Technical Writing

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5

Business Communications

5.1 Introduction

In addition to writing documents that are particular to your technical disci-

pline, you will have to prepare memos, nontechnical reports, agendas, meet-

ing minutes, business plans, resumés, cover letters, and so forth. Most of the

topics in this chapter are generic. For example, a good resumé follows the

same principles regardless of your profession. Your preparation of standard

business communications will be greatly enhanced, however, by under-

standing several ne points that are particular to the technical professional.

5.2 Resumés

The resumé is perhaps the most personal of business communications. Your

resumé and cover letter may be the two most important technical documents

that you will ever prepare. An excellent resumé and cover letter can unlock

a better job and increased earning potential.

I have reviewed hundreds of resumés for technology and business profes-

sionals as a project manager, technology executive, department chair, dean,

and college president. I can assure you that a great resumé does not guaran-

tee that you will get hired—you have to sell yourself during the interview

and afterward. While a great resumé may lead to an interview, a bad resumé

will surely preclude an interview.

Common elements of a resumé include (items in boldface type are essential)

1. Name

2. Contact information

3. Summary

4. Statement of Objective

88 Technical Writing: A Practical Guide for Engineers and Scientists

5. Experience

6. Education/Training

7. Licenses and Certications

8. Consulting

9. Hardware and software

10. Foreign languages

11. Security clearance

12. Military and other service

13. Awards and honors

14. Publications

15. Afliations

16. Interests

17. References

There are other possible areas to list in a resumé, particularly in highly

specialized professions, but the aforementioned elements are common. Of

course, if you have nothing to list under an area, omit the header—don’t list

the header followed by a blank line or “none.”

Resumés should be short. I prefer a resumé that ts on one side of a sheet

of paper, although for a long job history, that might be difcult to achieve.

Hiring managers tend to get turned off by resumés that span more than two

pages. You can always reduce the size of the resumé by deferring certain ele-

ments to separate attachments, for example, the lists of references, publica-

tions, hardware, and software. Let’s explore some hints for preparing each

element of a resumé.

5.2.1 Name

The main issue in listing your name is whether to be formal or informal.

There is a difference between “Fred Blog” and “Mr. Frederick J. Blog, III.”

Informality connotes approachability and modesty, but it also can imply

carelessness and laxity. Formality has the connotation of seriousness and

power, although it also suggests vanity and detachment.

Listing your name informally is more appropriate for certain jobs, for

example, Technical Support or Installer. The formal version is more appro-

priate for a senior management position. When in doubt, or if the decision

could go either way, I would opt for the formal name without a salutation: for

example, “Frederick J. Blog, III.”

I list my credentials next to my name (see my resumé in Section 5.2.21).

You should list your credentials too if they are important to the job under

consideration.