Parts, Format and Application letter

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guide to technical writing

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Practical Tips on Writing the Letter of Application:

Practical Tips on Writing the Letter of Application SAB ON THE JOB TRAINING ORIENTATION: Mr. Reynante S. Bunuan SY 2006 - 2007

Characteristics of an Effective Letter:

Characteristics of an Effective Letter Correctness Conciseness Clarity Courtesy Cheerfulness Concreteness Consideration Character

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Business Letter is a written message used to transact business which cannot be conveniently conducted orally. Three Elements: * the sender * the receiver * the message

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Styles: * Modified Block style, the inside address and all paragraph beginnings start at the left margin. * Semi-block style is identical with the block style except that the first line of each paragraph is indented five spaces.

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* Full block style, everything is aligned on the left margin. * NOMA - the same format with the full block but it has no salutation and complimentary ending.

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The following are the basic parts of a business letter: 1. Letterhead consists of the name and address of a company plus its telephone and cable numbers when available. It is usually printed on the upper center of the stationery.

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2. Dateline - must be written in full example: June 26, 2002 / 26 June 2002 3. Inside Address - The name and address of the company or the person to whom the letter is directed. It occupies three lines, not less.

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Example: Mr. Ernesto Santiago, President Atlas Mining Company Ayala Avenue, Makati City 4. Salutation - first letters of the first and the last words of a salutation are always capitalized. 5. Body - contains the message. It usually starts with a statement of the purpose of the letter. This is followed by more explanation of the objective, finally ending with an expression of goodwill or of the reaction of the reader.

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6. Complimentary close - only the first letter of the first word is capitalized 7. Signature - consists of the name of the letter writer and his business title, if he has one. The name of the company may be included and should appear above the signature 8. Initials are written 2 spaces after the signature and flush on the left margin.

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9. Attention line may be placed either before or after the salutation, centered and usually underlined. 10. Subject line is placed after the salutation and underlined. It should indicate the main topic of the letter. 11. Carbon copy - it is typed below the initials followed by the names of the persons to whom the carbon copies are given. However, if the letter is an inter - office correspondence the “Cc.” may be found on the first copy of the letter.

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12. Enclosure - this notation is typed directly below the initials. The enclosure notation gives any of the following information: The number of enclosures, or the specific kind of materials enclosed or the word “a/s”, meaning “as stated”. Enc.: 3 Encl.: FNCP Check o P250.00 Enc.: a/s

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Types of application letter: 1. Solicited - is made in answer to an advertisement Advantages: - is sure that vacancy exists - knows the kind of job that is available as well as the qualification required for the job Disadvantage : stiff competition among applicants

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2. Unsolicited - is written to prospective employer without the benefit of an advertisement. Advantage: the writer does not contend with other applicants Disadvantages: He is not sure of vacant position or his qualifications can satisfy the requirements of the company

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The Four Tests of a Business Letter 1. Is my letter complete? Do I present a clear picture of what I wish to say? Will the reader know what I mean? 2. Is my letter concise? Have I avoided unnecessary words? Is each idea vital to the thought of my letter? 3. Is my letter clear? Have I chosen the correct word to express clearly the right idea? Do I use picture - making words than turn a general idea into specific image?

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4. Is my letter courteous? Do I think of the other person, my reader, and use more you than I? Do I state facts positively? Do I aim to please? Have I written the letter I would like to receive?

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Structure of the Letter Paragraph 1 It should state clearly why you are writing and where you saw the job advertised. e.g. I would like to apply for the post of …as advertised in today’s issue of …. With reference to your advertisement in … on …, I am writing to apply for the position of …

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Paragraph 2 It should give a little information about your qualifications and experience. Make sure the information you give is relevant to the job that you are applying for. e.g. As you can see from the enclosed resume, I have worked in my present position for five years. During this time, I have gained invaluable experience in …

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I am currently a student at … studying … I am due to graduate in … Although I have been studying full time, I have had a number of summer jobs which have helped me gain experience in …

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My experience over the past two years has been at the managerial level, where I have had responsibility for…

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Paragraph 3 It should say why you believe you are suited to the job and what you can offer the company. Those currently employed can state the reason for wishing to change their present job. However, you should not sound critical of your present employer.

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e. g. I am currently working as a receptionist in … The reason for my seeking a new position is that I wish to pursue a secretarial career. Unfortunately, there are no openings for advancement in my present employment.

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For the last two years I have been working as a receptionist in … Unfortunately the company is moving its main offices overseas and I have therefore decided to look for a new position. I believe that the experience I have gained in … has given me the qualities you are looking for…

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I believe I would be an asset to your company. I will be able to bring with me my experience of … which I believe would be useful in this position… I feel that my ability to … will help enable me to …

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This is probably the most important paragraph of the letter. It is also the hardest part to write because you need to “ sell yourself “ without appearing too arrogant. However, you do need to be quite forceful and direct, showing that you possess the skills for the job you are applying for.

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Paragraph 4 It should tell the reader when you are available for an interview and how to contact you. e.g. I would like to have the opportunity to talk to you further about my application. I am available for an interview at any time and I can be contacted at / on …

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I am available for an interview at any time but appreciate two days notice. I can be contacted at / on … I look forward to hearing from / meeting you soon.

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As requested in the advertisement, I enclose a copy of my resume together with a recent photograph. I look forward to meeting with you to discuss my application further. I am available…. And can be contacted on / at …

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