ENG 381, Fall 2003
Comments frequently made on planning documents

Here are some of the things I wrote often, in no particular order...

• In the planning stages, get as much information about yourself into writing as possible. You can organize it and thin it out as you begin to produce finished prose.

• Don’t start trying to put the items on your letter or résumé in order until you have thoroughly brainstormed a complete list of information. Remember that changes cascade—this is also why grammar and syntax come last.

• Keep your planning documents handy and don’t hesitate to refer to them throughout the writing process—that will help you keep on your “target.”

• Your letter does not need to include all the information about you—that is the job of your résumé or vita. Use the letter to highlight your best qualities and to accomplish writing tasks not possible in the résumé. Information which doesn’t fit into the résumé, or qualities ideal for a certain job, is ideal for the letter.

• Pay attention to the details of your letter: is it dated, signed, and properly addressed?

• When writing your memorandum which asks for a reference, you can use the form of an email, if you prefer. You can also stage the memorandum as a follow-up to a conversation. I also suggest you take advantage of the opportunity to highlight some things you think should be mentioned in the letter your reference will be writing—though carefully.

• Use the bulleting options of your word processing software, or set tabs by hand, to make bullets with a neat left edge and hanging indent.

• Don’t try to be “original” in a way that makes you diverge from conventional format—this could result in readers thinking you are a whacko, and your application ending up in the trash.

• Make sure to organize the information you are presenting in a logical fashion which complements your skills. You don’t have to follow a certain format if a different one would suit you better.

• Ensure that your “best” quality differentiates you from others in your field. Be specific in articulating it—even when considering it by yourself, originality helps.

• Consider writing short descriptions of your awards and other honors (a sentence or two) for planning purposes. This will help you order them as needed, and if you do choose to include that information, will help your readers understand the significance of your achievements.

• Don’t be afraid to blow your own horn! If you have interesting and honorable achievements, by all means, try to include them in your letter, résumé, or CV.

• Briefly define any technical terms included for secondary and tertiary audiences. Your definition can be very short: e.g. “the computer assisted drafting applications AutoCAD, Unigraphics, and MasterCAM.” Those few words help folks who don’t understand the reference you are making.