reduces chances of overlooking a point

Get To The Point
Framing Effective Questions

STYLE IN BUSINESS WRITING
Common Problems In Management
Documents
Long sentences
Passive voice
Weak verbs
Superfluous words
Legal and financial terms

Common Problems In Management
Documents
Numerous defined terms
Abstract words
Unnecessary details
Unreadable design and layout

Active Voice With Strong Verb
The time you spend searching for a good verb is

time well spent. When a verb carries more
meaning, you can dispense with many of the
words used to bolster weak verbs.
Weak verbs keep frequent company with two

grammatical undesirables: passive voice and
nominalizations.
Active & Passive Voice
Active:
Microsoft bought our company.
Passive:
Our company was bought by Microsoft.
Obscure Passive:
Our company was bought.
Drawback Of Passive Voice
It generally adds length to a sentence -- 25% to

33% on average.
The agent or human actor is often obscured or

deleted.
Responsibility for actions in the sentence are

obscure or missing entirely.
Recognizing Passive Voice
Some form of the verb to be.

The stock was bought by an investor.
Another verb in the past tense.

A prepositional phrase beginning with by.

Recognizing Active Voice
Doers Before Verbs.

Before:
The foregoing fee table is intended to assist
investors in understanding the costs and
expenses that a shareholder will bear directly
or indirectly.
After:
This fee table shows the costs and expenses
you would pay directly or indirectly if you
invested in our fund.
Recognizing Active Voice
Before:
The proxies solicited hereby may be revoked,
subject to the procedures described herein, at
any time up to and including the date of the
meeting.
After:
You may revoke your proxy and reclaim your
right to vote any time, up to and including the
day of the meeting.
Nominalization
Does the sentence use any form of the verbs to

be, to have, or another weak verb, with a noun
that could be turned into a strong verb?
In the samples that follow, strong verbs lie

hidden in nominalizations, nouns derived from a
verb that usually ends in -tion.
Nominalization
Before: We made an application.

After: We applied . . .
Before: We made a determination.

After: We determined . . .
Before: We will make a distribution.

After: We will distribute . . .
Using Personal Nouns
First, personal pronouns aid your readers

comprehension because they make clear what
applies to your reader and what applies to you.
Second, they allow you to speak directly to

your reader, creating an appealing tone that will
keep your reader reading.
Using Personal Nouns
Third, they help you to avoid abstractions and to

use more concrete and everyday language.
Fourth, they keep your sentences short.
Fifth, first- and second-person pronouns arent

gender specific, allowing you to avoid the he
and she dilemma. The pronouns to use are first
person plural (we, us our) and second singular
(you, yours).
Writing Much Less Abstractly
A Carnegie-Mellon study discovered that

readers faced with complex written information
frequently resorted to creating scenarios in an
effort to understand the text. They often made
an abstract concept understandable by using it
in a hypothetical situation in which people
performed actions.
Levels of Abstraction
Asset
Investment
Security
Equity
Stock
Common Stock
IBM A Common
Writing Less Abstractly
Before:
Sandyhill Basic Value Fund (the Fund) seeks
capital appreciation and, secondarily, income
by investing in securities, primarily equities,
that management of the Fund believes are
undervalued and, therefore, represent basic
investment value.
After:
At the Sandyhill Basic Value Fund, we will
strive to increase the value of your shares
(capital appreciation) and, to a lesser extent, to
provide income (dividends). We will invest
primarily in undervalued stocks, meaning
those selling for low prices given the financial
strength of the companies.
Before:
No consideration or surrender of Beco Stock
will be required of shareholders of Beco in
return for the shares of Unis Common Stock
issued pursuant to the Distribution.
After:
You will not have to pay for or turn in your
shares of Beco stock to receive your shares of
Unis common stock from the spin-off.
Omitting Superfluous Words
in accordance with by, with

in the event that If
subsequent to after
prior to before
despite the fact that although
because of the fact because, since
in light of because, since
owing to the fact that because, since
Before:
The following summary is intended only to
highlight certain information contained
elsewhere in this prospectus.
After:
This summary highlights some information
from this prospectus.
Before:
Machine Industries and Great Tools, Inc... are
each subject to the information requirements of
the Securities Exchange Act of 1934, as
amended (the Exchange Act) and in
accordance therewith file reports prosy
statement and other information with the
Securities and Exchange Commission (the
Commission)
After:
We file annual and special reports, proxy
statement, and other information with the
Securities and Exchange Commission (SEC).
Writing Positive Sentences
Positive sentences are shorter and easier to

understand than their negative counterparts.
Before:
Persons other than the primary beneficiary
may not receive these dividends.
After:
Only the primary beneficiary may receive
these dividends.
Writing Positively
not able unable

not accept reject
not certain uncertain
not unlike similar, alike
does not have lacks
not many excludes, omits
not often few
not the same rarely
not . . . unless different
Writing Short Sentences
Before:
The following description encompasses all
the material terms and provisions of the Notes
offered hereby and supplements, and to the
extent inconsistent therewith replaces, the
description of the general terms and
provisions of the Debt Securities (as defined in
the accompanying Prospectus) set forth under
the heading. . .
Before:
. . . Description of Debt Securities in the
Prospectus, to which description reference is
hereby made. The following description will
apply to each Note unless otherwise specified
in the applicable Pricing Supplement.
After:
We provide information to you about our
Notes in three separate documents that
progressively provide more detail: the
Prospectus, the Prospectus Supplement, and
the Pricing Supplement. Since the terms of
specific notes may differ from the general
information we have provided, in all cases rely
on the information in the Pricing. . .
After:
. . . Supplement over different information in
the Prospectus and the Prospectus
Supplement. And, rely on this Prospectus
Supplement over any different information in
the Prospectus.
After: (Another Option)

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

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

may be hard to spot jargon and legalese in your
writing. Ask someone from outside the industry
to read your writing.
Choosing Simpler Synonym
Surround complex ideas with short, common

words. For example, use end instead of
terminate; explain rather than elucidate, and use
instead of utilize. As a rule of thumb, when a
shorter, simpler synonym exists, use it.
Keeping Subject, Verb, & Object
Close Together
The natural word order of English speakers is
subject-verb-object.
Before:
Holders of the Class A and Class B-1
certificates will be entitled to receive on each
Payment Date, to the extent monies are
available therefor (but not more than the Class
A Certificate Balance or Class B-1 Certificate
Balance outstanding), a distribution.
Keeping Subject, Verb, & Object
Close Together
After:
Class A and Class B-1 certificate holders will
receive a distribution on each payment date if
there is cash available on those dates for their
class.
Writing If-Then Conditionals
Here are four rules of thumb to help you write

conditional statements:
One if, one then.

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

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

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

When there is more than one if and more than
one then, youll probably need to break it
down into more than one sentence, taking
care to specify which ifs apply to which thens.
Or, the information may be clearer in a matrix
or chart.
Keeping Sentence Structure
Parallel
Parallelism means ensuring a list or series of
items is presented using parallel parts of speech:
nouns, verbs, or adverbs.
Before:
We invest the Funds assets in short-term
money market securities to provide you with
liquidity, protection of your investment, and
high current income.
Keeping Sentence Structure
Parallel
That sentence was unparallel because the series
is made up of two nouns and an adjective before
the third noun.
After:
We invest in short-term money market
securities to provide you with liquidity, to
protect your investment, and to generate high
current income.
E-MAIL & BUSINESS LETTER
WRITING
Making Messages Effective
Clear
Complete
Correct
Save readers time
Build good will

PAIBOC
Purpose
Audiences
Information
Benefits
Objections
Context
Audience
Writer
Initial audience
Gatekeeper
Primary audience
Secondary audience
Watchdog audience
Bias Free Communication
Managers and their wives will

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

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

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

Date and Signature
Subject Line Optional and Rare
Meeting Agenda
Time and place
Whether each item is presented for information,

for discussion, or for a decision
Minutes Of The Meeting
Decisions Reached
Action Items
Open Issues
Subject Of The E-mail
Be specific, concise, and catchy.

28 characters
Will Attend 3 pm Meeting EOM
Travel Plans for Sales Meeting
Your Funding Request Approved
ASAP, BTW, FYI, IMHO
Smileys
Body Of The E-mail
Brief
Important points at the top
Bullets and numbering
Emphasize (NOT)
HTML (letterhead)
All rules of good writing

Mailing List Of The E-mail
Your boss could be reading!
Posts are archived.
Avoid using company email address.
Avoid conversations (one liners).
Do not rush to lists.

Netiquette
Never flame.
Use FULL CAPS only to emphasize a word or
two.
Send messages on a need basis.
Recipients work practice (one long or several
short messages)
Quote briefly (B/A) while replying.
Attachments
REPORT WRITING
Examples Of Reports
Sales Report
Inspection Report
Annual Report
Audit Report
Feasibility Report
Progress Report
White Papers
Technical Report Writing
Proposals
User Manuals
Technical Manuals
White Papers
Classification of Reports
Formal Reports and Informal Reports
Information Reports
Analytical Reports
Recommendation Reports
Steps of Report Writing
Define the problem
Gather the necessary information
Analyze the information
Organize the information
Write the report

Organizing Reports
Comparison/contrast
Problem-solution
Elimination of alternatives
General to particular
Geographic or spatial
Functional
Chronological
Report Writing
Audience:
Engineers with no knowledge of ergonomics.
Purpose:
Exercise good report writing skills. Learn
about ergonomics in design.
Exploratory Phase
Scope:
Introductory with focus on design aspects
rather than anatomy.
Collect information:
Library, catalogs, professional experts, original
research.
Implementation Phase
Plan!
Spend as much time planning as writing!
Planning prevents wondering what to do

next.
Revise plans as necessary but keep planning.

Implementation Phase
Plan!
Select the concepts to be presented from

information gathering stage.
Make an outline to organize and give order to

your presentation [report]
Improvement Phase: Revise
First revision:
Check for accuracy and validity of statements,

charts, and equations. Cross misleading or
confusing information.
Second revision:
Strive for clarity.
Use simple non-confusing statements.
As a rule of thumb, each statement should not

be more than two lines. But avoid too many
short sentences
Second revision:
Avoid jargon not known to readers.
Avoid complicated drawings.
Match the report to the interest, need, and

level of audience.
Second revision:
Under-estimate the knowledge of the

audience.
Third revision:
Improve the report organization
Are there enough headings and sub-headings
Does the material follow a logical

development
Fourth revision:
Seek conciseness
Ask yourself how much can be deleted without

disturbing the readers comprehension of the
report.
Fifth revision:
Correct errors in grammar, spelling, and

sentence structure.
Sixth revision:
Are you satisfied?
Allow someone to read your report

Anatomy Of A Report
Cover Page
Title Page
Letter of Transmittal
Table of Contents
List of Illustrations
Executive Summary
Report Body
Appendices
Title
The title needs to be
self explanatory
concise
attract the reader, encouraging them to read

further
Title Page
Topic
Purpose of submission
Your Full Name

Your Guides Name
Institute
Date and year
Certificate
Certification
Certified that Mr/Ms.........of .....

Declaration
Declaration
Declare that You are the author of the

report.
Name
Date
Sign
Acknowledgement
Acknowledgement
Take time to thank each and everyone who

has helped you directly or indirectly
Name
Date
Sign
Contents
Contents Page
Needs to be self explanatory
Gives a clear overview of structure
Uses headings to guide the reader through the

report structure
Contents
Contents Page
Uses numbering, indentation & subheadings,

especially in long reports
Chapters
Contents
Page Nos
Abbreviations
Abbreviations
For reference
List Of Tables & Graphs
List of Tables & Graphs
Chapter
Particulars
Page No,
Guidelines
Table of contents
Abbreviations
List of tables and Graphs
List of figures
Guidelines
Abstract or Executive summary: A mini-report
Summary is written last
Excludes all the supporting materials
Includes the objective, the approach, the

results, and the conclusions and
recommendations.
The Abstract
This needs to standalone i.e. complete in itself
A complete summary of the entire report from

aims to
Conclusions
Allows the reader to gain a very brief but

complete
The Abstract
Overview of your project
Typically 100-200 words in length
One paragraph
Is not an introduction
Is the final piece you write

The Executive Summary
Executive summaries complete the report,

whether an analytical report memo or whatever.
Executive summaries are the parts of the reports

that are read first.
Readers may not even get to the detail in your

report. They read the executive summaries to
see if the rest of the report is worth reading.
Executive summaries demand special attention.

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

The problem/ question
The executive summary demands your best
thinking.
When you complete your executive summary,

you have one more summary to write. You start
with an introductory sentence, such as:
The following points are ascertained from this

report:
You are now faced with what to write. You can

have only four major points of your entire
executive summary.
one major conclusions or analysis

one major recommendation or decision
something about the problem and what you
studied
one major consideration.
Example from a student's report:
The following major points can be ascertained from the

report:
Stronger tutorial programs can benefit students by
increasing their confidence in math, providing an
environment that will stimulate learning.
Providing students with extensive study groups will help
students pass remedial math courses.
Seventy-nine percent of remedial students are able to
complete requirements in a year.
Minority students are considerably affected by
Executive Order 665.
The Introduction
This gives
sets the scene for the report
some background to the study
explains connections with previous work
explains reason for the work carried out

The Introduction
At the end of the introduction

explain your aims clearly
introduce how you will address these
In longer reports it is helpful [reader- friendly] to

explain briefly how the report is structured
[signposting]
Method
Now detail the methods you used to address the

aims that you introduced in the introduction.
Depending on your study, the methods may

describe:
the construction or choice of methodology
the development of a mathematical model.
Body
Introduction
Purpose and Scope; Limitations, Assumptions,
and Methodology
Background/History of the Problem
Body
Findings
Analysis
Interpretation of data
Body
Conclusions and Recommendations
References or Works Cited
Appendixes
Interview transcripts, questionnaires, question
tallies, printouts, and previous reports
Guidelines
Conclusions
Summarize the entire work
State your conclusions
Make recommendations [if any]
o What did not work and what to do about it
o What aspects of report may need
improvement
Back matter: Bibliography, appendix
Guidelines
Conclusions
Summarize the entire work
State your conclusions

Guidelines
Conclusions
o What did not work and what to do about it

o What aspects of report may need
improvement
Back matter: Bibliography, appendix

Conclusions
This section is reasonably short
State what your major conclusions are,

referring back to your original aims
Discuss what advances you have made
Make suggestions for the future

References
Use the standard format
Ensure that
all the work you cite in the body of your report

is listed in the reference list
all the work you include in the reference list is
cited in the body of the report
Internet & other non-standard referencing
Appendices
To make your report easy to read, it is often

useful to include some material in an appendix.
Many readers of your report may not read these

sections & certainly should not need to read
them to follow your report.
However, some readers will want to analyse your

detailed results in greater depth e.g. to compare
with their own findings.
Dos & Donts
DO:
include an abstract that concisely summarises

the report
ensure all figures have appropriate numbered
captions
ensure you reference all source material
appropriately
re-read and review your report critically before
handing in for marking
Dos & Donts
DONT:
use jargon or undefined abbreviations

make excessive use of personal style of I or
we
(but we often use impersonal we!)
Using External Sources
For many documents we write, we use external

sources.
How do you use sources?

Go straight to wikipedia and copy?
Use a single authorative source?
Use multiple sources without telling?
Use an old report
Using External Sources
All of these have elements of academic cheating

(plagiarism).
Academic Plagiarism
Here is a set of terms that cover the many

different types of academic dishonesty.
Plagiarism
Collusion
Falsification
Impersonation
Copying
EXECUTIVE SUMMARY
Executive Summary : Origin
Execution is from Latin executionem, agent

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

means of or pertaining to the sum or
substance, from Latin summarium an
epitome, abstract, summary, from summa
totality, gist.
Communication Triangle
Report Writing : Purpose &
Audience
Key to good writing is a well developed sense of
purpose and audience
Being upfront and direct lets readers know why

they are reading and what to expect
Otherwise, the reader will wonder:

Am I supposed to do something?
Whats the writers point?
Why am I told these things?
Report Writing : Stages
Stages
Planning (pre-writing)
Drafting (composing)
Rewriting (revising or editing)

Report Writing : Stages
Report : Writing Process
Create an outline
Finish the first draft report in one sitting (for short

documents); for long documents finish at least one
section in one sitting; Focus is on thorough coverage
and not perfection at this stage
Start writing the part that you know the best;

introduction is the last thing you should write as at
this stage you do not know what you are going to say
till you said it
If you are writing in one section, and suddenly get an

inspiration to write another, quickly jump to that one
and put them in bracketed notes
When you get blocked, try jumping to another one,

may be to the bracketed notes. If that doesnt help,
start reading from the top of the document, that will
help the creative juices to flow again
If you are still blocked, seek out to a colleague and tell

him or her what you are trying to write. You will often
talk through the block and find yourself saying exactly
what you wanted to write. Do not waste the effort,
record it
If you are still blocked, leave aside the project and

start working on something else. Your mind is capable
of working on the back burner to solve a problem
while working on another project at a conscious level.
Keep a tape recorder or a note pad handy as ideas
come to you while you are driving, watching TV If
you dont capture them, theyll disappear
Report : Re-Writing Process
Now you have a sense of accomplishment which will

motivate to you complete the report
Rewriting the report
Revising writing for large concern like

appropriateness to your audience, clarity of purpose
and overall organisation
Editing rewriting to make your sentences clear

and your word choice correct and effective
Report : Checking Process
Is the purpose clear?

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

familiarize your audience with the contents of
the report without needing them to read the
entire document.
It is a business tool for the summation of long

reports to a concisely worded document
containing the major highlights of the report.
Executive Summary
Executive summaries provide the essence of an

analytical report, memo or whatever.
Executive summaries are the parts of the

reports that are read first.
Readers may not even get to the detail in your

report. They read the executive summaries to
see if the rest of the report is worth reading.
Executive Summary
Sometimes the executive summary is called an

Abstract.
You usually find that designation in scientific

papers and academic efforts.
You can also call the Executive Summary simply

a Summary.
Executive Summary Vs Abstract
Abstracts are usually written for a scientific or

academic purpose.
You see abstracts related to scientific lab

reports.
You see abstracts related to databases, where a

summary or abstract of the article is given.
Executive Summary Vs Abstract
Abstract Executive Summary

An abstract is a shortened An executive summary may
form of a work that retains be called an abstract when it
accompanies a scholarly
the general sense and unity of document, although there
the original. are differences.
An abstract is basically a An executive summary goes

beyond this: it seeks to let the
miniature version of the reader in on what the real
original. significance of the report is--
what is the reader expected
to respond to?
Elements of Executive Summary
Purpose and scope of document
Methods
Results
Conclusion
Recommendations
Other supportive information

Aim of Executive Summary
An Executive Summary is expected to:
communicate the punch of your piece, minus

all the details;
give readers the essential contents of the
document, say, in a single page;
enable readers to build a mental framework
for organizing and understanding the detailed
information in the document;
help readers determine the key results and

recommendations reported in the document;
draw attention to the key information located

within the pages of the bulk of the report;
condense the information into a form that the

reader can quickly understand;
maintain the reader's confidence that the

information has been captured accurately;
to persuade the reader that the document is

worth reading.
Executive Summary : Covers Main
Sections
Include the Introduction
(Issue, Purpose, Scope and Limitations, and
Alternatives),
Significant Considerations,
Analysis and
Decisions in the executive summary.
The executive summary will probably be one or
one and one-half pages by the time you finish
writing.
Sections
The executive summary will appear just before
the first page of the analytical report.
In the executive summary you will put the Issue
(Problem) and Purpose in the first paragraph.
The Scope and Limitations as well as the
Alternatives (Procedures) will go in the next
paragraphs.
The Significant Considerations, Analysis, and
Decisions will comprise the final paragraphs.
Sections
Normally, your executive summary (with double
spacing) will run about one to one-half pages of
copy. You should make sure you only put in
significant Considerations, Analysis, and
Decisions.
In the 9/11 Commission Report, a 30-page

executive summary was conceived. Think of
the length of this two-year prepared report:
428 pages and with the 1,700 footnotes and
appendices, 567 pages
Executive summaries demand special attention.

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

The problem/ question
The executive summary demands your best
thinking.
When you complete your executive summary,

you have one more summary to write. You start
with an introductory sentence, such as:
The following points are ascertained from this

report:
You are now faced with what to write. You can

have only four major points of your entire
executive summary.
one major conclusions or analysis

one major recommendation or decision
something about the problem and what you
studied
one major consideration.
Example from a student's report:
The following major points can be ascertained from the

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

content, structure and length of the report
would be.
Highlight key points; determine purpose/central

theme of the report.
Review your research and determine what the

key ideas or concepts are.
Group ideas in a logical fashion and prepare a

point form outline of the summary.
Edit the outline to eliminate secondary or minor

points; use your judgement to keeping the
summary concise.
Determine whether subtitles, bullets, selective

bolding or some other type of organizational
structure will add to the clarity of your summary.
Write the summary in your own words, using a

professional style.
Read it aloud or even tape record yourself

reading your summary.
Questions to Ask Yourself as You Write
What is your research about?

Why is it important?
What is included in the research?
What is included in each section?
The Executive Summary Writing
Tips
Write the summary last:
This is one of the most important points to

understand when writing an executive
summary.
Since this summary is going to be a short

rundown of the rest of the report, you want to
make sure this piece is completed last to
ensure a higher degree of accuracy in the final
product.
Tips
Write the summary last:
Keep it organized, and follow the exact order

of the report as you document the reasons for
your conclusions.
If the reader wants more information from the

report, such as detailed data support, they will
find it presented in the same order as this
overview.
Tips
The Executive Summary is usually no longer
than 10% of the main document, which can be
anywhere from 1-10 pages, depending on the
length of the entire report.
Tips
Choose your key points:
The intent of an executive summary is to be

concise, but at the same time every word
counts.
Since your piece is a summation, you want to

make sure you get your point across in the
most succinct way possible and still be able to
include all of the key information without
omitting any important points.
Tips
Choose your key points:
For each of the main points you want to write

a sentence or two fully stating the intent of
each statement.
As you choose your points, go through the full

report and extract the highlights, then
systematically list them in your executive
summary so the points correlate with the
order the report is written.
Tips
Follow the sequence:
Begin by stating the reason for writing the

report, then state the conclusions or
recommendations.
Include only the most significant information

that supports those conclusions.
Tips
The Tip:
To outline the contents of the Executive

Summary, take a look at the first and last
sentences of each paragraph and use these as
a guide.
Tips
The Trick:
Organize your draft by identifying and using

key words from the report that define
essentials, such as "major, central, principal,
basic"; words that show contrast, such as
"more than, less likely, similar to, however";
words that enumerate, such as "finally, first,
next"; and words that show causation, like
"therefore, as a result, consequently".
Tips
Always remember to include information found
in the report. Do not introduce anything new.
Stand alone Test:
Validate that your Executive Summary stands

independent of the report itself. It must make
sense on its own. Ask someone unfamiliar with
the contents to verify this.
Tips
Proof-read and spell-check everything, but don't
rely on your word processor to do so. Read the
overview aloud to catch mistakes.
The Executive Summary Writing In
Brief
State the purpose of the summary. Begin with
words such as 'It is the purpose of this document
to ' or 'The main objectives of this report are
'. Make sure you present the main message of
the document.
Describe the procedure you used. Outline the

methods you used to analyse the situation.
Present the results of the study.

The Executive Summary Writing In
Brief
Outline any recommendations that appear in
your report.
Read over the entire report several times. You

carry out some of these activities:
You mark in the margins of the report.
You underline key passages.
You think how the report will look on paper.

First sentence must be the best sentence you

have ever written in your life. You must grab the
reader to peruse the entire executive summary.
Ask yourself few questions.
Ask yourself these questions:
Did I pinpoint the essence of the message?

Did I understand the problem, the real
problem?
Did I state the idea as a symptom and as a
purpose?
Was I sure I grasped what the reader must find
in the entire report?
It is not unwise to group items together in

paragraphs. For eg. the first paragraph can have
the problem and the purpose.
In the second paragraph you can explain the

scope, limitations, and the procedures.
You may want to devote a separate paragraph to

the procedures. When you write the
Considerations or Findings, concentrate on the
major findings.
Make sure you stress just numbers and no

conclusions or generalizations as you are
writing.
Force yourself to only think of the data.
Make sure you cover every major part of the

Considerations so the report has cohesion.
When you reach the Analysis or Conclusions,

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

executive summary that make sense for your
document and omit the ones that don't.
Mention only concise statements of the

conclusion(s) you reached after conducting
your analysis.
Dos & Donts
DOS
Change the selection of words depending on

your audience and what they care most about.
Make sure the report is error-free.

Dos & Donts
DONTS
An executive summary need not go into ANY

mention of how you conducted your analysis
and/or what you're basing your conclusion(s)
on.
Never submit an executive summary laden

with typos, inaccurate or wrong information.
Dos & Donts
DONTS
A lengthy executive summary defeats the

purpose.
Guidelines
Writing an Executive Summary is very similar to writing

any other sort of Summary, in that its main purpose is to
condense, simplify and highlight a larger document.
An Executive Summary, however, is usually written

intended for an audience that does not have time to read
the entire document. It is usually read by key decision
maker/s, such as Executives or policy makers, regarding
whatever the proposal or report addresses, and the
Summary aims to convince or persuade the audience to
take certain actions.
Guidelines
An Executive Summary is sometimes referred to

synonymously with a scholarly Abstract, although an
Abstract differs slightly in its purpose and function.
An Abstract in a scholarly report is simply a shorter version

or overview of the entire document.
It is like an extraction of the whole document and retains

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

proposed in the report, makes recommendations, and
tells the reader what response is instigated by the report.
It will most often follow a cover page, and will include

several elements.
The elements used in or omitted from any given Executive

Summary will vary according to each proposal or report's
intended audience and purpose.
Guidelines
Elements in Executive summaries include purpose and

scope of document, methods, results, conclusion,
recommendations and any other supportive information.
The Summary will highlight the proposal

recommendations for action by listing or outlining various
goals and objectives, and making justifications for the
recommendations.
The conclusion will summarize research findings and

analysis of the research that then lead to the reasoning for
specific recommendations mentioned in the proposal or
report.
Guidelines
In order to write a good Executive Summary, you must

understand the function of the Executive Summary.
To reiterate the guidelines above, the Executive

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

document and enable readers to build a mental
framework for organizing and comprehending the details
of the document.
Guidelines
It will help readers determine key results and

recommendations in the document, and hopefully induce
an initial response.
Writing a strong Executive Summary is quite feasible if the

writer is careful about preserving its traditional purpose
and function to aid readers in comprehension and cause
initial persuasion.
Executive summaries should not be written until after

research is complete.
Guidelines
Before writing an Executive Summary, scan research to

determine what the content, length and structure of the
report will be.
Highlight key points or main ideas, and determine the

central theme or purpose of the report.
Review research and determine what the major concepts

and ideas are.
Guidelines
Group ideas in a logical and coherent way by constructing

a point form outline of the Summary before proceeding to
the actual Summary.
Edit the outline several times before going on to the

actual Summary, eliminating any secondary, irrelevant or
inconsequential points or ideas.
Decide when bullets, subtitles and bolding or some other

form or organizational structure will help "clean up" the
Summary or make it easier to read.
Guidelines
Remember to make the Summary clear, and use personal

judgment upon reading it.
Write it in your own words but use a professional style, as

Executives and policy makers will be reading it.
BUSINESS PROPOSAL
Business Proposal
A business proposal is a request by a business or

individual to complete a specific job or project;
to supply a service; or in some instances to be
the vendor of a certain product.
Its generally a document youd send to a

prospective client, outlining the service youre
offering, and explaining why youre the best
person for the job.
Business Proposal
A business proposal can be either solicited or

unsolicited.
With a solicited proposal, the prospective client

will put out a request;
With an unsolicited proposal, you are

approaching a client in hopes of attracting their
business, even though they did not explicitly
request a proposal.
Business Proposal
The three Ps of business proposals: Problem

statement, proposed solution, and pricing.
The three Ps are the basic ideas that your

business proposal should be addressing.
Length of the business proposal depends on

your industry, the scope of the project, and the
clients specifications in terms of detail and
elements included.
Business Proposal Basic Format
Title Page
Table of Contents
Executive Summary
Statement of Problem, Issue, or Job in hand.
Approach & Methodology
Qualifications
Schedule & Benchmarks
Cost, Payment & any Legal matters
Benefits
Title Page
Your business proposal should start with a title

page, which should include your name, the
name of your company, the name of the person
to whom youre submitting your proposal, and
the date submitted.
Table Of Contents
Depending on how long your business proposal

is, a table of contents is a nice touch.
Include it after your title page, and before you

launch into any details.
Executive Summary
Introduce your proposal with a great executive

summary, one that really sells your business and
the products or services you provide.
You can draw from your business plans

executive summary here, too.
Statement Of Problem, Issue, Or
Job At Hand
Following your executive summary, go on to
discuss the problem that the client is currently
facing.
Think of problem or issue loosely; after all,

their main problem may just be finding the right
person to complete their project.
Statement Of Problem, Issue, Or
Job At Hand
However, this is the place where you can show
your new client that you understand their needs,
and fully grasp the issue they are trying to solve.
Take this opportunity to restate the issue they

are facing in your own words, so that they know
you understand what they are looking for.
This section shows how you plan to tackle your

potential clients problem, and the steps youll
take to carry out your plan.
While earlier sections might have been a bit

surface-level, this section of the business
proposal is where youll go into detail about
what steps youll take to solve their problem.
Be careful of going into too much detail,

thoughkeep the jargon to a minimum. Your
client should be able to follow along and get a
clear sense of your plan, but you dont want to
drown them in minutiae.
Qualifications
This is the section of your business proposal

where you get to convince your potential client
why you are the most qualified person to take on
the job.
You can mention any relevant education,

industry specific training, or certifications you
have, your past successful projects of a similar
nature, years of experience, and so on.
Be clear with your potential client: How long will

your proposed project take?
Making sure you and your prospective client are

on the same page from the outset will help make
sure that the relationship stays positive for both
of you, and that you dont set your client up with
unrealistic expectations.
While you might be tempted to underestimate

how long it will take you to complete the
project, refrain from doing so. Dont promise
what you cant deliver!
If youre offering a product, this section might

not be applicable to you, so feel free to omit it.
The business proposal format is flexible, so tailor
it to suit your business and industry.
Cost, Payment, Legal Matters
Here is where you get down to brass tacks and

state the cost, and payment schedule if
necessary.
How you structure this section will largely

depend on the particular project or service you
are offering.
A section entitled Fee Summary may be

sufficient if a one-time payment is required;
otherwise, a Fee Schedule list might be more
appropriate.
Always refer back to the clients RFP whenever

possible, to make sure youre supplying them
with all the information they need to help make
their decision.
If there are any legal issues to attend to, such as

permits or licensing, include this information
here. Feel free to add a section entirely devoted
to handling the legal side of the project if need
be.
Benefit
This is your final selldont be afraid to detail for

your prospective client all they have to gain by
choosing you to complete the project.
Express your clients why you are the best choice,

and all the ways in which their business will
benefit from choosing you and your business as
their solution.
Beginning Business Proposal
Read the Request for Proposal carefully.

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

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

Describe who you will bring onto the project.
Discuss any anticipated opposition.
Add a conclusion.
Insert references.
Revise your business proposal.
You might submit a business proposal in

response to receiving an RFP. Large businesses
and government agencies send out RFPs when
they need goods or services.
RFP should contain certain information which

you must fully understand before drafting your
business proposal.
o Make sure that you can meet the clients

requirements as spelled out in the RFP. For
example, if you cant come in under the
budget or meet the clients timeline, then
you shouldnt submit a proposal.
RFP should contain certain information which

you must fully understand before drafting your
business proposal.
o You dont need to submit a business proposal

in response to an RFP. Instead, you can reach
out to a business you think could use your
services.
Ask questions
This means fully understanding the client and

clearing up any confusion in the RFP. You
should always step into the clients shoes and
try to see the problem from their perspective.
Ask questions
To help in this process, you should call and get

answers to the following:
o Whether prior attempts were made to

address the problem. Why did they fail?
o What criteria the client will use when

evaluating a business proposal.
Ask questions
To help in this process, you should call and get

answers to the following:
o Whether the organization has any concerns.
o The organizations operating policies. You

want to make sure your proposal is
consistent with these policies.
Format the document.
You want your business proposal to be

readable.
This means that the font should be in a size

and style that the reader is comfortable with.
Generally, you can use Times New Roman 12

point.
Add Title page.
You should have a title page as the cover to

your business proposal.
Add Title page.
The title page should include the following

information:
o your name
o your companys name
o the name of the person you are submitting
the proposal to
o the date you submitted the proposal
A business proposal identifies a problem and

proposes a solution.
Accordingly, you should begin by identifying

the clients problem in simple and clear
language.
Explain why the current situation is a problem

for the client.
You might need to explain context so that the

reader understands the proposal.
For example, you may need to identify the

following for the reader:
o If any previous solutions have been

attempted and failed.
o If any previous solutions have been

attempted and failed.
o Whether someone asked you to write the

business proposal.
o How you became involved in the project or

aware of the problem.
You can draft the business proposal first and

then go through to identify any terms that
might be unclear to the reader.
Also define terms if you are using them in a

unique way. For example, the term fiscal
year can be defined in many ways, depending
on the business.
Remember that you might submit your

business proposal to a purchasing department
that understands industry jargon.
If you have a long business proposal, then you

might want to offer an overview of what
follows the introduction.
You could summarize the parts that follow.

For example, you could write, This business

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

reader how you intend to solve the problem.
Try to be as detailed as possible.
Typically, your solution will be to offer your

goods or services to the potential client.
There may be different ways to solve a

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

business, confidentiality, and professional
expertise.
Remember to justify your expected benefits

with evidence.
If no studies are available, then you could rely

on commentary from prominent people in the
field.
You need to explain the timeline for

completing tasks.
This is preliminary information that could

change in the future, but it is important to give
the reader some idea of how you will go about
executing your proposal.
You can lay out certain milestones.
For example, if you propose to remodel a

store, then you should include the date that
you will start and when the store will be ready
to reopen.
Always explain that your timeline is an

estimate and is contingent on other factors.
In the construction example, you might be

slowed down by having to obtain the
necessary permits from the local government
or by relying on a subcontractor.
The budget may be the most important part of

the business proposal.
The reader needs to know whether they can

afford your services, so you should include
information about pricing.
Be conservative.
Depending on the proposal, you might need to

include information on the following:
o start-up costs or initial set-up

o labor costs
o supply costs
o ongoing monthly charges
o maintenance costs
Make sure to mention that the numbers are

only estimates.
You should also include key contract terms so

that the reader will understand more about
the agreement they are entering.
For example, you could include information

such as the following:
o How much is paid on signing: 50% payment

upon signing.
o Penalties or interests assessed for late

payment: A late fee of $50 will be assessed
on any account past due.
For example, you could include information

such as the following:
o Your cancellation policies: The contract may

be cancelled for any reason with 90 days
written notice. There are no pre-payment
penalties.
You want the reader to have confidence that

you can follow through and implement the
business plan.
You should identify one or more similar

projects and explain the success you achieved.
You may be limited in what you can share by

client confidentiality agreements.
Nevertheless, you can talk about prior
experience in general terms. For example, you
could write, Successfully provided Accounting
and Payroll Services to 20 mid-sized
businesses (25-100 employees) for the past
five years.
You might not be able to do everything. In this

situation, you need to explain who you will hire
to help you and how.
Also explain how you will guarantee that they

are competent.
If you know who you will hire, then you should

include their resumes along with the business
proposal.
Some business proposals might face

opposition.
For example, if your business proposal is to

help a business by identifying which
employees they could fire, then you can
expect opposition to arise. Also, if you propose
to help the company rebrand, then others in
the company might object.
You need to identify and then counter any

anticipated opposition:
o Summarize the anticipated opposition.

o Discuss the likelihood of the opposition
arising.
o Raise counterarguments.
Add a conclusion
In the conclusion, you should restate the

benefits of your proposal.
You might also want to include a deadline for

the prospective client to respond and hire you.
However, some businesses have moved away
from deadlines, so you should look at other
business proposals used in your industry to see
what is standard.
Add a conclusion
Also remember to encourage the client to

contact you with questions and to visit your
website if they would like to see more
information about your business.
Insert references
If you refer to studies or other sources in your

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

easily find what you are referring to and
double check that the information is accurate.
Revise your business proposal
Set aside your draft for a day or two and then

review it.
Look for typos and dropped words. To catch

typos and missing words, you can read the
document beginning at the end. Read the last
sentence and then read the sentence before
that. Work your way toward the beginning.
Also play close attention to your numbers and

make sure they are accurate.
You also should review the RFP and any other

correspondence. Make sure your business
proposal isnt missing anything requested by
the client.
Shorten the proposal, if necessary. Ideally,

someone should be able to read your business
proposal in eight minutes. If it takes longer
than that, then try to move as much material
into an appendix.
RESUME OR CURRICULUM VITAE
WRITING
Covering Letter
Brief
3 paragraphs, bullets
Focus on
Major requirements
Differentiators
Research
Web, friends, colleagues
Resume or Curriculum Vitae
Name, Contact Details, etc
Objective, Education, Experience, Languages,

Personal, References
Reverse chronological order
Personal details Age, marital status, etc.

Resume Tips
Two pages maximum.

Less important details on 2nd page.
Highlight strengths, not weaknesses.

Job hoppers period
Create for each company.
Use templates but enhance them.

Resume Writing
Choosing Format
Reverse-Chronological
Functional
Combination
Resume Writing
Ordering your Information
Contact Information
Resume Introduction
Professional Experience
Education
Additional Sections
Resume Writing
Stylizing your Resume
# of Pages
Font Sizes
Lines
Margins
Resume : Choosing Format
This is the more traditional format and is what you

are most likely to come across. Chronological
format is flexible and can be used for applicants
with any level of experience.
I should use if:
I want to show a vertical career progression.

I want to apply to a job in a similar field.
I want to promote my upward career mobility
I shouldnt use if:
I have major gaps in my employment history.

I am changing my career path.
I change jobs every few months.
Functional
While chronological places emphasis on career

progression, a functional format focuses on your
abilities and skills. Since it heavily emphasizes the
applicants qualifications, functional format is
more suitable for those with an expert level of
experience.
Functional
I should use if:
I have gaps in my employment history.

I am changing my career industry.
I want to highlight a specific skill set.
Functional
I shouldnt use if:
I want to highlight my upward career mobility.

I am an entry level candidate that lacks
experience.
I lack transferable skills
Combination
Combination format merges bits and pieces from

both chronological and functional formats. Like
the functional format, it focuses on specific
qualifications, yet the body of the document
contains professional experience similar to
chronological format. This format is generally
reserved for those with a great deal of experience
in a particular industry.
Combination
I should use if:
I want to highlight a developed skill set within a

specific career.
I want to change my career path.
I am a master of the subject I am applying to.
Combination
I shouldnt use if:
I want to highlight my education.

I lack experience.
I am an entry level candidate.
Resume : Order Of Information
The information you include will largely depend on

the format you choose.
Contact Information:
The contact information section is pretty self-

explanatory. This section does not require a label
(Contact Information or Contact Details).
Contact Information:
While listing contact details, follow this order:
o Name (largest font on page)

o Mailing Address
o Telephone Number
o Email Address
o Link to online portfolio
o LinkedIn Profile
Resume : Professional Format
Resume : Classic Format
Resume : Executive Format
Choose a Resume Information:
Like formats, job seekers have 3 choices for their

resume introduction: a qualifications summary,
career objective, and professional profile.
The goal of all three are to gain the attention of an

employer by highlighting your skills and
experience that will help their company.
However, the method through which each

introduction achieves this goal differs.

Qualifications Summary
o With regards to format, the qualifications

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

o I should use if:
I am applying to a job that requires a rigid set

of abilities.
I have a wealth of experience in the industry.
I possess multiple skill sets.

o I shouldnt use if:
I lack experience.
I am an entry level candidate that lacks specific
skill sets.
I lack measurable achievements.

Career Objective
o A resume objective, also referred to as a career

objective, is a 2-3 sentence statement that
provides an overview of your skills and
experience. This resume introduction is best for
entry-level candidates.

Career Objective
o I should use if:
I am an entry-level applicant.
I do not have in-depth experience in the
industry.
I am a recent college graduate.

Career Objective
I have a wealth of industry-specific skill sets.

I am changing career paths.
I am writing a cover letter.

Professional Profile
o The professional profile is a combination of both

the career objective and qualifications summary.
It is also the most flexible of the three styles as it
can be formatted as short paragraph of bullet-
point list.

o I should use if:
I have had major achievement in my past

experience
I am applying to a position in the same industry
I have a special area of expertise in my field

I am an entry-level applicant
I am recent college graduate
I lack measurable of accomplishments
Professional Experience:
The section is the core of your resume, where you

are tasked with proving the skills you have listed
in the qualifications summary or career objective.
When it comes to labeling this section some use

Relevant Experience, or Work Experience as
an alternative to Professional Experience.
Remember to list your work experiences in

reverse chronological order and only list
experience that is relevant to the job you are
applying for.
For each company create a heading including the

companys name, city & state, your title, and the
dates of employment (month and year).
If you are still currently working at a company, you

can simply write month, year-Present for the
employment dates.
A general rule is that each experience have around

3-5 bullet points of your main duties and
achievements.
3 Parts of a strong bullet point:
o 1st: Action Verb (should always be first)

o 2nd: Quantifiable Point
o 3rd: Specific and relevant job duty
Example:
o Trained 5+ cashiers, managing their cash limits

and guaranteeing quality customer service at all
times.
Example:
o Spearheaded the development of the first media

kit amalgamation for all company projects,
increasing national sales by 8%.
Education:
Having a solid education section helps to display

the foundation of your knowledge and expertise.
Depending on your professional experience, you

may want to consider switching the order of the
professional experience and education sections.
Education:
For instance, college or high school students that

lack seasoned professional experience benefit
from emphasizing their education by placing it
before the professional experience section.
In addition, if you possess a wealth of professional

experience then it is appropriate to keep this
section short and sweet.
Education:
The main points to include in your education

section:
o The names of your university, community

college, or technical school
o Location of the schools (city, state)
o Date of graduation (month, year)
Education:
The main points to include in your education

section:
o Degree(s)
o GPA (only include if your GPA is above 3.0, round
up to the first decimal place , and use this
format: GPA: 3.5/4.0)
Additional Sections:
Certifications/Licenses
o The certifications section is the most important

of the other sections you can include, but adding
a certifications or licenses section is largely
dependent on your industry.
Certifications/Licenses
o If your industry requires certifications the hiring

manager will be intent on finding them in your
application. Make sure to thoroughly research
your industry to find any relevant certifications
or licenses you may have missed.
Publications
o Adding a publications sections is pertinent for

graduate students who have published articles
that are relevant to the job they are applying to.
o List your articles in reverse chronological order

by publishing date.
Publications
o Choose the referencing style that is appropriate

to your discipline. It also acceptable to add
works that have yet to be published. You may
label these as Works in Progress or Submitted
for Publication.
Awards/ Honors/ Activities
o This section adds another layer of customization

to your resume by providing evidence of your
abilities.
o Adding relevant awards and activities helps you

stand out from your competition.
Awards/ Honors/ Activities
o If this section becomes too lengthy, feel free to

break them up into smaller sections.
o Here are some items to consider adding: Grants,

Academic Honors, Scholarships, Volunteer
positions, Professional Affiliations
Technical Skills:
A technical skills section is helpful in showcasing

your knowledge of specific systems.
It defines specialized knowledge and hands-on

skills.
To prevent this section from taking up too much

space, try breaking up this section into categories
and list your skills within each.
Additional Skills:
An additional skills section is a short and concise

list of skills relevant to your industry.
This section is similar a technical skills, but is often

used for industries that do not specifically require
advanced skills.
Additional Skills:
What to include:
Fluency in a second language

Knowledge of computer applications (ie
Photoshop, Illustrator)
Ability to operate heavy machinery
Additional Skills:
What not to include:
Generic statements (Customer Service Skills)

Run of the mill skills
Unrelated skills
Resume : Stylizing The Resume
# of Pages:
This is the most argued point of resume writing.

Some professionals vigorously discourage
applicants from going over one page, while others
argue that in some instances it is acceptable.
The bottom line is this: if you have information

that is highly relevant to the position you are
applying for then go ahead and add an extra page.
However, if you are just adding fluff for the sake of
adding pages, then your resume will suffer.
Font Style & Size:
Font style and size is largely dependent on your

preference. You can never be sure what the hiring
manager prefers so you have to go with gut.
However there are some Dos and Donts when it
comes to choosing your font and sizes.
For sizing, many resumes follow a 24, 12, 10

format. This means that the name is 24pt, the
body headers are 12pt, and the bullet points are
10pt.
Font Style & Size:
DOs
Choose easy-to-read fonts

Use the same font throughout
Change sizes in descending order for your name,
headers, and bullet points
Choose a font that fits with the text sizes youve
chosen
Font Style & Size:
DONTs
Dont choose small sizes to fit everything on one

page
Dont pick wacky fonts
Dont have one uniform tex size throughout
Dont go below 9pt
Dont spend too much time on choosing a font
Lines:
Lines are great to use to help break up the resume

and allow potential employers to better process
the information.
Line breaks commonly begin after the career

objective or qualifications summary.
From there, they are used to break each

subsequent section.
Margins:
Margins are the first thing a potential employer

will notice about your resume, so its important
that they are appropriately set.
One inch margins are the safe bet for applicants

that lack experience.
Margins:
If you have a wealth of experience that you are

trying to fit to one page then it is acceptable to
reduce to the margins. Be cautious when reducing
the margins. If they are too small, your pages will
look overcrowded.
Activity - 1
As the CEO of the company, write a letter to

Finance Officer demanding the Finance Report of
the last financial year.
Activity - 2
As Finance Officer of the company, prepare the

Finance Report for last financial year.
Activity - 3
Prepare a business/ project proposal to venture into

a business.
Activity - 4
Prepare your Resume in all the three formats.

THANK YOU !

Writing Skills

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Writing Skills

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BUSINESS WRITING SKILLS

A message communicated in a written form is

It is always put into writing and generally used

Major types of Written Communication are:

Letter includes memos

Report includes briefs, proposals

Types of Written Communication in detail are:

Letters in informal mode could be:

Common grounds/historical perspectives

Clarity language is terse, clear, to the point

Stickler for rules- formality, cross cultural norms

Get to the point

Use non discriminatory language

Avoid basic language errors in grammar,

Use the most appropriate tone

Start with a purpose

Eliminate unnecessary words

Reduce words where ever possible

Opening paragraph to address the 5Ws

Clears main points

Reduces chances of overlooking a point

Framing Effective Questions

Legal and financial terms

Unreadable design and layout

The time you spend searching for a good verb is

Weak verbs keep frequent company with two

It generally adds length to a sentence -- 25% to

The agent or human actor is often obscured or

Responsibility for actions in the sentence are

Some form of the verb to be.

Another verb in the past tense.

A prepositional phrase beginning with by.

Doers Before Verbs.

Does the sentence use any form of the verbs to

In the samples that follow, strong verbs lie

Before: We made an application.

Before: We made a determination.

Before: We will make a distribution.

First, personal pronouns aid your readers

Second, they allow you to speak directly to

Third, they help you to avoid abstractions and to

Fourth, they keep your sentences short.

Fifth, first- and second-person pronouns arent

A Carnegie-Mellon study discovered that

in accordance with by, with

Positive sentences are shorter and easier to

not able unable

After: (Another Option)

After: (Another Option)

If youve been around your industry for awhile, it

Surround complex ideas with short, common

Here are four rules of thumb to help you write

One if, one then.

One if, multiple thens.

Multiple ifs, one then.

Multiple ifs and thens.

Save readers time

Build good will

Managers and their wives will

Reference, Date, Address, Salutation, Subject

Open and closed punctuation

Block and Modified Block

Time and place

Whether each item is presented for information,

Be specific, concise, and catchy.

Important points at the top

Bullets and numbering