COMMERCIAL PORTFOLIO UNIT 4 AUTHOR: LUCÍA RUIZ LÓPEZ 11TH ACCOUNTING KEY #10
unit content
Index
Unit Content .............................................................................................................. 2 Pictionary! .................................................................................................................. 4 Summary of Topics ................................................................................................... 7 EMPLOYMENT CORRESPONDANCE .................................................................. 7 1.
The Resume ............................................................................................. 7
2.
Letters of Spplication ...........................................................................10
3.
Follow-Up Letters...................................................................................15
4.
Letters of Reference and Recommendation ................................16
5.
Declining a Job Offer ..........................................................................18
6.
Rejecting a Job Applicant .................................................................19
7.
Letters of Resignation ..........................................................................20
8.
Letters of Introduction .........................................................................21
BUSINESS REPORTS AND PROPOSALS..............................................................22 9.
Reports ....................................................................................................22
10. Proposals ....................................................................................................24 Partial Exam.............................................................................................................27 Appendix .................................................................................................................30
Pictionary! Word Affiliation
Definition Association, relationship
Erratic
Inconsistent, unstable
Extracurricular
Non-schoolrelated
Personnel
Group of My sales employed personnel is people hired to control all the processes involved in selling the merchandise. Possible I think that Ms. Ruiz is a prospective to the CEO position.
Prospective
Example The affiliation the company recently made with other suppliers has increase the demand of all the products. The economic situation of some companies goes erratic after a certain period of time. Subject managers to extracurricular activities is good.
Image
Sporadic
Occasional, infrequent
Trendy
Very fashionable
Vouch
To verify, to We give guarantee vouches to our customers, in order to maintain the evidence of the payments.
Chronological
Listed in the Whenever you order of do a report, it is occurrence important that your facts will be in chronological order. To break In an informal down into a report, it is list often a good idea to itemize your data.
Itemize
Recur
A claim in this company is sporadic, since a lot of our customers are well satisfied with our services and products. The coffee market trendy is below the customers’ expectations.
To happen Reports are again sometimes scheduled, when the situation recurs.
Scope
Extent, range
A formal report must include a scope, which includes what the report does and does not include.
Synopsis
Summary
Whenever you cannot decide what movie to see, you may watch a synopsis.
Verify
To confirm, You must cite to prove your sources, in order to verify the content of your report.
Vital
Necessary for life
Volatile
Prone sudden change
Voluminous
Large
Some theories of the managers conclude that businesses are vital for human life. to Businesses are volatile since they can suddenly change. This month, the purchasing department represented a voluminous percentage of expenses for the company.
Summary of topics! Employment correspondance 1. the resume It is also called data sheet or vita. The resume is an OUTLINE of generally one page long, that includes all you can offer as a new employer, it present the qualifications, background, and experiences in a way that will convince a business person to grant you an interview. It must be PRINTED and have an overall NEAT appearance. Additionally, it must be ACCURATE and COMPLETE, and it should consist on FACTS. The principal headings used in a resume are: EMPLOYMENT OBJECTIVE: It is a clearly defined job goal that creates a favorable impression.
EDUCATION: It is a list in reverse chronological order, the schools you have attended.
WORK EXPERIENCE: The most recent jobs are first, it must include the position or title, employer’s name, dates of employment and description of the position responsibilities.
EXTRACURRICULAR ACTIVIES AND SPECIAL SKILLS: List any facts that don’t fit under education or work experience, but that demonstrate your value to an employer.
PERSONAL DATA: There are essential FACTS, such as any licenses or certifications.
REFERENCES: It is the last section of the resume, it is a list of those people willing to vouch for the applicant ability and experience. Note: The applicant must ask permission of each individual before list anyone as a reference.
2. Letters of application Its main purpose is to sell your qualifications, attract an employer’s attention and persuade her to grant you an interview. It serves as a COVER LETTER of the resume. Basically, it is a sample of your job, which demonstrate your skills and personality. A complete application should contain both a letter of application and a resume. 1. Start by attracting attention, mention for which position you are applying and how you heard about it. Or, mention why you are interested in the particular company. 2. Describe your qualifications, explain how your achievements suit for the job. 3. Assure the employer that you are the person for the job. 4. Conclude by requesting an interview. Make it easy to contact you by including cellphone and best hours to reach you. The two main types of letters of application are:
Solicited Letter It is sent in response to a help-wanted ad. Therefore, it must refer to the ad and the specific advertised job.
Unsolicited Letter It is sent to a company for which you would like to work, even though you know of no particular opening. You can personally define the position you would like to apply for. Also, it is a good idea to find out the name of a specific person to whom you can send the letter.
27 Calle 12-69, Zone 16 01016 Guatemala October 16, 2014
Mr. Luis Quintanilla Cervecería Centro America, S. A. 12 Avenida 19-01, Zone 14 01014 Guatemala Dear Mr. Quintanilla: This month, I completed an Accounting three-year high school career from Colegio Sagrado Corazón de Jesús. My business teacher, Mrs. Ana Lucía Pérez, suggested I apply to you for a position as an Administrative Assistant. I have always admired your working conditions and good stability as an International company. Working as a receptionist in a spa, together with the 200 hours as a trainer student in El Banco de Guatemala, gave the opportunity to develop my leadership abilities, in order to deal with my responsibilities. Additionally, it enforced me to take advantage of my proactivity and proven administrative skills. I would appreciate your giving me the opportunity to discuss my qualifications in person. Please feel free to call me during business hours from Monday through Friday at (502) 3033-9853. Sincerely yours,
Lucía Ruiz Enc.
20 Calle 19-01, Zone 10 01010 Guatemala November 22, 2014
Ms. Rocío Díaz Almacenes Siman, S. A. 12 Avenida 23-98, Zone 14 01014 Guatemala Dear Ms. Díaz: I recently saw your available position for a Junior Accountant, which you advertised in Prensa Libre on Friday, November 19, 2014. I have served as a receptionist in a spa, together with the 200 hours as a trainee student in El Banco de Guatemala, reasons why I consider that my abilities are suitable for the job. Additionally, some of my responsibilities included the usual typing and filing of documents, creation and revision of accounting books and financial statements, and cash count. Essentially, I did everything I could to make my tasks in a responsible, organized and effective way. Furthermore, I am currently studying a Bachelor’s Degree in Auditing in Universidad Francisco Marroquín. Therefore, I am familiar with the accounting subject, as well as in the administrative and legal field. I would appreciate your giving me the opportunity to discuss my qualifications inn person. Please feel free to call me during business hours from Monday through Friday at (502) 3033-9810. Sincerely yours,
Lucía Ruiz Enc.
3. follow-up Letters It should be courteous and brief. Its main purpose is to THANK the employer for the interview and restate your interest in the job. Because of in this times is not so common to send one letter of this type, it can be used to give you distinction.
4. Letters of reference and recommendation A RECOMMENDATION is an endorsement and persuasive. It must contain a concluding statement recommending the applicant for the particular position. A REFERENCE is a simply report, and verifies facts. Both letters should include: 1. A statement of the letter’s purpose 2. An account of the duties performed by the applicant or of the applicant’s general qualifications.
5. declining a job offer Whenever you find yourself in the fortunate position of choosing from several jobs, or you may be offered a job that not meet your needs or expectations, you should send a CORTEOUS AND DISCREET letter declining the job. By doing so, you will preserve a valuable business contact.
6. rejecting a job applicant Sometimes, companies send personal letters explaining specific reasons for an applicant’s rejection. But a FORM LETTER is more often used to reject unsuccessful candidates.
7. Letters of resignation Putting the resignation in writing is advisable to avoid misunderstandings. Resignations must convey a negative message as positively as possible. 1. State that the letter is your resignation by mentioning the date on which you would like to leave. 2. Express appreciation for your old job. 3. Offer assistance with any work you will be leaving undone, in order to help your successor.
8. Letters of introduction These are written when a person you know would like to stablish a business relationship with another person you also know, and they have never met. This letter explains three points: 1. The relationship between you and the person “being introduced� 2. Your reason for introducing one to each other 3. What you would like the reader to do for him.
Business reports and proposals 9. reports The main 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 operation, this data is often meant to influence decisions. Reports must also be CLEAR, CONCISE and READABLE. The format of a report varies. It can be brief and informal when they are for in-house usage. While formal ones are intended for national public distribution. The frequency of a report also varies. Some are unique, and submitted one time only as a result of a special project or circumstance. Others, are scheduled to be submitted routinely on a preprinted form. The style of a report depends upon the audience. An informal report can be worded personally (I, we, us) if it will be read by close associates. A formal report must be impersonal and expressed entirely in the third person. The type of reports is determined by how the facts are presented and whether the facts are interpreted: A Record Report only states facts, describing the status of a company or a division of a company at a particular point in time. A Progress Report states facts, tracing developments that have occurred over a period of time. A Statistical Report presents numerical data, usually in the form of charts or tables. An Investigative Report is based on a study or investigation of a particular situation. It presents the accumulated data and its analysis. A Recommendation Report is an investigative report, plus specific recommendations based on the information provided. Additionally, there are three important rules to keep in mind when preparing any business report: 1. CITE YOUR SOURCES. Always let the reader know where you got the information. 2. DATE YOUR REPORT. Your information could become outdated very quickly. 3. Always keep a copy of a report for your own reference.
Informal Reports Is the most common in business and prepared quickly. It is usually short, with five pages or fewer. Since it is mainly for in-house communication, it is generally written in the form of a memo. And whenever it is sent outside of the company, it may be written as a letter. The phases for writing an informal report are: -
Define your purpose, in order to understand the precise reason for writing your report. Arrange your facts in a logical sequence that can be easily followed. Write your data in three paragraphs: 1. Present the main idea clearly and concisely. 2. Develop the main point with supporting details and information. 3. State an objective conclusion. Recommendations are sometimes included.
Formal Reports It requires more extensive information, and is presented in a more stylized format. The format report consists of the following parts: -
-
-
-
Tittle Page: This page will include the title of the report, date, the name of the person who prepared it and the name of the person for whom it was prepared. Table of Contents: It consists of a list of all the headings and subheadings in the report and the number of pages on which each section begins. Introduction: It includes the purpose of your report (what the report demonstrates) and the scope of the report (what the report does and does not include) Summary: Is a concise statement of the main points covered in the report. It is somehow a courtesy. Body: This is the essence of your report. It is an organized presentation of the date you have collected. Conclusion: This is an objective statement of what the report has demonstrated. Recommendations: These should be made on the basis of the facts included in the report. Appendix: Supplementary information that is considered essential to support the data. Bibliography: A list of references used to consult the information cited.
10. Proposals A proposal is a presentation of an idea. Its purpose is to PERSUADE. Therefore, a proposal contains more than facts and information, several reasons for accepting the idea. Proposals are required in a variety of situations. For example, you may want to: -
-
Suggest an idea to your employer to change a company procedure, hire and additional employee or purchase new equipment. Recommend an idea or project to a committee. Solicit financial backing from investors for a new business. Solicit a contract from a potential customer or client.
The information included and the format you choose for your proposal will vary with the purpose of it. Nevertheless, all proposals must: 1. DEFINE YOUR IDEA: You must state CLEARLY your actual idea and define its purpose, as well as its scope and limitations. 2. BE PERSUASIVE: Offer specific reasons for your idea, including the benefits to be gained from it. Present these reasons logically, not just as a list. 3. ANTICIPATE OBJECTIONS: Provide answers to questions or doubts before they occur. 4. EXPLAIN HOW TO PROCEED: What must be done to implement your idea? What would you like your reader to do? A brief proposal will contain: -
Title: This identifies your idea clearly. Nevertheless, it should be short. Headings: Divide your persuasive argument into subtitled sections.
A long proposal may also include: -
-
Summary: It is a synopsis of your idea and main supporting points. Appendices: It may include resumes of the people involved in the project, tables and charts, and other information that will complete your persuasive argument. It can be attached at the end. Cover: It should be bound in a plastic or cardboard cover.
You must consider the TONE of your proposal. If you want your reader to act quickly, you must communicate a sense of urgency. If you want your argument to be based on the logic of your ideas, support it by the information and add your own enthusiasm.
partial exam
27 Calle 12-69, Zone 14 01014 Guatemala September 24, 2014
Mr. Jose Rivera National Imports and Exports Company 12 Avenida 19-01, Zone 15 01015 Guatemala Dear Mr. Rivera: This month, I completed a Bilingual Administrative high school career from Colegio Sagrado Corazón de Jesús. I recently saw your available position for the management assistant of the financial director of the company, which you advertised in the New York Times on September 20, 2014. Although I do not have the three years of experience required, I am willing to receive additional courses to improve. Additionally, I consider that my organizational and leadership skills, joined with my efficiency to complete all my duties, are highly suitable for the position. Also, I am willing to travel abroad whenever is needed. I would appreciate your giving me the opportunity to discuss my qualifications in person. Please feel to call me during business hours from Monday through Friday at (502) 3014-4310.
Sincerely yours,
Lucía Ruiz
Enc.
Appendix The most important for your personal career are the letters you write to apply for a job. Your resume can help you get the job of your choice if it is well planned and written. If you are looking for some good tips in order to write a distinctive resume here is some help: https://www.asme.org/careereducation/articles/job-hunting/6-tips-for-writing-an-effective-resume Additionally, your letter of application main purpose is to attract an employer’s attention and persuade her to grant you an interview. This letter serves as the cover letter of your resume, which will actually be the first impression an employee will get of you. Here are 12 effective steps to write a nice letter of application and a tutorial: http://www.wikihow.com/Write-a-Letter-of-Application-for-a-Job https://www.youtube.com/watch?v=Q4XCn4VLfM8 Another important topic is the social responsibilities companies have, because working in a company which considers the environment and good stability for the society is also working in the development of your country. In the following link you will see the worldwide top 50 of companies with social responsibility, and in the video a brief explanation: http://www.macleans.ca/canada-top-50-socially-responsiblecorporations-2013/ https://www.youtube.com/watch?v=yzvy5IgqTv
Colegio Sagrado Coraz贸n de Jes煤s 27 Calle 12-69, Ciudad de Guatemala www.colegioscj.edu.gt