Lecture 4: Preparing Job-application Materials

 Do a self-inventory ◦ What are your strengths and weaknesses? ◦ What subjects do you like? ◦ What kind of organization do you like to work for? ◦ What are your geographical preferences?  Learn about employers ◦ Find out which organizations may hire you ◦ Find out trends in your field ◦ Research companies that interest you

 Prepare a résumé and job-application letter ◦ Job-application letter formally shows your interest in a position ◦ Résumé is a short list of your qualifications and accomplishments  Prepare a portfolio ◦ Portfolio is collection of best work ◦ Can be paper or electronic ◦ Portfolio should be updated constantly, not only when you look for a new job

 Professional placement bureau  Published advertisement  Organization’s website  Online job boards  Unsolicited letter to potential employer  Connections

 Use generous margins and white space  Organize information in a balanced and clear manner  Indent appropriately  Paper résumé: use clear typeface, high quality paper and printer  Electronic résumé: Avoid using non-ASCII characters

 Your résumé should provide accurate, specific and clear information.  Your résumé should be free of errors.  For entry level positions, one page résumé is standard.  Important keywords should be included in the résumé.  Information is usually arranged in chronological order

 Identifying information: ◦ Name and contact information ◦ Should be complete and permanent ◦ Avoid unprofessional addresses  Objectives or Summary of Qualifications: ◦ State only goals or duties explicitly mentioned or clearly implied in the advertisement ◦ Focus on reader’s needs and expectations ◦ Be specific

 Education: ◦ Include degree, institution, major and date of competition ◦ Include your GPA if it is substantially above average ◦ Include your honors, awards and accomplishments if any  Employment History: ◦ Include position and organization ◦ Give figures of ppersonnel, clients, sales ◦ Include documents prepared, skills and tools used ◦ Use active voice, but don’t use “I”

 Interests and Activities: ◦ Participation in community service organizations ◦ Positions in NGOs or university clubs  References: ◦ Do not include anyone’s name or contact information without obtaining their permission ◦ Chose people who know you and your work best  Other elements: ◦ Computer and language skills ◦ Military experience/status

 Many applications call for a letter and résumé.  The letter shows you are genuinely interested in the position.  A poor letter may cause your application to be discarded  You should select two or three points of special interest and elaborate on them.  Usually a job-application letter consists of an introductory paragraph, two or three body paragraphs and a concluding paragraph

 Introductory Paragraph: ◦ Identifies your source of information and the position you are interested in ◦ Forecasts the rest of the letter  Education Paragraph: ◦ Explains how your education has prepared you to the position you are applying to ◦ Includes your university, degree and major if they were not disclosed in the first paragraph

 Employment paragraph: ◦ Explains how your previous work experience has prepared you to the position you are interested in ◦ Should include relevant positions, organizations and responsibilities  Concluding paragraph: ◦ Aims to convince the reader to invite you to an interview ◦ Refers your résumé ◦ Includes your contact information

 Study the organization  Think about what you can offer the organization  Study common interview questions ◦ Why did you apply to our company? ◦ Where do you see yourself in five years?  Compile a list of questions you wish to ask  Things to consider: ◦ When to arrive ◦ What to wear ◦ How to avoid traps ◦ How to interpret body language

 Letter of appreciation after an interview: ◦ Show your professionalism by thanking the representative for their time ◦ It restates your interest in the position  Letter accepting a job offer: ◦ Express enthusiasm and repeat the major terms of your employment

 Letter rejecting a job offer: ◦ Politely inform that you will not be taking the position offered and explain why ◦ You might be offered another position in the future  Letter acknowledging a rejection: ◦ Shows professionalism and helps to maintain a good relationship with the potential employer ◦ You might get the job after all

 Markel, M. (2010) Technical Communication (9th ed.). Boston, MA: Bedford/St. Martin’s