Name: Nguyen My Linh _ TAN 301.7 Commercial Correspondence

How to write an application letter? Letters of application

Opening

Generally, the terms vacancy, post, or appointment are used instead of the word job in applications. When replying to a job advertisement, as with most correspondence, it is best simply to state what you are doing and give a date or reference.

Ex: I would like to apply for the post of Programmer advertised in this months edition of Computers.

If the advertisement is not clear about how you should apply for the job, it is better to phone the Personnel Department of the company to find out.

Remember to quote any reference numbers or job titles that are mentioned in the advertisement.

For unsolicited applications, i.e applying for a job that has not been advertised, you can open like this:

I am writing to ask if you might have a vacancy in your ....department for an administrative assistant.

If someone associated with the company suggested that you write to them, mention this in your opening.

I was recommended by.....

Request for an application form

If you are writing to ask for an application form, give some very brief details about yourself then ask for the form.

These examples can also be used for unsolicited applications.

I am 23 years old, and have recently graduated from.... with a diploma in....

Closing

Ex: Please could you send me an application form and any other relevant details?

Covering letters

Opening

If the company has sent an application form, remember to thank them.

If you are enclosing a CV, mention it at the beginning of the letter.

Thank you for your letter of... and the application form for the post of.... I enclose the completed form.

Body of the letter

Reasons for leaving a job

If you need to explain why you left a job, it is best to sound positive. Avoid such reasons as a better salary, condition, boredom with a job...

Ex: I left (old employer) because (new employer) offered me a chance to use my (languages, IT...)

I was offered a chance to join (company) where there was an opportunity for further training and experience in ....

Previous experience

Most application forms give some space to describe previous work experience, e.g what your duties and responsibilities were. Here you have a chance to highlight your achievements, any special responsibilities or projects you undertook, changes you made or schemes you introduced.

Ex: While I was a Team Leader at (company), I superivsed a team of six technicians and introduced new quality control procedures which resulted in ....

Reasons for applying

All prospective employers will want to know why you are applying for a specific job. This not only means explaining why you want the job but also why you think your particular skills and experience would be valuable to the company.

Ex: I am particularly interested in the post as I could apply my previous experience in (area of work).

I am sure I would be successful in this post as I have the skills and experience you describe, as well as...

Closing

At the end of the letter, offer to supply more information if necessary.

Ex: I look forward to hearing from you. However, if there is any further information you require in the meantime, please let me know. There are 2 kinds of application letters:

1. Solicited: for an employment position which has been announced.

2. Unsolicited: the applicant does not know whether a position is open and he/she is prospecting for a job.

There are three main parts in an application letter1. An opening that gains attention.2. A body that builds interest and reduces resistance.3. A closing that motivates action.

Part 1: Opening

Purpose: Gaining Attention

Two important tasks:

Clearly state your reason for writing.

Give the recipient a reason to keep reading.

For solicited application letters:

Special attention-getter is not very important because you have been invited to apply.

What to write:

Identify where you discovered the job opening (refer to the ad and the specific job advertised)

Describe briefly what you have to offer.

Unsolicited application letter:

Special attention-getter is very important because you are prospecting for a job.

What to write:

Spark interest and grab attention;

State why you are interested in the company/job; Describe briefly what you have to offer.

Part 2: Body

Purpose: Building interest and Increasing desire

Present a more complete picture of your strengths with potential benefits to the organization.

Tips:

Be as specific as you can;

Back up your assertions with some convincing evidence of your ability to perform, even with brief anecdotes;

Avoid repeating data from your rsum.

When writing a solicited letter, be sure to discuss each requirement specified in the advertisement.

If you lack any of these requirements, stress other solid selling points to help strengthen your overall presentation.

Part 3: Closing Purpose: Motivating action

Two important tasks:

Ask the reader for a specific action (try to sound natural and appreciative).

Facilitate a reply (stating your phone number, email address, and the best time to reach you).

Optional:

Refer again to your strongest selling point.

Offer to supply more information if necessary.