COMMERCIAL PORTFOLIO
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Jenifer Andrea Garrido Barahona 5th Bilingual
Index Cover Unit Business Reports and Proposals Pictionary Reports Informal Report Formal Report Proposals Employment Correspondence Pictionary Resume Letters of Application Follow-Up Letter Letters of Reference and Recommendation Declining a Job Offer Rejecting a Job Applicant Letters of Resignation Letters of Introduction Practice Letters Applicant letter Reference letter Letter of resignation Informal Report Partial Test
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Business Reports and Proposals Â
Pictionary
• Listed in the order of occurrence.
• To break down into a list.
• To happen again.
Chronological
Itemize
Recur
• Extent, range.
• Summary
• To confirm, to prove.
Scope
Synopsis
Verify
• Necessary for life.
• Prone to sudden change.
• Large.
Vital
Volatile
Voluminous
Reports The purpose of a business report is to communicate essential information in an organized, useful format. A well-prepared business report provides COMPLETE, ACCURATE information about an aspect of a company’s operations. It may be used in determining changes, improvements, or solutions to problems. Therefore, Reports must also be: • Clear • Concise • Readable The format of a business report may vary. Brief, informal Reports are intended for in-house use, while formal reports are intended for national public Distribution. Some reports consist entirely of prose; others consist of statistics. Still other reports may employ a combination of prose, tables, charts, and graphs. There are three important rules to keep in mind when preparing any business report: 1. Cite your sources. Always let your reader know where your information comes form so that it may be verified. 2. Date your report. Business s volatile; facts and situations change daily, if not hourly. Your information could become outdated very quickly. 3. Always keep a copy of your report for your own reference.
Informal Reports The informal report is the most common form of business report. It is usually short, five pages or fewer. It is generally written in the form of a memo or a variation of a memo. Sometimes, if it is sent to someone out-side the company, an informal report may be written as a letter. The tone style of an informal report varies according to the subject and audience. But whether Friendly or impersonal, a report must always be worded with courtesy and tact. Informal reports must often be prepared quickly, requiring information to be gathered more casually and unscientifically than for a formal report. • First Paragraph: Present the main idea clearly and concisely. • Middle Paragraphs: Develop the main point with supporting details and information. • Final Paragraph: State an objetive conclusion. If called for, your own comments and recommendations may be included at the end.
Letter
Memo Â
Formal Report A formal report is not only longer, but also more through than an informal report. It requires more extensive information gathering and is presented in a more stylized format. It is always presented objectively and relies on extensive details for documentation. The formal report consists of the following parts:
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Title page: This page will include the title of the report,, the name of the person who prepared the report, the name of the person for whom it was prepared, and the date on which it was completed.
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Table of contents; This page will be outlined in advance, but it is printed last. It consists of a list of all te headings and subheadings in the report and the number of the pages on which each section.
•
Introduction: Unlike the introduction to a school research paper, this Section is not an opening statement leading into your main topic. It specific three items: o The purpose of your report. o The scope of you report . o The method by which you gathered your information.
•
Summary: This Section is a concise statement of the main points covered in the report. Think of it as a courtesy for the busy executive who will not have enough time to read your entire report.
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Body: This is the essence of your report. It is the organized presentation of the data you have collected.
•
Conclusion: This is an objective statement of what the information in the report has demonstrated.
•
Recommendations: If required, these should be made on the basis of the facts included in the report. They should flow logically from the objective conclusion.
•
Appendix: This Section consists of supplementary information that does not fit into the body of the report but which is essential to support the data.
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Bibliography: A list of references used in preparing the report is required whenever printed material has been consulted.
Proposals A proposal is a sales pitch for an idea. Its purpose is to persuade someone to accept your idea and put it into action. Proposals are required in a variety of situations. • Suggest an idea to your employer to change a company procedure, hire an additional employee, purchase new equipment, and so on. • Recommend an idea or project to a committee or board. • Apply for a grant to fund a project. In any case all proposals must: 1. Define the idea. 2. Be persuasive. 3. Anticipate objections. 4. Explain how to proceed.
Employment Correspondence
Pictionary
• Association, relationship.
• Inconsistent, unstable.
• Non-schoolrelated.
Affiliation
Erratic
Extracurri cular
• Group of employed people.
• Possible.
Personnel
Prospecti ve
• Occasional, infrequent.
Sporadic
• Very fashionable.
• To verify, to guarantee.
Trendy
Vouch
Resume The resume is sometimes called a data sheet or vita. It is an OUTLINE of all you have to offer a new employer, also it presents your qualifications, background, and experience in a way that will convince a business person to grant you an interview. The resume with its cover letter, is the first impression and also it must look PROFESSIONAL. Also a resume must be printed on business-size bond. It is important that the information of the resume must be accurate and complete. It is preferable to keep a resume to one page. Something important, do not offer reasons for leaving previous jobs, also do not make critical comments about a previous employer, and do not lie. Some recommended headings are: • • • • • • • •
Employment (or Career) Objective. Education and/or Training. Awards and Honors. Work Experience. Related or Extracurricular Activities. Special Skills. Personal Data. References.
Letters of Application The purpose of this letter is to attract an employer’s attention and persuade her to grant you an interview. The application letter serves as the cover letter of the resume. It is also an opportunity to demostrate your skills and personality. There are two types of application letter: • Solicited letter: It sent in response to a help-wanted ad. Because this letter will compete with many others, it must be composed with distinction. • Unsolicited letter: It is sent to a company for which you would like to work even though you know of no particular opening. The advantage of this type of application is that there will be little competition. The letter should demostrate that you know both yourself and the company. A letter of application must communicate you ambition and enthusiasm. A complete application should contain both a letter of application and a resume. Do not include copies of your letter of reference or of you school transcripts.
Follow-Up Letter Nowadays few people send a follow-up letter after an interview. For this reason alone, it can be highly effective. A follow-up letter should be courteous and Brief. It should merely thank the employer for the interview and restate your interest in the job.
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Letters of Reference and Recommendation The difference between a reference and recommendation is very slim. A recommendation letter is an endorsement while a reference is simply a report. A recommendation letter is persuasive while a reference letter verifies facts. Both types of letter should include: 1. A statement of the letter’s purpose. 2. An account of the duties perfomed by the applicant or of the applicant’s general qualifications. It is important to keep in mind before write a reference or recommendation letter, be sure that the company has no policy forbidding them so you can avoid possible lawsuits or complaints.
Letter of Reference
Letter of Recommendation
Declining a Job Offer This letter is sending when you need to choose one of the job offers that you have. So you should send a courteous, discreet letter declining a job. Distribution of the information: • First Paragraph: You need to give thanks for the time that the employer take to have an interview with you. • Second Paragraph: You decline the job offer and you do not give more explation. • Third Paragraphs: In this paragraphs you will expect that the company understand the why you decline the job offer and you say goodbye.
Rejecting a Job Applicant When the search for a new employee has been properly conducted, there will be one successful candidate but several unsuccessful candidates. A personal letter explaining specific reasons for an applicant’s rejection is profesional and preferable, but a form letter is more often used to reject, in general terms, all the unsuccessful candidates.
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Letters of Resignation Resignations must convey a negative message as positively as possible. You may be delighted to be leaving or feel hostile toward your former boss, but your letter of resignation should express regrets, not anger. Be sure to: 1. State that the letter is your resignation, mentioning the date on which you would like to leave. 2. Express appreciation for your old job and/or regret at leaving. 3. Offer assistance with any work that you will be leaving undone or with helping the person who will replace you. You may mention a reason for leaving, such as an opportunity for advancement, but doing so is optional. Remember, leaving a job on good terms is in your best interest.
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Letter of Introduction They are written when a person you know would like to establish a business relationship with another person whom you also know and the two businesspeople have never met. The letter of introduction you write explains three points: 1. The relationship between you and the person being “introduced”. 2. Your reason for introducing him to your reader. 3. What you (or he) would like the reader to do for him. The letter of introduction is a combination of request and reference. It should be worded with courtesy.
Practice Letters Â
Application Letter
Reference Letter
Resignation Letter
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Informal Report
Resume
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Partial Exam