Forms of Written and Spoken

Communication in the Different Professions

Introduction
Written communication is a crucial skill to have in the modern information age. Most jobs
require you to communicate in writing through email, formal letters, notes, text messages or
online messaging. Written communication skills allow you to give direction effectively.
An effective oral and written communicator is someone who is able to deliver clear and
concise verbal or written messages that facilitate a mutual understanding in both parties.

Professional Communication

Good communication skills are crucial to any profession and any professional duties.
Whether sitting in a meeting, attending an interview, or sending an email to a client,
communication is of vital importance. Professional communication is defined as oral,
written, digital, or visual forms of information delivery in a workplace. Professional
communication also involves various forms of speaking, writing, and responding within
and beyond the workplace environment. It is used in memos, letters, business
proposals, and press releases.
However, the ways in which people engage with colleagues, clients, and business
partners has shifted steadily. People no longer have to be in the same office, building, or even
country to do business together. These changes have only made effective professional
communication more crucial. Poor communication in the business world could lead to loss of
money, energy, opportunity, and time.

Professional Communication Skills

Professional communication skills are crucial for leaders, students, managers, and other
professionals. Some of these skills include:
 Active listening. During communication, people should pay attention and seek clarity
on ambiguities.
 Confidence. While interacting with other people, it is essential to be confident. This
can be done by maintaining cultural perspectives on eye contact and a relaxed body
posture.
  Nonverbal cues. Non-verbal communication involves different types of body
language: voice tone, eye contact, and hand gestures while communicating with other
people. A friendly tone and relaxed body posture make one look approachable.
 Conciseness. This involves conveying a message in a few words. It is advisable to
avoid using words that may confuse the audience, and to keep peoples' attention.
It is crucial to make a person's skills stand out. This can be done by familiarizing oneself
with what others demand during communication.
 Self-awareness is one of the most important skills in professional
communication. It involves having an understanding of one's own personality
and behavior. Self-awareness helps a person understand how people perceive
them and anticipate the needs of others, and hence helps a person manage their
responses during a conversation.

Professional Communication Examples

The following are some professional communication examples:
 Written communication. Any written message exchanged between two or more people.
Reports, proposals, emails, letters, and memos are examples of written communication in a
professional setting. Written communication is generally considered more formal than other
types of communication.
 Oral communication. Communication with spoken words. For example, presentations,
staff meetings, business meetings, and interviews are all instances where oral
communication is used.
 Visual communication. Visual communication can be incorporated when conducting an
office presentation, making company social media posts, or presenting at a conference.
 Technology-based communication. In the 21st century, technology adoption has been
on the rise, including forms of communication. Some instances where technology is used in
making professional communication include conference calls, phone interviews, and video
calls.
The above-named examples of professional communication facilitate organizational
growth. They make communication easy despite potential distance between the parties
involved.
A. Pre-professional Transactions
 The following are the some of the most important pre-professional transactions: cover
letter, resumes, interviews, phones, etc.

Cover Letters
Generally, cover letters should tell employers why you're the best fit for your target job.
Write about your background and how it fits the job, show your personality, and explain
precisely what you can do for the employer and how.
Ever wondered why it's called a cover letter? Back when dinosaurs roamed the earth,
people submitted job applications on paper. The cover letter served as the actual cover page
for the resume.
Cover letter should have clear mention of your experience and skills related to job you
are bidding for. You should also mention why buyer should hire you supported with work
samples.
In summary, a resume is a summary of your work history, education, and skills
that you present to an employer as part of your job application. A cover letter is a
document that accompanies your resume and provides a more personalized
introduction to the employer.
A cover letter should be formatted like a business letter with these sections:
 Header with date and contact information.
 Salutation or greeting
 Opening paragraph
 Middle paragraph(s)
 Closing paragraph
 Letter ending and signature
The three main types of cover letters are the application cover letter, the prospecting
cover letter, and the networking cover letter. You may also send cover letter emails which are
an effective and increasingly common way to introduce your resume.

Application Letter
Also known as a cover letter, an application letter is a summary of your strongest
and most relevant skills and abilities that will be expanded in your resume or selection
criteria.
The purpose of a job application or résumé cover letter is to improve your
chances of being called for an interview , by convincing the reader that you would be the
best person for the job. If your letter is poorly written, the reader will not likely take the
time to look at your résumé.
How do I write an application letter for a job?
 Mention the job position you are applying for and where you found the information about
the job opening.
 Introduce yourself and highlight your skills and qualifications.
 State strongly why you would be right for the job.
 Use a polite tone throughout your letter.
 Conclude your letter.
 Proofread and assess your cover letter.

Writing a resume with no formal work experience means emphasizing other aspects of
your life that will showcase your skills and passions—like your education, and involvement in
activities like extracurricular or volunteering. Having dedicated sections for a summary and a
list of skills can round out your resume.

Application Letter Samples

Job Application for a New Graduate (Email Format)

Dear Sir,

I recently graduated in (mention the subject) from (mentions school). Now I am looking for a job
opportunity, and If you give me a chance to work, I will surely prove myself an excellent asset to
your company. I will be grateful if you can consider me for any suitable position. Thank you in
advance.

Sincerely Yours,

(signature)
(Your Name)

Job Application for a Fresh Graduate

Dear Sir/Madam,

I’m a fresh graduate of the (school name) and attaching my resume for the advertised post of
Resource Officer job.
Job Application for Fresh Graduates
I am looking forward to hearing from you soon.

Regards,

(signature)
Job Application for a Fresh Graduate without Job Experience

Dear Sir/Madam,

I am a fresh graduate from the School of Economics with a Bachelor’s degree in BSc Economics and
Finance, holding a CGPA of 3.56. I am fluent in English, local languages and adept at using Word,
Excel, PowerPoint, SPSS, and excellent communication skills.

Due to my exceptional grades, I was also able to earn a semi-merit-based scholarship during my
bachelor’s degree, which reflects the fact that I am a hard worker and a quick learner. Confidence,
composure, and a positive attitude are three essential features of my personality. I am keen to
contribute my knowledge, skills, abilities, and technical skills on the job. I believe that I will prove to
be a valuable asset to your company.

Regards,

(signature)
(Your Name)

Job Application for a Fresh Graduate with a Little Work Experience

Dear Sir/Madam,

As a hardworking student and keen learner, I wish to highlight my potential as I seek a professional
environment that allows me to learn and enhance my skills. Furthermore, I am eager to contribute
to my passion for hard work and meet new challenges with a proactive approach.

I graduated last year. After that, I have been an intern in a well-known company. I have been
participating in many extra-curricular activities during my studies. I strive to work with a team as I
have been practicing it during my participation in sports. After my studies, I stepped into
professional life. Having no experience was difficult at first, but now I can apply for a better position
such as your company. I am a physically fit and healthy person. I have no problem with working on
flexible hours as well.

A list of all my educational, extra-curricular, and professional achievements is attached to this letter.
I may have little working experience, but I am a swift learner and confident in my skill.

I am looking forward to meeting in person as it will better reflect my true potential.

Thanks

(signature)
Resume
A résumé, sometimes spelled resume (or alternatively resumé), is a document
created and used by a person to present their background, skills, and accomplishments.
Purposes of a resume include:
 Demonstrate why you are a good fit for an open role‍
 Make you stand out to employers.
 Help you land interviews.

An excellent resume has the power to open doors.

To stand out among other applicants, you need a resume that markets your
strengths and match for the job. A great resume grabs the attention of employers and
recruiters. It sells your strongest skills and accomplishments.
Including the most important parts of a resume is crucial to providing potential
employers with an in-depth outline of your qualifications, experience and education.
Commonly suggested parts are your contact information, resume profile or summary,
experience, education and skills.
For most candidates, a resume should be only one page. Be brief and concise with
anything you write on your resume. Customize your resume for the job you're applying for and
include only relevant experience. If you've done everything right, you shouldn't get past one
page.
One of the most important features of your resume to a potential employer is your
employment history. You want to show a track record of pertinent and reliable career
experience. It is certainly not necessary in most instances to list every job you have ever had.
The work experience section is one of the most important parts of a resume, and for
most candidates will make up the bulk of their resume's content. When listing work experience,
include the following information for each entry: Employer or company name. Location (city and
state).
Characteristics that make a good resume include but not limited to the following:
 Power words. Power words are action verbs that provide a brief and effective
context of your experience and the value you bring to an organization.
 Keywords.
  Relevant skills
 Confidence
 Clarity and quantitative units
 White space
 Free of errors
 Consistent information

Types of Resume Format

 Chronological Resume.
 Functional Resume.
 Combination Resume.
 Targeted Resume

1. A chronological resume is a list of your work history, starting with your most recent experience
and continuing to list jobs you've held in the past – in reverse chronological order.
The chronological resume follows a straightforward structure. The only thing to keep in mind
is that your current or most recent experience - be it professional or educational - comes first. The
second most recent will follow, and so on.
Here are the main and most popular sections for the chronological resume structure:
 Contact information
 Professional title and resume summary/objective
 Work experience and achievements
 Education section
 Your top soft/hard skills
 Include optional sections (languages, certificates, volunteer experience, etc)
If you’re a recent college graduate and want to build your resume in the chronological
structure format, you still can.
All you have to do is rearrange the order of your resume sections so that the education
resume section comes first.
Here, too, make sure that your education entries are listed from the most to least recent,
and you’re good to go!
In the majority of cases, the obvious choice is the chronological resume. It is common, it
highlights just the right sections, and job recruiters prefer it over the other formats.
 Nonetheless, this doesn’t mean you should just cross the other options off your list,
especially if your work experience doesn’t amount to much.

2. A functional resume places an emphasis on your skills rather than on jobs you have held in the
past.

Advantages include:
 Perfect for students or recent graduates, as it highlights your skills.
 Offers creative space for a varied portfolio

Disadvantages include:
 Difficult to pass through the ATS (Applicant Tracking System) that most companies use to
scan through countless resumes they receive daily.
 It conceals your experiences, however minor they might be.

3. A combination resume lists skills and qualifications first, followed by work history.
Essentially, a combination resume, aka a hybrid resume, combines 2 traditional
resume formats. It's a mix of the reverse-chronological resume and the functional resume
format. As in, it places equal emphasis both on your skills and work experience.
A combination resume is best suited for experienced professionals who have lots of
work experience but some gaps in their employment history, those looking to make a career
change, or those targeting very niche positions that rely equally heavily on work experience
and skills.
A combination résumé lists your skills and experience first, then employment history and
education. Highlights the skills you have that are relevant to the job and provides a reverse
chronological work history. Some employers prefer a reverse chronological order.

4. A targeted resume is written for a specific job opening. It highlights the skills and experience
relevant to that position. Each time you apply for a job, you should tailor the resume to
be more relevant to that specific position.
Resume Samples
A. Creative Chronological Resume Template

B. Modern Chronological Resume Template

C. Professional Chronological Resume Template

D. Functional-Chronological Resume Template

E. Combination Resume Template
Alex Lee
Scranton, Pennsylvania • (123) 456-7891 • [email protected]

Summary
A strategically-minded and hard-working sales associate with 2 years of experience
increasing sales and increasing brand awareness.

Skills
Sales and marketing skills include Tableau (intermediate level) • Excel (intermediate
level) • SalesForce Administration (entry-level) • Team player • Hardworking • Creative

Professional History
L&O Financial, Sales Associate
August 2016—Present

• Utilized SalesForce to help manage client accounts

• Learned and used various data analytics tools, including Excel and Tableau, to
provide data insights
• Worked collaboratively with other associates and managers to create new marketing
strategies

L&O Financial, Intern

June 2016—August 2016

• Trained on industry financial systems

• Assisted sales teams with day-to-day operations
• Learned skills in sales and developing client relationships
• Accepted as full-time Sales Associate following successful internship

Educational History
Pennsylvania State University
August 2012 – June 2016
B.A., Communications, 3.95 GPA

*Awards include: Magna Cum Laude, President’s Scholarship Award (2014, 2016),
Academic Honors (2012-2016)*

*Extracurriculars include: Debate Team Captain (2015), Student Government

Treasurer (2013-2014), Habitat for Humanity (2012-2016)*

Job Interview
A job interview is a conversation which occurs between a potential employer and
a job applicant. During the job interview, the employer has the opportunity to appraise
applicant's qualifications, appearance and general fitness for the job opening.
Communication skills interview questions are questions that an interviewer asks to test
the candidate's ability to communicate in various situations. These questions help them
understand how the person may function in a team setting and in meetings.
Most Common Job Interview Questions:
 Tell me something about yourself.
 How did you hear about this position?
 Why do you want to work here?
 Why did you decide to apply for this position?
 What is your greatest strength?
  What are your strengths and weaknesses?
 What do you know about this company/organization?

To introduce yourself professionally in an interview, start with a polite greeting, state

your full name, mention your educational background and relevant work experience, highlight
key skills and strengths, briefly share your career objective, and express gratitude for the
opportunity.
What is the purpose of an interview? The interviewer is looking for a few key things
when you interview for a job. Firstly, they want to get a feel for the individual and see if they
would be a good fit for the job. Secondly, interviewers will ask questions to test your skills and
see if you are a good fit for the job.
How to prepare for a job interview:
1. Reviewing the job description.
2. Thoroughly researching the company.
3. Thinking about what you will wear.
4. Planning your journey to the interview.
5. Preparing for questions you will be asked.
6. Preparing your own questions for the employer.
7. Following up with the employer.

Sample Job Interview Questions and Tips (on how to answer them)
1. Tell me about yourself!
This is a very common question to start the phone/f2f interview. In this question, the
recruiter wants to know about you and your experiences that are related to the position you're
interviewing for.
Besides sharing about your experiences, you can also share about your past
achievements related to the role you're applying for. It will help the recruiter to understand how
capable you are to fill up the position.
2. What are your strengths?
In this question, the recruiter wants to know about every skill that you can bring to the
table. Make sure to share every skill that you have that is related to the position you're applying
for. Don't forget to mention any past achievements as proof of your skill.
3. What is your weakness?
 This question is different than the other questions. In this question, the recruiter wants to
know more about how you answer the question rather than what your answer is.
Do not say you have no weakness. Be honest and tell the recruiter a genuine weakness
that is not directly related to the core skills required for the job. It will show the recruiter that
you're self-aware of your weaknesses. Don't forget to show the recruiter that you have a
willingness to learn and grow.
4. What do you know about our company?
In this question, the recruiter wants to know how much you did research about the
company before applying for the job. They want to know how passionate you are about joining
their company.
This is why you have to research the company before the interview. Learn about their
history, products or services, mission statement, values, recent news, and any notable
achievements. Tell them one or two points about the company that attracts you to join them.
Don't forget to show them a genuine enthusiasm about the company and its work. This
will show that you're genuinely interested in becoming a part of their team.

5. Why should we hire you?

This is almost the same as the second question about your strengths. Answer this
question by highlighting your skills, experiences, and achievements to show them that you're
the perfect candidate to fill the role they are looking for.
6. Why did you leave your last job?
In this question, the interviewers want to understand your career path, work values, and
how you handle workplace situations. This is a very tricky question to answer. Try to make your
answer in a positive light and avoid speaking negatively about your previous employer or
colleagues.
Focus your answer on your desire for professional growth and new challenges as the
reason for leaving. Explain that you were seeking opportunities that align better with your
career goals and aspirations.
7. Where do you see yourself in 5 years?
In this question, the interviewers want to know about your long-term career goal and
whether it aligns with the company. When answering this question, it's important to strike a
balance between demonstrating ambition and being realistic.
 Express your desire for personal and professional growth over the next five years.
Mention that you're excited to develop new skills, take on increased responsibilities, and
contribute to the success of the team and organization.
However, don't forget to align it with the reality of the position and the typical career
progression within the company. Don't forget to show them your commitment to growing with
the company and contributing to its success. This demonstrates that you're interested in a long-
term partnership.