TIAIPIIONG PRIVATE UNIVESITY FOREIGN LANGUAGES DEPARTMENT GRADUATION PAPER AN ANALYSIS OF COHESIVE DEVICES IN WRITING APPLICATION LETTERS... LIST OF TABLES AND FIGUES Figure 1: Sample
Length of sentences
Surveys conducted by linguists indicate that the readability of a text is influenced by sentence length While the average sentence in application letters is approximately 35 words, these letters are generally easy to read This readability stems from key principles for crafting effective letters, which include being clear, concise, informative, correct, courteous, concrete, conversational, constructive, and conventional.
The shortest sentences in 15 sclceted Ictters vary trom 4 to 15 words/ sentence whereas it is from 21 to 47 words/ sentence for the longest ones.
Paragraphs
In order to help the reader to comprehend the letters, it is very common for applicants to put each separate idea in a separate paragraph
An effective application letter typically begins by capturing the employer's attention, followed by a description of the applicant's qualifications, and concludes with a strong request for an interview Generally, these letters are structured into three or more paragraphs, each serving a specific purpose in presenting the candidate as the ideal fit for the position.
(1) First paragraph: mentions the specilic job and how it is heard
(2) Middle paragraphs: consist of one or morc paragraphs describing qualifications and training, expericnees, and personal abilitics
(3) Final paragraph: requests for an interview and restates how to conLacL
Sentence order - 35 2.5 Vocabulary
A recent survey revealed that 75% of application letter sentences start with a specific subject, with over 50% of those beginning with subject "J." This finding aligns with linguistic research on cultural thought patterns.
Pattern that the English, in writing, oflen begin with the main ideas first, or they normally think of “who, what” in advance
For the case of application letters, the writer focuses on demonstrating himscli’ so thal “P” is used repeatedly The porcenlage of
25% is for other structures of sentence beginning with adverbial phrase, if- clause The following examples will be the good illustration:
Adverbial phrase: “As well as speaking fluent English, I also have a very good working knowledge of French and 1 can also handle busmess correspondence in Geran and Dalian.”
Achieving the right tone in application letters is crucial; it should maintain a neutral voice while steering clear of pompous or informal language Consequently, idioms, metaphors, and overly complex jargon are absent from effective application letters However, positive phrases such as "I was very interested," "I believe," and "I look forward to" are commonly used to foster a constructive outlook.
Tense, aspect and mood
Recent research has focused on the connection between tense-aspect choices and discourse constraints Specifically, there is a consistent correlation between different discourse types and certain tense and aspect selections within clauses For instance, the present tense, commonly used in application letters, serves a fundamental purpose in this context.
46 expross current relevance relating to proscnt uflvcts of changes and accomplishments occurred in the past
The author of application letters effectively uses the present perfect tense to highlight their education and work experience, ultimately concluding that they are well-suited for the position they are applying for.
In our analysis of 15 selected application letters, we found that imperative sentences are occasionally combined with declarative sentences, which are the primary focus in these letters Notably, there were 6 instances of imperative usage, often related to the resume or curriculum vitae, such as in the phrase: "As you will see from my enclosed CV, my qualifications are "
I believe my experience and language skills will enable me to make a valuable contribution to your firm I am an enthusiastic and resourceful employee, and I welcome the opportunity to discuss this further with you Please feel free to reach out to me.
The style of application letters should not be overly simplistic to the point of being discourteous While the passive voice is often recommended as a stylistic device for formal documents, research on selected letters reveals a different trend Most application letters predominantly utilize the active voice, frequently employing the subject "I." For instance, a typical example states, "As you will see from my enclosed resume, I have taken courses in nearly every aspect of the travel industry I have participated in workshops simulating computer and telephone operations, and I have had extensive practice in ticketing and reservations."
The passive is rarely used as we could realize only four cases of passive voice during the study of selected letters for the thesis, as follows:
“Chis is possible, L can be reached al (84) 3657-348 during the aflemnoon snd evening.”
According to Me Carthy, modality plays a crucial role in discourse creation, as discourse analysts have shown Every message incorporates varying degrees of modality, even when opting for a neutral stance in a bald assertion.
Modality can be expressed by prosodic factors, such as intonation and stress; lexical factors, such as modal adjectives and adverbs, modal
Modal lexical verbs like "think," "believe," and "suppose" play a crucial role in expressing opinions These verbs can be utilized in various constructions, including nominal forms Additionally, grammatical strategies involving mood and tense enhance the clarity of communication Paralinguistic factors, such as hesitation, facial expressions, body gestures, and eye movements, further enrich the conveyance of meaning in interactions.
Application letters, as a form of written discourse, typically maintain a neutral tone and rely heavily on vocabulary to convey meaning A study of collected letters reveals a frequent use of modal verbs such as "will," "would," "can," "could," "may," and "should," with "would" being particularly prominent Additionally, modal constructions like "I think that," "I believe that," "I am confident that," and "I am sure that" are commonly employed These linguistic markers serve to enhance the courtesy and constructiveness of the letters while allowing the writer to assert their suitability for the position with a high degree of certainty.
3 Grammatical Cohesion in English Application Letters
In the previous chapter, we identified three types of reference: personal, demonstrative, and comparative However, it is essential to classify references based on their potential rather than the endophoric/enophoric distinction A systematic understanding of the various types of reference and their roles within the linguistic system should rely on a generalized concept of reference, rather than the specific forms they take in text.
Specific Neuter Tt Gis) Is 3 2
Table 3: Personal Reference in Application Letters
The analysis reveals that the writers of both types of application letters rarely use personal pronouns such as he, him, his, she, her, and they In fact, singular feminine pronouns and determiners are notably absent in 15 selected letters Similar to the previous findings on exophoric references, writers prefer using "you" to address readers and "I" to refer to themselves The singular masculine pronouns he, him, and his appear only in unsolicited letters, with 2 out of 5 of these letters using them anaphorically to refer to a specific individual, as illustrated by the example: “I am writing to you on the recommendation of David McI.can, Assistant.”
As a manager in your securities department, I was advised by Mr McLean, whom I met during a banking course in Hannover a year ago, to reach out to your company He mentioned that you frequently hire individuals from abroad for one-year positions, particularly those with banking expertise.
And, the writers sometimes use if, (its) ar they, them, their to refer back to the job advertised or to their experiences
Demonstratives Frequency ead Modifier | Adjunct | Solictted Unsolicited
Near Thisithese thizthese | Ilere (now) 16 3
Far | ‘Thulhose | ThalMhose | There/lhen 5 1
‘Table 4: Demonstrative Reference in Application Letters
Table 4 indicates a strong preference for the neutral demonstrative "the" in all application letters Its exophoric use clarifies the intended referent based on the context, while anaphoric and cataphoric uses are more easily understood when connected to its exophoric meaning Additionally, near demonstratives are favored over far demonstratives in both letter types, as evidenced by their higher occurrence rates.
In the analysis of 26 occurrences of participant demonstratives such as this/that and these/those, a significant number are used anaphorically to reference preceding text, extended text, and subsequent text This trend highlights the extensive use of selective nominal demonstratives with anaphoric functions across various forms of English, including application letters.
~~ Bunction Deictic’ | Solicited & wna | Sttilted & | Adjunct’ Sobicitea &
Tiềm | mumerative | unsoiciea | °P unseated | submodinier unsolicited
Generat additional ikewie nhan otter
Mote fewer Com Adj & Com Adj & less further; adv, So- as- adv, so- as-
Specific se as + 1 swore less 1 ore ls 2
Table 5: Comparative Reference in application letlers
Table 5 indicates that writers show little interest in using comparatives in their application letters Additionally, when comparatives are used, specific demonstratives appear more frequently than general ones.
Comparison serves to differentiate between individuals and objects, enhancing the rhetorical quality of language However, its use is inappropriate in application letters, which should present the writer in a neutral and authentic manner Consequently, writers of application letters typically refrain from using comparatives in their writing.
Ilalliday and Ilasan have listed the items that occur as substitution as follows
Grammatical Cohesion in English Application Letters
Reference markers - 37 3.2 Substitution
In the previous chapter, we discussed three types of reference: personal, demonstrative, and comparative However, it is essential to categorize reference types based on their reference potential, rather than the endophoric/enophoric distinction A systematic understanding of the various types of reference and their roles in the linguistic system should be grounded in a generalized concept of reference, rather than the specific forms they assume within the text.
Specific Neuter Tt Gis) Is 3 2
Table 3: Personal Reference in Application Letters
The analysis reveals that writers of both types of application letters rarely use personal pronouns such as he, him, his, she, her, hers, it, its, and they, them, their, theirs Notably, singular feminine pronouns and determiners appear in only 15 selected letters Similar to previous findings regarding exophoric reference, writers tend to use "you" to address readers and "I" to refer to themselves The singular masculine pronouns he, him, and his are predominantly found in unsolicited letters, with 2 out of 5 unsolicited letters employing these pronouns anaphorically, as illustrated in the example: “I am writing to you on the recommendation of David McI.can, Assistant.”
As a manager in your securities department, I was encouraged by Mr McLean, whom I met during a banking course in Hannover a year ago, to reach out to your company He mentioned that your organization frequently hires banking experts from other countries for one-year positions.
And, the writers sometimes use if, (its) ar they, them, their to refer back to the job advertised or to their experiences
Demonstratives Frequency ead Modifier | Adjunct | Solictted Unsolicited
Near Thisithese thizthese | Ilere (now) 16 3
Far | ‘Thulhose | ThalMhose | There/lhen 5 1
‘Table 4: Demonstrative Reference in Application Letters
Table 4 indicates a strong preference for the neutral demonstrative "the" in application letters This demonstrative is primarily used exophorically, where the context clarifies the intended referent Additionally, its anaphoric and cataphoric uses are more easily understood when connected to its exophoric meaning Furthermore, near demonstratives are favored over far demonstratives in both types of letters, as evidenced by their higher frequency of occurrence.
Among 26 occurrences of participant demonstratives this/that, these/those, a remarkable number of occurrences is used to refer ag anaphorivally to proveding tox(, nexL comos to oxlended lext and last to following text This is resulted from the fact that sclective nominal demonstratives occur extensively with anaphoric function in all varieties of English including application letters
~~ Bunction Deictic’ | Solicited & wna | Sttilted & | Adjunct’ Sobicitea &
Tiềm | mumerative | unsoiciea | °P unseated | submodinier unsolicited
Generat additional ikewie nhan otter
Mote fewer Com Adj & Com Adj & less further; adv, So- as- adv, so- as-
Specific se as + 1 swore less 1 ore ls 2
Table 5: Comparative Reference in application letlers
Table 5 indicates that writers show little interest in using comparatives in their application letters Additionally, when comparatives are used, specific demonstratives are employed more frequently than general ones.
Comparison serves to differentiate between individuals and objects, enhancing the rhetorical quality of language However, this approach is inappropriate for application letters, which should present the writer in a neutral and authentic manner Consequently, writers of application letters typically refrain from using comparatives in their compositions.
Ilalliday and Ilasan have listed the items that occur as substitution as follows
The analysis of 15 chosen application letters revealed surprising findings, with verbal and clausal substitutions showing zero in the statistical data Notably, nominal substitutes such as "one," "ones," and "same" consistently serve a specific function.
The head of a nominal group can function as a substitute; however, in our analysis of 15 application letters, we found no instances of the terms "ones" or "same" being used as substitutes Notably, only six nominal substitutions were identified, with one acting as a determiner in some of the letters.
The case of substitution in application letters can be explained that
(he writer aims al avoiding con[usion in correspondence with the use of plain and understandable language Therefore, except one, none of other substitutes can be found.
Conjunctions
According to McCarthy, conjunctions do not initiate a search for their referents but imply a textual sequence, indicating relationships between discourse segments There are various types of conjunctions, including single-word, phrasal, and clausal forms.
In the following pari, we continue our sludy on difforent types of conjunction, classified by Halliday and Hasan, such as: Additive, Adversative, Causal, Temporal, and others
“Externalnternal “Tnterual (Unless otherwire specified)
Adiise — nmgls | Gemplw mmạEmie pasion Companion s40) tr xftam.)
“Adversatve pooper | Centasive Conedicn Dismissal Adverse | tute) LAI the same me(t)
Revened ent enhbmml Glew | Respeslive chua Fords ete)
Teepe, sizgle: | Complex (extemal so Tafemal eraporal | Tere and now
Tum AE im bmeft$ Wer.PoeenliyC)
Tabk 6: Conjunctive Relations in Application Letters
Table 6 indicates that additive conjunctions are the most frequently used, with a total of 15 instances in application letters, highlighting their significant role in discourse cohesion This prominence can be attributed to their function of connecting not only individual words but also larger language units such as phrases, clauses, sentences, and even entire paragraphs.
The word "or" appears seven times in application letters, frequently in the concluding paragraphs For example, phrases like “If you have any questions or wish to make an appointment, you may contact me by email or by telephone” and “Should you require further information or clarification, please do not hesitate to contact me at the above address or telephone number” highlight its usage.
For the complex additive, we have found in addition, furthermore, moreover and besides bul only one occurrence for cach im all collected application letters
Adversative analyzed in terms of Adversative ‘proper’ and
Contrastive consists of some words only but, however, at the same time
Authors of application letters often prefer the general causal "therefore," which appears four times in 15 letters Similarly, the general causal "so," along with "ifus" and the reversed causal "for" and "because," align with the complex additive usage Temporal conjuncts are more varied, including terms like "previously" (simple temporal), "soon," and "at this time."
(complex temporal), and here, most recently, lately Chere and now" temporal)
One thing should be noted here is the absolute omission of
Apposition and Comparison in Additive; Correction and dismissal in
AAdversative, Conditional and Respective in Causal, and Internal temporal.
Lexical Cohesion
The class of “General Nouns” - 4I 4.2 The clement of cohesive devices - 42
‘This group of words considered as the borderline between grammatical and lexical cohesion, which has cohesive function These
52 ilems arc small sels of nouns having goncralized reference within the major noun classes Though they are neglected sometimes in descriptions of
English, they play a significant part in verbal interaction Therefore, we bcheve thal this source of cohesion cannot be ignored when analyzing cohesive relations of discourses
When looking through all the application letters selected for the research, we can easily realize that some general nouns are used repeatedly
The list is as below
4.2 The element of cohesive devices
Cohesive devices are essential elements in writing that help to connect ideas and maintain the flow of the text, much like seams in clothing that hold garments together Key examples of these devices include reiteration, word repetition, synonyms, near-synonyms, and pronouns, which all contribute to the coherence and unity of a written piece.
- Reiteration the use of general nouns, however, is not independent
General nouns exemplify a specific instance of reiteration, a concept defined by Halliday and Hasan as a form of lexical cohesion characterized by the repetition of a lexical item, alongside the use of synonyms, near synonyms, or superordinates By examining each type of reiteration, we can determine their frequencies and comprehend their cohesive functions within application letters.
- Word repetition: some of the words are not only used many times in the same letter but also continuously repeated in different ones ‘This
In application letters for employment, it is essential to include key words that highlight the applicant's strengths By strategically repeating certain words, the writer aims to emphasize their most relevant qualifications, directing the reader's attention to the strongest sections of the letter.
The group of speech roles, particularly personal pronouns, possessive adjectives, and possessive pronouns, frequently appears in communication, with "you" and "7" being the most common.
In 15 selected application letters, the writer emphasizes their suitability for the position by frequently using first-person pronouns such as "I," "me," and "my," which were mentioned 326 times in total, including 101 instances in the latter letters This approach aims to effectively showcase the writer's qualifications and persuade the reader of their fit for the role.
- Synonpnis: the synonym is defined as “a word or expression that has the same or nearly the same meaning as another in the same language”
Using synonyms can enhance writing by preventing unnecessary repetition, making discourse more flexible and diverse, and keeping readers engaged.
Synonyms such as "learnt" (found), "company" (organization), and "employee" (staff) play a crucial role in application letters It is essential for authors to avoid repetitive word usage; instead, expressing meanings through varied vocabulary enhances reader engagement Utilizing diverse terms like "position" (employment, vacancies) and "business" (company) can effectively convey messages in concise formats For instance, instead of repeatedly using "job," one can alternate with "post" or "work" to maintain interest and clarity in communication.
I am well-acquainted with the responsibilities of an executive secretary and am ready to meet your expectations I am confident that, with enthusiasm and dedication, I can facilitate a seamless transition from a small business to a large corporation.
The synonyms "believe" and "confident," as well as "employee" and "staff," effectively enhance the text by preventing monotonous repetition Moreover, these synonym groups are straightforward and easily identifiable within the context of application letters.
One of my key strengths is my successful experience as a full-day Kindergarten teacher, which equips me to contribute effectively to the Westford School System I possess strong communication, organizational, and classroom management skills that make me a valuable asset to the elementary team My solid background in elementary education, along with my ability to embrace new ideas and concepts, reflects my dedication to fostering children's learning I firmly believe that all children can learn, and this conviction drives my commitment to their success.
There are groups of words that have similar meanings but cannot be classified as synonyms This concept falls under lexical cohesion, specifically referred to as near-synonyms.
Some common near-synonyms as follows: fluent-good, word-advance, wark-employ, suitable-relevant
Reiteration involves the use of general nouns as cohesive agents, relying on their contextual occurrences This process occurs when one lexical item refers back to another, establishing a connection through a shared referent.
LIxample: Baywatch is a TV show produced in America It has been translated into more than 150 languages
In the second sentence "it" refers back to Baywatch It would be redundant to have the second senlence begin with Baywatch
Though we have spent such a long time studying some application
When crafting effective employment letters, achieving cohesion is crucial for creating strong applications This article emphasizes the significance of grammatical and lexical cohesion, highlighting key findings and suggestions for improving the quality of job application letters.
LL The characteristics of Application Letters in English
All of the application letters in English consist of seven parts: Letter head/sonder’s address, Date linc, Addressce/Inside address, Salutation,
Business letters typically consist of three main components: the body, complimentary close, and signature, all presented in a standardized format and style Most letters utilize open punctuation, meaning that only essential parts of the letter are punctuated, regardless of the chosen punctuation style.
Punctuation marks, specifically the salutation and complimentary close, play a crucial role in letter writing Many prefer open punctuation for its efficiency and time-saving benefits The language in these letters is standard, clear, and concise, allowing readers to fully appreciate the candidate's suitability for the job.
Suggestions for impreving application letter writing 1, Application letLors - 45 1.1 The characteristics of application letters in English
Cohesion in English Application letters wee AG 1 Grammatical Cohesion - 46 2 Lexical Cohesion AT 1.3 Suggestions for application letter writing
Application letters utilize various aspects of grammatical and lexical cohesion, as outlined by Halliday, with the exception of substitution Certain cohesive elements are favored over others to ensure clarity, conciseness, and completeness, which are essential for effectively addressing a specific reader The success of an application letter hinges on the effective combination of these cohesive elements Furthermore, while application letters possess distinct linguistic features, they should also convey a unique and personal impression to the reader.
In application letters, personal references predominantly utilize first-person pronouns such as "I," "my," "me," along with second-person pronouns like "you," "your," and "yours," emphasizing the writer's perspective and addressing the reader, typically the employment candidates and personnel managers In contrast, third-person pronouns like "he," "him," "his," and "she," "her," "hers" appear infrequently, with only seven occurrences across fifteen selected letters.
And the last group of il, ils, they, them rarely occurs in application letters, only within the total of 4 times
Demonstrative references are commonly found in lyrics, with the neutral demonstrative "the" appearing most frequently at 149 occurrences, followed by near demonstratives such as "this," "that," and "here."
- 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 1s nearly abscni from application letters For some particular cases, it seems to appear in this form or another, but based on
According to Tlalliday and Ilasan, we do not regard these as complete substitutions In the context of application letters, we can identify only six nominal substitutions, with no instances of verbal or clausal substitutions present.
- 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 repelitions, synonyms, near- synonyms, superordinates, and general words
In some letters, there are no synonyms or near-synonyms, bul these mark a small proportion of some application letters
Understanding collocations related to employment and job applications is crucial for crafting effective application letters It is beneficial to group these collocations within the same letter and across multiple letters simultaneously Additionally, resumes, alongside cover letters, play a significant role in creating a comprehensive job application.
1.3 Suggestions for application letter writing
Cohesive devices can help us write a successful application letter
To write an effective and persuasive job application letter, it is essential to utilize cohesive devices First, clearly outline your message before beginning to write, ensuring that you can construct well-structured sentences This preparation will help you articulate your thoughts coherently throughout the letter.
To create engaging content, it's essential to plan ahead to prevent unnecessary repetition and ensure all important information is included Organize your points logically, ensuring each idea connects smoothly to the previous one for easy comprehension Avoid reiterating the same concept; instead, present each idea distinctly Use concise and clear language that remains respectful, prioritizing complex and compound sentences for formal applications Demonstrating courtesy and tact in your writing enhances its effectiveness.
When crafting letters, it's essential to adopt a reader-oriented approach while still incorporating the writer's perspective The final step is to relax, as this aids in achieving a natural tone that adheres to standard English, avoiding the pitfalls of sounding overly formal or forced.
Using a "businesslike" tone can often indicate an inexperienced writer, resulting in letters that feel stilted and stiff It's essential to engage the reader's emotions and understanding to elicit the desired response in application letters We hope these insights will be beneficial for those looking to write effective employment application letters or for anyone interested in improving their writing skills.
Crafting an effective application letter is crucial, as it serves as a key to unlock job opportunities Despite its seemingly brief and straightforward nature, a well-designed letter requires careful attention to detail This is why I chose to analyze cohesive devices in application writing, highlighting their importance in creating a compelling narrative.
The study outlines its rationale, aims, methods, scope, and design in an introductory section, 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 lor improving application Iclter wriling,
This graduation paper provides a comprehensive overview of goncral communication, focusing on its definition, various types, and structure It also includes suggestions for writing application letters and examines grammatical cohesion in English application letters Additionally, the study explores different types of business letters, which were addressed initially.
Finally, from the study of cohesive devices in writing application letters, some suggeslions are given with the purpose of helping the learners to overcome these problems
Andrea B Getther 1993 Business Letters the easy way KXB Tré - TP
2 Bertha J Naterop Business Letters for all Oxford University Press
3 Bitisco 1998 Instant Business Letters Wildwood Ilouse
4 Dugger, J 1995 Husiness Letter NXB Trẻ
Tlalliday, M A K and Ilasan, R 1976 Cohesion in English London: w
Longman Group Limited a Halliday, M A K 1994 An introduction to functional Grammar
London: Arnold ơ Halliday, M A K and Hasan, R 1989 Language, Context and Text:
Aspect of language in a Social-Semiotic Perspective Victoria: deakin
8 Hutchinson, ‘l and Waters, A 1987 Hnglish for Specific Purpose CUP
9 Kench, A B 1992 Writing Business Letter NXB Thé Gidi
10 Me Carthy, M 1991 Discourse Analysis for Language Teachers
11 Spooner, M.D and Mc Kellen, 15.1984 Business Letter Pergamon Press
12 Walter E Oliu & etal 1998 iow to write effective on the jab Matin’s
13 V6 Dai Quang 2001 Lectures on Discourse Analysis Unpublished,
14 Yule, G 1996 The Study of Language CUP
17 Princes St Edinburgh Sales Recruitment and ‘lraming Manager
In reply to your advertisement in today’s “Daily Telegraph”, I am interested in becoming a salesman for your company
‘As you can see from the enclosed curriculum vitae, | have selling experience in pharmaceuticals and cosmetics-a very competitive field
I am eager to transition to industrial products, as I believe they present greater opportunities Your six-month training program will undoubtedly 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, | shall telephone you shortly to make an appointment for a personal meeting Meanwhile [ thank you for considering my application
This month 1 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
I have completed courses covering various facets of the travel industry and participated in workshops that simulate computer and telephone operations Additionally, I possess extensive 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 Through roles as both a sales assistant and a stock clerk, I have developed a customer-oriented approach, recognizing that courtesy and a smile are essential for maintaining smooth business operations.