Letter Writing - JOB APPLICATION LETTERS

INTRODUCTION

As someone who has just graduated, you might seek jobs by scanning
advertisements in daily newspapers. Sometimes, by word of mouth, you could
also get to hear of job vacancies for which you could apply.

Applying for jobs may involve writing job application letters. (Sometimes there is
no letter writing involved but the candidate is selected by means of interviews).If
you need to write a job application letter, you would need to have good
communication skills to convince the employer that you are the right person for
the job. The letter is thus crucial in the process of selecting candidates as it is the
first medium of contact that you have with the employer.

We will now discuss what goes into writing a job application letter. Just like the
reading process that comprises three stages, i.e. 1) per-reading, 2) while-
reading, and 3) post reading, the writing process similarly involves the tasks of 1)
outlining (or pre-writing), 2) drafting and 3) revising.

FORMATS OF LETTER

There are 5 different formats of letters to choose from. They are :

a) Full Block: all parts begin on the left margin of the page;

b) Simplified: like the Full Block format, but the salutation and
complimentary close are omitted;

c) Block: main body begins at the left margin but not the date, reference
line, complimentary close and signature;

d) Modified Block: like the Block Format. Paragraphs are intended;

e) Official / Personal: like the modified black format. The only difference is
that the inside address comes after the signature line.

The simplified format is more casual; the Official/Personal style is seldom used
for business communications. The Block and Modified Block formats are more
conventional in appearance while the Full Block style appears more modern in its
outlook.
PARTS OF A LETTER

The different parts of a formal letter are usually sequenced as follows:

a) Date
b) Inside address
c) Salutation
d) Subject line
e) Body (the message itself)
f) Complimentary close
g) Signature
h) Name of writer
i) Enclosure notation

The following is what each part of a letter refers to.

(a) Date
 e.g. May 10, 2006
 appears below the letterhead address
 for Full Block and Simplified formats: begin at the left margin
 for Block, Modified Block, Official/Personal formats: appears on the right
side of page

(b) Inside Address

 e.g. Mr. Ali bin Baba
P.O. Box 1261
Jalan Pantai Lama
60890 Kuala Lumpur

 Use personal titles such as Ms. before the name of the person you are
writing to, even when a business title is used, e.g. Ms. Ruth Odyssey,
Editor.
 Positioned on the left hand side of the page.

(C) Salutation
 A greeting , e.g. Dear Dr. Roe
 Positioned on the left in all letter styles (except the Simplified format where
it is omitted)
 Placed 2 lines below the Inside Address but in Official/Personal format:
placed below the date
 If the name of the recipient is unknown, write ‘Dear Manager’
 If the name is unknown but the gender is known, write ‘Dear Madam’ or
‘Dear Sir’
(d) Subject Line
 Optional
 Summarizes the topic of the letter
 Can take any of the following 3 forms :

1) SUBJECT : Application for the post of Human Resource

Executive

2) Re: Application for the Post of Human Resource Executive

3) APPLICATION FOR THE POST OF HUMAN RESOURCE

EXECUTIVE

(e) Body (the message itself)

 Placed 2 lines below the Subject Line
 Single-spaced except for really short letters which may be double-spaced
 Modified Block and Official/Personal formats: Indent paragraphs 5-10
character spaces
 Other letter formats: paragraphs are not intended

(f) Complimentary Close

 e.g. Yours sincerely,
 Only the first word is capitalized. Comma is placed after it.
 Full block format: It is placed on left of page, for example:

I shall be glad to attend an interview at your convenience.

Very cordially yours,

Lee Sze Suen
  For Block, Modified Block, Official/Personal formats: to the right of center
of the page, for example:

I shall be glad to attend an interview at your convenience.

Very cordially yours,

Lee Sze Suen

(g) Signature
 Consists of writer’s name
 In the Simplified format, which has no complimentary close, your signature
should be 5 lines below the Body of the letter.

(h) Name of writer

 Typed

(i) Enclosure notation:

 can adopt any of the following:
I. Enc.
Transcript of exam results

II. Enclosures: Transcript of exam results

Letters of recognition

III. Enclosures:
1) Transcript of exam results
2) Letters of recognition
PURPOSE OF WRITING

Remember that you are attempting to secure the post that is advertised.
Therefore, make sure you can convince the employer that you have what it takes
for the job, be they the academic abilities (as reflected in your resume), the
knowledge, the poise or the skills required of the job. The way your letter is
written will convey all these traits that you have, so be careful not just with the
content but with the language you use.

AUDIENCE

The person who will be reading your job application letter is the prospective
employer or probably a panel of individuals who are involved in selecting
candidates for the post. These are busy people who do not have the time of day
to read fanciful letters written in the narrative manner. So, be clear, concise and
direct to the point.

TONE OF LETTER

Use formal language, not informal, when writing job application letters.

Convince the prospective employer that you have all the requirements of the job.
don’t go overboard however, in informing them how knowledgeable you are. Do
not sound bold when writing your achievements and accomplishments, yet at the
same time avoid being too modest or too humble. Too much modesty puts some
people off sometimes.

Remember then to sound polite, courteous, but at the same time, don’t overdo it.
Do not sound too desperate for the job. In whatever you do, do it in moderations.