Job materials

Designing Documents, Writing
Correspondence, Writing Job Materials

ENG 3302

Chapter 11. Designing Documents and Web Sites ©
2012 by Bedford/St. Martin's

Table of Contents
Topic Slides
Document Design 3-39
Writing Correspondence 40-56
Writing Job Materials 57-83


Document and Web design has five goals:

• to make a good impression on readers
• to help readers understand the structure and
hierarchy of the information
• to help readers find the information they need
• to help readers understand the information
• to help readers remember the information

Chapter 11. Designing Documents and Web Sites © 2012 by Bedford/St. Martin's 3

There are four principles of design:

• proximity
• alignment
• repetition
• contrast


Proximity organizes this image:

Source: U.S. Department of State, 2011
<http://future.state.gov>.


Alignment organizes this image:

Source: Carnegie Science Center, n.d.


Repetition organizes this image:

Source: Myers, 2007, p. 362.


Contrast clarifies this image:

Source: Lambert Coffin, 2010 <www.lambertcoffin.com/index.php?sid=2>.


To plan a design, take these two steps:

• Analyze your audience and purpose.
• Determine your resources.


For multicultural readers,
consider four cultural preferences:

• paper size
• typeface preferences
• color preferences
• text direction


Determine your resources:

• Time. What is your schedule?
• Money. Can you afford professional
designers, print shops, and Web developers?
• Equipment. Do you have graphics software,
desktop-publishing programs, and a printer?


Consider these four elements
when designing documents:

• size (page size and page count)
• paper
• bindings
• accessing aids


Select one of four
common types of binding:

• loose-leaf binders
• ring or spiral binders
• saddle binding
• perfect binding


Consider using six typical accessing aids:

• icons
• color
• dividers and tabs
• cross-reference tables
• headers and footers
• page numbering


Understand how learning
theory relates to page design:

• chunking
• queuing
• filtering


Use two elements
to create your page layout:

• page grids
• white space


Margins have four purposes:

• to limit the amount of information on the page,
making the document easier to read and use
• to provide space for binding and allow readers
to hold the page without covering up the text
• to provide a neat frame around the type
• to provide space for marginal glosses


A document bound like a book
has these margins:


A multicolumn design
offers three advantages:

• Text is easier to read because the lines are
shorter.
• Columns allow you to fit more information on
the page.
• Columns let you use the principle of repetition
to create a visual pattern.


Typography includes seven topics:

• typefaces
• type families
• case
• type size
• line length
• line spacing
• justification


Different typefaces
make different impressions:
This paragraph is typed in Monotype Corsiva typeface. You are unlikely
to see this style of font in a technical document because it is too ornate
and too hard to read.

This paragraph is Times Roman, an effective typeface for text
in the body of technical documents.

This paragraph is Tahoma, which has a modern, high-
tech look. It is best suited for headings and titles in
technical documents.


Two main categories of typefaces
are serif and sans serif:

N N
serif sans serif


A type family includes many variations:
Some of the members of the Helvetica family:
Helvetica
Helvetica Bold
Helvetica Bold Italic
Helvetica Narrow
Helvetica Narrow Bold
Helvetica Narrow Bold Italic


Case affects readability:
Lowercase letters are easier to read:

Individual variations are greater in lowercase words
THAN THEY ARE IN UPPERCASE WORDS.


Different functions
call for different type sizes:

footnotes 8- or 9-point type
body text 10-, 11-, or 12-point type
headings 2 to 4 points larger than body text
indexes 2 points smaller than body text
titles 18 or 24 points
slides 24- to 36-point type


Use line spacing carefully
when designing headings:
Summary

In this example, the writer has skipped a line between
the heading and the text that follows it.

Summary
In this example, the writer has not skipped a line. The
heading stands out, but not as emphatically.

Summary. This run-in style makes the heading stand
out the least.


Use other design features
for clarity and emphasis:

• rules
• boxes
• screens
• marginal glosses
• pull quotes


These six principles will help you
design effective Web sites and pages:

• Create informative headers and footers.
• Help readers navigate the site.
• Include extra features readers might need.
• Help readers connect with others.
• Design for readers with disabilities.
• Design for multicultural readers.


Follow these five guidelines for
making your site easy to navigate:
• Include a site map or index.
• Use a table of contents at the top of long
pages.
• Help readers get back to the top of long
pages.
• Include a link to the home page on every
page.
• Include textual navigational links at the bottom
of the page.

This is a typical site map:

Source: National Institutes of Health, 2010 <www.genome.gov/sitemap.cfm>.


This is a typical table of contents:

Source: U.S. Copyright Office, 2010 <www.copyright.gov/help/faq>.


Include extra features
your readers might need:

• an FAQ
• a search page or engine
• resource links
• a printable version of your site
• a text-only version of your site


Consider these three types of disabilities:

• vision impairment
• hearing impairment
• mobility impairment


Follow these three suggestions
when designing for multicultural audiences:

• Use common words and short sentences and
paragraphs.
• Avoid idioms, both verbal and visual, that
might be confusing.
• If a large percentage of your readers speak a
language other than English, consider creating
a version of your site in that language.


Follow these four guidelines
for designing a simple site:

• Use simple backgrounds.
• Use conservative color combinations to
increase text legibility.
• Avoid decorative graphics.
• Use thumbnail graphics.


to make text easy to read:

• Keep the text short.
• Chunk information.
• Make the text as simple as possible.


to write clear, informative links:

• Structure your sentences as if there were no
links in your text.
• Indicate what information the linked page
contains.
• Use standard colors for text links.


This is an effective page design:

Source: Gorzalka, 2011 <http://clearideaz.com>.


This is an effective page design:

Source: Tumblr, 2011 <www.tumblr.com/about>.


Writing Correspondence


The process of writing
correspondence includes eight steps:
• Analyze your audience.
• Analyze your purpose.
• Gather information about your subject.
• Choose a type of correspondence.
• Draft the correspondence.
• Format the correspondence.
• Revise, edit, and proofread the
correspondence.
• Send the correspondence.

Chapter 14. Writing Correspondence © 2012 by Bedford/St. 41
Martin's

Select the appropriate application:
• Letters are the most formal and most
appropriate for communicating with people
outside your organization.
• Memos are moderately formal and appropriate
for people in your organization.
• E-mail is best for quick, relatively informal
communication.
• Microblog posts (Twitter tweets, Facebook
status updates) can be useful for informal
questions or statements addressed to a group.

Martin's

Use these five principles
to present yourself effectively:

• Use the appropriate level of formality.
• Communicate correctly.
• Project the “you attitude.”
• Avoid correspondence clichés.
• Communicate honestly.

Martin's

Most letters include six elements:

• heading
• inside address
• salutation
• body
• complimentary close
• signature

Martin's

Some letters include additional elements:

• attention line
• subject line
• header for second and subsequent pages
• enclosure line
• copy line

Martin's

Most letters use one of two formats:

• modified block
• full block

Martin's

Four types of letters are common:

• inquiry
• response to inquiry
• claim
• adjustment

Martin's

Use this strategy when
writing an inquiry letter:
• Explain who you are and why you are writing.
• Make your questions precise and clear.
• Indicate your schedule.
• Politely request a response.
• Offer something in return.
• Always write a thank-you note to the person
who has responded to your inquiry letter.

Martin's

responding to an inquiry letter:

• Answer the questions if you can.
• If you cannot answer the questions, explain the
reasons and offer to assist with other requests.
• Include additional information, if appropriate.

Martin's

Use this strategy
when writing a claim letter:

• Use a professional tone.
• Clearly identify the product or service you are
writing about.
• Explain the problem and include persuasive
details.
• Propose a solution.

Martin's

writing a bad-news adjustment letter:

• Meet the customer on neutral ground.
• Summarize the facts as you see them.
• Explain why you are unable to fulfill the
request.
• Create goodwill.

Martin's

Use these five elements
to organize most memos:

• a specific subject line
• a clear statement of purpose
• a brief summary
• informative headings
• a prominent recommendation

Martin's

Follow these eight netiquette
guidelines when writing e-mail:

• Stick to business.
• Don’t waste bandwidth.
• Use appropriate formality.
• Write correctly.
• Don’t flame.

Martin's

Follow these eight netiquette
guidelines when writing e-mail (cont.):

• Make your message easy on the eyes.
• Don’t forward a message to an online
discussion forum without the writer’s
permission.
• Don’t send a message unless you have
something to say.

Martin's

Remember three things
when writing microblogs:
• You are creating an archived communication
that reflects on you and your organization.
• Anything you write is subject to the same laws
and regulations that pertain to all other kinds of
documents.
• The best way to understand your responsibilities
is to study your organization’s guidelines.

Chapter 14. Writing Correspondence © 2012 by Bedford/St. Martin's 15

Consider three factors when
writing to intercultural readers:

• the cultural practices of your readers
• the language use and tone preferred by your
readers
• the application choice and use preferred by
your readers

Martin's

Writing Job Materials


The process for preparing job-application
materials includes seven steps:

• Plan the job search.
• Decide how to look for a position.
• Learn as much as you can about the organizations to
which you will apply.
• Draft the résumé and application letter.
• Revise, edit, and proofread the résumé and letter.
• Prepare for job interviews.
• Write appropriate follow-up letters.

Chapter 15. Writing Job-Application Materials © 2012 by Bedford/St. Martin's 58

In planning a job search,
carry out these four tasks:

• Do a self-inventory.
• Learn about the employers.
• Prepare a résumé and job-application letter.
• Prepare a portfolio.


You can look for a job eight ways:
• through a college or university placement office
• through a professional placement bureau
• through a published job ad
• through an organization's Web site
• through a job board on the Internet
• through your connections on social media
• through personal connections
• through an unsolicited letter to an organization


Ask these four questions
before posting to a job board:

• Who has access to your résumé?
• How will you know if an employer requests
your résumé?
• Can your current employer see your résumé?
• Can you update your résumé at no cost?


Assume that employers will search the
Internet while screening job applicants:
• Periodically check Internet content about
yourself.
• Use accounts on social-media sites to make a
good first impression.
• Create a profile tailored to the type of job you
seek.
• Project a professional persona.
• Follow through with what you say you will do.
• Help others make career connections.

There are three reasons
to write your own résumé:

• You know yourself better than anyone else
does.
• Employment officers know the style of the
local agencies.
• If you write your own résumé, you will be
more likely to adapt it to different situations.


An attractive résumé
has four characteristics:

• generous margins
• clear type
• balanced appearance
• clear organization


The résumé must meet three standards:

• It must provide clear, specific information,
without generalizations or self-congratulation.
• It must be free of errors.
• It must be honest.


A chronological résumé has six elements:

• identifying information
• objectives or summary of qualifications
• education
• employment history
• interests and activities
• references


when drafting a statement of objectives:

• State only the goals or duties explicitly
mentioned, or clearly implied, in the job
advertisement.
• Focus on the reader’s needs, not on your
goals.
• Be specific.


Include these five elements
in the education section:

• the degree
• the institution
• the location of the institution
• the date of graduation
• information about other schools you attended


Follow these four guidelines
when elaborating on your education:

• List your grade-point average.
• Compile a list of courses.
• Describe a special accomplishment.
• List honors and awards you received.


Present these details
about your employment history:

• skills
• equipment
• money
• documents
• personnel
• clients


Include information about
your interests and activities:

• participation in community-service
organizations
• hobbies related to your career
• sports, especially those that might be socially
useful in your professional career
• university-sanctioned activities


when providing references:

• Decide whether and how you want to present
the references.
• Choose your references carefully.
• Give the potential reference an opportunity to
decline gracefully.


Some résumés
contain additional information:

• computer skills
• military experience
• language ability
• willingness to relocate


A skills résumé includes seven sections:
• identifying information
• objective or summary of qualifications
• skills
• education
• employment history
• interests and activities
• references


Electronic résumés can take four forms:

• a formatted résumé attached to an e-mail
message
• a text résumé
• a scannable résumé—one that will be
scanned into an organization's database
• a Web-based résumé


Follow these three guidelines
when preparing a text résumé:

• Use ASCII text only.
• Left-align the information.
• Send yourself a test version of the résumé.


Follow these seven guidelines
when preparing a scannable résumé:

• Use a good-quality laser printer.
• Use white paper.
• Do not fold the résumé.
• Use a simple sans-serif typeface.
• Use a single-column format.
• Use wide margins.
• Use the space bar instead of the tab key.

Follow two principles when
drafting a job-application letter:

• Selectivity. Select two or three points of
greatest interest to the potential employer.
• Development. Develop those points into
paragraphs emphasizing results.


The introductory paragraph
has four functions:

• It identifies your source of information.
• It identifies the position you are interested in.
• It states that you wish to be considered for the
position.
• It forecasts the rest of the letter.


The concluding paragraph
includes three elements:

• a reference to your résumé
• a polite but confident request for an interview
• your phone number and e-mail address


Follow these six guidelines
when preparing for a job interview:
• Study job interviews.
• Study the organization to which you applied.
• Think about what you can offer the
organization.
• Study lists of common interview questions.
• Compile a list of questions you wish to ask.
• Rehearse the interview.


Consider these seven
questions before a job interview:

• When should you arrive for the interview?
• What should you wear?
• How do interviewers interpret your body language?
• What questions are you likely to be asked?
• How long should your answers be?
• How do you know when the interviewer wishes to end
the interview?
• How can you get the interviewer’s contact information
to write a follow-up letter?


Write one of these four follow-up
letters or e-mails after the interview:

• letter of appreciation after an interview
• letter accepting a job offer
• letter rejecting a job offer
• letter acknowledging a rejection


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