A REPORT on

Letter writing
Presented to:

Mr. Khalid Mehmood

Submitted By:

Qamar Iqbal Khan (3712)

MBA 20 A (3)

Date of submission: January 6th 2010

International Islamic University

Islamabad
ABSTRACT
Writing for a business context or audience can be distinctly different than writing in the
humanities, social sciences, or other academic disciplines. Writing for business should be crisp
and succinct. It should be to the point, specific and accurate. In most cases, the business letter
will be the first impression that you make on someone. For this reason it is important that you are
diligent in your task of writing an effective business document. Even though business writing is
possibly less formal than it once was, your writing must still adhere to the conventions of
standard American English by using conventional spelling and standard grammatical forms.
Business writing varies from the chatty, conversational style often found in email messages to a
familiar co-worker, to the more formal, legalistic style found in contracts. In the majority of
memos, email messages, and letters, a style between these two extremes is appropriate. Always
remember, writing that is too formal can alienate readers, and an overly obvious attempt to be
causal and informal may strike the reader as insincere or unprofessional. In business writing, as
in all writing, knowing your audience is critical.
Introduction
The main objectives of this report were

 To learn and understand the basic and applied concepts of effective business letter
writing.
 To understand how to write different types of business letters
 To learn The rules and regulations under which business letters are to be written
 Comprehend different types of business letter formats
 Comprehend and learn different parts of a business letter
 Understand different types of phrases used in business letters
 The necessary terms and constituents of effective communication via letter writing
 To learn about different communication probes in business letter writing

And last but not the least

 Practice how to write a long report

The main purpose of this project was to respond to a group assignment on LETTER
WRITING

Significance
After reading this report one can be able to understand and to learn and understand the basic
and applied concepts of effective business letter writing. He can also understand how to write
different types of business letters and learn the rules and regulations under which business
letters are to be written. Moreover he can also comprehend different types of business letter
formats and learn different parts of a business letter. He can also gain much understanding
different types of phrases used in business letters and the necessary terms and constituents of
effective communication via letter writing.
Literature
review
Business Letter Writing

Purpose of a Business Letter

A business letter is a formal way of communicating between two or more parties. There are many
different uses and business letters. Business letters can be informational, persuasive,
motivational, or promotional. Business letters should be typed and printed out on standard 8.5" x
11" white paper.

Elements of a Good Letter

The most important element of writing a good letter is your ability to identify and write to your
audience. If you are addressing your letter to the department of human resources, avoid using
highly technical terms that only engineers would understand, even if your letter is addressed to
an engineering company, chances are that the personnel in human resources do not have an
engineering background.

The next element is that you make sure your present your objective in a clear and concise
manner. Don't be vague about your objective, most people will not have the patience to sit there
and guess at the meaning of your letter or the time to read a long-winded letter, just get to the
point without going into unnecessary details.

Another important element to remember is to remain professional. Even if you are writing a
complaint letter, remain polite and courteous, simply state the problem(s) along with any other
relevant information and be sure to avoid threats and slander.

Pronouns and Active versus Passive Voice

The use of personal pronouns is important in letters and memos. Do not refer to yourself in the
third person by using one or the writer. It is perfectly natural and appropriate to refer to yourself
as I and to the reader as you. Be careful when you use the pronoun we in a business letter that is
written on company stationery, since it commits your company to what you have written. When a
statement is your opinion, use I; when it is company policy use we.
Your heart sinks! Oh my goodness! My boss wants me to write a business letter to a large client
on his or her behalf. You think to yourself, “I’m not a good writer, how am I going to draft a
letter and maintain our company’s positive image with one of our largest customers?”
Does your job responsibility include writing either internal or external business letters? For most
of us, there comes a time when this is a required job responsibility. Not to worry, it is not as hard
as you think to draft a letter using your own personal style while maintaining a professional tone.
At BCG, we want to provide you with a few guidelines on how to make your business letter
writing as direct and professional as possible. By simply following these guidelines you will be
on your way to improved business writing.
Timing is everything

Remember, in today’s hectic business world, your reader does NOT have time to read lengthy
letters. Conciseness is a virtue. Keep your letter as short and sweet as possible.

Purposely purposeful

Do you want to waste your reader’s time? Then write a letter without any direction. To keep your
reader focused, you want your reader to know where your letter is going. Ensure that your letter
has a focus, a purpose and a goal.

Spell-Check, it’s there

Did someone say “turn on the spelling and grammar check?” You bet.
Although it is not fool-proof, you will save quite a bit of time by using your spelling and
grammar check prior to proof reading your letter. Nothing is more distracting and unprofessional
than a letter riddled with misspellings or grammatical errors.

Responsibly responsive

If you are drafting a letter in response to a request or complaint, be responsive to your reader’s
needs and address every point they wish to have covered.

Straight to the point

Be clear and very specific about the purpose of the letter. In addition, when drafting an email, it
is usually very helpful to start the email with a question that you wish for the reader to answer.
This grabs their attention right away.

In the present

Try to use the present tense as much as possible. This provides your letter with a more active
voice that will be more engaging to your reader.

“I’m so excited”

Just because it is a business letter does not mean the letter has to be boring!
Make your writing vigorous and direct. You will not only grab their attention, but you’ll keep it!

Short and sweet

Use short sentences and paragraphs. Too many words and paragraphs will distract your reader.

Let’s get personal

Use personal pronouns whenever possible. This ensures your reader that you are taking
responsibility and ownership of the issues. For instance, try staying with “I’s” and “we’s” as
much as possible.
This ain’t no street slang

Whoa, did that catch your attention? The word “ain’t” in a business letter. Definitely poor form.
Try to avoid clichés and jargon…you never know what might turn a reader off.

Is that a fact?

Always separate fact from opinion. If it is necessary to include both, perhaps put the facts in one
paragraph and the opinions in another. In addition, always state the fact first!

CI – no, not CSI

Continuous Improvement: Evaluate the results of your letters and strive to improve future
correspondence.

Practice makes perfect

As the old saying goes, practice really does make perfect. So the next time your boss has a letter
to write, VOLUNTEER to write it! The practice will only make you better!
Application letters
Many people often think of a cover letter (detailed later in this handout) as being the same thing
as an application letter. By definition, this is not the case. The letter of application is essentially a
sales letter in which you are marketing your skills, abilities, and knowledge. Remember that you
may be competing with many other applicants. The immediate objective of the application letter
and accompanying resume is to attract the Attention of the person who screens and hires job
applicants. Your ultimate goal is to obtain an interview.
The successful application letter accomplishes three tasks: It catches the reader’s attention
favorably; it convinces the reader that you are a qualified candidate for the job, and it requests an
interview

When you are writing a letter of application, do the following:

• Identify the job by title and let the recipient know how you heard about it.
• Summarize your qualifications for the job, specifically your work experience, activities that
show your leadership skills, and your education.
• Refer the reader to your enclosed resume.
• Ask for an interview, stating where you can be reached and when you will be available.
• If you are applying for a specific job, include information pertinent to the position that is not
included in your general resume.
Those who make hiring decisions review many letters of application. To save them time as well
as to call attention to your strengths as a candidate, you should state your objective directly at the
beginning of the letter.
I am seeking a position as a manager in your Data Center. In such a management position I
can use my master’s degree in information systems and experience as a
programmer/analyst to solve business problems.
If you have been referred to a company by one of its employees, a career counselor, a professor,
or someone else, mention that before stating your job objective.
During the recent ARRGH convention in Washington, D.C. one of your sales
representatives, Dusty Brown, informed me of a possible opening for a manager in your
Data Center. My extensive background in programming and my master’s degree in
management information systems make me highly qualified for the position.
In the succeeding paragraphs, expand on the qualifications you mentioned in your opening. Add
any appropriate details, highlighting experience listed on your resume that is especially pertinent
to the job you are seeking. Close your letter with a request for an interview. Prepare your letter
with utmost care, proofreading it carefully.
Two sample letters of application are presented here. The first letter (Sample #1) is by a recent
college graduate and is in response to a local newspaper article about the company’s plan to build
a new computer center. The writer is not applying for a specific job opening, but describes the
position being sought. The second letter (Sample #2) is from a college senior who does not
specify where she learned of the opening because she does not know with certainty whether a
position is available.
Sample # 1
Chappell Hill NC 2361
October 11, 2001
6123 Farrington Road
Taylor, Inc.
694 Rock star Lane
Durham, NC 27708
Dear Human Resources Director:
I just read an article in the News and Observer about Taylor’s new computer center just north of
Durham. I would like to apply for a position as an entry-level programmer at the center.
I understand that Taylor produces both in-house and customer documentation. My technical-
writing skills, as described in the enclosed resume, are well suited to your company. I am a
recent graduate of DeVry Institute of Technology in Atlanta with an Associate’s Degree in
Computer Science. In addition to having taken a broad range of courses, I served as a computer
consultant at the college’s computer center where I helped train computer users on new systems.
I will be happy to meet with you at your convenience and discuss how my education and
experience match your needs. You can reach me at my home address, at (919) 233-1552, or at
krock@devry.alumni.edu.
Sincerely,
Raymond Krock
Sample #2
6123 Farrington
Apt. G12
Chapel Hill, NC 27514
October 11, 2001

Taylor, Inc.
694 Rock star Lane
Durham, NC 27708
Dear Ms. Jones:
I am seeking a position in your engineering department where I may use my training in computer
sciences to solve engineering problems. Although I do not know if you have a current opening, I
would like to be a part of the department that developed the Internet Selection System.
I expect to receive a Bachelor of Science degree in Engineering from North Carolina State
University in June, when I will have completed the Computer Systems Engineering Program.
Since September 2000, I have been participating, through the University, in the Professional
Training Program at Computer Systems International in Raleigh. In the program I was assigned
to several staff sections as an apprentice. Most recently, I have been a programmer trainee in the
Engineering Department and have gained a great deal of experience in computer applications.
Details of the academic courses I have taken are contained in the enclosed resume.
I look forward to hearing from you soon. I can be contacted at my office (919-866-4000 ext. 232)
or via email (brock@aol.com).
Sincerely,
Rebecca Brock
Block Format: Business Letter

Return Address Line 1 1

Return Address Line 2

Date (Month Day, Year) 2

Mr. /Mrs. /Ms. /Dr. Full name of recipient. 3

Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2

Dear Ms./Mrs./Mr. Last Name: 4

Subject: Title of Subject 5

Body Paragraph
1...................................................................
.....................................................................
................

Body Paragraph
2...................................................................
.....................................................................
................

Body Paragraph
3...................................................................
.....................................................................
................6

Closing (Sincerely...), 7

Signature 8

Your Name (Printed) 9

Your Title

Enclosures (2) 10
Typist Initials. 11
The block format is the simplest format; all of the writing is flush against the left margin.

Your Address 1
The return address of the sender of the letter so the recipient can easily find out where to send a
reply to. Skip a line between your address and the date. (Not needed if the letter is printed on
paper with the company letterhead already on it.)

Date 2
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003.
Skip a line between the date and the inside address (some people skip 3 or 4 lines after the date).

Inside Address 3
The address of the person you are writing to along with the name of the recipient, their title and
company name, if you are not sure who the letter should be addressed to either leave it blank, but
try to put in a title, i.e. "Director of Human Resources". Skip a line between the date and the
salutation.

Salutation 4
Dear Ms. /Mrs. /Mr. Last Name: Dear Director of Department Name: or To Whom It May
Concern: if recipient's name is unknown. Note that there is a colon after the salutation. Skip a
line between the salutation and the subject line or body.

Subject Line (optional) 5

Makes it easier for the recipient to find out what the letter is about. Skip a line between the
subject line and the body.

Body 6
The body is where you write the content of the letter; the paragraphs should be single spaced
with a skipped line between each paragraph. Skip a line between the end of the body and the
closing.

Closing 7
Lets the reader know that you are finished with your letter; usually ends with Sincerely,
Sincerely yours, Thank you, and so on. Note that there is a comma after the end of the closing
and only the first word in the closing is capitalized. Skip 3-4 lines between the closing and the
printed name, so that there is room for the signature.

Signature 8
Your signature will go in this section, usually signed in black or blue ink with a pen.

Printed Name 9
The printed version of your name, and if desired you can put your title or position on the line
underneath it. Skip a line between the printed name and the enclosure.

Enclosure 10
If letter contains other document other than the letter itself your letter will include the word
"Enclosure." If there is more than one you would type, "Enclosures (#)" with the # being the
number of other documents enclosed that doesn't include the letter itself.

Reference Initials 11
If someone other than yourself typed the letter you will include your initials in capital letters
followed by the typist's initials in lower case in the following format; AG/gs or AG: gs.

Sample Business Letter

3519 Front Street

Mount Celebres, CA 65286

October 5, 2004

Ms. Betty Johnson

Accounts Payable
The Cooking Store
765 Berliner Plaza
Industrial Point, CA 68534

Dear Ms Johnson:

It has come to my attention that your company, The Cooking Store has been late with
paying their invoices for the past three months.

In order to encourage our customers to pay for their invoices before the due date, we
have implemented a discount model where we'll give you 2% off your invoice if you
pay us within 10 days of receiving the invoice.

I hope that everything is going well for you and your company. You are one of our
biggest customers, and we appreciate your business. If you have any questions, you
can feel free to contact me at (555) 555-5555.

Sincerely,

Signature
COVER LETTERS

A cover letter is a letter of introduction that accompanies your résumé. Like a résumé, its
primary function is to help secure you an interview. Therefore, it should be brief,
readable, and to the point. You should work to convince your audience that you are
worthy of an interview because you 1) meet the basic job requirements and have
something to offer the company, and 2) are authentically interested in the position.

Format

Along the left hand margin, enter the following information:

• your names and contact information

• the date
• the name of the contact person and his/her contact information
• “Dear X:”
Introduction

In a brief paragraph, state that you are writing to apply for job X (use the official title
from the job posting). If you were referred by someone, say so. Otherwise, briefly
foreshadow what you will say in the body of your letter: your main skills, plus an
explanation of why you are interested in the position.

Body

Because most cover letters are one page or less, the body of your letter should likewise be
brief (i.e., approximately 1-2 short paragraphs). In the first paragraph, further outline the
skills that you mentioned in your introduction. If need be, you may use a separate
paragraph for each skill/group of skills. Depending on the length of this information, you
may choose to include a section on your interest in the position within the same
paragraph, or you may move on to a new paragraph. This section should be specific and
efficient. Don’t go on and on about why this is your dream job and you can’t live without
it. Just let the employer know that you’ve had relevant experience that indicates to you
that you would enjoy the work.

Conclusion

Briefly summarize your main points: how you meet the job requirements. Then, politely
ask for an interview. End on an upbeat note (e.g., I look forward to speaking with you
further about this position). Finally, sign off with a formal “Sincerely” and type and sign
your name.

Sample Cover Letter from a Student Applicant

Samantha Marsh

12345 North Street

Seattle, WA 98072

December 10, 2004

Lynn Sheers

170 Dennis Building

University of Washington

Seattle, WA 98155

Dear Ms. Sheers:

I am writing in response to the job listing on the internet for the Teacher’s Aid position at
the Institute of Child Development. I am currently a junior in the College of Liberal Arts
working toward a major in child psychology, and I would look forward to extending my
academic skills in a setting like the ICD.

I have successfully completed the generals for my major. The classes in which I’m
currently enrolled are Cognitive Development, Disabilities and Development in
Adolescents, Research Methods, and thesis credits for the senior project.

In addition to my academic preparation, I have also gained valuable experience as a

volunteer. To begin with, I worked as a Sunday school teacher while I was in high
school. As part of this work, I planned lessons and prepared materials for class. Later on,
I also worked with the mentally and physically challenged, as part of a project with a
local community center. In the position, I took clients on community outings, recorded
their behaviors, and administered medication. Finally, I have also volunteered at
Children’s Hospital for eight years, where I continue to work to make children’s
experiences as comfortable as possible. Some examples of my duties in this position
include assisting with craft activities, going for walks throughout the floors, and rocking
babies while their parents are out. Overall, these experiences have all been very
rewarding. To that end, I would very much enjoying taking on this new position with the
Institute of Child Development, in order to combine my community and academic
experiences. I would appreciate the opportunity to meet with you to discuss this position
in more detail. Please feel free to reach me at 206-232-7507. I am generally available
between 9am-6pm.

Sincerely,

Samantha Marsh.

Elaboration
As mentioned previously, application letters and cover letters are not the same thing. By
definition, a cover letter identifies the item being sent, the person to whom it is being
sent, and the reason for its being sent. A cover letter provides a permanent record of the
transmittal for both the writer and the reader.
Keep your remarks brief in a cover letter. Your opening should explain what is being sent
and why. In an optional second paragraph, you might include a summary of the
information you are sending. A letter accompanying a proposal, for example, might point
out any sections in the proposal of particular interest to the reader. The letter could then
go on to present a key point or two explaining why the writer’s firm is the best one to do
the job. This paragraph could also mention the conditions under which the material was
prepared, such as limitations of time or budget. The closing paragraph should contain
acknowledgements, offer additional assistance, or express the hope that the material will
fulfill its purpose.
The following are examples of cover letters. The first letter (Sample #1) is brief and to
the point. The second letter (Sample #2) is slightly more detailed because it touches on
the manner in which the information was gathered.
Sample
Your Company Logo and Contact Information
October 11, 2001
Brian Eno, Chief Engineer
Carolina Chemical Products
3434 Pond View Lane
Durham, NC 27708
Dear Mr. Eno:
Enclosed is the final report on our installation of pollution control equipment at Eastern
Chemical Company, which we send with Eastern’s Permission. Please call me collect
(ext. 1206) or email message at the address below if I can answer any questions.
Sincerely,
Nora Cassidy
Technical Services Manager
Sample
Your Company Logo and Contact Information
October 11, 2001
Brian Eno, Chief Engineer
Ecology Systems, Inc.
8458 Obstructed View Lane
Durham, NC 27708
Dear Mr. Eno:
Enclosed is the report estimating our power consumption for the year as requested by
John Brenan, Vice President, on September 4.
The report is the result of several meetings with Jamie Anson, the Manager of Plant
Operations, and her staff and an extensive survey of all our employees. The survey was
delayed by the transfer of key staff in Building “A.” We believe, however, that the report
will provide the information you need to furnish us with a cost estimate for the
installation of your Mark II Energy Saving System.
We would like to thank Billy Budd of ESI for his assistance in preparing the survey. If
you need any more information, please let me know.
Sincerely,
Nora Cassidy
New Projects Office
Letter of Account payment
This document should be used as a cover letter when sending a check to a company.

The following text of this letter should be reviewed and edited to fit your purposes.

[Find, then fill-in, or delete text in brackets like this: “[NNN]”

If there are dates in this document, they will automatically change to today’s date.

Otherwise the following text should be reviewed and edited as needed

Format
[You’re Company Letterhead]

Wednesday, December 30, 2009

To: [RECIPIENT]

To Whom It May Concern,

Re: Account [N]

A check in the amount of the balance due on our account with your company is enclosed.

Please call me at the number shown above if this disagrees with your records or if you
otherwise have any questions.

Thank you.
Sincerely,

[Signature]

[Your Name]
Letter of disagreement with vendor
This letter should be used when there is a disagreement about charges between you and a
company you have contracted.

The following text of this letter should be reviewed and edited to fit your purposes.

[Find, then fill-in, or delete text in brackets like this: “[NNN]”

If there are dates in this document, they will automatically change to today’s date.

Otherwise the following text should be reviewed and edited as needed:

Format
[Your Company Letterhead]

Wednesday, December 30, 2009

To: [RECIPIENT]

To Whom It May Concern,

Re: Account [N]

We have received a statement from your company that we think includes inaccurate
charges.
Please contact me with the current account balance you have in your records. I hope to
settle this difference as soon as possible. We must hold off on sending the check for
payment until we resolve this matter.
Thank you for promptly attending to this matter.
Sincerely,

[Signature]

[Your Name
Writing a Cover Letter

What is a cover letter

A cover letter is a brief one page letter sent along with the resume to potential employers.
The purpose of the cover letter is to present yourself to potential employers and to let
them know what position you are interested in and why you'd be a good fit for their
company.

Cover Letter Format

The cover letter format should be almost identical to the regular business letter format.

Cover Letter Writing

Generally the cover letter will consist of three paragraphs. The first paragraph is an
introductory one which introduces you. You want to include information on the position
you are looking for and how you heard about and why you are interested in the position
and/or company.

The second paragraph should provide information on your skill, strengths, education,
qualifications and/or experience. This paragraph should be concise and give specific
examples of why you are the ideal candidate and not simply restate your resume.

The final paragraph should close up the letter by requesting an interview and possibly
suggestion times that are convenient for you or stating that you can come in at a time
that's convenient for the employer. Also you should let the recipient know what the best
way and/or time to contact you is (you should let them know both your contact email and
phone number so that they can contact you in their preferred method). Or you can let
them that you'll follow up on this letter with a phone call in several days. You should
thank them for their time to close up the letter.

Each cover letter that you send out should be unique and tailored to the specific company
and position you are applying to. Using one cookie cutter cover letter will lessen your
chances for landing an interview. Also be sure to check for grammar and spelling and
keep the letter to one page in length.

What is the purpose of this letter

Introduce the purpose of your letter get to the point in the first paragraph. If you are
applying for an advertised vacancy, give the correct position name along with details of
when and where you saw the position advertised, or how you came to know about it.
Introduce yourself include specific information about your degree (where you are
studying, when you expect to complete and details on areas of focus in your study). Most
importantly try to grab the reader’s attention!

Why do you want to work for this employer

Ensure that you tailor the letter for this employer by demonstrating your research into
the organization. Why do you specifically want to work for this organization, other than
the fact that they might offer you a job? Employers are looking for individuals who can
demonstrate a real passion for their industry and a genuine enthusiasm to work for their
organization.
What do you have to offer this employer

It’s vital to research the criteria the employer uses to select staff and respond to them in
your letter. Use evidence to demonstrate your characteristics and qualities reflect on some
special skills you possess or experiences you’ve had. Entice the reader to want to meet
you in person. Find your ‘unique selling point’ a quality or special skill that makes you
marketable to this employer, in this industry.

Finishing Off

Closing Paragraph

Include a statement of appreciation to the reader for spending time reading your
application and a request to meet the employer in person at an interview (or, for
speculative applications, notice of the date you intend to call to follow up).

Complimentary Closing

Use “Yours sincerely” if you named the reader personally in your greeting at the start of
the letter; use “Yours faithfully” if not. Follow this with your signature, with your full
name typed beneath it.

Enclosures

Always enclose your resume unless specifically requested not to. Where you do enclose a
resume, draw the reader’s attention to it by mentioning it in your letter.
Only include written references (e.g. from previous employers) if necessary employers
usually prefer you to list the contact details of 23 referees in your resume instead.
… Put yourself in the employer’s shoes!
Speculative Applications

Speculative applications can be very effective, as many positions are not advertised.
However, a well researched and tailored application is much more likely to be successful
than a broadcast letter. Clearly state that you are enquiring for a possible position and be
specific about what kind of work you are looking for. Don’t simply enquire about ‘any
available position’. Your ‘unique selling point’ is critical in a speculative application.
You need to have a good understanding of the skills required in the employer’s industry
and the ability to market yourself. You need to show and retain initiative. Don’t expect
the employer to contact you the moment they receive your application. Inform the reader
in your letter that you will call to follow up on your application give a date when you will
ring and then do call promptly, as stated.

Content Checklist

I have included my address and contact details, the recipient’s address and today’s date.
I have addressed the recipient formally (e.g. Dear Mr. Simpson), not casually (e.g. Dear
Peter).
I have clearly introduced myself and stated the purpose of my letter.
I have sought to grab the reader’s attention. Use a compliment, specific knowledge of the
Organization, or perhaps mention a mutual contact.
I have demonstrated why I want to work for the employer and what I have to offer them
highlighting my strengths without exaggeration.
I have researched and responded to the employer’s selection criteria.
I have included the necessary closing elements, mentioned and included relevant
enclosures

Formatting and Style Checklist

I have used a standard business format for my letter, presented in a simple font.
My letter is concise kept to one A4 page. My sentences are well constructed and each
paragraph has a distinct purpose. Avoid the temptation to cramp text and narrow the
margins. The tone of my letter tone is positive and direct, using straightforward,
contemporary business language. Avoid abbreviated ‘chat’, SMS language and slang.
I have spellchecked and proofread my letter. Try to vary your phrasing and avoid
starting every paragraph with “I …” If in doubt, ask someone to read it over.
I have signed the letter. If sending by post, I have correctly (and neatly!) addressed the
envelope.
Sample Cover Letter

Andrea Douglass
27 Premier Avenue
Scoresby VIC 3179
Mobile: 0413 447 946
Email: adouglass@hotmail.com
11 July, 2007
Mr. Brendon Johnson
Graduate Recruitment Coordinator
Connor White Management Consulting
60 Albert Street
East St Kilda VIC 3183
Graduate Program Application
Dear Mr. Johnson,

After attending your company presentation at Monash University last Tuesday and
speaking with your colleague Sarah Jackson at the cocktail event afterwards, I am writing
to apply for your graduate program. I would like to take this opportunity to outline some
of my qualifications.
I am particularly interested in joining Connor White as the organization places a strong
emphasis on working with clients to solve business problems; a philosophy that I believe
engenders trust and long term client relationships.
Currently, I am completing my Bachelor of Commerce degree at Monash and it has given
me an excellent overall understanding of business practice. I am majoring in
Management, which prompted my interest in management consulting, where I hope to
put my interests and learning into practice.
I was particularly interested to note from your presentation that you look for applicants
who can operate effectively within a team and apply their creativity. In addition to my
studies, my employment experience and campus activities have helped me to develop
such qualities and skills. At Fine food
Supermarket my main role is to work collaboratively with staff, supervisors and
merchandisers in organizing floor space, giving me the chance to develop my teamwork
and interpersonal skills. In terms of creativity, my natural inclination is to look for new
ways of solving problems and an example of this was a promotional strategy that I
developed as President of the Handball Club, which resulted in a 75% increase in
membership. Enclosed is copy of my resume and academic transcripts. I hope that I have
demonstrated the qualities and skills that you seek and welcome the opportunity to
discuss my application in more detail at an interview.
Yours sincerely,
(Sign here…)
Andrea Douglass
More Text
1. State the job you’re applying for and main objective you want to accomplish in that
job.
2. Offer your specific talents: BE SPECIFIC HERE!!! Explain the specific talents,
specialties, training, or other strong points or abilities that you have that can help
improve this company in production, reputation, help in innovation, management,
training, etc.) Mention seminars, certificates, courses, lectures, books and other
achievements, especially ones that are relevant to the position you want.

MAIN SECTION OF COVER LETTER

3. INITIAL CONTACT

Why this company is attractive to me…why you want to join this company? What is
exciting/enjoyable to you about the position and what and what challenges and motivates
you?

If responding directly to advertisements; state the name of the publication / source, the
date and the specific job title.
If not responding directly to an advert a good way to open is as follows:
EXAMPLE: 'Recently I have been researching leading Pharmaceutical companies in
the greater Massachusetts area. My search has been for companies that are respected in
their own field for their services and their ongoing training programs. Massachusetts
Pharmaceuticals keeps coming up as a top company'.

An introduction such as this ensures that you hold the readers attention ensuring that the
remainder of your cover letter is read, giving you the opportunity to sell your skills to the
reader.

SHOW DESIRE: “I’m writing to you in response to the opening for product manager. I’m
very interested in this position and believe I could contribute much to your company as
shown from the above skills and experience. “

4. GENERATE INTEREST

(Analyze company: what you think are very strong points and what are their needs
(be careful not to insult or belittle))

It is necessary to generate interest with your opening statement; you must then keep it
and hold onto it.
How do you do that?
1st, you must address the reader by name (shows personal interest)
2nd, Secondly, you must demonstrate exactly what you have to offer to them. Be
clear and succinct about your intentions. They don’t know…You MUST tell them
 what you offer.
3rd, Performing research on your targeted company (strong points and needs) and in
turn developing this research into your resume quickly indicates your level of interest
in securing this position.

EXAMPLE (about strengths):

'I have been following the performance of your company in Forbes magazine. The
record over the past two years shows strong and effective management. I have been
employed with one of your competitors over the past three years however I feel that I
could make a significant contribution if given the opportunity.'

EXAMPLE (about needs): 1-2 experiences about problems, challenges you solved in
your company and methods you used to solve them or things you are very proud of
accomplishing
”I think I could be effective in solving some of your needs in …..”
”I think you have needs in…and
(optional: put example picture here of your performance…)

5. TURNING INTEREST/DESIRE INTO ACTION:

EXAMPLE: I feel certain that I can make a significant contribution and I look
forward to meeting you. I live in Pusan, but will be coming to Seoul on November 1
and if you are available, I would like to meet with you briefly to discuss this job
opportunity. I will call you in a couple days to see when you are available.

All ‘Tell’ no ‘Sell’

A ‘telling’ CV is one which focuses solely on responsibilities and duties on the job.
These documents tend to read like a job description. Problem is, if you are like most
people, the reader will have a strong sense of your responsibilities and duties the
instant he or she sees your job title. Management Accountant, Sales Rep, QA Analyst,
PA, Brand Manager, HR Executive. Read 20 CVs from people with each of these
titles and you will see a very high degree of repetition/crossover in their job
descriptions.
Learning Point: The reader is interested in two things: (1) what special
responsibilities did you have, aside from the ‘usual suspects’? And (2) What did you
make of your responsibilities? From a pool of 20 HR Execs, it’s likely that only a few
made a real difference and it is that difference that the reader is trying to discern. If
you had extra responsibilities cascaded on to you, detail those in your CV: “Along
with the usual responsibilities (blah, blah and blah) I was also tasked with yadda,
yadda and yadda.” Now the reader is getting interested! Stick in a section titled
Accomplishments or Contributions and provide details of things that changed or
improved as a result of your efforts and before you know it, you are on the short list.

2. Too long

The translation of the Latin term Curriculum Vitae is ‘the lap of a life.’ But your CV
should not be a life history. No professional reader has the time or inclination to wade
through pages and pages of your ancient history. By all means, for a first draft,
include your entire academic and professional history plus everything in your extra
curricular life; but as you get ready to send it off, it’s time to start trimming.
Learning Point: Most professionals should be able to condense the juicy bits of their
working lives down to about 2 pages. Some like to keep it to a one-page Résumé, but
that is very hard to do, both in terms of content and look-and-feel. Spend 50% of your
space detailing the last five to seven years or your last two jobs. Jobs from further
back in your history can be reduced to a couple of lines – one or two big highlights
only. (Exception: Academic, Scientific and Medical CVs. These frequently run to 30+
pages with details of publications, research, presentations and references.)

3. Irrelevance

As I go through the pile of CVs looking for the proverbial needle in a haystack, I have
a check-list of (say) seven must-haves for the ideal candidate in my head and you
only have four to five of them. Bye.
Learning Point: Read the ad! Really read it. If it says “essential” or “must have” and
you don’t have it, save everyone’s time and don’t apply.

4. Carelessness

Spelling mistakes, glaring grammatical errors, formatting inconsistencies, obvious

‘search and replace’ mistakes. If you are careless on your own behalf on your own
CV, what chance is there that you will be polished and professional
Learning Point: Proof and proof again. Get outsiders to proofread your written
representations. Remember, the CV and cover letter has to shout your value from the
rooftops to me, the reader – and I don’t care about you, not even a little bit. It will
depend on the job and depend on the reader, but most professionals will take a very
dim view of any whiff of carelessness at this stage in the selection process.

5. Hard to pull the information out

A busy person making their way through a tall stack of CVs wants the key
information up front. I smile when I come across the rare CV that tells me most of
what I need to know in a first look-through on the opening page. If I have to flick
back and forth in your document to get a sense of your current role, your
qualifications and your track record, there’s something wrong with your CV. Most
human beings are self-centered and most job-hunters are very obviously self-
centered. Hence, most CVs end up in the bin.
Learning Point: Take your hat off for a moment and put on the hat of the person who
will be reading your CV. Try and look at it coldly and objectively. Imagine you are
tired and stressed and that this is the 75th CV you have read today. Is the must-know
information easy to get to? Highlighted in some way? Clear?

6. Look & Feel

There are two identical cans of baked beans on the shelf of your local shop. One is in
mint condition and the other’s label is a little torn and the can is slightly dented. 99%
of people will pick the clean can …
Learning Point: Design matters. Packaging matters. You wouldn’t show up to the
interview in a Metallica T-shirt and torn jeans, don’t expect your CV to make the cut
if it is in any way below par. This is a really dreadful and asinine reason to be
disqualified from the selection process. Ask for advice. Get help. (Link to look & feel
article)

7. Wordy rather than Worthy

I think it is fair to say that human beings are a fundamentally lazy species and, in the
21st century, we seem to be less and less inclined to read. People seem to forget this
on their CVs and produce long, winding sentences and thick, obtuse paragraphs.
Learning Point: Recognize this and get proficient at crisp, terse business writing using
bullet points wherever you can. Introductory paragraphs should be short (2-4 lines)
and, if you are using multiple paragraphs, make sure there is plenty of white space
breaking them up.

I think that the term “Screening and Selection” is a misnomer and the process should
be called “Screening and Elimination.” Any advertised position in a half-decent
company is going to attract a goodly number of applicants, so the early part of the
screening process is a numbers game, plain and simple.
 Example: I have 100 applicants for a middle management job and I intend
interviewing eight to ten of them. As I go through my first pass of the pile of CVs, am
I selecting or eliminating? It’s a numbers game! With no malice in the world, I am
going to dump 90% of the documents in my in-tray. Don’t give me a reason to dump
yours.

You want to get on to the short list? Make my life easier! Be the right candidate for
the job – right qualifications, right experience, and right personal attributes. Let me
know that you are madly keen to work with me. Let me know you are polished and
professional. And finally, let me know that you understand what a pain in the ass it is
to read a pile of 100 CVs by engineering your CV around my requirements, my
concerns and my issues.

A CV is a living document right up to the moment you lick the stamp or hit the ‘send’
button. Keep drafting, fiddling and playing with it. Keep canvassing opinion on it.
Identify what works for you. If it doesn’t work, follow up to find out why and then go
back to the drawing board.

“If you can’t write your idea for your movie on the back of a business card, then you
ain’t got a movie.” (Samuel Goldwyn)
Rowan Manahan is MD of Fortify Services and author of the best-selling career
management book where My Oasis is?

Sample Cover Letter

527 West Ave.
Elms wood, CT 23865

October 28, 2004

Mr. Michael Black

Directory of Human Resources
Global Answers
6542 Sioux Falls, NY

Dear Mr. Black:

It is with great interest that I am applying for the position of chief accountant. When I
read the job description in your ad on the New York Times on August 12th, I felt that
it was an ideal match with my career aspirations. I have always wanted to work for a
 Fortune 500 company such as Global Answers.

I believe that I am the ideal candidate for the position due to my extensive experience
as an auditor for KPMG. At my current position at KPMG, I perform all of the same
tasks that are described in your ad for the chief accountant position. In addition to that
I have a reputation for being a hard worker who makes sure the job is done right the
first time. My reports are always completed well ahead of the deadline.

Feel free to contact me and setup an interview at your earliest convenience. You can
reach me by way of e-mail at KenJacobs@nadate.com or by way of phone at (555)
555-5555. I look forward to discussing with you my future with Global Answers.
Thanks for your time and consideration.

Sincerely,

Signature

Ken Jacobs

Enclosure: resume

Writing a Complaint Letter

The complaint letter should be written in the business letter format. When writing a
complaint letter you want to keep it short and to the point to help ensure that your letter
will be read in its entirety, if you write a seven page complaint letter, it's highly unlikely
that someone will sit down and read all seven pages.

The complaint letter should be addressed to the customer service/consumer affairs

department or the head office if there is no customer service department. The address and
contact information of the customer service department should be available on the
company's products or website.

Complaint Letter writing

In the first paragraph you should identify what the issue is and any relevant information
that you believe is important. Be sure to include the following information if it's
applicable to the situation: the date/time of the issue, location, name of person on duty,
name of product, what the problem was, your account number, model number, price,
warranty information and reference number. Be sure to stick with the facts and avoid
putting emotions into your letter.

The next paragraph should state what you would like done to resolve the situation. If you
received poor service, you could request an apology or a coupon. If a product
malfunctioned, you could request that you could exchange the product for a new one or
request a refund.

The last paragraph should thank the reader for the time. You can also throw in some
compliments about something you liked about their company's product or service.

You should include your telephone number/e-mail address after your printed name so that
they can contact you ASAP if necessary.

Be sure to keep a copy of the letter for yourself and include photocopies of any relevant
documents and enclose them with your letter.

Sample Complaint Letter

65 Market Street
Val Haven, CT 95135

June 30, 2004

Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435

Dear Sir or Madam:

I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I
received the order on June 26. Unfortunately, when I opened it I saw that the cleats were used. The
cleats had dirt all over it and there was a small tear in front of the part where the left toe would go. My
order number is AF26168156.

To resolve the problem, I would like you to credit my account for the amount charged for my cleats, I
have already went out and bought a new pair of cleats at my local sporting goods store so sending
another would result in me having two pairs of the same cleats.

Than you for taking the time to read this letter. I have been a satisfied customer of your company for
many years and this is the first time I have encountered a problem. If you need to contact me, you can
reach me at (555) 555-5555.
 Sincerely,

Signature

Ken Thomas

While writing a complaint letter we should keep in mind answers to the following
questions.

Purpose:
a. Why is s/he writing? (And why didn’t s/he simply call to make this
complaint?)

b. What was the problem?

c. What does the reader want?

Audience:
d. Who is s/he writing to?

e. How does ‘the audience’ affect the language and format that is used?

Organization: This letter has seven paragraphs. In the space below, write brief notes
that indicate the main topic of each paragraph:

Paragraph 1:
_________________________________________________________________
__

Paragraph 2:
_________________________________________________________________
__

Paragraph 3:
_________________________________________________________________
__
 Paragraph 4:
_________________________________________________________________
__

Paragraph 5:
_________________________________________________________________
__

Paragraph 6:
_________________________________________________________________
__

Paragraph 7:
_________________________________________________________________
__

Overall Strategy:
f. If you were the person receiving this letter, would you want to help the
writer? Why or why not?

g. What do you like about the letter? What do you dislike about the letter?

Grammatical forms
Look at the following sentences found in the letter and answer the questions that
follow.

h. Past Perfect Tense

For each example below, underline the verbs and indicate the order of
events in time.

• After I unpacked my bags and dressed for bed, another guest

mistakenly barged in because he had been given a key to the same
room.
 • As for maid service, I could tell only that my bed had been made and
new towels delivered each day.

i. Gerunds & Infinitives

Look at each of the examples below, and complete the pattern in the
sentence that follows.

• Considering the circumstances detailed below, I believe I’m

justified in requesting at least a 50 per cent refund of the final bill
(enclosed).
Considering the high cost of living in New York City, I believe I’m
justified in
_____________________________________________________
_

• That evening, I tried to have dinner in your informal restaurant.

This morning, I tried

________________________________________________.

• Then when I did order, the waitress returned to the table twice to
tell me that the menu item was not in stock and asked me to make
another selection.

Yesterday, my boss returned to ________________ twice

__________________ _________________________ and asked
me _________________________.

j. Relative Clauses
Is this a defining (restrictive) or non-defining (non-restrictive) relative
clause? How do you know? Could the relative pronoun be replaced by
another pronoun?

• The clerk who checked me out on the morning of my departure

had no authority to make any adjustment and suggested that I
write this letter.

k. Hypothetical Conditionals
For each sentence, underline the verbs and answer the questions that
follow.

• Had I not been unable to find other accommodations on this

convention-packed weekend, I would have left your hotel after
the first night of inexcusable service.
 Did the writer try to change hotels?

Did the writer move to a different hotel after the first night?

• Had I chosen a less expensive hotel at cheaper rates, I might have

excused such problems.

• Was the price of this hotel a bargain?

• Did the writer expect that there might be problems?

Writing a Letter of Appeal

In cases where unfair treatment was committed, a letter of appeal can help to rectify the
situation. An appeal letter allows you to state your side of the story using facts to support
your cause to convince the reader(s) to reconsider your case. The letter should be written
in the business letter format.

Appeal Letter Writing

The first paragraph should introduce yourself and explain why you are writing the letter.
Although it may be difficult, be sure to keep your tone and emotions in check so that you
can show that you can present an objective viewpoint. Keep the first paragraph as concise
and clear as possible so that the reader can immediately understand its urgency.

The next paragraph(s) should narrate the account of what happened, and why your appeal
should be granted. Include all the necessary facts in order to legitimize your case. You
can start by referring to your handbook or guidelines as member of that particular group
or institution. Also, provide specific times and date when particular events occurred. To
make your letter more reader-friendly, use bullet-points every time you need to
enumerate. After doing this, refer to testimonials from people related to your work,
transcript of records, and medical certificate, if necessary. Be certain to cover all the
bases necessary to

The last part should summarize everything you have stated above. Repeat the necessary
points that need to be elucidated. Also include the contact details and where you can be
reached. Close out the letter by thanking the reader for their time.
 Sample Letter of Appeal
4682 Farrow Parkway
Chicago, IL 60621

June 20, 2007

Jack Copeland
Dean, Academic Division
Chicago College University
1323 E. 84th St., 5th floor
Chicago, IL 60621

Dear Mr. Copeland;

I am a senior Philosophy major who took PH401 Advanced Metaphysics class under
Prof. Vanleer, and I am writing to you to appeal a retake for the final comprehensive
oral exam that was given on June 18, 2007.

I feel that Mr. Vanleer did not give my situation the proper respect and understanding
that it truly deserved. On June 8, 2007 at 10:37 A.M., I was struck by a sedan going
65 mph on my way to the university. I survived the accident but fractured the bones
in my legs and hips. I have enclosed the medical documents detailing my stay at St.
Francis Hospital along with this letter.

Because of this setback, I had to reschedule all my exams for the following week
(June 18-22, 2007) and move to the week after that (June 25-29) to allow for me to
recover. I had my classmate Tom Saunders send the necessary letters to all of my
professors requesting to postpone the date of my final exams by a week. All of them
agreed except for Prof. Vanleer, who did not send any reply at all. The doctors said
that it would take me at least two weeks to properly recover, and even if I did prepare
for my exams for Prof. Vanleer, I would not be able to produce the expected output
considering my debilitated condition.

I feel that the situation is not warranted because I never got a grade lower than a B or
(80-85) on his exams. Therefore, the risk of me failing the course and being prevented
from graduating because of not being able to take his final exams due to an
unavoidable circumstance is unacceptable. The handbook states in Article III, Section
II that “Students who have medical emergencies prior to a particular exam will be
given the option to reschedule that exam.”

The medical situation which prevented me from taking the final at the scheduled time
was beyond my control. I would ask you to grant me another opportunity to take the
final exam. I look forward to meeting with you to discuss this matter. Feel free to call
me with any questions at 555-555-5555. I appreciate the time that you have taken to
 read my appeal.

Sincerely,

Signature

Jordan Summer

Enclosure

WRITING A WINNING RESUME/CV

If you are looking for a job, then it is very important that you understand how to offer
yourself in the best way to an employer. This is done by writing a 'CV' (curriculum vitae
- Latin for 'life story'), called in some countries a 'resume'.

Different countries may have different requirements and styles for CV resumes. So you
must follow the correct practice for your culture and country. However, we will try to
give you important principles and advice.

WHAT IS A CV RESUME FOR

A CV resume is quite simply an 'advert' to sell you to an employer. You should send a
CV to an employer when they ask for one in a job advert, or when you are enquiring if
any jobs are available. So the purpose of your CV is to make you attractive, interesting,
worth considering to the company and so receive a job interview.

An employer may have several hundred enquiries about a single job; he or she will only
choose a few people who appear suitable for interview. Therefore, your CV must be as
good as you can make it.

GENERAL ADVICE

If you are a student, there is probably a career advice office in your place of study. They
are there to help. They may have fact-sheets of advice on how to prepare a CV. Make full
use of them. However, employers do not want to see CVs which are all written in exactly
the same way. Therefore, do not just copy standard CV samples! Your CV should be
your own, personal, and a little bit different.

A CV should be constructed on a word-processer (or at least typed), well laid out and
printed on a good quality printer. Do use bold and/or underline print for headings. Do not
use lots of different font types and sizes. You are not designing a magazine cover! Do use
plenty of white space, and a good border round the page. Do use the spell-check on your
computer! (Or check that the spelling is correct in some way) Consider using 'bullets' to
start sub-sections or lists.

Because you are using a computer or word-processor, you can easily 'customize' your CV
if necessary, and change the layout and the way you write your CV for different
employers.

Picture yourself to be a busy manager in the employer's office. He (or she) may have to
read through 100 CVs in half an hour, and will have two piles -'possible' and 'waste-bin'.

So yours must be easy to read, short and attractive. There are two communication
principles to remember:

• *'KISS' - 'keep it simple, stupid'.

• *'If they didn't hear it, you didn't say it'.

So, when you have written a first attempt at your CV, get someone else to look at it, and
tell you how to make it better. Ask your friends, your tutors or teachers, your career
office, family friends in business. What you have written may seem simple and obvious
to you, but not to an employer! Go through it again and again with a red pen, making it
shorter, more readable, and more understandable!

Before you start

Sit down with a piece of paper. Look at the job(s) that you are applying for. Consider
how your skills, education, and experience compare with the skills that the job requires.
How much information do you have about the job description? Sometimes employers do
not give enough information. Ask for more detail if needed. Spend time researching
detail about the job(s) that interest you and information about the employer - their
structure, products, successes, and approach - from:

• Their own publicity, reports and publications

• A library (business reports, trade papers)
• College career office
• Newspaper reports
• The Internet
WHAT TO INCLUDE

Personal details

• Name, home address, college address, phone number, email address, date of birth.
• Do you have your own web homepage? Include it (if it’s good!).
• If your name does not obviously show if you are male or female, include this!

Education

Give places of education where you have studied - most recent education first. Include
subject options taken in each year of your course. Include any special project, thesis, or
dissertation work.

Pre-college courses (high school, etc.) should then be included, including grades.
Subjects taken and passed just before college will be of most interest. Earlier courses,
taken at say age 15-16, may not need much detail.

Work experience

List your most recent experience first. Give the name of your employer, job title, and
very important, what you actually did and achieved in that job.

Part-time work should be included.

Interests

They will be particularly interested in activities where you have leadership or

responsibility, or which involve you in relating to others in a team. A one-person interest,
such as stamp-collecting, may be of less interest to them, unless it connects with the work
you wish to do. Give only enough detail to explain. (If you were captain of a sports team,
they do not want to know the exact date you started, how many games you played, and
how many wins you had! They will ask at the interview, if they are interested.) If you
have published any articles, jointly or by yourself, give details.

If you have been involved in any type of volunteer work, do give details.

Skills

Ability in other languages, computing experience, or possession of a driving license

should be included.

References
Usually give two names - one from your place of study, and one from any work situation
you have had. Or if this does not apply, then an older family friend who has known you
for some time. Make sure that referees are willing to give you a reference. Give their day
and evening phone numbers if possible.

POINTS TO CONSIDER
Length

Maybe all you need to say will fit onto one sheet of A4. But do not crowd it -

You will probably need two sheets. Do not normally go longer than this. Put page
numbers at the bottom of the pages - a little detail that may impress.

Style

There are two main styles of CV, with variations within them.

• Chronological
Information is included under general headings - education, work experience, etc.,
with the most recent events first.

• Skills based
You think through the necessary skills needed for the job you are applying for.
Then you list all your personal details under these skill headings. This is called
'targeting your CV', and is becoming more common, at least in UK. But it is
harder to do. So take advice on whether it is OK in your country and culture, and
how to do it best.

Optional extras

It can be good to start with a Personal Profile/Objective statement. This is a two or three
sentence overview of your skills, qualities, hopes, and plans. It should encourage the
employer to read the rest.

You could add a photo of yourself - either scanned in by computer, or stuck on. But make
sure it is a good one. Get a friend (or a working photographer) to take a good portrait.
The pictures that come out from automatic photo-machines usually make you look ill, or
like a prisoner, or both!

Presentation
You may vary the style according to the type of job, and what is accepted in your country
and culture. So a big company would normally expect a formal CV on white paper. But,
just perhaps, a CV applying for a television production job, or graphic designer, could be
less formal - colored paper, unusual design, etc!

Consider using a two column table to list your educational qualifications and courses
taken.

Cover letter

When sending in a CV or job application form, you must include a cover letter. The
purpose of the letter is:

• To make sure that the CV arrives on the desk of the correct person. Take the trouble
to telephone, and find the name of the person who will be dealing with applications or
CVs, and address your letter, and envelope, to that person by name. (In a small
company, it may be the managing director. In a medium size company, it may be the
head of section/department. Only in a large company will there be a Personnel or
Human Resource Department.)
• To persuade the person to read your CV. So it must be relevant to the company,
interesting, and well produced.
• To clearly say what job you are interested in. If you are sending in a 'speculative' CV
hoping that they may have work for you, explain what sort of work you are interested
in. Do not say, 'I would be interested in working for Widgets Ltd', but say 'I believe
my skills equip me to work in the product development department/accounts
office/whatever'. When sending a speculative CV, you may try telephoning later to
push your enquiry further.
• To say why you want that particular job with that particular employer.
• To draw attention to one or two key points in the CV which you feel make you suited
to that particular job with that particular employer.

Start your letter with an underline heading giving the job title you are interested in. (If
you saw the job advertised, say where you saw it.)

Use the style and pattern of a business letter suited to your culture and country. Ask for
advice about this. Try to find sample business letters so that you can follow style and
layout.

Your career office may have a sheet about this, or show you a sample. The letter should
only be on one side of A4 paper. It must be polite and easy to read.

Also mention when you are available for an interview. Ending your letter with a request
for specific extra information may give a positive response.

Application forms
To apply for some jobs, the employer will send you an application form. You should still
use a covering letter, and send your CV also unless told not to. Application forms need
as much care to write as CVs. Remember the lessons earlier on this page. Here are some
short guidelines:

• Plan everything you will say on a separate piece of paper. Or make a photocopy
of the form, and practice completing it first.
• Only complete the real form when you are exactly sure what the best thing to say
is.
• It must be very neat and clear, and in black pen so that it can be easily
photocopied.
• You should 'angle' your answers to the company, in the same way as explained for
your CV.
• Do not say in answer to any question - 'see my CV'. They do not want to try to
read both at the same time.
• Take a photocopy to keep, so that you can remember exactly what you said. If
you are called to interview, take this copy with you into the interview.

Other points

• Keep copies of all letters, applications forms, and CVs sent, and records of
telephone calls and names of those you spoke to.

The interview

Learning how to handle an interview is also very important. Your college career office or
library may have a sheet or booklet on interview technique. Take as much advice as you
can. Try and 'practice' an interview. Ask a friend, or college teacher, to pretend to
interview you.

Be positive, and confident (if you can!) but not over-confident. Be well-informed about
the company, its record and achievements, about the job and why you want it. Have
questions ready to ask about the company and the job. If you are not accepted, some
employers may be kind enough to look at your interview notes, and explain to you how
you could improve your CV and interview technique. Ask - you can only be refused, and
it shows you are prepared to develop and learn; they may make a note about you for
future reference.

Your future life

You are probably now standing in the doorway of adult life. Choices you make now will
affect your whole future. Here are some questions to consider:
 • How can I choose the best career for my life?
• What are the best ways of making choices and decisions?
• What is the real purpose of my life, and what do I want to achieve?
• Do I have the inner resources to handle these things?

Our student help page is designed to suggest some new and revolutionary options for
facing these questions. Take five minutes to check it out and maybe change your whole
life! Or wonder what you missed!
CHRONOLOGICAL RESUME SAMPLE #1
Resume for Bryan Bissell
Samick Beach Apt. 209-411, Namchun 2-dong 148-4,
Suyoung-gu, Pusan, South Korea 608-132
E-mail: bbissell7@yahoo.com, TEL: 051-626-8258

OBJECTIVE: To work in an innovative school to improve

student’s opportunities, skills and lives through:
1) teaching based on solid research and experience
2) assisting students to achieve their career goals and
3) creating a classroom where all can share ideas and
wisdom that improves careers, relationships and our world.

P R O F E S S I O N A L E X P E R I E N C E

Taught over 3,000 students in Korea over 12 years. Used numerous educational
theories and dozens of textbooks and supplemental books and internet materials for
all ages. My international experience and 12 years teaching in Korea gives me an
edge in knowing what Korean students need.

June, 2004-November,
2005
Vision English Language Institute (Director)
Pusan, South Korea
Developed and implemented curriculum, taught regular classes at all levels inc.
adult, planned many extra-curricular programs (e.g. drama) and trained teachers.
June, 2004
KATE 2004 EFL CONFERENCE PRESENTATION
Seoul National University, Seoul Korea
Gave a presentation on “Stimulating Accurate Production & Vocabulary
Acquisition through Card Games and Clear Goals” at Seoul National University.
January, 1999-
April, 2003
TLC Language Institute (Director)
Kimhae, South Korea
Started and built up TLC into the biggest TEFL institute in Kimhae (600 students)
with 2 partners. Same responsibilities as Vision English.
1
9
Kyungnam College & Tongmyung College
Pusan, South Korea
Was offered positions at both of these colleges in 1998. But, I decided to start my
own language school, TLC Language Institute, instead.
 Jan., 1992--June,
1995;
July, 1997--Dec.,
1998
SDA Language Institute (teacher, coordinator)
Pusan, South Korea:
Taught college students for 5 years. Was coordinator for 2 years? Organized
many events, club meetings and outings.
E D U C A T I O N

Studied in America, Singapore and S. Africa. This has given me a much more
international outlook.
Berne University, Masters in TEFL (New Hampshire, USA)
ACCEPTED INTO THE TEFL MASTERS PROGRAM. DR. PALMER (PH.D. IN TEFL, DONG-EUI UNIVERSITY)
HAS STATED THAT I ALREADY HAVE THE KNOWLEDGE OF A MASTERS IN TEFL.

June, 1997
Andrews University, Bachelors
Berrien Springs, MI, USA
STUDIED PSYCHOLOGY. GRADUATED SUMMA CUM LAUDE IN 1997 WITH A 3.7/4.0 GPA.
January, 1991-December
1991
Southeast Asia Union College (SAUC)
Singapore
ELECTED VICE PRESIDENT OF SOCIAL AFFAIRS. ORGANIZED SEVERAL MAJOR SCHOOL EVENTS.

September 1989-December,
1990
Walla Walla College
Walla Walla, WA, USA
STUDIED AND PARTICIPATED IN STUDENT EVENTS AND COMMUNITY SERVICE ACTIVITIES.

September, 1989-December 1990

Milo Adventist Academy
Days Creek, Oregon, USA
SUMMA CUM LAUDE 3.79/4.0 GPA), TOP 5% IN US IN SAT AND ACT.
 S K I L L S

TEACHING: 12 years experience in TEFL. Have passion to understand research and

develop more effective methods that also integrate useful life skills.

LEADERSHIP/ORGANIZATION: Organized many drama and music activities, speech

contests, student outings, conversation clubs, etc. Have skills at getting people to work
together effectively.

COMPUTER: Can use MS Word, Excel, PowerPoint as well as some graphics and videos
programs, etc.

KOREAN: low-intermediate level.

R E F E R E N C E S

Robert Palmer (professor): 051-808-0085, rcpalmer57@yahoo.com

Ray Klassen (senior teacher): 010-9943-1771, bestidealist@yahoo.ca
Jeff Boyd (textbook developer): 02-2246-3644, boydfamily77@yahoo.com

========================================================================

CHRONOLOGICAL RESUME SAMPLE #2

(033) 3962 390

178 Hesketh Drive

Pietermaritzburg

South Africa 3201

moroffje@yebo.co.za

Joanne Elaine Moroff

Occupation
Pre-Primary Teacher
Experience 1986 -1989 Windhoek Church NAMIBIA

Cradle Roll Teacher

1990 Gluck-auf Primary School NAMIBIA

Pre-Primary Teacher

• Ages 3-4 years

• German Medium

1991 - 1993 Otjiwarongo German School

NAMIBIA

Pre -Primary Teacher

• Class enrolment of up to 39 children of

all race groups and languages.

• Ages 4 - 6 years
• Included preparation for annual nursery school
play, preparation of scenery, costumes, etc.

1995 Heidelberg College S/West, RSA

Student Missionary

• Lecturing in Child Health, Speech and Drama,

Art and Music.

• Management and assistance in daily running of

Heidelberg College Day Care Centre.

1996-1997 San Yu English Bible Centre TAIWAN

English and Bible Teacher

• Volunteer Worker.

1998 - 2000 Maresda Christian Academy Pmb, RSA

Primary Teacher
 • Grades 1 - 6, all subjects
• Grades 7 - 12, Afrikaans

Education 1975 - 1978 Deutsche Schule Windhoek NAMIBIA

1978 - 1979 Wilhelm Nortje Laerschool,

Grootfontein NAMIBIA

1980 - 1982 Grootfontein Hoerskool NAMIBIA

1983 - 1985 Heidelberg High School S/West, RSA

1986 - 1989 Windhoek Onderwys college NAMIBIA

• Graduated with Honors from Pre-Primary course

HDE
• Specialized in English

1994 -1995 UNISA RSA

• BA Degree
• Majors in Psychology and Education

Other Certificates
Ceramics

Bilingualism Diploma (English/Afrikaans)

Poster Design

Hobbies Reading, arts and crafts, music

====================================================================
===

SKILLS BASED RESUME

Jenny C Citizen
6/710 Main Road
My town NSW 2909

Telephone: 02 555 5575

Facsimile: 02 555 5555 for messages only
E-mail: careers@careersonline.com.au
Personal home page: http://www.careersonline.com.au

CAREER OBJECTIVE

I am seeking to continue my successful clerical/administrative career following a break

from full time employment

HIGHLIGHTS OF EXPERIENCE

• I have developed a broad range of skills which suit the needs of many employers
• I am able to confidently carry out the duties you are seeking with a minimum of
instruction

PERSONAL SKILLS

Effective Communications/Customer Service/People Skills

• My major work experience has been in front desk/public contact positions and I
am proficient in all duties associated with a front office situation
• I have developed excellent interpersonal skills and effective communication skills
• I am quite confident and friendly when meeting and assisting people on all levels
and am able to provide them with a quality service
• I am able to efficiently, courteously and tactfully handle clients either in person or
over the telephone

Clerical Skills/Organizational Skills

• I am proficient in all duties associated with an office situation, including dealing

with customer enquiries, reception duties, collecting and handling money,
banking, filing, typing, etc. My present typing speed is 55 wpm
• I can operate various types of telephone systems and office equipment
• I have the good organizational skills essential to the smooth running of an office,
including the ordering of office requirements
• have developed effective liaison skills to assist with the organization of, and
communication of information, in relation to seminars, meetings etc
Computer Skills

• I have had experience with a variety of different computer programs and systems,
including (on IBM) programs which record client details, rental/landlord accounts
details, student records, and word processing (including WordPerfect 5.2 & 6.1).
• I have some experience on Macintosh systems with database and word processing
• I find I can pick up quite quickly on new procedures/ tasks as they are explained
to me.

WORK HISTORY
April 1995 - now Casual Clerk Grade 1/2 Department of Water
Resources My town

June 1992 - March 1995 Casual Reception, Banking, Office Duties, Library and
Science assistant

Various local high schools Including Wombat, Walker Wells, My town, James Cook,
Lizard Park, Ash field

February - June 1994 Part time Liaison Assistant Market's Bizarre My town

May 1985 - March 1992 Reception, Typing, Office Duties/Supervisor Wombat

and Possum Real Estate Canley Wells

EDUCATION

Secretarial Studies Course, Wombat Technical College, Gum Flat, 1983.

School Certificate, My town High School, My town , 1979-1982.

REFERENCES

• "Mrs. Citizen proved to be a competent, reliable worker who related well to her
colleagues. She was punctual and readily undertook any task she was assigned."
Mrs. Rosalie Went, Principal, My town High School, My town, Ph: (02) 555 8654.
• "Mrs. Citizen always approaches her work in a professional, pleasant and positive
manner, ensuring effective and satisfactory outcomes." Mr. Ben Doone, Deputy
Principal, My town High School, My town , Ph: (02) 555 8654.
• "Jenny was always a punctual, reliable and diligent employee. Her approach to our
clients and customers was always of the highest standard." Mr. Darren Wombat,
Manager, Wombat and Possum Real Estate, Canley Wells, Ph: (02) 555 4567.

Useful changes you could make to this resume format include:

• In the above example, the use of Action Words could have helped avoid starting
sentences with "I" over and over again on the page...
• adding extra blank lines (white space) between sections - in fact, the example
above could be spaced over about three pages using additional white space:

o Page 1 - Contact Details and Career Objective

o Page 2 - Highlights and Personal Skills
o Page 3 - Work History, Education and References

• centering the introductory sections - address/contact details, career objective,

highlights of experience

• centering the various section headings

• If references aren't quite ready when you create your resume, either leave the
section out, or say "Can be supplied on request" (making sure you can)
CRITICAL ANALYSIS

Critical analysis of the any thing involves the objects of the selective thing which have some
dispute or the view of the thing which is not accepted by every one but the critical analysis also
means the making the analysis on strict directions.

Now the thing which is critically examined is LETTER WRITING .This analysis involved the
not use of letter writing in the modern business life .Letter writing have a very old history but in
this modern era we are ignoring this and moving towards the fast business communication
method.

These methods are fast and easy to develop in nature and resulting in low cost. These methods
are

♠ Mobile messages

♠ Video conferencing

♠ Phone calls

♠ E- mails

♠ Audio conferencing

♠ Short memos etc

These are some elements which are affecting the letter writing in this modern business life and to
save the letter writing we have to make the letter writing simple and to give a prominent place in
the communication process in our daily business life.
CONCLUSION
Writing for a business context or audience can be distinctly different than writing in the
humanities, social sciences, or other academic disciplines. Writing for business should be crisp
and succinct. It should be to the point, specific and accurate. In most cases, the business letter
will be the first impression that you make on someone. For this reason it is important that you are
diligent in your task of writing an effective business document. Even though business writing is
possibly less formal than it once was, your writing must still adhere to the conventions of
standard American English by using conventional spelling and standard grammatical forms.
Business writing varies from the chatty, conversational style often found in email messages to a
familiar co-worker, to the more formal, legalistic style found in contracts. In the majority of
memos, email messages, and letters, a style between these two extremes is appropriate. Always
remember, writing that is too formal can alienate readers, and an overly obvious attempt to be
causal and informal may strike the reader as insincere or unprofessional. In business writing, as
in all writing, knowing your audience is critical.

RECOMMENDATIONS AND SUGGESTIONS

♠ Simple and easily comprehendible wordings should be applied

♠ Complex and un necessary phrases should be avoided

♠ Built in formats should be provided to the organization’s employees as per their needs

♠ Springs of words should be avoided

♠ One word substitutions should be applied

♠ Internet facility should be employed using E- mail instead of conventional letters

References

♠ www.unc.edu/depts/wcweb/

♠ www.soon.org.uk/student.htm

♠ www.fortifyservices.com

♠ ncassidy@company.com
♠ writing_center@unc.edu

♠ www.4-bcg.com

♠ www.soon.org.uk/cvpage.htm

♠ www.scribd.com

♠ www.jstor.com

♠ Monash University ( Employment & career development wing )