covering-letter.ppt

1、Job Application Letter,What is Job Application Letter?,Application letter = Letter of Application = Covering Letter The process of applying for jobs, internships, and graduate/ professional programs. It is a letter that accompanies a resume or CV, which together with the resume is often called the a

2、pplication package. In many situations, you attach an application letter to your resume/CV( curriculum vitae). Actually, the letter comes before the resume.,What is Job Application Letter?,Purpose: Introduces you. Use this type of letter to respond to job advertisements and vacancy announcements. An

3、alyze the position description carefully and pick out key phrases. Demonstrates how your background and experience fits the needs of the employer. Try to match your letter point by point to the requirements by emphasizing key parts of your rsum. Convinces the employer you have something valuable to

4、contribute. Creates a desire for the employer to interview you.,Role of Cover Letter,Draw a clear connection between the job you are seeking and your qualifications listed in the resume. Match the requirement of the job with your qualifications, emphasizing how you are right for the job. A letter of

5、 application should create enough interest to make the potential employer want to look at your application in greater detail by reading your CV and hopefully invite you for an interview. Your application letter, however, should not contain too much detail about your experience and qualifications bec

6、ause that is the job of the CV. It is not a lengthy summary of the resume.,A good cover letter,Pay attention to the employers needs/selection criteria. Presents your key attributes in a relevant and interesting way. Reflects your motivation and interest in the position. Demonstrates how your backgro

7、und links with the company and requirements of the position. Provide examples of specific results you have achieved and contributions made and states or implies you can make similar contributions to the role you are applying for.,Structure,Think of your cover letter as a “mini-essay”. The main topic

8、 is : “what makes me a great fit for this job”. Each paragraph should form a meaningful section of the overall argument. The principal parts are: the heading, date line, inside address, salutation, body, complimentary closing, and signature line. In addition to these basic components, there are seve

9、ral other elements that may be added to the letter depending upon its content: A subject line, announcing the purpose of the letter, precedes the salutation. Any material enclosed with the letter is indicated by typing Enclosure(s), followed by the number of such enclosures in parentheses. There may

10、 also be a special notation such as CONFIDENTIAL (always capitalized) on the envelope.,Layout - preparation,The letter should be limited to one page and a few paragraphs will normally be sufficient. It is better to address a letter to a specific person, e.g. Dear Miss Chan, rather than to Dear Sir o

11、r Madam . However, in some job advertisements the name of the person you are writing to is not given. It is good practice to try to find out the following information before you write your letter: the full name of the person you are writing; their title - Mr., Mrs., Miss, Ms, Dr, Professor, etc, and

12、; their position - Personnel Manager, Human Resources Manager, etc. All this information can be obtained by a quick phone call to the company. Remember, never write Dear Miss W. Chan. It should be Dear Miss Chan. Do not use the initial except in the address. If you start with Dear Sir/Madam, it is a

13、ccepted practice to finish with Yours faithfully. Whereas, if you start with Dear Miss Chan, you may finish with Yours sincerely.,Layout,Heading 信头(寄信人地址，一般位于右上角） date line 日期 Inside address 信内地址（收信人的姓名地 址，信纸左边） Salutation 称谓 Body of the letter 正文 Complimentary close 结尾谦称 Signature 签名 Enclosure 附件,F

14、ormat,_ Heading _ _ _ Inside Address _ _ Salutation _ Body of Letter _ _ _ Complimentary Close Signature Enclosure,Note: One page only. Business letter format. Aligned to the left hand margin. Single line spacing. One blank line between each section.,Heading of an application letter,Your Name Your S

15、treet Address Your City, State, Zip Code Current Date (write out the name of the month)Employers Name, TitleDepartment or DivisionCompany/ Organization NameStreet Address City, State, Zip Code,Sample,Yang Shan 508 Qiusuo Bdg., 10 Huixin Dongjie Chaoyang Dst., Beijing 100029 April 28, 2004Mr. Andrew

16、ZhangBox 215Beijing Evening NewsBeijing, 100734,Complementary Close,Complimentary close 结尾谦称 Yours truly / Truly yours (B) 一般性结尾谦称 Yours very truly / Very truly yours (A) 一般性业务用结尾谦称 Yours faithfully / Faithfully yours (B) 业务用结尾谦称 Yours sincerely / Sincerely yours 个人间一般性结尾谦称 Yours respectfully / Resp

17、ectfully yours 适用于政府机关、商人 对顾客或雇员对雇主的 信件中 Gratefully yours / Yours gratefully 致谢函中常用的结尾谦称,Structure,Components (solicited): Introductory para.: purpose; Body (1 or 2 para.): detailed self-introduction; qualifications (experience, strengths); Concluding part: be simple and cordial; attachments (resume

18、 or written references); asking for an interview and informing the availability; expressing wishes; making requests for detailed information. Closing: Use “yours sincerely” or “yours faithfully”; sign the letter with the name and the title if necessary.,General Content of Body part,Introduction the

19、first paragraph clearly identifies: The job you are applying for; where you saw it advertised, or how you know about it; why you are interested in that organization and/or position. To customize your letter you can use a personal contact or specific company knowledge. If it is a letter of enquiry it

20、 should clearly explain what you are writing about.,General Content of Body part,Main statement This comprises of one to three paragraphs. Each paragraph should: have a clear topic which focuses on how your qualifications, interests, knowledge or skills are relevant to the areas that his employer is

21、 interested in; provide examples of how you have demonstrated that skill of knowledge; show how that makes you a positive candidate for the position.,General Content of Body part,Conclusion In the final paragraph: Demonstrate your knowledge of the organization and reaffirm your interest in the posit

22、ion. Let your research show! Indicate a willingness to provide further information, let the employer know you have included your resume and any other requested documents. State your interest in attending for an interview and, if relevant, the dates your will be available for work. If it is a letter

23、of enquiry it should compel the reader to action by specifying a date on which you will follow up with a call.,Points to note,Before you start writing your application letter, you should first identify what skills you possess and analyze your strengths and weaknesses in meeting the requirements of t

24、he job or the school. Then, make sure you know something about the employing company (its plans, its policies, its products and its operations) and how your qualifications meet the companys goals, especially the requirements of the work that the company wants done.,Points to note,1) Open the letter

25、with the statements that you are applying for a position and which get the readers attention. If you successfully get the readers attention in the opening, you may well make your letter stand out and be read. To do so, you need to be creative and imaginative, especially for the uninvited application

26、, so that your opening is well tailored to the job and sets up the information review. Be sure to include the following information: Indicate that you are applying for a position. Name the position for which you are applying. Tell how you learned of the opening.,Points to note,2) Summarize your main

27、 qualifications for the job. In the middle paragraphs, you need to convince the employer that you are qualified for the job or school. Interpret the facts in the resume and demonstrate that your educational preparation, work experience, or special qualifications are relevant to the job. You should e

28、mphasize two or three of the most important achievements or qualities that make you special. Be specific, providing concrete evidence of your qualifications and achievements. You might mention some special knowledge you have about the company, if it is relevant, or your understanding of the job requ

29、irements. Make this part interesting and likely to hold the readers attention and stimulate the reader to study your resume and interview you.,Points to note,3) Closing the letter by asking for an interview or an appropriate action. Two or three sentences will do, but they should have an expectant t

30、one. Giving your phone number and your address make it easy for the reader to contact you for an interview or a reply. Remember that application letter, in essence, is a sales letter in which you sell your abilities or qualifications to the potential employer. Thus, write it skillfully, logically an

31、d persuasively.,Useful Expressions,Beginnings Conventional openings or beginnings state the purpose of the letter, where and when you saw the vacancy advertised etc. 1) In reply to your advertisement in todays (newspaper), I respectfully offer my services for the situation. 2) With reference to your

32、 advertisement in (newspaper) of May 2 for a clerk, I offer myself for the post. / I should like to apply for the post/ position of 3) Learning from Mr. S.P. Chen that you are looking for a sales manager, I should like to apply for the position. 4) I am writing to apply for the vacancy/ post of adve

33、rtised in on 5) I am interested in your research program/ MA course/ diplomas course in and wish to enter this program starting from 6) I wish to obtain admission to your Ph.D/ graduate/ undergraduate program in . My intended date of entry is ,Useful expressions,Body - Introducing oneself What you h

34、ave to offer (Key skills, personal qualities, relevant experience, achievements Use the Job Description and Person Specification toFit Yourself to the Job - give evidence! 1) For the past three years, I have been in the office of the Brothers Trading Co., where I have been and still am an accountant

35、. 2) I have been in the business for the last ten years, and worked as the superintendent in the personnel department. 3) I am 25 years of age, and have had two years experience in my present post, which I am leaving to better myself.,Body - Education I am now a (senior/ third-year student / sophomo

36、re/ freshman) in Department of University. I went to (name of school) in (date) and studied there for (length of years) I was trained at (place) in (subject) from to (date) I major /specialize in I expect to graduate in I graduated from (name of school) in (date) with excellent grade in (subjects).

37、I obtained/ received the degree in (date).,Useful expressions,Body Working Experience After completing my studies, I joined (name of the work unit) and worked as a (post) On finishing my training, I took up the position of with (name of the work unit), and I have been at that post ever since. For th

38、e last years, I have been working as a (post) I was promoted to the post of in (date) Sentence to conclude education and experience I am confident that my education and experience are extremely appropriate for the position. I am confident that I am fully qualified for the job. I am sure that I have

39、excellent qualifications for the post.,Useful expressions,About scores of standard tests taken I took the TOFEL in (date) and achieved a score of , which I hope will meet your requirements. I have taken the TOFEL and GRE. My scores on the two tests were and respectively. About foreign language profi

40、ciency I speak English well and can also write in English. I believe that such foreign language proficiency will be taken into favorable consideration. Since you are an import-export company, you will no doubt be pleased to know that I speak English very well. I passed the national College English T

41、est (Band 4) in (date) (Photocopies of Certificate enclosed).,Useful expressions,Useful expressions,About Awards I was awarded the prize of in for my outstanding performance in I won/ received the prize/ award of in About financial status or aids I have sufficient financial resources to provide for

42、my own education as well as other living expenditures. If possible, I wish to obtain a teaching assistantship so that I may support myself and obtain more practical experience while pursuing graduate study. I should be grateful if you can send me application forms for any scholarships you may offer

43、to overseas students.,Useful Expressions,About reasons for application One of the main reasons I am applying is The reason I would like to work with you is to This explains why I am now seeking another post. My work with the has always been interesting and rewarding, and I personally would not have

44、chosen to move. However, ,Useful Expressions,About personal ability 1) Being well acquainted with office works, I could make myself generally useful, should there be any opportunity of your requiring my services. 2) I have been at the City Commercial College, where I have acquired knowledge of Engli

45、sh, mathematics and elementary business practice. Reasons for leaving 1) My reason for leaving my present employment is that I am desirous of getting broader experience in trading. 2) I am desirous of leaving the employment in order to improve my position and have more responsibility. 3) Unfortunate

46、ly I have had to leave my position, as my employers have been forced to liquidate their business due to the worldwide economic adversity.,Useful Expressions,About salary 1) I should require a commencing salary of 9,600 dollars a month, plus 1% commission on all sales. 2) As regards salary, I leave i

47、t to you to decide after experience of my capacity.,Useful Expressions,Ending/Closing Requesting an interview 1) I should be glad to have a personal interview and can furnish references if desired. 2) Should you think favorably of my application, please kindly grant me an interview. 3) If these meet

48、 your requirements, please grant me an interview. 4) I would very much appreciate the chance to talk to you. Referring to enclosures 1) You will find enclosed an outline of my education and business training and copies of two letters of recommendation. 2) Enclosed please find a rsum and a photo. 3)

49、I enclose three references and a full curriculum vitae as requested. 4) Please refer to my enclosed resume for details. 5) I have enclosed my CV for your reference. Please let me know if further information is needed.,Useful Expressions,Urging attention I feel that my application deserves your serio

50、us consideration. I hope that you will give my application the serious consideration which I feel it deserves. Requesting an early reply I look forward to hearing from you at your earliest convenience. Please let me know the result of my application in due course. Offering further contacts I can be

51、contacted at the address above or on telephone I would be available in (every afternoon). Please contact me if necessary.,The titles of common positions,The titles of common positions,Sample,Rm. 316, New College Dormitory Xuanwu University, 2270 Zhongshan Road Nanjing, Jiangsu, 212000 Tel: (025) 970

52、9399 Email: August 25, 2002 Dr. Guoliang Li Director of the Human Resources Office Shanghai Star 20F, Huaihai Building 200 Huaihai Road (Middle) Shanghai 200021,Sample,Dear Sir， Re: APPLICATION FOR SENIOR CLERK In reply to your advertisement in todays newspaper regarding a vacancy in the Public Rela

53、tions Section of your company, I wish to apply for the position of senior clerk, which you have specified. I feel confident that I can meet your special requirements indicating that the candidate must have a good command of English, for I graduated from the English Language Department of _ Universit

54、y three years ago. At college, English, Reporting Public Affairs, Advertising and Public Relations have been my favorite subjects. In addition to my study of English while in the University, I have worked for three years as a secretary in the firm of ABC Trading Co. Ltd. I would like to utilize my i

55、nterests and training to the fullest through working with a company as well-known as your own.,Sample,The main reason for changing my employment is to gain more experience with a superior multinational company like yours. I believe that my education and experience will prove useful for work in your

56、office. I am enclosing my personal history, certificate of graduation and letter of recommendation from the president of the University. I shall be obliged if you will give me a personal interview at your convenience. Sincerely, (signature) Hong Qin,Homework,Drawing on the dialogue you have just had

57、 and the rsum you composed not long ago, write a letter applying for a job that someone has told you about in the following format.,What is a resume?,A resume, sometimes referred to as a data sheet or vitae, is a summary of an applicants qualifications for employment or ad-mission to college, usuall

58、y in the form of an outline or list. When you are looking for a job, in most cases, you have to prepare an application letter and a resume. For some jobs, you may need no formal application letters, but only a resume with a covering letter, which simply gives a brief introduction. As a visiting scholar or international conference participant, you need a resume as wel