INTRODUCTION
Rationale
Business letters serve as a vital communication tool for businesses, engaging various stakeholders such as customers, suppliers, employees, shareholders, management, government, and the public Among the various types of business letters, the application letter holds significant importance, particularly for career advancement In today's global landscape, the relevance of application letters has increased, making them crucial for job seekers.
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
Based on my research and insights, I have chosen to explore cohesive devices in writing application letters for my graduation paper, with the aim of enhancing understanding and practice for myself and fellow learners in our future careers.
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, outlines the objectives of the study, defines the scope of the research, and describes the methodologies employed to achieve the study's aims.
- 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 synthesizes the key findings from previous sections and presents a summary of the essential insights Additionally, it offers recommendations for future research directions to enhance understanding of the topic.
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 grant an interview To achieve this, the writer must express themselves accurately using plain, clear, and courteous language Crafting a successful job application involves not only proper English but also the appropriate tone; it is crucial to avoid being overly aggressive or colloquial while steering clear of impractical rhetorical phrases.
Application letters should adhere to essential linguistic features to ensure effectiveness and success Key principles include being clear, concise, complete, correct, courteous, and concrete These guidelines aim to enhance the communicative quality of the letter, making it personal and friendly while fostering goodwill with the reader.
1.2 Some characteristics of application letters
Application letters are crafted to gain the reader's goodwill, showcasing the sender's unique personality and experiences They provide a chance to present a favorable image to potential employers, requiring a specialized writing style that reflects a distinct register and genre This communicative approach shapes the letter's internal structure, making it an essential tool in the job application process.
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 roles, focusing on persuasive language to engage the reader effectively.
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 focuses on the interpersonal relationship between the writer and the reader, specifically between job applicants and personnel managers in organizations This written discourse establishes a connection that is crucial for effective communication in the job application process.
The appearance of a letter significantly impacts the first impression it makes on the reader While word processors can simplify formatting tasks, the writer must take charge of the message's organization and ensure the final presentation is polished Key factors to consider include effective typing, proper 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.
In a formal letter, the dateline is positioned beneath the sender's address or the recipient's details, clearly separated by a space To maintain clarity, avoid using numerical figures for the month and date, as they can lead to confusion Additionally, refrain from abbreviating the month to ensure a neat presentation.
The addressee, positioned below the sender's address and on the opposite side of the page, includes the name and address of the recipient This section is crucial for ensuring the letter reaches the intended person and should be formatted in a clear and organized manner.
(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 is preferable to use an individual's name when known If the reader's name is not available, addressing them by their title serves as the next best option in the 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 formal letter, the sender's name should always be typed after the handwritten signature Including the sender's given name or title can enhance clarity While general punctuation rules apply within the body of the letter, only the salutation and complimentary close require a comma outside of the body.
8 Albion Road London SW7 1 ST
Ms Harriet Finlay Grayling Communication Ltd
I was intrigued by your advertisement for a secretary in the Daily Telegraph this morning I possess the relevant qualifications and experience for this position, and I am including my curriculum vitae for your consideration.
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 the office where I work has not yet installed word processors, I have been taking evening classes for the past three months to gain experience with them and 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 foreign buyers both over the phone and in writing, 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 their key elements remains a challenge A crucial aspect of crafting effective application letters is ensuring cohesion This article specifically examines Grammatical and Lexical Cohesion, leading to valuable findings and recommendations for improving application letters.
1.1 The characteristics of Application Letters in English
Application letters in English typically consist of seven key components: the sender's address, date line, inside address, salutation, body, complimentary close, and signature, all formatted in a conventional business letter style Most letters employ open punctuation, where only the salutation and complimentary close are followed by punctuation marks, making it a more efficient choice for many The language used is standard, brief, and clear, allowing readers to quickly appreciate the candidate's suitability for the job.
Application letters fall into two categories: solicited and unsolicited The primary distinction between them is found in the opening paragraph, where the reason for applying is outlined Solicited applications respond to advertised job openings, while unsolicited applications are submitted without a specific job opportunity being publicly available, targeting potential employment opportunities that may not be widely advertised.
Application letters should ideally be concise, typically fitting onto a single page while containing all essential information The body of these letters often employs complex and compound sentences, organized into four or five paragraphs, each focusing on 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 substitution being the only exception These letters prioritize clarity, conciseness, and completeness to effectively engage their intended audience The key to crafting successful application letters lies in the effective combination of these cohesive elements Furthermore, while the language used in application letters has distinct features, it should also convey a unique and personal impression to the reader.
In application letters, personal references predominantly feature the first and second person, with "I," "my," "me," and "you," "your," "yours" being frequently used to address both the writer and the reader—typically the job candidate and the Personnel Manager In contrast, third-person references such as "he," "him," "his," "she," "her," and "hers" appear infrequently, with only seven occurrences across 15 selected letters Additionally, the use of pronouns like "it," "its," "they," and "them" is rare, 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 rarely found in application letters, with only a few instances of nominal substitution identified According to Halliday and Hasan, these occurrences do not qualify as complete substitution In the analysis of various application letters, only six nominal substitutions were noted, 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 crucial role in application letters, particularly with the terms "employment" and "job," which frequently appear together It's beneficial to identify these collocations not only within individual letters but across multiple applications 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 successful application letter, as they enhance clarity and flow By utilizing these linguistic tools, we can create an effective and persuasive letter of application for employment 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 By organizing your thoughts in advance, you can avoid repetitive phrases that may disengage readers and prevent the omission of crucial information A well-structured letter enhances communication and keeps the audience engaged.
To create a coherent article, it is essential to organize all relevant points in a logical sequence, ensuring that each idea connects smoothly to the preceding one Each distinct concept should be presented separately to avoid redundancy and repetition This structured approach enhances clarity and allows readers to easily follow the flow of information.
When writing application letters, it's important to use short, clear words that are easy to understand However, the writing should maintain a respectful tone, so it’s best to use complex and compound sentences connected by conjunctions This balance ensures clarity while keeping the communication professional.
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 engage readers emotionally and intellectually, encouraging them to respond positively to application letters We hope these insights will prove valuable for those preparing to write job application letters or anyone interested in the process.
CONCLUSION
Crafting a well-designed application letter is essential, as it serves as a key to unlock job opportunities Despite its seemingly short and simple nature, a strong application letter is more than just a formal document; it plays a crucial role in enhancing one's personal profile during job applications This understanding motivates my analysis of cohesive devices in writing application letters.
The first section of the study outlines its rationale, objectives, methodologies, 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, focusing on the definition, types, and structure of application letters It also explores grammatical cohesion in English application letters and examines various types of business letters, offering practical suggestions for their effective use.
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 a strong background in sales within the competitive pharmaceuticals and cosmetics industries, 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 education in the travel industry, including courses covering various aspects of the field I have engaged in workshops that simulate computer and telephone operations, gaining valuable hands-on experience in ticketing and reservations.
My work experience has equipped me with strong customer service skills, making me a valuable asset for a travel agency Whether as a sales assistant or a stock clerk, I have learned the importance of being customer-oriented, discovering that courtesy and a smile are essential for maintaining smooth business operations.
I am eager to contribute my skills to 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.
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 education in various facets of the travel industry, including participation in workshops that simulate computer and telephone operations Additionally, I have gained substantial 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 consistently focused on being customer-oriented.
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 contacted 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 apply for the nurse trainee position advertised at the Kengkay Medical Center's Human Resource Office.
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 interested in 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 at the university bookstore during my junior and senior years, along with leadership roles in Student Government and as a Resident Assistant 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 graphic user interface for data from the Magellan space probe orbiting Venus This experience is relevant to developing the upcoming GUI for Clearcase revision control tools My educational background includes general coursework in computer science, supplemented by courses 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 equips me with the skills to contribute effectively I look forward to your response.
Ref: Application for Sales Executive
I am applying for the Sales Executive position advertised in the Guardian Newspaper on February 6, 2009, and I am eager to leverage my experience as a Sales Representative to contribute to DG's success.
Investment realize excellent clothing sales