Communication for Employment- Application Letter Addressed to an employer who wants to see quickly why you have written and how he should respond to you

Purpose of an Application Letter Clarifies the purpose of sending the resume Arouses the employer’s interest in your resume and improves your chances of being granted an interview

Types of Applications Solicited  You are answering a request for applications. Unsolicited  You are sending letters to companies of your choice that have not requested applications.

Qualities of Well Written Application Letters The You Attitude ex: A degree in marketing and my interpersonal skills would enable me to be the enthusiastic, hard working sales representative you advertised for in …. Instead of I wish to be considered an applicant for the position of ___ Length Addressed to a person not to a Title Knowledge of Employer’s Activities Knowledge of Job Requirements Reader –Benefit Information Organization Style Mechanics

Letter Plan Opening section- arouses the reader’s interest & makes him want to read a resume Middle section- touches upon your key qualifications and skills Closing section- requesting an interview

Opening Section Name the person from whom you learned about job opening eg: Mr. Bill Jones an HR manager, informed me about an opening of an editor in your publishing department. Because my diploma in journalism and three years experience on the news desk of a national newspaper qualify me for such a position, please consider me for the post. Your advertisement in The New York Post dated October 31, for an ambitious, hardworking sales representative lists requirements similar to my qualifications. A degree in marketing and fours years of sales experience make me confident of my ability to be the employee you would like to have in your organization.  Provide information about how your qualifications fit the job requirement Several years of retail work experience in a women’s garments boutique, a degree in international marketing and an ability to put in long hours of work would enable me to perform well as the business head of the export division you are seeking. An ability to communicate well both orally and in writing, a degree in business administration ith PGDCA and a six month live project with a software engineering company are the qualifications I have that closely match the requirements of the systems analyst position open in your company.

Opening Section (contd..) Mention one of the company’s significant accomplishments to catch the reader’s eye The recent article about Ispat steel, which appeared in Business Standard, convinces me that the foresight of your managers will allow the company’s expansion plans to succeed. Please consider me for the area manager’s post advertised in the September 23 issue of The Economic Time. Make sure to include the title of the position for which you are applying in the 1 st paragraph  In solicited letters of application, mention how you found out about the vacancy  In unsolicited application letter, openings with a list of your qualifications may be essential as you need to convince the reader that the company would benefit by hiring you, even though there is no specific opening E.g.: If you have an opening for a systems analyst who has done a six month live project for a software engineering company, has a degree in business administration and a PGDCA, please consider me for the post.

Middle Section Your understanding of the job requirements (Don’t just state the job requirements-convince the reader that you have studied the position sufficiently to know that your qualification match the requirements) Ex: A background in statistics qualifies me as the research coordinator you are seeking, who is required to have an analytical background and to be familiar with statistical applications INSTEAD OF I understand you are looking for a hardworking, ambitious employee.

Middle Section (contd..) Your educational achievements that qualify you for the job  Present your education and work achievements in such a manner that their significance is apparent  Don’t clutter letter by enumerating every course you have taken or every job you have held.  don’t repeat the facts presented in resume, interpret them for reader. Ex: The accounting and data processing courses I studied at the ___ University enabled me to become familiar with accounting theory, procedures and practices, as well as with computerized accounting processes. An understanding of the role of data processing in accounting would enable to work effectively with clients who have installed computerized accounting systems. Selective courses in written and oral communication will also enable me to communicate effectively with these clients.

Middle Section (contd..) Your work experience that helps qualify you for the position (show how your experience will be useful in the job which you are applying/has helped to develop your skills and made you a responsible, hardworking employee/has given you an opportunity to work with others) Any special qualifications that may give you an edge over other applicants Personal information, such as your marks/grade average, the college activities in which you have participated, honors and awards you have received, evidence of your ability to shoulder responsibility…. Towards the end refer to enclosed resume ex: My work experience, outline on the enclosed resume has taught me valuable lessons about working with others.

Closing Section Offer to provide additional information that the reader may require the dates on which you might be available for an interview Ex- After you have read my resume, please call or write to let me know a time that is convenient for you to discuss the ___position with me. Should you need additional information, please let me know. Additional information about my qualifications for this position can be discussed during an interview, although this letter and attached resume do outline several. You can reach me at –__to let me know a time that is convenient for you to talk with me about the ___position.