cc unit 9, application letter

8/14/2019 CC Unit 9, Application Letter

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Commercial CorrespondenceUnit 9

Letters of Application


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A letter of application is a sales letter, in whichyou are both salesperson and product.

The letter presents what you can offerthe employer, rather than what youwant from the job.

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Also called acover letter of your rsum

Requirements:

Capture attention by using a good writing style

Arouse interest in your qualifications

Back up with convincing evidence

Bring about the action you want the prospectiveemployer to take

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Quick tips for writing

an effective cover letter Ensure your application looks attractive and neatly

presented.

Keep it short (2 or 3 paragraphs). Write sincerely.

Show that you understand the company and theposition.

Show some personality (to balance the choppy,factual style of your rsum)

Meticulously check your spelling, grammar.

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Parts of an Application Letter

Three main parts:

1. An opening that gains attention,

2. A body that builds interest and reducesresistance, and

3. A closing that motivates action.

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Part 1: Opening

Purpose: Gaining Attention

Two important tasks: Clearly state your reason for writing, and

Give the recipient a reason to keep reading.

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Part 1: OpeningSOLICITED APPLICATION LETTERS

Special attention-getter is not very importantbecause you have been invited to apply.

What to write:

Identify where you discovered the job opening;

(refer to the ad and the specific job advertised)

Describe briefly what you have to offer.

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With several years experience as the solesecretary of a private business, I would like to

apply for the position of executive secretary whichyou advertised in the Terre Haute Gazette ofSunday, February 28, 20__.

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Your advertisement in Section C-3 of the June 1Daily News for an accounting administrator

greatly appeals to me. With my accountingtraining and computer experience, I believe Icould serve Quad Graphics well.

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Part 1: OpeningUNSOLICITED APPLICATION LETTERS

Special attention-getter is very important becauseyou are prospecting for a job.

What to write:

Spark interest and grab attention;

State why you are interested in thecompany/job

Describe briefly what you have to offer.

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Some ways to spark interest, grab attention, and toindicate how you can serve the employer:

Demonstrate interest in and knowledge of thereaders business

Since Signa Health Net, Inc., is organizing a newinformation management team for its recently

established group insurance division, could you usethe services of a well-trained information systemsgraduate who seeks to become a professionalsystems analyst?

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Show how your strongest skills will benefit theorganization

If you need a regional sales specialist whoconsistently meets sales targets while fosteringstrong customer relationships, please considermy qualifications.

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Mention the name of a person known to andhighly regarded by the reader

When Janice McHugh of your franchise salesdivision spoke to our business communicationclass last week, she said you often needpromising new marketing graduates at this timeof the year.

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Use a question to demonstrate yourunderstanding of the organizations needs

Can your fast-growing market research divisionuse an interviewer with two years of field surveyexperience, a B.A. in public relations, and a realdesire to succeed? If so, please consider me forthe position.

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Part 2: Body

Purpose: Building Interest and Increasing Desire

Present a more complete picture of your strengths

with potential benefit to the organization.Tips:

Be as specific as you can;

Back up your assertions with some convincingevidence of your ability to perform, even withbrief anecdotes;

Avoid repeating data from your rsum.

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Part 2: Body

Poor:

I completed three college courses in businesscommunication, earning an A in each course, andhave worked for the past year at ImperialConstruction.

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Part 2: Body

Improved:

Using the skills gained from three semesters of

college training in business communication, Ideveloped a collection system for ImperialConstruction that reduced annual bad-debt lossesby 25 percent. Emphasizing a win-win scenario

for the company and its clients with incentives foron-time payment, the system was also creditedwith improving customer satisfaction.

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Part 2: Body

Match personal strengths to employers needs

A course in business communication, report

writing, and technical writing have helped medevelop the research and writing skills requiredof your technical writers.

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Part 2: Body

Dont restrict your message to just core jobduties. Also highlight personal characteristics

that apply to the targeted position:working hard, learning quickly, handlingresponsibility, showing initiative, or gettingalong with people.

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Part 2: Body

In addition to developing technical andacademic skills at Mid-State University, I have

gained interpersonal, leadership, andorganizational skills. As vice president of thebusiness students organization, Gamma Alpha,I helped organize and supervise two successfulfund-raising events.

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Part 2: Body

While attending college full-time, I trained 3 hoursa day with the varsity track team. In addition, I

worked part-time during the school year and up to60 hours a week each summer in order to betotally self-supporting while in college. I can offeryour organization the same level of effort and

perseverance.

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Part 2: Body

When writing a solicited letter, be sure todiscuss each requirement specified in the

advertisement. If you lack any of these requirements, stress

other solid selling points to help strengthen youroverall presentation.

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Part 2: Body

Refer the reader to your rsum.

As you will notice from my rsum, I will graduate

in June with a bachelors degree in businessadministration.

As you can see in the enclosed rsum , Ive beenworking part-time with a local publisher since my

sophomore year. During that time, Ive used clientinteractions as an opportunity to build strongcustomer service skills.

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Part 3: Closing

Purpose: Motivating action

Two important tasks:

Ask the reader for a specific action (try to soundnatural and appreciative), and

Facilitate a reply (stating your phone number,email address, and the best time to reach you).

Optional:

Refer again to your strongest selling point.

Offer to supply more information if necessary.

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Part 3: Closing

I hope this brief description of my qualificationsand the additional information on my rsum

indicate to you my genuine desire to put my skillsin accounting to working for you. Please call meat (405) 488-2291 before 10 a.m. or after 3 p.m.to arrange an interview.

Please let me know if there are any other detailsyou need. Meanwhile, I look forward to hearingfrom you.

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Part 3: Closing

To add to your staff an industrious, well-trainedadministrative assistant with proven word

processing and communication skills, call me at(350) 492-1433 to arrange an interview. I canmeet with you at any time convenient to yourschedule.

Next week, after you have examined the attachedrsum , I will call you to discuss the possibility ofarranging an interview.

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Checklist

Ask yourself these 4 questions before you send theletter:

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Does it read like a good business letter?2. Will the opening paragraph interest the employer

enough to prompt him/her to read the rest?

3. Does it suggest that you are genuinely interested

in the post and the kind of work to be done?4. Is your letter neatly presented and logically

structured?

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cc unit 9, application letter

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