INTRODUCTION
Rationale
Business letters serve as a vital communication tool for businesses to engage with various stakeholders, including customers, suppliers, employees, shareholders, management, government entities, and the public Among the various types of business letters, application letters hold significant importance, particularly for individuals seeking employment In today's competitive global landscape, the relevance of application letters has only increased, making them essential for advancing one's career.
As I see it, there is a need for young people graduating from universities to be prepared for job and future that the majority of the students can master With application letter, I wish to stress the importance of cohesive devices in writing and realize the role and contribution of cohesive devices to successful application letter Moreover, cohesive devices can make application letter which is clearer and more logical
After considering various factors and additional insights, I decided to focus my graduation paper on the use of cohesive devices in writing application letters My goal is to enhance understanding and practical application of these devices, benefiting both myself and fellow learners in our future professional endeavors.
Aims of the study
This subject is to improve the using cohesive devices in writing application letters properly by:
- Analyzing words, phrases and some cohesive devices in writing application letters
- Discussing some possible problems occurring in writing application letters such as: presenting without a purpose, not informing enough detailed information for company
Methods of the study
The combinations of quantitative and qualitative approaches are applied:
- To search for what the cohesive devices in application letter are
- Then to work out the links how such cohesive devices can help to improve the application letter writing
I have collected theories from another sources, from reference books, websites, sample application letters sent to international companies by both English speakers and Vietnamese
The data are described in the form of figures and then analyzed by data transforming Attention is focused on the frequency of cohesive devices usage in application letters.
Scope of the study
This study analyzes 15 application letters submitted to international organizations and companies both abroad and in Vietnam, emphasizing the use of cohesive devices categorized into grammatical and lexical cohesion.
Design of the study
The study is divided into 3 main parts:
This article introduces the chosen topic by highlighting its significance and relevance, outlining the study's objectives, defining its scope, and detailing the research methods utilized.
- The second part is the development which consists of three chapters
1 The first chapter deals with the theoretical background which provides readers with the knowledge of business letter, cohesive devices in writing business letters, application letters
2 The second one focuses on the performance of cohesive devices
3 The third chapter provides readers the findings and appropriate suggestion in using cohesive devices properly in application writing
In conclusion, this study encapsulates the key findings from earlier sections and provides valuable insights, along with recommendations for future research endeavors.
DEVELOPMENT
An analysis of cohesive devices in writing application letters 1 Application Letters
An application letter serves as a unique communication tool, functioning as a sales letter where the writer is both the salesperson and the product Its primary goal is to capture the employer's attention and persuade them to schedule an interview To achieve this, the writer must express themselves clearly and courteously, using straightforward language that is easily understood Crafting a successful job application goes beyond merely writing correct English; it involves striking the right tone—avoiding overly aggressive or colloquial expressions while steering clear of impractical rhetoric.
Application letters must adhere to key linguistic features that ensure their success and effectiveness These features include being clear, concise, complete, correct, courteous, and concrete By following these guidelines, the letters become more communicative, personal, and friendly, ultimately fostering goodwill with the reader.
1.2 Some characteristics of application letters
Application letters aim to gain the reader's goodwill by showcasing the sender's unique personality, background, and experiences They provide an opportunity to present a favorable image to prospective employers This type of writing requires a specialized style, characterized by a distinct register and genre, while maintaining a communicative approach that shapes its internal structure.
A letter of application sells the sender‟s qualification, it belongs to business correspondence genre, and therefore it attempts to sound
Business letters, regardless of their tone—ranging from familiar to formal—maintain a natural sound Application letters specifically target the Personnel Manager or similar decision-makers, focusing on persuasive language to capture their attention and interest.
Register of Application Letter: Application letters are registered by mixture of language: official, formal and expressive All of these make it a unique kind of text as mentioned above
Field: The field of application letters is nothing than the field of business For this, the language used in application letters tends to be standard, regular but flexible
Mode: The mode of application letters is in the form of formal written discourse
The tenor of application letters highlights the interpersonal relationship between the writer, typically a job applicant, and the reader, usually a Personnel Manager in a company or organization This dynamic is crucial in written discourse, as it shapes the communication and intent behind the application process.
The appearance of a letter significantly impacts the first impression it makes on the reader While word processors can simplify formatting tasks, it remains essential to oversee the organization of the message and ensure the final presentation is polished Key factors to consider include proper typing, effective paragraphing, and the strategic use of white space.
A model letter includes 7 compulsory parts in the blocked style:
The sender's address should be positioned at the top right-hand corner of the page, and it is uncommon to include the sender's name before the address.
The dateline in a letter is positioned below the sender's address or the addressee, with a space separating it from the address It is important to write the month and date in words rather than figures to avoid confusion, and the month should not be abbreviated to maintain a tidy appearance.
The addressee, located below the sender's address and on the opposite side of the page, includes the name and address of the recipient of the letter, organized in a specific order.
(1) The person‟s title and name
(2) The person‟s position in the company
(3) The name and address of the company
However, in some case (1) and (2) can be left out
Salutation: while “Dear Sir”, “Dear Madam” or “Dear Sir or
Using "Madam" is appropriate, but it's best to use an individual's name when known If the reader's name is not available, addressing them by their title is the next best option for a salutation.
Body: this is the actual message of the letter We will analyze its structure deeply in the later part of this chapter
Complimentary close: if the begins with “Dear Sir”, “Dear
Madam” or “Dear Sir or Madam”, it will close with “Your faithfully” If the begins with a personal name “Dear Mr Tames” it will close with
“Your sincerely” Americans tend to close formal letters with “Yours truly” or “Truly yours” And the complimentary close tends to be put on the left
In a letter, the sender's name should always be typed after the handwritten signature Using the sender's first name or title enhances clarity While general punctuation rules apply within the body of the letter, only the salutation and complimentary close require a comma outside of it.
8 Albion Road London SW7 1 ST
Ms Harriet Finlay Grayling Communication Ltd
I was excited to see your advertisement for a secretary in the Daily Telegraph this morning With my relevant qualifications and experience, I am confident that I am a suitable candidate for this position, and I have attached my curriculum vitae for your review.
While I enjoy the job I am doing at present, I haven‟t very much opportunity to deal with people from outside the office, as I had in my previous job, and the post you advertise seems very attractive to me for this reason
Although word processors are not yet available in my current office, I have been taking evening classes for the past three months to improve my skills with them, and I feel that I have made significant progress.
I hope that you will take my application into consideration, and look forward to hearing from you
Figure 7: Conventionalized Format and Style of an Application Letter
There are two types of application letter: A SOLICITED letter and
1.4.1 : A SOLICITED letter is sent in response to a help-wanted advertisement Because such a letter will be in competition with many, perhaps several hundred others, it must be composed with distinction
I wish to apply for one of the positions described in your advertisement „Work in Bermuda‟ in this week‟s Daily Planet
I am 25 years old and a Fredonian citizen I am at present working for Fredonian Enterprises, and as you know, we have been doing business with ACME Atlantic for a number of years
In my recent role within the export department, I have gained valuable experience collaborating with a team, enhancing my confidence and skills in communicating with international buyers through both telephone and written correspondence, primarily in English.
My Fredonian is fluent, I speak and write reasonably good English and I can also handle business correspondence in German and Italian
Suggestions for improving application letter writing 1 Application letters
Despite extensive research on employment application letters, understanding the essential elements remains incomplete A crucial aspect of crafting effective application letters is achieving cohesion This article emphasizes the significance of grammatical and lexical cohesion, offering findings and suggestions to enhance the quality of such business correspondence.
1.1 The characteristics of Application Letters in English
An application letter in English typically comprises seven key components: the sender's address, date line, inside address, salutation, body, complimentary close, and signature, all formatted according to standard business letter conventions Most letters utilize open punctuation, where only the salutation and complimentary close are followed by punctuation marks, making this style efficient and time-saving The language employed in these letters is standard, clear, and concise, effectively conveying the candidate's suitability for the job.
Application letters are categorized into two types: solicited and unsolicited The primary distinction lies in the opening paragraph, where the reason for applying is stated Solicited applications respond to job advertisements or known recruitment opportunities, while unsolicited applications are submitted without a specific job opening being advertised.
Application letters should ideally be concise, typically limited to one page, while still providing complete and relevant information The body of these letters often employs complex and compound sentences, structured into four or five paragraphs, each conveying a distinct idea.
1.2 Cohesion in English Application Letters
Application letters utilize various forms of grammatical and lexical cohesion, as outlined by Halliday, with the exception of substitution, and certain elements are favored over others These letters are crafted to meet the expectations of a specific audience, emphasizing clarity, conciseness, and completeness The key to effective application letters lies in the harmonious blend of grammatical and lexical cohesion While application letters possess distinct language traits, they must also leave a unique and personal impression on the reader.
In application letters, personal references predominantly use first-person pronouns such as "I," "my," and "me," which focus on the writer, while second-person pronouns like "you," "your," and "yours" target the reader, typically the job candidates and Personnel Managers In contrast, third-person pronouns such as "he," "him," "his," "she," "her," and "hers" appear infrequently, with only seven occurrences across 15 selected letters Additionally, pronouns like "it," "its," "they," and "them" are rarely found in these letters, appearing only four times in total.
- Demonstrative reference : this kind of reference frequently occurs
- Comparative reference : the reference of this group seldom appears in application letters, with the total of 3 occurrences for general comparatives and 8 for specific one among 15 collected letters
Substitution is largely absent in application letters, with only a few instances of nominal substitution identified According to Halliday and Hasan, these occurrences do not qualify as complete substitutions In the analyzed application letters, only six nominal substitutions were found, while verbal and clausal substitutions were completely absent.
- Conjunction : the additive conjunction of “and” appears the most in all selected application letters, while adversative, causal and temporal count for a small number of occurrences
- Reiteration : In every application letters, we can find a lot of repetitions, synonyms, near- synonyms, superordinates, and general words
In some letters, there are no synonyms or near-synonyms, but these mark a small proportion of some application letters
Collocations play a significant role in application letters, particularly with the terms "employment" and "job," which frequently appear together By analyzing collocations within a single application letter, we can also identify patterns across multiple letters Additionally, "resume" ranks second in collocation frequency, as it pairs with the cover letter to create a comprehensive employment application.
1.3 Suggestions for application letter writing
Cohesive devices are essential for crafting a compelling application letter By utilizing these tools, we can enhance the effectiveness and persuasiveness of our employment letters Here are some key suggestions to consider:
Before writing or dictating a letter, it's essential to plan your message to ensure clarity and coherence This preparation helps in crafting well-structured sentences and prevents unnecessary repetition that can bore readers, as well as omissions of crucial information.
To create a coherent article, it is essential to organize all key points in a logical sequence, ensuring that each idea connects seamlessly to the previous one This approach facilitates a clear flow of information for the reader Additionally, each distinct concept should be presented separately to avoid unnecessary repetition and maintain clarity throughout the content.
When writing application letters, it is essential to use clear and concise language that is easy to understand While simplicity is important, the writing should remain respectful and polished Therefore, prioritize the use of complex and compound sentences joined by conjunctions to convey your message effectively.
Courtesy and tact are sometimes achieved by what is called a
“you approach” In other words, the letters should be reader oriented, although “I” should not be avoided referring to the writer or signer of the letters
The last step is to relax: this helps to select the right natural tone within the limits of standard English, the attempt to sound too
“businesslike” is a sure sign of an inexperienced writer making the letter stilted and stiff
This article aims to connect with readers on an emotional level, guiding them to craft effective application letters It is designed to assist those looking to write job application letters, providing valuable insights and tips for a successful approach.
CONCLUSION
After dedicating time to crafting my application letters, I've realized that each one must be meticulously designed, despite their seemingly brief and straightforward nature An effective application letter is not just a standard official document in a job application; it serves as a master key that unlocks opportunities This insight has motivated me to explore the topic: “An analysis of cohesive devices in writing application letters.”
The first part of the study outlines its rationale, aims, methods, scope, and design, providing readers with a comprehensive overview of the research.
Part two consists of three chapters: theoretical background, an analysis of cohesive devices in writing application letters and the suggestions for improving application letter writing
This graduation paper provides a comprehensive overview of general communication, covering definitions, types, and structures of application letters It also explores grammatical cohesion in English application letters and examines various types of business letters, offering practical suggestions for effective communication.
Finally, from the study of cohesive devices in writing application letters, some suggestions are given with the purpose of helping the learners to overcome these problems
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17 Princes St Edinburgh Sales Recruitment and Training Manager
In reply to your advertisement in today‟s “Daily Telegraph”, I am interested in becoming a salesman for your company
With extensive experience in the competitive pharmaceuticals and cosmetics sector, I am eager to transition to industrial products, which I believe present greater opportunities I am confident that your six-month training program will enable me to contribute effectively to your company, especially given that my educational qualifications exceed your requirements.
My present position is subject to one month‟s notice, after which I would be able to train in London and, if necessary, relocate to any part of the country
As you request in your advertisement, I shall telephone you shortly to make an appointment for a personal meeting Meanwhile I thank you for considering my application
25-92 Queens boulevard Bayside, new York 11202
This month I completed a two-year course of study in Travel and
Tourism at the Bowker Business Institute, and my placement counselor,
Mr Robert Feiner Suggested I apply to you for a position as assistant travel agent
My resume highlights my comprehensive training in the travel industry, including coursework covering various facets of the field Additionally, I have engaged in workshops that simulate computer and telephone operations, along with gaining significant hands-on experience in ticketing and reservations.
My work experience has equipped me with strong public interaction skills, making me a valuable asset for a travel agency Whether as a sales assistant or a stock clerk, I have cultivated a customer-oriented approach, understanding that courtesy and a friendly smile are essential for maintaining smooth business operations.
I am eager to apply my skills at your travel agency, Ms Vasquez I am available for an interview Monday to Friday during business hours and can be reached at 884-7788.
25-92 Queens boulevard Bayside, new York 11202
This month I completed a two-year course of study in Travel and Tourism at the Bowker Business Institute, and my placement counselor,
Mr Robert Feiner Suggested I apply to you for a position as assistant travel agent
My resume highlights my comprehensive training in various facets of the travel industry, including participation in workshops focused on computer and telephone operations Additionally, I possess significant hands-on experience in ticketing and reservations.
My work experience has honed my ability to engage effectively with the public, a crucial skill for a travel agency Through roles as both a sales assistant and a stock clerk, I have cultivated a strong customer-oriented mindset.
I have found that courtesy and a smile keep business flowing smoothly
I am eager to apply my skills at your travel agency, Ms Vasquez I am available for an interview during business hours from Monday to Friday and can be reached at 884-7788.
88 Nowhere Drive, Mc Kinley Park, Taguig City Tel: 456-5678; 0 (917) 717-0855; Email: relena@yahoo.com
I am writing to express my interest in the nurse trainee position advertised at the Kengkay Medical Center's Human Resource Office This letter serves as my formal application for the nursing trainee role.
I am a BS Nursing graduate of Bluepanjeet University, Class of 2008 I have also just recently passed the Nursing Board Examinations in 2008
I would appreciate hearing from you
Box 999, Capital University Columbus, OH
I am applying for the Auditor position advertised in The Columbus Dispatch on January 13th I will graduate from Capital University in May with a Bachelor of Arts in Accounting My experience includes working as a student accountant in the university bookstore during my junior and senior years, along with leadership roles in Student Government and as a Resident Assistant in the residence halls For a detailed overview of my qualifications, please refer to my enclosed resume.
I am eager to learn more about this opportunity with Ernst & Young, and look forward to interviewing with you I can be reached by phone at 236-
0000 or by e-mail at college@yahoo.com Thank you for your time and consideration
I will be graduating from MIT in June with a bachelor‟s degree in computer science and I am interested in opportunities at Atria
I have interned for two summers at Loral Infrared and Imaging Systems in their software engineering department, where I developed data stream emulation software for the NASA AIRS weather satellite on UNIX and Macintosh platforms Additionally, I collaborated with the Earth and Planetary Science Department at MIT to create a graphical user interface for data from the Magellan space probe orbiting Venus This experience is directly relevant to developing the GUI for the upcoming version of Clearcase revision control tools Alongside my general coursework in computer science, I have also pursued additional studies in media arts, systems design, algorithms, and artificial intelligence.
I am eager to discuss my qualifications for a position at Atria, as I believe my training has equipped me with valuable skills that can contribute significantly to your team I look forward to your response soon.
Ref: Application for Sales Executive
I am applying for the Sales Executive position advertised in The Guardian on February 6, 2009 I am eager to leverage my experience as a Sales Representative to contribute effectively to DG.
Investment realize excellent clothing sales