Work Documents

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What is a Document?

A document is a letter, diploma or writing that illustrates a fact, situation or circumstance. It's also the writing that presents data that can be used to verify something. For example: "I have a document that proves the embezzlement of funds by the governor", "This letter doesn't constitute a document that guarantees his innocence. ".

Documents necessary to work

When we are ready to start working for a new company, we do not always have in mind all the documents that we might need in the first filters and later hiring. Several are the times in which we ignore what is required to deliver and therefore we have to return at a later time to complete the documentation. So that you are ready from day one, here we list 5 necessary documents that cannot be missing in your folder.

1.- Birth certificate

This document is essential for many of the procedures in the country, not only to deliver them to Human Resources. With it you will check your nationality, your age and other personal data of equal relevance. It is advisable to bring two full photocopies of the record, in case at any point in the selection they request another. In addition to that, it would be a good idea to have a certified copy so that you can take it with you when you need it and that in case you lose it you have one stored at home.

2.- Official Identification

A credential that you should carry with you every day to identify yourself in the places where you want to access. If for any reason you do not have a voter registration card, you can present your passport, driver's license or military card, in the case of male and female volunteers. We advise you to always carry two photocopies of your identification on both sides, in case you need it.

3.- Proof of address

The voucher can be of governmental or private origin, the most common being water, electricity, property or bank account receipts. It is not necessary for the document to have your name as the holder, it's enough that the address matches that of your official identification for it to be taken as valid. It is good to bring the original and a copy of this document, the first you will only present to verify that it does indeed exist, the second to attach it to your company file.

4.- Proof of studies

It doesn't matter that your maximum degree of studies is university or high school, it's essential that you can demonstrate the validity of the classes. If you still do not have the receipt, process it as soon as possible, preferably in duplicate, few will be the jobs where they ask you to deliver a certified copy of the receipt but if they do, it's better to have a backup. It is advisable to have several photocopies of this document that you can distribute throughout your job search.

5.- Resume

Finally, don't forget to have an updated resume to deliver to your interviewers. Remember that this document should contain a brief summary of your personal data and the highlights of your professional and school significance. It is important that you also attach a space to list your hobbies, which could help to establish a conversation topic. As you work and generate this document at home, it's best that you bring three sets of this one.

Common Career Documents

You'll find here some introductory information about common career documents used by employers, employees or job seekers. This will help you better when reading more advanced details about each. Our main career documents here are:

  • CV / Resume
  • Cover Letter
  • Job Description
  • Employment Contract
  • Resignation Letter
  • Thank you letter

1. CV / Resume Document

CV stands for Curriculum Vitae, it also know as a resume. Curriculum Vitae means life course. So in a CV are the things that you have done in your life. People usually only use important points here, such as work experience and training. A cv resume also often contains personal characteristics and information such as names, birth date and contact information. A CV resume is your calling card to an employer.

When do you need a resume?

  • For all types of applications: targeted applications, open applications and email applications.
  • With network contacts. In your CV you also describe the job you're looking for.
  • For inclusion on job sites on the internet.
  • When filling in application forms on the internet.
  • When registering with employment and recruitment agencies.
  • As a memory aid for telephone calls and network contacts.
  • In preparation for the job interview.

What does a resume say?

A resume should contain the following:

  • Personal data: name, address, date and place of birth, address, telephone number and email address.
  • Training, diplomas and certificates and courses. When you have completed modules and course components that are important for the job, name them.
  • Work experience: when, which tasks, responsibilities and results.

You can of course also mention other subjects that are important for the application, such as:

  • With personal characteristics you mention your qualities with examples.
  • For training you also put the thesis, for example.
  • With work experience you can also name customers for whom you have worked and assignments that you have completed.
  • Under other experiences you can mention volunteer work or board work.
  • You can also place hobbies and leisure activities.
  • You use a heading 'publications' to place an overview of articles and other publications that you have written.
  • When you make an open application, you put a description of the job that you're looking for.

2. Cover Letter Document

The purpose of your resume cover letter and CV is to invite you to an interview. Your letter establishes a connection between you and the job. You substantiate your motivation (why do I want that job?) And why you're suitable for the position. Your cover letter and CV give the selector a quick answer to the question: "does this person have the right education, knowledge and experience for the position?"

Your cover letter shows your personality and your motivation

Your cover letter will play a role when you have gone through the first quick selection of CVs and have been found to be potentially suitable. In the letter you state your motivation for your application and you give an impression of your personality. You do this carefully.

How to build your cover letter?

A good way for building your cover letter is to write the letter as a sales letter. After all, you market a product (yourself!) That must satisfy the needs of a customer (the selector).

3. Job Description Document

The job description or job profile plays a role from the recruitment of a new employee to the day the employee leaves employment. In the intervening period, the job profile is also important, for example, when assessing the performance of the employee.

What does the job description say?

The following components are included in the job description:

  • Place of the officer within the organization.
  • Purpose of the function.
  • Responsibilities within the position.
  • Authorizations.
  • Tasks.
  • Required knowledge, skills and abilities.

Why is it important?

A job description is the basis for the entire process of functioning and assessing your employees. It serves as a guide for both the organization and the employee.

4. Employment Contract Document

The employment contract contains the agreements between you and your employer. You have an employment contract if you're employed by an employer and receive wages. You're then employed.

Content of employment contract

Your employer must provide you with a number of details in writing within usually 1 month of your employment. This data includes:

  • Name and place of residence of you and your employer.
  • Place or places where you work.
  • Your position or the type of work you do.
  • Date of employment.
  • Duration of the contract (with a temporary contract).
  • How many hours you work (per day or per week).
  • Amount of your salary and when it'll be paid.
  • Length of your probationary period. (possibly)
  • Amount of the holiday allowance.
  • Number of vacation days.
  • Duration of the cancellation period.
  • Your pension scheme. (possibly)
  • Your non-competition clause. (possibly)
  • Your collective labor agreement if applicable.

Terms of employment contract

You have an employment contract if you meet the following conditions:

  • You're employed by the employer. The employer can give you instructions and determine the work content.
  • You receive wages for the work performed. This wage usually consists of money. Your employer may also pay wages, insofar as they are above the minimum wage, in whole or in part. For example in the form of meals or 'board and lodging'. Shares can also be included in shares and options or the profits made with them.
  • You carry out the work for which you have been hired.

5. Resignation Letter Document

A letter of resignation must contain a number of details in order to be legally valid. This is spcially important if you go to your employer with a conflict.

What must be included in a resignation letter?

For a resignation letter to be legally valid, it must contain a number of details. That validity is important because you want to dissolve a legal agreement with the letter. The required information are the following:

  • The full address details of the company with which you have the employment contract.
  • A sentence in which you clearly write that you terminate the employment contract and the date on which you do so.
  • Your own name (with all initials) and address.
  • A correct signature including place, date, and name. The date is important because it shows that you respect the cancellation period. You usually find this cancellation period in your company's collective labor agreement.

Always send your resignation letter by registered letter in the event of an (imminent) labor dispute. Save a copy of the letter and the shipping receipt.

6. After interview: Thank you letter Document

It's not very common to send a thank you letter. Some people find it slimy themselves. But there is no doubt that a recipient will usually be pleasantly surprised when receives a letter of thanks. On what kind of occasions is it appropriate to write a thank you letter?

When do you send a thank you letter?

Of course you don't just send a thank you letter. A thank you letter is only sincere (and is only felt so) if what you thank is so special that a thank you is appropriate. If not, a thank-you letter makes an insincere or submissive impression.

Good occasions to send a thank you letter if you got a pleasant job interview. On the other hand it's not very common to send a thank you letter. Don't do it too quickly, but only if, for example, you had already more conversations, or had an exceptional conversation. Even if you have come a long way in proceedings, but you prefer an offer from another employer, it can be very polite to thank the employer for all the effort he did.

Formulate a thank you letter

When writing a thank-you note, note the following points:

  • Keep it short.
  • Write in person. Use an "I" message to let him know what affected you.
  • Don't submit submissively.
  • Avoid transparent ulterior motives (such as wanting to be invited for a follow-up interview or winning an assignment).
  • Don't put questions in the letter to which the recipient should respond.
  • The same rules apply to a thank-you letter as to any other business letter: it must be error-free, short and to the point and contain the correct address details.

The advantages of using word documents

Microsoft Word documents is the industry-standard word processing program used on most computers. With Word, you can create documents and complete a number of other functions related to word processing. This program brings several benefits that you can take advantage of.

Availabilty

One of the advantages of using Microsoft Word is that it is available almost everywhere. Word comes standard on many PCs. You can usually find it on your computer at work, computers at school and your home PC. This makes it easy to store documents on a flash drive, take them with you and work elsewhere. If you need to do some work, you'll usually find a computer with word on it.

Integration with Office programs

Another benefit of using Microsoft Word is that it integrates easily with other Microsoft Office programs. For example, if you have a worksheet that you created on Microsoft Excel, you can easily paste it into a Word document. You can work with programs such as PowerPoint as well. This makes it possible to perform a wide variety of computer tasks without having to spend time converting documents or files so that they are usable on other programs.

Immediate help

As you create a document, Word also helps you ensure that it can be the best it can be. If you misspell a word, Microsoft Word will immediately underline it. You can then click on the word and get suggested spelling. If you type a sentence that has bad grammar, Word will underline the sentence for you. This allows you to change the document while you are still working.

Navigation pane

Microsoft Word offers an easy to use navigation pane at the top. You can see this from visual representations of many of the features you may need. You can just hold your mouse cursor over an icon to see what it does exactly. You can then click on the buttons to select certain functions and tasks. Having to scroll through multiple menus to find something, you can usually find what you're looking for on the pane.

Document flexibility

Word allows you to create simple word processing documents, such as letters and reports and have them as basic or as jazzed-up as you like - you can color, clip art, write in a variety of fonts and font sizes and tables, boundaries and formatting use bullets. Word also offers templates that you can use to create a variety of other documents, such as calendars and greeting cards. You can also save documents in a variety of formats, including a web page.

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