Com BUSINESS WRITING 2

Last Name, leave out if you don't have a contact Body of Application Letter The body of your application letter lets the employer know what position you are applying for, why the employ

Lac Hong University

Faculty of Foreign Languages

COURSE TITLE: BUSINESS WRITING 2

COURSE DURATION: 60 periods

COURSE BOOK : None

REFERENCE: Varied

LECTURER : Nguyễn Văn Nam

Lesson 1: A general format of an application letter

1 Before you start

- When applying for a job, you write a letter of application What

information should you put into your letter? Make a list

2 Look at this advert Would you like this job?

Crew members wanted

We are planning an expedition to sail the Atlantic Ocean in a replica of the ship used by Christopher Columbus in 1492 We are looking for two young, fit and enthusiastic people to join our crew You need

to be hard-working, flexible and good at working in

a team Travel experience is essential Experience of sailing should be an advantage We offer a unique opportunity for the right people Apply in writing, with your CV, to jim.smith@realitytv.co.uk

3 A letter of application:

Read the letter from Helen King, who would like to apply for the’job’

Match the gaps (1-7) in the letter below with the phrases (a-g)

a As you can see from my CV

b I am willing to

c I believe that

d I look forward to

e I do not have

f I am writing in response to

g Please do not hesitate to

4 How to write a letter of application

a Read the advertisement Think about exactly what kind of person the

organization wants

b Look at the personal qualities (e.g hard-working, enthusiastic) and the

experience they ask for Talk about them in your letter

c Your letter should be polite and formal

Say where you saw the advertisement

Say why you are applying

Give a short summary of your experience

Talk about personal qualities

Include a closing statement

5 General format of application letter

Dear Mr Smith,

(1) your advertisement for crew members in the Times I would

like to apply for the post, and enclose a copy of my CV for your attention

_(2) my personal qualities and experience make me an excellent

candidate for this post _ (3), I have three years’ experience of

working on charity projects in developing countries On these projects, I

worked with people from different background , both independently and as

part of the team, I learned to carry out my responsibilities but also to look after the needs of others in the team

_ (4) very much sailing experience, but _ (5) learn I

am highly motivated, hard-working and very well-organized These are all

qualities which enabled me to succeed in my charityvwork I am sure they will make me a key member of your crew

I hope you will consider my application (6) contact me if you

need more information

(7) hearing from you

Your sincerely

Helen King

Job Application Letter Format

Dear Mr./Ms Last Name, (leave out if you don't have a contact)

Body of Application Letter

The body of your application letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up

Lesson 2: Writing an application letter

I Look at the two advertisements below and choose one of them to write an application letter for the position you would like to apply for Write on the A4 paper in the right format

Advertisement 1: Teaching Job Vacancies

You like to teach? You want a well-paid, safe & friendly education working environment?

Cleverlearn Vietnam is a leading English training organization with 6 branches spread out around Vietnam, with over a hundred full & part-time teachers & thousands of on & off-site students

Due to increasing demand we are offering a variety of vacancies for enthusiastic teachers from all over the world

If you're an experienced teacher, join us and we will give you a very well paid job in a safe,

friendly & innovative environment

If you're newly graduated and want to be a good teacher, join us and we'll support you with

in-house training, all the aids you need and excellent support staff

If you're looking for adventure & a fun time while teaching, join us and we will offer you a

job in your choice of branch in many interesting places in Vietnam

If you're looking for a people oriented organization, join us and you will receive all the

training, benefits, promotion, leave & bonuses that your contribution deserves

So why wait? Drop us a brief email with your CV attached and you'll be contacted by the

Academic team to ensure your smooth arrival

Cleverlearn English Language Center

186 Nguyen Thi Minh Khai, D.6, W.3, Ho Chi Minh city

+84 8 3930 2861 Office, Ext.120

Advertisement 2: English translator vacancies

2 Exchange your letter for your partner’s and give some comments on

it What should you learn from your partner’s? What are your partner’s mistakes?

Position: English translator

Number of people needed: 3

Industry: translator / interpreter

Location: Ho Chi Minh city

Job description: translate document from English to Vietnamese and vice versus

Essential skills:

Fluent at English skills: listening, speaking, reading and writing

Good at using computing office windows

Work carefully and in details

Have job management and organization

Graduate from university majoring English

Qualifications: University degree

Salary: negotiable

Probation time: 2 months

Benefits: according to Labor law

Salary, bonus, allowances

Active and professional working environment

Many opportunities for promotion

Opportunities of working with foreign specialists

Requirements of personal file:

A job application letter

Address: 20 – 22, 6th street, Binh Thoi Tenement, ward 8, district 11

Email address: hr.best.dept@gmail.com

Telephone number: (84-8) 39 650 651

Lesson 3: Cover letters

I What is a cover letter?

A cover letter (British English: covering letter) is a letter containing extra information that you send with something (Oxford Advanced Learner’s Dictionary)

- E.g Send a covering letter and a CV to the following address

II Types of cover letters

Resume Cover Letters

When you're writing a cover letter to apply for an advertised job, you will be sending

a traditional cover letter with your resume Your cover letter should be customized for the job you are applying for, so the reader can see, at a glance, why you are a top candidate for the jobs

to refer you to a job opportunity or requesting assistance with a job search Letters

of introduction are used to refer a candidate to a prospective employer There are also general networking letters you can use to ask for job search help Again, send your resume with your networking letter so the reader can see your background and experience

III How to write a cover letter

Company

Address

City, State, Zip Code

Salutation

Dear Mr./Ms Last Name, (leave out if you don't have a contact)

Body of Cover Letter

The body of your cover letter lets the employer know what position you are applying for, why the employer should select you for an interview, and how you will follow-up

Handwritten Signature (for a mailed letter)

IV Sample cover letters

This cover letter, contributed by Mike O'Brien, Major Account Manager, Wellesley Information Services, was recognized by the hiring manager as the best example of approaching a career change and customized job search

Your Contact Information

I am applying for the Inside Sales position posted on Boston.Monster.com At your convenience, I'd appreciate the opportunity to discuss the position and my candidacy with you You can find my resume attached to this e-mail

I am looking to bring my well-honed public relations, marketing, and client-focused online, oral, and interpersonal communication skills internally to succeed in an inside sales position

Pertinent experience and skills for the posted position include:

*The power of persuasion I‘ve pitched stories for C-level executives via phone and e-mail and placed them in major media outlets, such as MSNBC, CIO Magazine, Sirius Satellite Radio, MSN Money, AARP Bulletin, and The New York Daily News

*The ability to reach key audiences As a journalist, I published stories in key print and online media, including CareerJournal.com, CollegeJournal.com and

StartupJournal.com (online publications of The Wall Street Journal), Consumers Digest, Woman's Day, and ePregnancy Magazine As a copywriter, my work has been used in e-mail marketing, online and offline advertisements, blogs, brochures,

taglines, and Web sites

*Strong financial aptitude (My experience includes a little over a decade in the

accounting profession in external and internal client-facing environments.)

*B.S in Accounting from Southern New Hampshire University, with a Minor in

Management Information Systems

*Relevant computer skills (Microsoft products, HTML, etc.)

*Good listener Solid work ethic Desire to excel Meet deadlines Enjoy a paced environment Extraordinary factual recall

fast-I'd love to find out more about the position you're looking to fill, and I would

welcome the opportunity to tell you how my skills and ideas can benefit Wellesley Information Services I can be reached at (5555) 555-5555 or name@gmail.com Thanks for your consideration; I look forward to hearing from you soon!

An individually typed cover letter typically accompanies each resume you send out Your cover letter may make the difference between obtaining a job interview and having your resume ignored It makes sense to devote the necessary time and effort

to write effective cover letters

A cover letter should complement, not duplicate your resume Its purpose is to interpret the data-oriented, factual resume and add a personal touch A cover letter

is often your earliest written contact with a potential employer, creating a critical first impression

V Some tips for writing cover letters

When the job market is competitive, your cover letter is not only what helps you stand out from the crowd, it's your best chance of getting an interview Here are cover letter writing tips and advice from career experts on how to use your cover letter to your best advance

Use Your Cover Letter to Your Advantage

Your cover letter is particularly important It's the job searcher's opportunity to help the potential employer see that the applicant's skills and experience match what the employer seeks In the current economic climate, with the scarcity of jobs, a well-written cover letter distinguishes your application All employers know that the

resume has usually been vetted by multiple reviewers, so the cover letter is your opportunity to shine and attract attention

Susan Heathfield, About.com Guide to Human Resources

solution/change agent/fixer, etc - return on their investment

Jacqui Barrett-Poindexter, MRW, CPRW, CEIP, Chief Career Writer and Owner, Career Trend

Mention Names

As a Recruiter, I always want to know how someone learned about the open position And, in some organizations, the hiring manager wants to know how the job was sourced, also, because the funding for the posting has come directly from their department's budget They always have an eye on ROI I suggest the applicant use one line, such as, "I learned of this position from the posting I read on Craigslist."

It is critical to mention the name of the referring employee (if applicable) in the cover letter I've created and implemented Employee Referral Programs So often this information gets lost and many companies draw a very hard line (i.e., do not award referral $) if there is no mention of a name from first contact

Patty Foster, Resume ResQ

Your Cover Letter is an Opportunity

Cover letters are an incredible opportunity for internship and entry-level job seekers and should never be left out of your application They allow you—in narrative form—

to tell the employer exactly why hiring you, instead of the numerous other

candidates, is a good decision

Heather Huhman, Entry Level Careers Examiner

Entice the Reader

Write a cover letter to entice the reader; just like a sampler of dessert in a

restaurant Share enough to whet the readers appetite, so they will want more in an interview

Lucilla Feliciano Resume Writer/Consultant, CIMA Services

Consider What You Want to Convey

Creating a compelling cover letter begins with thinking about the main point you want to convey For most people, that is "I'm the best person for the job." Next, you need to support that with information that makes you stand out So don't just write about what you've done in the past; think about accomplishments that translate into what you can do for the new employer For example, if you're looking to get a job as

a business analyst, talk about processes you have created in the past and how you implemented them Also, note the results Bullet points can help your cover letter grab attention; so use them!"

Kristen Fischer, Author of Ramen Noodles, Rent and Resumes, An After-College Guide to Life

Promote Your Best Selling Accomplishments

A resume is by nature concise and uses abbreviated language; your cover letter is a platform to to demonstrate your written communication skills Use your cover letter

to highlight your "best-selling" accomplishments relevant to the position target

Peter Hill, President and Senior Consultant, P.H.I Consulting

More Cover Letter Writing Tips

Perfection matters when writing cover letters Every cover letter you write should be customized for the job you are applying for, clear and concise, grammatically

correct, and error-free Here are cover letter tips and suggestions for writing cover letters which will help you stand out from the crowd

There are several types of cover letters that can be sent to employers and contacts

Be sure to choose a type of cover letter that reflects how you are applying for the job

or the type of job search assistance you are requesting Your cover letter should be designed specifically for the purpose you are writing and customized for each

position you seek

Cover letters can be sent via email as an attachment or in the body of your email message, posted to a job site when you apply online, as a message on LinkedIn or other networking sites, or sent via mail

Regardless of the type of cover letter you are sending, include a copy of your

resume When you're writing via email or a networking site messaging system also include a link to your LinkedIn profile, if you have one

Lesson 4A: How to write a follow-up letter

I What is a follow-up letter?

A letter you write after submitting a resume or having a job interview You have sent a resume to a company you'd like to interview with and you haven't heard back right away What do you do next? You can either wait patiently, presuming the employer will contact you if they are interested, or you can choose to follow-up with the employer

II How to Follow Up

If you don't hear back from within two weeks, it may be beneficial to follow-up Employers and recruiters may prefer follow-up by email If no email address is listed, try sending a note or calling If neither email, address or a phone number are listed, or the posting says not to contact the employer, following the instructions and don't follow up

If you plan to visit the company‘s location, mention the timeframe and your eagerness to meet – ask if it‘s possible to arrange an interview during your visit

III Should or should not write a follow-up letter?

Chris Dittus, owner of August Communications Consulting, said

"As an HR professional who has received thousands of resumes over the years, I can tell you that there is no 'one size fits all' answer to your question (unfortunately!) There are numerous variables at play in these processes, and every organization is a bit different It's impossible to know if you will be wasting your time following up on a resume you have sent in response to a job

posting, or if it will be the one thing that gives you a small edge over another candidate."

It Depends

So, in general, the answer is that it depends on how you applied

if you have or can find a contact person, and how much you want the job - how much effort is it worth? Here are some suggestions regarding when following up can help

Jason Alba, JibberJobber

I think it depends (isn't that the typical response you hear from

an MBA?) How did you get your resume to them in the first

place? Has your only contact been online, through their job

page? Or have you networked your way in? I would try and

network my way in

You Should Follow Up Your Resume

Elizabeth Sidel, Director of Recruiting at Northwestern Mutual Financial Network

After submitting a resume, the candidate should follow-up

(unless otherwise advised not to) with a phone call or email; it shows enthusiasm and ambition, and could differentiate the

candidate

Chris Dittus, owner of August Communications Consulting

It is certainly appropriate to send an email or letter a week or two following the submission of your resume, if you have not yet heard anything from the company However, if you receive no response after submitting your resume AND following up with an email or letter a few weeks later, I wouldn't invest additional energy in that particular opportunity

Liz Ryan, Workplace Expert; Yahoo! HotJobs Networking Expert; Columnist at BusinessWeek.com

You have to follow up Polite email messages that reinforce your strong interest in the job Not-too-frequent phone calls to check

on the status of your resume Every single day, I hear from

people who got jobs because they stayed on the case

Nathan North, hrConsultant - hrLoop, Inc - Founder

If you are going after a job that you specifically want then go for

it, write a letter, call, or send an email to the hiring manager

How to Follow Up After Sending a Resume

The preferred method of following up was email, and most of the responders recommended waiting a week or two after sending your resume Notes were also suggested as a good way to distinguish yourself from the competition Read about how to follow up , and review sample follow up letters

Asi Burak, Owner, Chief Product Officer - ImpactGames

From my perspective (as an employer) I would definitely prefer

an email follow-up after 1-2 weeks - resumes could be lost in a pile It is also an opportunity for the sender to add more

information, and be more specific In many cases, specific and relevant communication works better than anything

Andrew Magliochetti CCIM, Owner and Principal, Helios Realty & Development LLC

A short hand-written note to the contact person goes a long way, and differentiates you from the rest of the pack It shows you actually took more than two seconds to write an email - a call is

a little too intrusive/pushy

You Shouldn't Follow Up

Susan Heathfield, About.com Guide to Human Resources

Not all employers may feel this way, but I hate fishing phone calls that have absolutely no purpose other than to make you notice an applicant Wonder how many people call me each week

to see if I have received their resume? Lots - and only the people

I rarely call back It's a wonderful opportunity for you to make a lasting bad impression Fishing-for-attention phone calls rarely help and usually brand you as a pain

Giselle Feijo, HR Manager

As an HR manager, I really dislike when applicants call me to follow up on the status of their application Well, the 'status' of application is that I will be doing the following up - with the

applicants who are qualified

Bottom line, HR managers are very busy No one appreciates being constantly interrupted by unimportant phone calls to check

on whether a resume was received or not If applicants cannot resist the urge to contact the HR manager, do it in writing (email,

card) so that it is not intrusive If you do not hear back, move on please

Sheilah Etheridge, Owner, SME Management: Management and Accounting Consultant

If you have sent in a resume and heard nothing from them just move on

IV Sample Follow-Up Letters

1 Sample Follow-Up Letter to a Job Application

I submitted a letter of application and a resume earlier this

month for the programmer position advertised in the Times Union To date, I have not heard from your office I would like to

confirm receipt of my application and reiterate my interest in the job

I am very interested in working at XYZ Company and I believe

my skills and experience would be an ideal match for this position

If necessary, I would be glad to resend my application materials

or to provide any further information you might need regarding

my candidacy I can be reached at (555)555-5555 or jdoe@abcd.com I look forward to hearing from you

Thank you for your consideration

2 Sample Follow-Up Letter After Submitting a Resume Subject Line of Email Message:

Programmer Position - Jane Doe Application

Email Message:

Dear Mr./Ms Last Name: (if you have a name, otherwise omit this line)

I submitted a resume earlier this month for the programmer

position advertised in the Times Union

I am very interested in working at XYZ Company and I believe

my skills, especially my C++ experience at ABD company, would

be an ideal match for this position

If necessary, I would be glad to resend my resume or to provide any further information you might need regarding my candidacy

I can be reached at (555)555-5555 or jdoe@abcd.com I look forward to hearing from you

Thank you for your consideration

Your City, State, Zip Code

Your Phone Number

share some of the reasons why I am the most ideal candidate for the job

I appreciated the tour of your facilities They are quite impressive, and it would be a true joy to work in such beautiful surroundings Thank you also for introducing me to several Sales Intelligence team members They were all so kind and accommodating Please let them know I appreciate how comfortable they made me feel I agree it was a shame that Bob Brown, the actual person I'd be working for, was not in I hope

he is feeling better and have no problem coming back to meet with him, when it's convenient

After talking with you, meeting the team and getting a better understanding of what is involved in the position, I am even more confident there can be no better a match Don Doe showed

me several recent projects and Betty Boop explained the process and gave me a look at the computer applications typically used I

am very familiar with the entire set-up, and have done work almost identical to the ones shown

Currently, my schedule is flexible and knowing your urgency to fill the position, I would like to meet Mr Brown at his earliest convenience Please drop me an email or a quick call with date and time, and I'll be sure to arrange my schedule around it Thank you again for your time; I look forward to hearing from you soon

Your City, State, Zip Code

Your Phone Number

Your Email

Date

Name

Title

Organization

Address

City, State, Zip Code

Dear Mr./Ms Last Name:

It was very enjoyable to speak with you about the assistant account executive position at the Smith Agency The job, as you presented it, seems to be a very good match for my skills and interests The creative approach to account management that you described confirmed my desire to work with you

In addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness and the ability to encourage others to work cooperatively with the department My artistic background will help me to work with artists on staff and provide me with an understanding of the visual aspects of our work

I understand your need for administrative support My detail orientation and organizational skills will help to free you to deal with larger issues I neglected to mention during my interview that I had worked for two summers as a temporary office worker This experience helped me to develop my secretarial and clerical skills

I appreciate the time you took to interview me I am very interested in working for you and look forward to hearing from you about this position

Sincerely,

Your Typed Name

This sample thank-you letter requests a second interview, as well

as reiterating the candidate's interest in the position

Lesson 4B: Letter of declining a job offer and accepting a job offer

I A Letter of declining a job offer:

When you have decided to reject a job offer, you may want to let the employer know in writing that you are declining the offer Your letter should

be polite, brief, and to the point You don't want to burn bridges and this employer may have a better offer for you down the road So, don't get into any specifics Even if the hours are awful, the work environment is terrible or the pay isn't enough to make ends meet, don't mention it

You should include the following:

Thanks and appreciation for the offer

Written rejection of the job offer

Address the letter to the person who offered you the position Include your contact information and phone number, even though it is on file with the employer

Make sure that your letter is well written and does not contain typos or

grammatical errors Even though you are declining the job, you want to

make sure all your correspondence is professional

Sample Job Rejection Letters

Use this sample job rejection letter to let an employer know that you are not accepting a job offer

Job Rejection Letter

I sincerely appreciate you taking the time to interview me and to share

information on the opportunity and your company

Again, thank you for your consideration

Signature

Susan Markstone

Employment Rejection Letter

Your Name

Your Address

Your City, State, Zip Code

Your Phone Number

I sincerely appreciate you taking the time to interview me and to share

information on the opportunity and your company

Again, thank you for your consideration and for the job offer

Signature

Your Name

2 Letter of accepting a job offer:

Even if you have accepted a job over the phone, it's a good idea to write a job acceptance letter to confirm the details of employment and to formally accept the job offer

Your letter can be brief, but, should include the following:

Thanks and appreciation for the opportunity

Written acceptance of the job offer

The terms and conditions of employment (salary, benefits)

Starting date of employment

Address the letter to the person who offered you the position Include your contact information and phone number, even though it is on file with the employer

Make sure that your letter is well written and does not contain typos or

grammatical errors Even though you already have been offered the job, you want to make sure all your correspondence is professional

Sample Letter Accepting a Job Offer

As we discussed, my starting salary will be $35,000 and health and life

insurance benefits will be provided after 90 days of employment

I look forward to starting employment on July 1, 2007 If there is any

additional information or paperwork you need prior to then, please let me know

Again, thank you

Signature

Jane Fieldstone

Lesson 5: Writing a CV1

I Before you start

List three things you need to include in a CV

8 Education and qualification

a Czech (mother tongue), English (fluent), Spanish (good)

b Theo Johnson, Head of Postgraduate studies, London Business School

Sarah Lewis, Marketing Director, International Enterprises

c 1998-1999 London Business School – Postgraduate diploma in international Marketing

1994 – 1998 University of Economics, Prague – graduated in Business Studies

d I am a hard-working and enthusiastic sales and marketing graduate, who is looking for a challenging position with an international company

e Travel, swimming, running, reading, cinema, classical music

Address 220 Belsize Gardens,

London SW2 2RT Telephone 070 2268 2331

Nationality Czech

Date of birth 17th April 1976

g I spent a year traveling in the United States and Latin America between my post- graduate studies and my current job I also worked for two summers at a summer camp for children in the US I ran the London Marathon in 2000 and

2001

h 2000 – date Marketing executive, JB Market Consulting, London

1999 – 2000 Marketing trainee, International Enterprises, London

III Discussion

1 Work in pairs Look at these rules for writing a CV Which ones do you agree with? Why?

Make sure your CV is well-organized

Include a lot of detail – a good CV is long

List your education and work experience in reverse order – start with your most recent job

Include additional information that you think could help your application, e.g travel experience or voluntary work

Don’t send a covering letter – no one reads it

2 Work in pairs Look at the job advertisement below Discuss what

qualifications and experience applicants need for this job Do you think

Frantisek Svoboda has the right qualifications and experience to apply for the job?

IV Practice writing a CV

Find some adverts for jobs in newspapers or on the Internet Choose an advert for a job you would like to do and write your CV for a job of your choice Use your own details and add qualifications and work experience which you hope

to get in the future

INTERNATIONAL MARKETING MANAGER

Lopez Garcia is a Spanish-owned investment company

currently looking for a marketing professional to join our

London office The successful applicant will be responsible for

marketing our services to clients in the UK helping to develop the company’s plan traveling to Spain and Mexico for meetings with clients managing a team of ten people

You need to have a marketing qualification and at least three

years’ experience You must be enthusiastic, hard-working and

flexible Ability to speak Spanish is essential

Apply in writing, with CV, to :

Jaime Aranda, Human Resouces Manager,

jha@st.romero.es