Business gramar

7/29/2019 Business gramar

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BUSINESS ENGLISH 3LECTURE OUTLINE

Lecturer: Simona MITOCARU

Business English 32nd Lecture: CVs and Resumes


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Choosing a CV style CHRONOLOGICAL SKILLS-BASED / FUNCTIONAL COMBINATION

CV PREPARATION AND DESIGN STAGES1. PREW RITING

ANALYSE: the purpose is to respond to a job advertisement and win aninterview.ANTICIPATE: the reader probably sees many resumes and will skim this onequickly. He/she will be indifferent and must be persuaded to read on.ADAPT: emphasize the specific skills that the targeted advertisement mentions.

2 . W R I T I N GRESEARCH: investigate the targeted company and its needs. Find the name of the person who will be receiving the resume.ORGANISE: make lists of all accomplishments and skills. Select those itemsmost appropriate for the targeted jobs.COMPOSE: experiment with formats to achieve readability, emphasis, andattractiveness.

3 . REVISING

REVISE: use present-tense verbs to describe current experience. Bulletexperience items. Check for parallel phrasing. Adjust spacing for best effect.P R O O F R E A D : run spell checker. Read for meaning. Have a friend proofread.EVALUATE: will this CV impress a recruiter in 30 seconds?


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(REVERSE-) CHRONOLOGICAL CV

it is most popular with recruiters since it is thee a s i e s t t o a s s e s sIt l i s t s w o r k h i s t o r y j o b b y j o b in reversechronological orderIt is appropriate for candidates who

have e x p e r i e n c e in their field of employmentshow s t e a d y ca r e e r g r o w t h .

I t is in a p p r o p r ia t e fo r yo u n g gr a d u a t e s o rp e o p l e w h o h a v e g a p s i n t h e i r w o r k e x p e r i e n c e .It begins with the candidates name, address,telephone number, job objective, education/ work experience.


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THE FUNCTIONAL / SKILLS-BASED CV It focuses attention on the applicants skills

rather that past employment. It begins with the applicants name, address,

telephone number, job objective, education,skills, short employment section.

It groups skills and accomplishments (specialsubcategories).

It is useful for r e c e n t g r a d u a t e s , people whohave changed jobs frequently or have gaps intheir employment records.

It demonstrates t r a n s f e r a b l e s k i lls


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COMBINATION It draws on the best features of the

chronological and skills-based CVs. It emphasizes the candidates capabilities but

also includes a complete job history. An example is the Europass template (the

European CV).


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Deciding on it s lengt h Recruiters prefer 1-page CVs. Make your CV as long as needed to sell your

skills.

Arranging the part s Main heading Career/job objective/personal statement/profile Education Experience Capabilities and skills Awards and activities

Personal information References


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MAIN H EADING begin with your name, address, and telephonenumber. Avoid showing both permanent and temporary addresses; some specialists say that dual addressesimmediately identify about-to-graduate collegestudents.Keep the main heading as uncluttered and simple aspossible.Do not include the words CV or resum e as a title.

CAREER/ J OB OBJ ECTIVE Opinion is divided about the effect of including acareer objective on a CV

career objectives make the recruiters life easier by quickly classifying the CV.They can also disqualify a candidate if the statedobjective does not match a companys job description.

EDUCATION If it is more noteworthy than your work

experience, education is the next component. include the name and location of schools, dates of

attendance, major fields of study, and degreesreceived.

It is better to refer to courses only if you can relatethem to the position sought. When relevant,include certificates earned, seminars attended and workshops completed.

This section may be entitled Ed ucation , Academ icPreparation or Professional Training .


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W ORK EXPERIENCE OR EMP LOYMENTH I S TO RYIf your work experience is significant and relevant tothe position sought, this information should appear before education. List your most recent employmentfirst and work backwards, including only those jobsthat you think will help you win the targeted positionFor each position show the following:

Employers name, city, country Dates of employmentMost important job titleSignificant duties, activities, accomplishments and

promotions

Describe your achievements concisely but concretely.Statements describing your work experience can bemade forceful and persuasive by using action verbs

ACTION VERBS FOR PERSUASIVE RESUMES / CVs MANAGEMENT SKILLS COMMUN ICATION SKILLS

administeredanalysedconsolidatedcoordinateddelegateddirectedevaluatedimprovedincreased

organizedplannedprioritizedrecommendedstrengthenedsupervised

addressedarbitratedarrangedcollaboratedconvinceddevelopeddraftededitedexplained

interpretednegotiatedpersuadedpromotedrecruitedtranslated wrote


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ACTION VERBS FOR PERSUASIVE RESUMES/

CVs RESEARCHSKILLS

TECHNICALSKILLS

TEACH ING SKILLS

clarifiedcollecteddiagnosedevaluatedexaminedextractedidentifiedinspectedinterpretedinterviewedinvestigatedorganizedsummarizedsurveyedsystematized

assembled builtcalculatedcomputeddesigneddevisedengineeredexecutedfabricatedmaintainedoperatedprogrammedrepairedsolvedupgraded

adaptedadvisedclarifiedcoachedcommunicatedcoordinateddevelopedenabledencouragedevaluatedexplainedguidedinstructedpersuadedset goalstrained

ACTION VERBS FOR PERSUASIVE RESUMES/ CVs

FINANCIALSKILLS

CREATIVE SKILLS H ELPIN G SKILLS

administeredallocatedanalysedappraisedaudited balanced budgetedcalculated

computeddevelopedforecastmanagedmarketedplannedprojectedresearched

conceptualizedcreatedcustomizeddesigneddevelopedestablishedfoundedillustrated

initiatedinstitutedintroducedinventedoriginatedplannedrevitalized

assessedassistedclarifiedcoachedcounseleddemonstrateddiagnosededucated

expeditedfacilitatedfamiliarizedguidedmotivatedreferredrepresented


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ACTION VERBS FOR PERSUASIVERESUMES/ CVs CLERICAL OR DETAILSKILLS MORE VERBS FORACCOMPLISHMENTSapprovedcataloguedclassifiedcollectedcompiledgeneratedmonitoredoperatedorganizedpreparedprocessedrecordedscreenedspecifiedsystematizedtabulated

achieveddirectedexpandedfacilitatedformulatedimprovedoversaw pioneeredreduced (losses)resolved (problems)transformed

CAPABILITI ES AND SKILLS list your special skills, include your ability to use computerprogrammes, office equipment, foreign languages.Describe proficiencies you have acquired through trainingand experience, i.e., trained in computer accounting,including. Use expressions like:

Competent inSkilled inProficient withExperienced in

Ability tohighlight exceptional aptitudes, such as working wellunder stress and learning computer programmesquickly.For recent graduates, this section can be used to giverecruiters evidence of your potential. Instead of Capabilities , this section might be called Skills and

Abilit ies .


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AW ARDS, H ONS, an d ACTIVITIES If you have more than 3, list them under a

separate heading. If not, put them with the Activ it ie s.

Include awards, scholarships (financial andother), recognition, commendations andcertificates

This section provides an opportunity to

demonstrate leadership and interpersonal skills.Explain your activities.

PE RSO NAL DATA (U.S. st yle) Todays resumes and CVs omit personal data,such as birth date, marital status, height andreligious affiliation. Such information does notrelate to genuine occupational qualifications.Some job seekers write them, including hobbiesand interests that might grab recruitersattention or serve as conversation starters. Donot mention dangerous pastimes or time-consuming interests. You should indicate your willingness to travel or to relocate, since many companies will be interested.


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REFERENCES Normally, recruiters prefer that a candidate

bring to the interview a list of individual willing to discuss their qualifications. Writetheir full names and titles, include addressesand telephone numbers (e-mail addresses). Ask 3-5 instructors or previous employers whether they will be willing to answerinquiries regarding your qualifications foremployment.


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CHAPTER REVIEW Resumes/ CVs that list work history job by job, starting with the most recentposition, are classified as ____________ resumes / CVs.


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CVs that emphasize skill categoriesand deemphasize work history areclassified as ____________ CVs.This CV can be used to focus onaccomplishments and to hide negativeemployment history.

A CV should always begin with a main ____________ that includes name,address and telephone number.


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Opinion is divided on whether toinclude a career ____________ ona CV. Although this statement makesthe recruiters life easier, it can limit acandidates opportunities.

One of the most important sections of a CV is devoted to work ____________. List your mostrecent employment first and work backward.


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Answer the following quest ions:

From the candidates view, what are theadvantages of chronological CVs? Of functional / skills-based CVs?

When should you include a career objective/ personal statement on your CV?

Should you include references on your CV? Why or why not?

INTRODUCTION TO BUSINESSLETTER WRITINGLecture 3


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Ashl ey, A.The Oxf ord Handbook of Commercial Correspondence . New Edi t ion. Oxfor d: OUP, 2003.

Correspondence, whether it is by letter, fax, or email, isa key aspect of the world of commerce and business. Itreflects on the competence and professionalism of theperson who has written it and the company he or she works for. Clear, effective correspondence is animportant part of running an efficient business, and canpromote good relations. Unclear or confusingcorrespondence can cause many problems, and can leadto misunderstandings, delays, lost business, and poorrelations between individuals, departments, andcompanies. Therefore, writing skills what is writtenand how it is expressed should be as much a part of a business education as accountancy or economics.

PROFESSIONAL WRITTENCOMMUNICATION

PURPOSE-ORIENTEDW h y d o I w r i t e ? W h a t is t h e d e s ir e d o u t co m eo f m y m e s s a g e ?

I N F OR M a n d R E M I N DPERSUADER E Q U E S T a n d I N Q U I R E ( E N Q U I R E )F O LL O W U P a n d R E P LYTH ANK, W ELCOME or CONGRATULATE

AUDIENCE-ORIENTEDTo w h o m d o I w r i te ? ( s t a t u s , le v e l o f k n o w l e d g e , r e la t i o n s h i p )


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The 5 Cs of Ef f ect ive Business Let t erWri t ing COURTEOUS (polite) CLEAR (logical arrangement, specific terms,

directness) COMPLETE (communicate all the essential

ideas and details) CONCISE (mention only the essential ideas and

details; short, active sentences)

CORRECT (proofread the letter for typos[typographical errors] and failures to check reference sources)

PARAGRAPHS INDENTED PARAGRAPH

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX


BLOCK PARAGRAPH


XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX


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LETTER LAYOUT Par t s of a Let t erRETURN ADDRESS (senders)DATEINSIDE ADDRESS (sending address)(attention line)SALUTATION(subject line)BODY OF LETTER

COMP LIM ENTARY CLOSESIGNATURE BLOCK(Enc. / Encl., p.p., c.c.)

British FORMAT


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AMERICAN FORMAT


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SALUTATIONS and COMPLIMENTARY

CLOSESN O N A M E M E N T I O N E D

Dear SirDear MadamDear Sir or MadamDear Sirs

----------------------------------------Gentlemen

N A M E M E N T I O N E DDear Mr SmithDear Ms SmithDear Mrs SmithDear Miss SmithDear Messrs Smith and Jones

Yours faithfully ------------------------

Yours truly Best wishes / Best regards(addressed to smb. that youknow w ell)

Yours sincerely -------------------------

Yours truly Sincerely

Best wishes / Best regards(addressed to smb. that youknow w ell)

PUNCTUATIONMIXED PUNCTUATION

EUROP EAN STYLED e a r M s S m i t h ,D e a r S i r s ,S i n c e r e l y yo u r s ,F a i t h f u l l y y o u r s ,

AMERI CAN S TYLED e a r M s . S m i t h :

G e n t l e m e n :S i n c e r e l y ( yo u r s ) ,B e s t w i s h e s ,

OPEN PUNCTUATIONEUROP EAN STYLE

D e a r M s S m i t hD e a r S i r sS i n c e r e l y y o u r sF a i t h f u l l y y o u r s

AMERI CAN S TYLED e a r M s . S m i t h

G e n t l e m e nS i n c e r e l yB e s t w i s h e s


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SENDER S ADDRESS British format: the top right-hand corner of the

page. American format: the top left-hand corner of the

page. Punctuation is rarely used in addresses these

days. The BLOCK(ED) STYLE is the most widely used:

each line starts directly below the one above. In the UK it is not usual to write the senders

name before his or her address.

LETTERHEAD TYP E OF COMP ANY

Ltd (UK)/ LLC (USA) the company has limitedliability

PLC ( public lim ited com pany in the UK)/ INC.(incorporated in the USA) - shares can be

bought and sold by the public (&) co . a partnersh ip If nothing is written after the companys name a

sole trader (a person who owns and runs the business on their own).


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LETTERHEAD B o a r d o f D ir e c t o r s

the name of the chairman (president US) The name of the managing director (UK)/ chief executive

officer CEO (US and increasingly UK) A d d r e s s

The address of the office from which the letter is being sent The address of the head office or registered office, if

different Telephone and fax numbers, email and website addresses

R e gis t er e d n u m b e r In small print, sometimes with the country or city in which

the company is registered.

REFERENCES Are often quoted to indicate what the letter

refers to ( Your ref. ) and the correspondence torefer to when replying ( Our ref. )

May appear in figures (661/17 661 refers to thenumber of the letter and 17 to the number of the

department) May appear in letters (DS/MR DS stands for

the initials of the writer, Donald Sampson, andMR for his assistant, Mary Raynor)


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DATE Is written below the senders address, separated

from it by a space. LETTERHEAD the date is written on the right-

hand side of the page (UK),left-hand side (USA)

the month should not be written in figures

Br.E. day/month/year Am.E. month/day/year

INSIDE ADDRESS (r ec ipien t s address) Written below the senders address and on the left-hand side of the

page. S u r n a m e k n o w n

the name of the person is the first line of the address ( Mr J .E. Sm ith / Mr John Sm ith )

J o b t it le k n o w n If you ignore the name of the person you are writing to, but know their

job title, you can use that ( The Sales Man ager, The Finance Director ) D e p a r t m e n t k n o w n

You can address the letter to a particular department of the company (The Sales Departm ent, The Accounts Departm ent ) Co m p a n y k n o w n

If you know nothing about the company and do not know which personor department your letter should go to, you can simply address the letterto the company itself ( Comp uvision Ltd. )


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INSIDE ADDRESS ORDER OF THE INSIDE ADDRESS

Name of house or building Number of building and name of street, road,

avenue, etc. Name of town or city and postcode Name of country

ATTENTION LINE An alternative to including the recipients name

or job title in the address ( For the att ention of the Sales Man ager )


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SUBJECT TITLE/ LINE Written before or after the salutation, provides a further reference Saves introducing the subject in the first

paragraph Draws attention to the topic of the letter May begin with Re. (with regard to)

Re.: Application for the post of web designer

SALUTATION Dear Sir a letter to a man whose name you do

not know Dear Sirs (UK) / Gentlemen (USA) a letter

addressed to a company Dear Madam letter addressed to a woman,

single or married, whose name you do not know Dear Sir or Madam ( Dear Sir / Madam ) letter

addressed to a person when you do not know their name or sex.


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SALUTATION Dear + courtesy title

(Mr/Mrs/Ms/Miss/Messrs/Dr/Prof) + surname Dear Mr Smith

Mr male Mrs married female Miss unmarried female

Ms married and unmarried female Messrs two or more men

COMPLIMENTARY CLOSE Usually placed on the left, aligned under the rest

of the letter Salutation without any name complimentary

close: Yours faithfully Salutation with a personal name

complimentary close Yours sincerely


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SIGNATURE BLOCK Leave some space for the handwritten signature Below, type your name and, if relevant, your job

title Donald Sampson

Donald Sampson Sales Manager

Per pr o p.p. per pro for / on behalf of Used by administrators or personal assistants when signing letters on behalf of their managers.

Mary Raynor p.p. Donald SampsonSales Manager


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ENCLOSURES If there are any documents enclosed with a

letter, it is common to write Enc. or Encl. below the signature block.

If there are a number a documents, these can belisted:

En c. Bill of la ding (3 cop ies)

Insu rance cer tificate (1 copy )Certificate of origin (1 copy)

Bill of Exchange (1 copy)

COPIES When copies are sent to people other than the

named recipient, c.c. (carbon copy) is added,usually at the end of the letter, before thename(s) or initials of the recipient(s) of thecopies

c.c. Messrs Poole & Jackson Ltd, Solicitors


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COPIES When copies are sent to people other than the

named recipient, c.c. (carbon copy) is added,usually at the end of the letter, before thename(s) or initials of the recipient(s) of thecopies

c.c. Messrs Poole & Jackson Ltd, Solicitors

PUNCTUATIONLecture 4 (alternate)


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Punctuation Using the correct punctuation is an essential

part of making your writing clear to yourreaders. Very often when sentences or texts aredifficult to read or do not seem to make sense, itis because they contain errors in punctuation.The following punctuation marks are used inEnglish.

FULL STOP . The full stop, or period (US), marks the end of a

sentence. The firm s expect Brussels to app rove the deal

w ithin three w eeks . Full stops are also used after some abbreviations

and can be used after numbers which appear inlists:

i.e. 1. 2.


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COMMA , Commas help the reader to pause at the right point in a sentence

and to avoid confusing the meaning within the sentence: Af ter tw o m onths of d iscu ssions, the fat e of t he com pa ny ha s been

decided. Commas are also used when a clause is inserted in the middle of a

sentence: Laga rd ere, th e m edia- to-m issiles g roup , w ill not becom e the big ges t

pu blisher . Commas are particularly important when part of a sentence or word

group could be interpreted in different ways: Most im port an t a id shou ld be lav ished on t he cou nt ries th at can use it. Most im port an t, a id shou ld be lav ished on the count ries tha t can u se it .

The investors said the fund m anagers w ere fools. The investors, said the fund m anagers, w ere fools.

QUESTION MARK ? Question marks are only used at the end of

direct questions (DQ). They are not used inindirect questions (IQ):

How lon g w ill Mr Marchion ne be able to survivein his present p osition? (DQ)

Many analy st s a re w on der ing how the newstrategy w ill w ork. (IQ)


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EXCLAMATION MARK ! Exclamation marks give extra impact to a

sentence and show surprise or shock: Take it or leave it! No one w as expect ing that!

COLON : Colons indicate that what follows is an illustration

or example of what has been referred to before: The com pan y is in a strong position finan cially: its

shares are now trad ing at 4.5 tim es their original price.

Colons can also be used to introduce lists: The issues that w ill be discussed ar e the followin g:

Educat ionTradeGovernance


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SEMI-COLON ; Semi-colons mark a pause that is longer than a

comma and shorter than a full stop: Getting accurate results with th is method is

tricky; tw o different sam ples w ill not pr oduce thesam e result .

APOSTROPHE An apostrophe shows that something either belongs to a particular

person or is closely associated with either a person, a group of people or with another thing or things:

Messier s big ges t m istak e w as t o ha ve un der est im at ed sha rehold er discontent .

The apostrophe comes before the possessive s with a singular noun,even when the noun itself ends with an s:

Lon dons traf fic problem s My bosss office

The apostrophe comes after the final letter of a plural noun ending

with an s: The em ployees complaints But with irregular plural nouns it is followed by the s:

W omens pr eferences An apostrophe is also used to show that a letter (or letters) is

missing: W ell agree to your offer if you don t m ake any further dem ands .


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INVERTED COMMAS or Inverted commas, or quotation marks, are used when citing the exact words that somebody used:

Just 50 m out of 750m Africans have a m obile phon e. There is m uch m ore room for grow th,say s Mar ten Pieters of Celtel .

BRACKETS () or [] Brackets, or parentheses (US Eng), are used to

present additional information: La gardere w ants to stop m aking m issiles (his

firm ow ns 15% of the Eu rop ean Aerospace Defen ce and Space grou p) and instead

concentrat e on the com pan ys m edia interests .


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DASH Dashes introduce explanations and comments

that are connected to what precedes and can,like brackets , show interruptions to the flow of asentence:

The com pan y shou ldnt hav e agreed to them erger it w asnt in its best interests.

La st w eek en d in Sy dney on ly half of the prop er ties for auction the m ost com m onm ethod of sale in Aust ralia w ere actua lly sold .

HYPHEN - Hyphens connect two words when they are used

as compounds: State-owned Asia-Pacific region Debt-equity ratio


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EMAILS

LECTURE 4

Advantages It is personal and easy to use. It can be used both within and between companies. It is an effective way to communicate quickly and easily

with people all over the world. It is especially useful for short messages and for

everyday correspondence (e.g., setting up a meeting,passing on information, and making or replying to a

request). With compatible systems you can access text, graphicdocuments, spreadsheets.

Whatever you send or receive can be quickly and easily filed.


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Disadvantages Technical problems (unexpected non-delivery of

messages, attachments arriving in unreadableform).

The ease of sending email messages results inlarge amounts of junk and unnecessary communication, which waste time.

Possible lack of privacy and security (one shouldnot use email to communicate confidentialinformation).

Em ail and ot her f orm s ofcorrespondence In some areas of business more traditional forms

of correspondence are still the most suitable. LETTERS are used for:

personal and sensitive correspondence (messages of congratulation, condolence, or complaint).

confirmation of contracts, memos which areconfidential, any correspondence that may beneeded for legal or insurance purposes.application forms with covering letters.


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Em ail addr esses The first part of the address is usually the surname and initial or the

name of the sender/ the name of the department or a shortened version of it.

The second part is the name of the ISP or organization (or anabbreviation of it).

The last part includes the domain name: .co = company .ac = academic .biz = business .gov = government office .org = non-profit-making organization (e.g. charity) .pro = profession (e.g. medicine, law) .uk/.ro/.no/.de/.za = the country

Header i nform ati on c.c. = carbon copies (the same message was

sent to the following addresses). b.c .c . = blind carbon copies , used when the

sender does not want the main recipient to know who has received copies.


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Signature It is like the signature block in a letter, with more details:

the senders company or private address, telephone andfax numbers.

If programmed, it is usually added automatically by theemail software to the end of all outgoing messages.

Beatrix Kaasen (Ms)Bredgade 51DK 1260Copenhagen K

Tel/Fax: (+45) 741583Email: [email protected]

Style

Although email correspondence may tend towardsinformality, it should follow the same principles as any other form of business correspondence.

Generally, email messages follow the styles andconventions used in letters and faxes (salutations i.e.,

Dea r Mr Pin to or Dea r Tom ; complimentary closes i.e.,Your s sincerely or Best w ish es ). If you know therecipient well or in the case of an exchange of messages with one person, you may omit the salutation andcomplimentary close.


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Style In business messages, the same rules of writing apply as for a letter:

Write clearly, carefully, and courteously; Consider audience, purpose, clarity, consistency, conciseness, and

tone; Use correct grammar, spelling, capitalization, and punctuation. Do not write words in capital letters in an email message. This is

normally seen as the equivalent of shouting and thus has anegative effect. If you want to stress a word, put asterisks on eachside of it, e.g. *urgent*;

Keep email messages short and to the point; In general, limit yourself to one topic per message. This helps to

keep the message brief and makes it easier for the recipient toanswer, file, and retrieve it later; Check your email message for mistakes before you send it.

Advice Use a subject line that summarizes briefly and clearly the content of

the message. Use short, simple sentences. Long sentences are often difficult to

read and understand. Be careful with jokes, irony, and personal comments. Humour rarely

translates well from one culture to another. Wait for 24 hours before you write if you are angry.

Use the replies you receive to modify your writing to the sameperson. If a recipient writes back in a more informal or more formalstyle, then match that in your future emails to them.

Be positive!


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Email abbreviations T LA s ( t h r e e - le t t e r a c r o n y m s )

Used to keep email messages short, only when you have established afriendly, informal relationship with your correspondent. (They should not beused in letters and faxes!)

AFAIK as far as I know BFN bye for now BTW by the way COB close of businessFYI for your informationIOW in other wordsNRN no reply necessary OTOH on the other hand

EMOTICONS (emotion + icon) or SMILEYS Used in informal email correspondence. They express emotions that may not

be evident from the text. [ a smile; a frown; ;-) a wink). It is better not to use them in business messages, as they may be considered

unprofessional, esp. if you do not know the recipient well or are not sure thathe or she will understand them.


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COVERING LETTERSLecture 5

PURPOSES introducing the CV; highlighting your strengths in terms of benefits

to the recruiter; gaining an interview.N.B.

The le t t e r o f a p p l ic a t i o n / c o ve rl e t t e r / c o ve r i n g l e t t e r is a sales letter , it sells your talents and tries to beat the competition.


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LENGTH and PARTS OF THE LETTER should have three primary parts:

An o p e n i n g that gains attention A b o d y that builds interest and reduces resistance A c l o s i n g that motivates action.

GAINING ATTENTION IN THE OPENING PERSONAL TOUCH (distinguishes the letter and

demonstrates serious interest) address the c o n t a c t p e r s o n by name (no Dea r Person nel

Manager or To the Hum an R esources Departm ent ) call the organization for the correct spelling and the

c o m p l e te a d d r e s s . SOLICITED vs. UNSOLICITED LETTERS

The opening of the letter depends on this DIRECT APPROACH: if an employment position has been

announced and applicants are being solicited the opening should a t t r a c t t h e a t t e n t io n o f th e r e a d e r .

(Strive for openings that are more imaginative than Pleaseconsider t his letter of application for the position of or I w ould like to apply for )


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OPENINGS FOR SOLICITED JOBS If possible, refer to the name of an employee in the

company. Remember that employers always hope tohire known people rather than complete strangers.

Mitchell Sim s, a m em ber of y ou r Custom er Serv ice Dep artm en t, told m e that In triPlex is seek ing anexperienced customer service representative. Theattached sum m ary of m y qualifications demonstratesm y pr eparation for this position.

At th e su ggestion of Ms Jen n ifer La rson of y ou r Hum an Resou rces Dep artm en t, I su bm it m yqualifications for the position of staffing coordinator.

OPENINGS FOR SOLICITED JOBS Refer to the source of your information precisely. If you are

answering an advertisement, include t h e e x a c t p o s i t io na d v e r t i s e d and t h e n a m e a n d d a t e o f th e p u b lic a t io n .

Your adv ertisem ent in Section C-3 of the June 1 Daily New s for an accounting adm inistrator greatly appeals to me . With m yaccounting training and compu ter experience, I believe I could serve Quad gra phics well.

The Septem ber 10 issue of T h e Wa s h i n g t o n P o s t reports that y ou ar e seeking a m atu re , or ga nized a nd r elia ble ad m inist ra tiveassistant w ith excellent com m unication skills.

Susan Bu tler, placement d irector at Sierra University, told m ethat Data T ech has an opening for a technical wr iter withknow ledge of Web design an d graph ics.


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OPENINGS FOR SOLICITED JOBS Refer to the jo b t it le and d e s c r i b e how recruiters

are looking for a match between an applicantscredentials and the job needs:

W ill an honors grad uate w ith a degree in recreationand tw o years of part -time experience organ izingsocial activities for a conv alescent h ospital qua lify for

y ou r position of activ ity direct or ?

Because of m y sp ecia lized train ing in com puter ized accounting at Boise State Un iversity, I feel confident that I hav e the qualifications y ou described in y our adv ertisem ent for a cost accounta nt trainee.

OPENINGS FOR UNSOLICITED JOBS

use a m o r e p e r s u a s ive opening Demonstrate i n t e r e s t i n a n d k n o w l e d g e o f

t h e r e c r u i te r s b u s in e s s . Show them that youhave done research and that this organization ismore than a mere name to you:

Since Signa HealthNet, Inc., is organ izing a n ewinform ation m anagem ent team for its recentlyestablished gr oup insu ran ce division, could y ouuse the services of a w ell-train ed inform ationsystem s gradua te w ho seeks a professionalsystem s analyst position?


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OPENINGS FOR UNSOLICITED JOBS

Show how your special talents and background will benefit the company. Recruiters need to bec o n v i n c e d t h a t y o u c a n d o s o m e t h i n g f o rt h e m :

Could your ra pidly expand ing publicationsdivision u se the services of an editorial assistant w ho offers exceptional langua ge skills, an hon orsdegree from the University of Maine, and tw o

years exper ien ce in prod ucin g a cam pus lit erary publica tion ?

Building Interest in the BODY the body of the letter builds interest and reduces

resistance. Keep in mind that your CV emphasizes what you have

done ; your application letter stresses what you can do for the employer.

relate your remarks to a specific position. SOLICITED APPLICATION: you will want to explain

how your participation and experience fill the statedrequirements. UNSOLICITED APPLICATION: Your employment

research and knowledge of your field, however, shouldgive you reasonably good idea of what is expected forthis position.


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Building Interest in the BODY emphasize recruiter benefits :

you should d e s c r i b e yo u r s t r o n g p o in t s in relation to the needs of theemployer.

Instead of I hav e com plet ed cour ses in business com m un ication, r eport writing and technical writing , try:

Courses in business communication , report w rit ing and techn ical w ri tin ghave helped me dev elop the research and w riting skills required of your technical w riters.

Ch o o s e y o u r s t r o n g e s t q u a l i fi ca t i o n s and show how they fitthe targeted job. (Spotlight your education and practicalapplications if you lack work experience):

Because y ou seek a n ar chitects apprentice w ith p roven abili ty , I subm it a draw ing of mine that w on second place in the Sinclair College drafting contest last year.Successfully t ranscribing over 100 letters and m em os in m y collegetran scription class gave m e experience in converting the spokenw ord into the w ritten w ord, an exacting comm unication skilldeman ded of your adm inistrative assistants .

Building Interest in the BODY discuss r e l e va n t p e r s o n a l t r a i t s .

Notice how the following paragraph uses action verbs topaint a picture of a promising candidate:

In addition to dev eloping techn ica l and academ ic sk ills a t Mid-S ta te Univ ersit y , I have gained in terpersonal,leadership and organ izational sk ills. As v ice pr esident of the business students organ ization I helped org anizeand superv ise tw o successful fund -raising ev ents. Theseactivities involved in conceptualizing t he task s,m otivating others to help, scheduling w ork sessions,and coordinating the efforts of 35 diverse student s inreaching our goal. I enjoyed m y su ccess with theseactivities and look forw ard to app lying such experiencein your m anagement trainee program .


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Building Interest in the BODY r e fe r t h e r e cr u it e r t o y ou r CV . Do so

directly or as part of another statement:Please refer to the at tached/ enclosed rsum for additional inform ation regarding m y education,experience and references.

As y ou w ill not ice from m y CV, I w ill graduate in June w ith a ba chelors degree in businessadministration.

Motivating Act ion in t he CLOSING a s k f o r a n in t e r vi e w , never ask for the job. suggest reader benefits or review your strongest

points. sound sincere and appreciative.


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Motivating Act ion in t he CLOSING E.g. I h ope this brief d escr ip tion of m y qu alificat ion s and t he ad dition al

inform ation on m y rsum indicate to you m y genuine desire to put m y sk ills in accou nting t o w ork f or you . Plea se ca ll m e a t (40 5)488 -2291 before 10 a.m . or after 3 p.m. to arra nge an interv iew.

To add to your staff an industrious, w ell-trained adm inistrativeassistant w ith proven w ord processing and comm unication skills,call me at (350) 492 1433 to arrange an interv iew. I can m eet with

y ou at an y tim e con ven ien t t o y our schedule.

Next w eek , aft er you ha ve exam ined t he en closed rsum , I w ill ca ll y ou to discu ss th e possib ility of arr an ging a n in terv iew .

CHECKLIST FOR WRITING APERSUASIVE COVER LETTER O P E N I N G U s e t h e r e c ip i e n t s n a m e . Whenever possible, address the

proper individual by name. I d e n t i fy yo u r i n fo r m a t i o n s o u r c e , i f a p p r o p r i a t e . In

responding to an advertisement, specify the positionadvertised as well as the date and publication name. If someone referred you, name that person.

G a in t h e r e a d e r s a t t e n t i o n . Use one of these techniques: Tell how your qualifications fit the job specifications; Show knowledge of the recruiters business; Describe how your special talents will be assets to the company; Use an original and relevant expression.


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CHECKLIST FOR WRITING APERSUASIVE COVER LETTER BODY D e sc r ib e w h a t yo u c a n d o f o r t h e r e c r u it e r .

Demonstrate how your background and training fillthe job requirements.

H i gh l ig h t yo u r s t r e n g th s . Summarize yourprincipal assets from education, experience, andspecial skills. Avoid repeating specific data from your CV.

R e f e r t o yo u r CV. In this section or the closing,direct the recruiter to the enclosed / attached CV.Do so directly or incidentally as part of anotherstatement.

CHECKLIST FOR WRITING APERSUASIVE COVER LETTER CLOSING As k f o r a n i n t e r vie w. Also consider reviewing your strongest points or suggesting how yourassets will benefit the company.

M a k e i t ea s y t o r e s p o n d . Tell when you can

be reached during office hours or announce when you call the company. Note that somerecruiters prefer that you call them.


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1501 Deer Park LanePasadena, TX 77830

May 23, 2010

Ms. Kesha M. ScottManager, Human ResourcesDel Rio EnterprisesHouston, TX 77073

Dear Ms. Scott:

Your advertisement for an assistant product manager, appearing May 22 in Section C of the Ho us ton Chro nicle , immediately caught my attention because my education and trainingclosely parallel your needs.

According to your advertisement, the job includes assisting in the coordination of a wide rangeof marketing programs as well as analyzing sales results and tracking marketing budgets. A recent internship at Ventana Corporation introduced me to similar tasks. I assisted themarketing manager in analyzing the promotion, budget and overall sales success of twoproducts Ventana was evaluating. My ten-page report examined the nature of the currentmarket, the products life cycles and the companys sales/ profit return. In addition to thisresearch, I helped formulate a product merchandising plan and answered consumers questionsat a local trade show. This brief but challenging introduction to product management convincedme that I could be successful and happy in a marketing career.

Intensive course work in marketing and management, as well asproficiency in computer spreadsheets and databases, has givenme the kind of marketing and computing training that Del Riodemands in a product manager. Moreover, I have had some retailsales experience and have been active in campus organizations. Iam confident that my academic preparation, my marketingexperience and my ability to work well with others qualify me forthis position.

After you have examined the enclosed rsum for details of my qualifications, I would be very happy to answer questions. Pleasecall me to arrange an interview at your convenience so that wemay discuss how my marketing, computing and interpersonalskills could contribute to Del Rio Enterprises.

Sincerely,

Angelica Avila Luna


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2250 Turtle Creek DriveMonroeville, PA 15146

May 29, 2010

Mr. Richard M. Jannis Vice President, OperationsSports World, Inc.4907 Allegheny BoulevardPittsburgh, PA 16103

Dear Mr. Jannis:

Todays Pittsburgh Examiner reports that your organization plans to expand its operations toinclude national distribution of sporting goods and it occurs to me that you will be needinghighly motivated, self-starting sales representatives and marketing managers. I have thesequalifications to offer: Four years of formal training in business administration, including specialized courses in salesmanagement, retailing, marketing promotion and consumer behavior.Practical experience in demonstrating and selling consumer products, as well as successfulexperience in telemarketing. A strong interest in most areas of sports and good communication skills (which helped me become a sportscaster at Penn State radio station WGNF).

I would like to talk with you about how I can put thesequalifications and others summarized in the enclosedrsum, to work for Sports World as it develops its nationalsales force. I will call the week of June 5 to discuss yourcompanys expansion plans and the opportunity for aninterview.

Sincerely,

Donald W. Vinton

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