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Today’s Topics
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Write an email to your friend Ziad,
telling him that you are attending a
Professional Business Writing Course at
the Experts Hall and will meet him
tomorrow noon? The email should
include any email details based on
your knowledge.
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Know your organization’s e-mail policy.
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Have a professional email
Wrong: Right:
Love_you_04@hotmail.com fuad.tamimi@yahoo.com
f.a.tamimi@yahoo.com
Tome_and_jerry_5@yahoo. ftamimi@yahoo.com
com
Better:
fuad.tamimi@abc.edu
Show your institutional
affiliation if it will be
impressive to your audience
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Make an outline or list of the main points
and details you want to include in the
email
Double check any facts, dates, times, or
other specific details that will be included
in the email
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Who are you writing to and what is
your relationship with the person?
If the person you are writing to is in a higher position than
you, your email should use more formal language than if
the person is someone in the same level position than
you.
If you have never met the person receiving your
email before, you should use formal language in the
first email to him or her.
Once you have sent the first email and received a reply,
you can choose to continue using formal language or
choose to use less formal language in future emails.
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Think about the reason you are sending the
email and decide if formal or informal
language is better.
If you are requesting a service or asking a favor,
you should use formal language.
If you are making a complaint, you should use
strong words to express your dissatisfaction or
problem but you must be polite.
If you are introducing yourself, you should use
formal language but you can use words or
phrases that let your personality show through
as well.
If you are writing a customer relation letter, you
should use formal language. 9
Think about the reason for writing the email and
what you want the person who receives the email
to do with it.
If you want the receiver to do something for you, make
it clear. Tell the receiver exactly what action you want
done.
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Don’t use unnecessary words and phrases that
distract from the main idea of the email or may
confuse the reader
The person reading your email does not have a
lot of time to read your email so you must make
it as direct as possible.
Make the reason for writing the email clear at
the beginning and only add details that are
directly related to the topic of the email.
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Avoiding difficult or complex sentence
structures will help you avoid grammar
mistakes.
Simple sentences will make the email easier
for your reader to understand, especially if
the person reading the email is not a native
English speaker.
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Think about how the email might be
perceived by the reader. Are there any words
or phrases that may make the tone seem
angry, or disrespectful?
Avoid trying to make a joke or say something
funny in an email. Sometimes what you think is
funny might be misunderstood by the reader
and create a bad relationship.
Use words that are specifically related to the
topic but define any words or phrases that you
think the reader might not be familiar with,
especially words that are specific to a certain
type of job, field of study, or product.
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Anatomy of an E-mail Message
E-mail messages are similar to letters, with two
main parts:
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Clarity
Descriptive
Critical information
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Subject: Date:
Hi 9:17 am
questions 10:11 am
Meeting 12:44 pm
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Subject: Date:
Help: I can’t find the draft for the Smith Paper 10:11 am
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Subject: Date:
Change
subject line
when
necessary
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Subject: Date:
Remove
extra email
prefixes
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Subject: Date:
9:17
Thanks for the help today! <eom> <end of message>
am
10:11
Got your message <nm> <no message>
am
12:44
Today’s group meeting canceled <ssia>
<subject says it all> pm
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1. Subject: Important! Read
Immediately!!
2. Subject: Meeting
3. Subject: Follow-up About Meeting
4. Subject: Announcement
5. Subject: Do we need a larger room
for Social meeting on May 14?
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Now, how was your email subject that
you prepared earlier today? Was it
effective or not?
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Limit to who really needs to know.
Make it clear in text who has action and
who is info addressee.
Use BCC to protect Email addresses
unless everyone knows each other.
Watch Reply All.
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Use address book with mail groups &
validate often.
› Avoid typing addresses free hand;
many addresses are similar; watch
auto fill.
› Send same message to multiple
recipients by editing message as new
or cutting and pasting.
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Make sure forward does not embarrass
sender.
› Get permission if in doubt.
Fill in addresses last to avoid sending an
incomplete Email by mistake.
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It’s sneaky. Don’t use it unless you can
100% trust the person you are bcc-ing.
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Subject: Meeting
Hi Jim,
I just wanted to remind you about the
meeting we have scheduled next week.
Do let me know if you have any questions!
Best wishes,
Mark
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Subject: Reminder of 10am Meeting Sched. 10/05 on PASS
Process.
Hi Jim,
I just wanted to remind you about the meeting we have
scheduled for Monday, October 5, at 10:00am. It's being held
in conference room A, and we'll be discussing the new PASS
Process.
Best Wishes,
Mark
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The Opening Tells the reader why you are writing
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If you have never met the person, use Dr.,
Mrs., Mr. and Ms. .
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If you have been exchanging emails with
the person all day, it’s okay to skip the
greeting and salutation as if you’re
having one long conversation.
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Formal Greetings
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Informal Greetings
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From: Bob Anderson <anderson@rand-unix>
Date: 21 Dec 84 11:40:12 PST (Fri)
To: randvax!anderson, randvax!gillogly,
randvax!norm
Subject: meeting ...
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Subject: MEETING ON FY PLANNING, 2PM
12/28/2011, CONFERENCE ROOM 1
Best Regards,
Ali
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Subject: Revisions For Sales Report
Hi Jackie,
Thanks for sending in that report last week. I read through it
yesterday and feel that you need more specific
information regarding our sales figures in Chapter 2. I also
felt that the tone could be a bit more formal. The report is
going to be read by our Executive Team, and needs to
reflect our professionalism.
Also, I wanted to let you know that I've scheduled a
meeting with the PR department for this Friday, regarding
the new ad campaign. It's at 11:00, and will be in the small
conference room.
Please let me know if you can make that time.
Thanks!
Monica
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Subject: Revisions For Sales Report
Hi Jackie,
Thanks for sending in that report last week. I read through it yesterday
and feel that you need more specific information regarding our sales
figures in Chapter 2. I also felt that the tone could be a bit more formal.
The report is going to be read by our Executive Team, and needs to
reflect our professionalism.
Thanks for your hard work on this!
Monica
================================================
Subject: Friday 10/9, 11am Meeting w/PR Dept
Hi Jackie,
I wanted to let you know that I've scheduled a meeting with the PR
department for this Friday, 10/9, regarding the new ad campaign.
It's at 11:00am, and will be in the small conference room. Please let me
know if you can make that time.
Thanks!
Monica
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Instead of: Use:
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Write in standard professional English
with Capitalization and correct spelling.
› Don’t try to impress.
› Avoid chat speak, e.g., Keek 7alak &
emoticons, .
Don’t type in All Caps – like yelling.
Avoid !!!
Proofread & spell check.
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Identify yourself clearly to cold
contacts.
› Hello, I am…The reason I am writing…
› Hello, so-in-so suggested I contact you…
Respond Promptly.
› Apologize if you don’t.
› Interim reply when too busy.
Don’t shoot the messenger.
Be polite and watch your email tone
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To: Female employees
From: H. Honcho
Re: Dress code
Date: 1 July 2012
Clients will be visiting next week. Jeans will not make the right
impression. It’s time you started dressing for the office instead
of the beach. Leave your flip-flops at home!
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To: All staff
From: H. Honcho
Re: Reminder about what to wear to work
Date: 1 July 2012
Men Women
•khaki pants •casual pants and skirts
•leather shoes… •leather or fabric shoes…
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Use carefully.
Cut and paste relevant parts of attachment into text of Email.
Use URL links instead.
› Upload attachments to website and cite URL.
› http://www.scribd.com/ is a free service.
Recipients who do not know you may be unwilling to open
attachments or click URLs.
Post attachment first to avoid “Oops, here’s the attachment.”
When you are sending an attachment tell your recipient what the
name of the file is, what program it is saved in, and the version of
the program.
Ex. The attached file is in MSWord (.doc or .docx) under the name
“LabFile.docx”
If you use an open source word processor send files as RTF or PDF.
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Formal closings Informal closings
Sincerely
Sincerely yours Best,
Regards Take care,
Best regards Regards,
Kind regards Warm regards,
Yours truly
Most sincerely
Respectfully
Respectfully yours
Sincerely yours
Thank you
Thank you for your consideration
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Your name
Title
Organization / Employer
Email address
Website
Fax, Phones & Mobile
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Always spell-check before sending
Set your email program to automatically
check before sending
Re-read email for other spelling, grammar
and punctuation errors.
Read it out loud
Sleep on it
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Negative comments about management
Criticisms of staff or performance issues
Bonuses or salary issues
Gossip
Humor or other ambiguities
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Common e-mail pitfalls
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Writing good business letters is an art that
all technical people should master.
When writing a business letter, the writer
produces a one-sided conversation with
the reader in the sense that he/she has
to anticipate the reader's questions and
provide answers to those questions.
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A business letter is a letter written in
formal language, usually used when
writing from one business organization to
another, or for correspondence
between such organizations and their
customers, clients and other external
parties.
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1. It provides a record of the activity for
someone's file.
2. It allows the writer to provide more
context or explanation than is usually
possible on a form.
3. It helps the audience( reader )
remember what is to be done.
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Business letters usually contain the following information (in this
order):
1. Writer's address (street, city, country).
2. Date of writing
3. Recipient's name, job title, and address
4. Subject
5. Salutation or Greeting (Dear Mr./ Mrs./ Ms…..)
6. Message (body of the letter)
7. Closing
8. writer's signature, typed name, and position of sender
9. In some situations, a business letter may also include the following
optional information:
10. Writer's Initials: typist's initials ( if writer did not type letter).
11. Enclosures (Encl:)
12. Carbon copy Recipients (cc:)
13. Photocopy recipients (xc:)
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There are three common formats
for the business letter:
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The first line of the
paragraph is indented
a few spaces
The writer's address,
the date, the closing,
the writer's signature ,
and the typed version
of the writer's name
and job title are
indented two thirds of
the way across the
page.
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The first line of the
paragraph is lined up
with the left margin
There is a blank line
between paragraphs
to signal the start of a
new paragraph.
The writer's address,
date, closing, and
signature are indented
as in the unblocked
format.
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The first lines of
paragraphs and all the
other address, date,
closing and signature
information are lined
up with the left margin.
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When a writer is representing a
company or organization,
he/she should use the
organization's letterhead
stationery for correspondences
with people outside the
organization.
When using letterhead, the
location of the writer's address,
city, state will be changed
These are usually given in the
letterhead typed at the top of
the page.
If a letter requires more than one
page, the additional pages are
called continuation pages are
typed on plain paper, not
letterhead.
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Letters normally begin with some sort of salutation.
In formal correspondence, it is customary to use the
recipient's title and last name: “Dear Dr. Smith.”
If the person does not have a title, use “Mr.” or “Ms.”
In the American business world, it is becoming increasingly
common to address people by their first name as a sign of
goodwill. However, sometimes it is seen as disrespectful. So,
try to make sure whether it is acceptable or not.
If you do not know whether the reader is male or female, do
one of the following:
Use the complete name: “Dear J.L Williams.”
Use both titles: ” Dear Mr. or Ms. Williams.”
Use a memo format: “ To: J.L Williams.”
From: your name.”
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Dear Personnel Director,
Dear Sir or Madam (use if you don't know
who you are writing to)
Dear Mr., Mrs., Miss or Ms (use if you know
who you are writing to.
VERY IMPORTANT use Ms for women
unless asked to use Mrs. or Miss)
Dear Frank (use if the person is a close
business contact or friend)
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In the first paragraph, consider a friendly
opening and then a statement of the main
point.
The next paragraph should begin justifying
the importance of the main point.
In the next few paragraphs, continue
justification with background information
and supporting details.
The closing paragraph should restate the
purpose of the letter and, in some cases,
request some type of action.
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With reference to:
your advertisement in the Times,
your letter on 23rd March,
your phone call today,
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I am writing to enquire about
I am writing to apologize for
I am writing to confirm
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Could you possibly?
I would be grateful if you could
•I would be delighted to
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•Unfortunately
•I am afraid that
•I am enclosing
•Please find enclosed
•Enclosed you will find
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Thank you for your help.
Please contact us again if we
can help in any way.
If there are any problems.
If you have any questions.
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I look forward to ...
hearing from you soon.
meeting you next Tuesday.
seeing you next Thursday.
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Yours faithfully, (If you don't know
the name of the person you're
writing to)
Yours sincerely, (If you know the
name of the person you're
writing to)
Best wishes,
Best regards, (If the person is a
close business contact or friend)76
1. Letter of Inquiry
2. Letter of Order
3. Letter of Appointment
4. Many others
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Itcontains the query to the
information being required and
an expression of the writer's
appreciation.
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State clearly and specifically what is
wanted. If there are more than three
queries, use a numbered list.
Give the reason for the inquiry.
Include an expression of appreciation. A
simple "Thank you" is enough.
Include a self-addressed, stamped
envelope with the letter of inquiry sent to
an individual who has to pay for the
postage when giving his own reply.
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State clearly, accurately and completely
the description of the item being purchased
(exact name of the item, quantity desired,
size, color, weight, finish, price and model).
Give the address where the goods will be
delivered.
Give the price and the mode of payment,
(check or money order, credit card, cash
on delivery or charge to account).
Mention desired method of shipment (air
express, truck, parcel post)
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Individuals appointed to certain positions,
committees or functions should be notified
and informed of this task assigned to them
through letters of appointment.
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the nature of appointment;
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A cover letter’s purpose is to get your
resume read.
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A business letter that accompanies a
resume.
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Introduces You; Your Resume
Summarizes Appropriate Aspects of your
Education or Experience
States briefly how your Qualifications
relate to the Job
Indicates if you have included a Resume,
Writing Sample, Transcript, or other
documents
Requests an Interview
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Contact Information
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The first section of a written or uploaded
cover letter should include your contact
information:
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Mobile Number
Your Email Address
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If you have contact information of the
employer, list it below your contact
information. If not, leave this section
off your cover letter.
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It's important to include an
appropriate salutation at the
beginning of the cover letter or
message.
If you have a contact person for your
letter, be sure to include their name in
your letter.
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Cover Letter Salutation Examples
Dear Mr. Jones,
Dear Ms. Jones,
Dear Jane Doe,
Dear Dr. Haven ,
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The body of your cover letter lets the
employer know what position you are
applying for, why the employer should
select you for an interview, and how you
will follow-up.
This section of your cover letter should
include:
First Paragraph - Why you are writing
Middle Paragraphs - What you have to offer
to the employer (be specific)
Final Paragraph - How you will follow-up
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The first paragraph of your letter
should include information on why you
are writing. Mention the position you
are applying for and where you saw
the listing. Include the name of a
contact, if you have one.
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Please accept my application for the
teaching assistant position advertised on the
EnglishPAL Website. I would like to continue to
develop my teaching skills while creating a
challenging and fun learning environment for
students. The middle school age group is
particularly appealing to me, because
students are very impressionable, interested in
learning, and open to new concepts.
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The next section of your cover letter should
describe what you have to offer the
employer.
Make strong connections between your
qualifications and the position
requirements.
Mention specifically how your skills and
experience match the job you are applying
for.
Use several shorter paragraphs or a
bulleted list of your qualifications rather
than one large block of text.
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I am very well qualified and would be an asset to
the school because of my experience working as
a teaching assistant for XYZ School. I have
worked with both elementary and middle school
teachers, as well as camp directors to develop
curricula that meet the needs of students. I enjoy
tutoring students and helping them build
confidence in their ability to achieve, both
academically and socially. In addition, I have
artistic and computer skills that will be an asset
when developing class projects.
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Conclude your cover letter by
thanking the employer for considering
you for the position. Include
information on how you will follow-up.
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I have attached my resume for your review.
Thank you for considering my application. I
would appreciate the opportunity to interview
and look forward to hearing from you in the
near future.
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When you're writing a cover letter or
sending an email message to apply
for a job it's important to close your
letter in a professional manner.
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Sincerely
Sincerely yours
Regards
Best regards
Kind regards
Yours truly
Most sincerely
Respectfully
Respectfully yours
Thank you
Thank you for your consideration
Follow the closing with a comma, a space, and then your name and your contact
information, if you're sending an email message. For example:
Best regards,
Your Name
Your LinkedIn Profile URL
Your Email Address
Your Phone Number
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Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email
Date
Name
Job Title
Company
Street
City, State Zip
Please accept my application for the teaching assistant position advertised on Craig's List. I would like to continue to develop my teaching
skills while creating a challenging and fun learning environment for students. The middle school age group is particularly appealing to me,
because students are very impressionable, interested in learning, and open to new concepts.
I am very well qualified and would be an asset to the school because of my experience working as a teaching assistant for XYZ School. I have
worked with both elementary and middle school teachers, as well as camp directors to develop curricula that meet the needs of students. I
enjoy tutoring students and helping them build confidence in their ability to achieve, both academically and socially. In addition, I have artistic
and computer skills that will be an asset when developing class projects.
I have attached my resume for your review. Thank you for considering my application. I would appreciate the opportunity to interview and
look forward to hearing from you in the near future.
Sincerely,
Your Signature