DRAFTING A LETTER
COVERING LETTER:
To be considered for almost any position, you will need to write a letter of application. Such a letter introduces you, explains your purpose for writing, highlights a few of your experiences or skills, and requests an opportunity to meet personally with the potential employer.
Precisely because this letter is your introduction to an employer and because first impressions count, you should take great care to write an impressive and effective letter. Remember that the letter not only tells of your accomplishments but also reveals how effectively you can communicate.
The appropriate content, format, and tone for application letters vary according to the position and the personality of the applicant. Thus you will want to ask several people (if possible) who have had experience in obtaining jobs or in hiring in your field to critique a draft of your letter and to offer suggestions for revision.
Despite the differences in what constitutes a good application letter, the suggestions on these pages apply generally.
THINGS INCLUDED IN A COVER LETTER:
A cover letter should complement, not duplicate, your resume. Its purpose is to interpret the data-oriented, factual resume and add a personal touch to your application for employment. Find out more about the differences between a resume and a cover letter to make sure you start writing your cover letter with the correct approach.
A cover letter is often your earliest written contact with a potential employer, creating a critical first impression. Something that might seem like a small error, like a typo, can get your application immediately knocked off the list. On the other hand, even if your cover letter is error-free and perfectly written, if it is generic (and makes no reference to the company, or to any specifics in the job description) it is also likely to be rejected by a hiring manager.
Effective cover letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences. Determine relevance by carefully reading the job description, evaluating the skills required and matching them to your own skills. Think of instances where you applied those skills, and how you would be effective in the position available.
- Say you are submitting your CV and application form in the main body of your cover letter.
- Don´t cover everything in your CV. This tends to create the unwanted impression that you are merely repeating yourself. It is best to highlight one or two points from your CV if they are especially pertinent to the job you are applying for.
- Keep the letter simple. One sentence is fine if you can say all that you want to in only a few words. If you need to progress to a second paragraph, include a line break. This avoids any large, lengthy text passages and makes the letter easier to read.
- Customise a letter to the company, organisation or job. This shows that you are not using a standard template to send out mass-applications. Mention points such as how you look forward to hearing back from a company with specialisms in its given field, for example.
- Spell check your work. Make sure you have found and corrected any typos, too.
IMPORTANCE OF COVER LETTER:
The point of the cover letter is not to rehash your resume. Instead, a strong cover letter should be a unique page of prose in which you expand upon your most relevant selling points and direct the hiring manager to a particularly powerful piece in your professional history.
A cover letter can accomplish what a resume cannot
- Explain why you want this particular job
- Describe how your skills and experience make you ideal for the position
- Explain traits you possess that would be useful for the role, which are not mentioned on your resume
- Establish a connection with the company to which you are applying
- Explain job gaps
5 tips for crafting a winning cover letter:
1. Introduce yourself
After reviewing the job description and doing your research on the company, sit down at your computer and introduce yourself in writing as if you were speaking to a respected relative or colleague. In the first paragraph, mention the position for which you are applying, and why you are a great match for the role, based on your previous experience, education, etc.
2. Format it correctly
A cover letter should fit on one page, with normal font size (10 or 12 point, in a readable font style such as Times New Roman, Arial or Calibri) and generally kept to three or four paragraphs. Include your name and contact information at the top in a business letter format. Address the cover letter to the hiring manager who oversees the position for which you are applying. If you aren’t sure, call the office and find out. Be sure to spell the manager’s name correctly and include their title in the address portion of the cover letter.
3. Be concise
Highlight special accomplishments relevant to the position but again do not rehash what you’ve said in your resume. Instead, use the cover letter as an opportunity to provide one or two brief anecdotes about your work history, and identify key responsibilities or qualifications that you possess.
Keep in mind that some companies use software programs to screen cover letters and resumes filtering for contextual keywords, so be sure to address key phrases you’ve identified in the job description such as the type of degree required, the number of years’ experience needed, specified software skills, organization and communication abilities, project management background, etc.
4. Be original
Avoid the temptation to use cover letter templates or let a friend write your letter for you. Instead, take the time to tout your accomplishments. Remember to have a friend with excellent grammar, punctuation and spelling skills review your letter before you send it. It might also be helpful to give them a copy of the job posting so they can review your letter for appropriate context.
5. Conclude on a high note
Close the letter by outlining your next steps, stating when you will contact the office to follow up, and reinforce your enthusiasm for the job.
If you’re on the job hunt, don’t underestimate the importance of a cover letter. We hope these tips took some of the mystery and intimidation out of the cover letter writing process.
FORMAT OF COVER LETTER:
[Date]
Ms. Rhonda West
Customer Service Manager
123 Corporate Blvd.
Sometown, CO 50802
Re: Customer Service Representative Opening (Ref. ID: CS300-Denver)
Dear Ms. West:
I was excited to see your opening for a customer service rep, and I hope to be invited for an interview.
My background includes serving as a customer service associate within both call-center and retail environments. Most recently, I worked on the customer service desk for Discount-Mart, where my responsibilities included handling customer merchandise returns, issuing refunds/store credits, flagging damaged merchandise for shipment back to vendors and providing back-up cashiering during busy periods.
Previously, I worked within two high-volume customer-support call centers for a major telecommunications carrier and a satellite television services provider. In these positions, I demonstrated the ability to resolve a variety of issues and complaints (such as billing disputes, service interruptions or cutoffs, repair technician delays/no-shows and equipment malfunctions). I consistently met my call-volume goals, handling an average of 56 to 60 calls per day.
In addition to this experience, I gained considerable customer service skills during my part-time employment as a waitress and restaurant hostess while in high school.
I also bring to the table strong computer proficiencies in MS Word, MS Excel and CRM database applications and a year of college (business major). Please see the accompanying resume for details of my experience and education.
I am confident that I can offer you the customer service, communication and problem-solving skills you are seeking. Feel free to call me at 555-555-5555 (home) or 555-555-5500 (cell) to arrange an interview. Thank you for your time—I look forward to learning more about this opportunity!
Sincerely,
Sue Ling
Enclosure: Resume
EXAMPLE OF COVER LETTER:
23rd December, 2017
Ms. Bhargavi Kolisetty
Human Resource Manager
Leisure Play Pvt. Ltd.
Hyderabad, 500082
Re: Summer Internship Opening for Digital Marketing post.
Dear Ms. Kolisetty,
Greetings to you!
I learned of your company through Makeintern website. I would like to apply for a summer internship with Leisure Play Pvt. Ltd.
I am currently pursuing my degree in Bachelor of Business Administration (BBA). While I have a comprehensive business background, my emphasis is on Digital Marketing. I feel that your firm places prominence in similar areas and having the privilege of serving as an intern with you will give me that further exposure I need to advance my career.
I would like to have an opportunity to meet you to discuss any internship opportunities you might have.
Please find my Resume attached for your kind reference.You can reach me by phone at +91 9550158568.
Thankyou for your consideration.
Yours faithfully,
Kavitashree Priyadarshini M.S.
Encl: Resume
ENQUIRY LETTER:
When a person requires specific information from another party, that person may consider writing a letter of enquiry. Enquiry letters pose a question or request to the reader with the intention of persuading the reader to respond. The ideal enquiry identifies a specific individual capable of providing an adequate response in a succinct, purposeful manner.
An enquiry letter is written by a potential customer, on the look out for a product or with a desire to avail the service offered by a seller or an organization. An enquiry letter is neither a contract nor does it entail any contractual obligation between the two. It is actually a preliminary exercise that may lead to a contract.
IMPORTANCE OF ENQUIRY LETTER:
An enquiry letter should clearly state what the information required is. If the buyer has a particular article or service in mind, he should spell it out clearly. The letter should have clarity. It should also be complete. All details regarding the product, its quality, price, the quantity that can be supplied, the mode of despatch its cost etc., should be enquired into. Sometimes, the potential buyer may not have any idea on the purchase that he intends to make. The technical features that will satisfy his requirement may not be familiar to the writer. Then the buyer should clearly state the service that he expects from product and request the recipient to suggest alternatives that will provide the required service. The buyer should word the letter cautiously so that the seller, under some misperception, does not treat it as an order. He should indicate at the beginning itself that it is just an enquiry.
FORMAT OF ENQUIRY LETTER:
Street address
City, State ZIP code
Phone number
Date
Individual’s name
Job title
Name of organization
Street address
City, State ZIP code
Dear Mr./Ms. ________________________________:
I am writing to ask you to consider an addition to your marketing team. Your organization has been in the news as a leader in the industry. I am an innovator of new ideas, an excellent communicator with buyers, and have a demonstrated history of marketing success. I believe I would be a good fit in your organization.
Currently, I market computer products for a major supplier using television, radio and news advertising. I have a reputation for seeing every project through to success.
Enclosed is my resume for your review and consideration. EFTG Industries has a reputation for excellence. I would like to use my talents to market your quality line of technical products. I will call you to further discuss your needs and how I could benefit your company. If you prefer, you may reach me in the evenings at (555) 555-5555.
Thank you for your time. I look forward to meeting you.
Sincerely,
(Your Signature in blue or black ink)
Your typed name
Enclosure
EXAMPLE OF ENQUIRY LETTER:
FAHRI CLOTHES & CO
Jln.Kapten Muslim No.20
Medan
INDONESIA
15 February, 2013
Distro cloud Corporation
Pasundan Raya Street, No. 15
Jakarta 1240
Dear Sir,
We are a boutique located in Bekasi , and we were interested in your distro cloud shirt medium size product. Therefore, we will appreciate it if you can send us a very detailed explanation of the product complete with your catalogues, price list, term, sample of design, and payment.
We would also to know if you are offering any trade discounts.
If you can quote us your favorable prices, we would like to place our order as soon as possible.
We are looking foward to hearing from you.soon.
Yours faithfully,
FAHRI CLOTHES &CO
Ahmad Fahri
Purchase Manager
REPLY TO ENQUIRY LETTER:
Enquiry letter covers standard structure and phrases used in responses. Inquiries arrive in order to ask for more information about a product or a service. The speed with which you reply, as well as how helpful you are in providing information requested will ensure that your inquiry response is successful.
THINGS INCLUDED IN REPLY TO ENQUIRY LETTER:
A letter of enquiry typically has the following sections. Put them in the correct order.
a. Reason for writing
b. Closing: request for a quick answer
c. Questions asking for specific information
d. Opening greeting
e. Date
f. Request for extra information
g. Addresses
h. Closing: greeting and signature
EXAMPLE OF REPLY TO ENQUIRY LETTER:
Distro cloud Corporation
Pasundan Raya Street, No. 15
Jakarta 1240
16 January, 2013
FAHRI CLOTHES &CO
Jln.Kapten Muslim No.20
Medan
INDONESIA
Dear Mr Ahmad Fahri,
We thank you for your inquiry about our Distro cloud shirts product.
We are enclosing our catalogue together with prices and terms, for your review and are confident that this catalogue will provide many of the answers you have inquired.
We are also pleased to inform you that we will allow you a 10% discount on order of 60 pieces.
We hope you will find our prices and terms satisfactory and expecting your order as soon as possible.
If there is additional information you would like to know regarding our products, please do not hesitate to contact us. We will be most happy to be of assistance.
Yours faithfully,
For Distro cloud Corporation
Ismail Marzuki
Sales Manager
Encl: Catalogue
APPOINTMENT LETTER:
After giving the Offer Letter, an Appointment Letter is the next step of interaction between a company and an employee. For him/her, a Letter of Appointment is a guarantee about the given job and position in that company. There are various formats of Appointment letter.
An Appointment Letter is a legally binding document that confirms that an organization has offered a position to an employee and they have accepted the terms and agreement in exchange for a salary. The appointment letter goes into great detail of what is expected of the new employee and the role they will play in the company. This letter is a binding document and should contain all the information necessary for an employee to begin working for the company. The Human Resources department usually has several pre-made letters available to be disbursed to a new employee. There are guidelines that should be followed when writing an appointment letter. Following a basic outline can prevent any discrepancies between the employer and employee. An appointment letter must state clearly the key components of the employee’s job. It must also have no errors or contradictions in it.
This letter ultimately serves as a contract and it is important to have the company’s terms and condition for employment. It must state what is expected of the employee, how many hours they must work, sick days and salary. The letter should go into detail but not every single term should be discussed in it. Those terms should be left for an employee work manual. An appointment letter should always be written on a company’s letterhead complete with their logo centered at the top of the document. It should also contain the contact information of the person who wrote the letter. At the top it should be dated and include a reference number for easy identification. It should include the potential employee’s address that they used on the application process. There should be a one-line space between the heading and the first paragraph. The first paragraph should include information of what position the employee is expected to hold. The remaining paragraphs should list all the terms both the employee and employer agree to without any contradictions. The letter should close with the person responsible for hiring and firing employees.
IMPORTANCE OF APPOINTMENT LETTER:
It is a formal letter provided in writing to a candidate on the day of joining for employment. It is generally provided after offer letter and it describes the position offered, salary, benefits, confidentiality policy, work policy, starting date, and important information about the employment.
THINGS INCLUDED IN APPOINTMENT LETTER:
1. Prepare your employee appointment letter on company letterhead. Follow the block style of business letter writing. This means all the lines should be flush left. The top line should have the date. The next line, four spaces down, should include the employee’s name and address, single-spacing between lines. Space twice and include the salutation. Use the person’s first name for a more personal touch, i.e., “Dear Jennifer:” Space two more times to begin your letter.
2. Open your letter on a warm, welcoming note that also summarizes your purpose for writing. For example, you might say in the first paragraph: “I am pleased to confirm your selection as ABC Company’s new marketing manager, with a starting date of Monday, March 26, 2012.”
3. Describe the employee’s job responsibilities, the general work hours and the length of any probation period, if applicable. If the position requires a great deal of travel, be sure to specify the percentage of time the employee is expected to be on the road. For example: “As we discussed, the marketing manager is expected to travel to in-state and out-of-state clients about 40 percent of the time, at a schedule to be determined with the marketing director.”
4. Cite the employee’s salary, medical benefits and other terms that were discussed during the interview process. For the sake of brevity, include an employee handbook with your letter and reference it in the body of the appointment letter. Be sure to point out other highlights of the handbook, which may include company procedures, holiday and vacation policies and dress codes.
5. Ask the prospective employee to sign and date the letter in a space designated at the bottom of the letter. Include a date by which you would like the appointment letter returned. Tell the employee that one copy will be returned to him once it is signed by the appropriate company representative.
6. Close the letter on a positive note. For example, you might write, “We very much look forward to your response to this letter. We are confident that your skills and background will be valuable assets. If you have any questions about this offer, please do not hesitate to call me at 888-123-4567. In the meantime, congratulations and please know that we at ABC Company look forward to a long and mutually beneficial working relationship.”
7. Space twice, then end the letter with “Sincerely.” Space four times and sign the letter. Include lines for the employee’s signature and date, as well as yours, at the very bottom of the letter.
8. Proofread and edit your letter before sending it.
EXAMPLE OF APPOINTMENT LETTER;
Letter of appointment
RESONANCE
Educating for Better Tomorrow
Mr. Noel Pattrick
24th April, 2017
Dear Mr. Pattrick
Re: LETTER OF APPOINTMENT
We are pleased to confirm your appointment to the position of Associate Lecturer in our Physics Department. You will be based at our Head office.
Briefly, the work for which you are employed will be set out in the job description recorded in the document annexed hereto marked “A”.
Appointment date
You will commence duties on teaching and taking lab practical in the physics department.
Earnings
You will be remunerated by the payment to you of a salary of Rs. 100,000/- per month, subject to deductions for:
- Medical Aid
- Pension
- As may be required or permitted in law, Collective Agreement, Court Order or Arbitration Award.
This letter of appointment will accompany, and form part of a suite of documents recording, inter alia, the terms and conditions of your employment and the company’s policy on various matters; which policies may from time to time be altered or amended by the company at its discretion.
Yours sincerely
Human Resources Director
JOINING LETTER:
Job searching process ends with the joining letter of the selected candidate. After selecting a candidate, employer sends appointment letter mentioning the terms and conditions of the job. Receiving the appointment letter from employer, the candidate may accept or reject the job offer. When a candidate accepts the job offer from the employer and decides to join, he writes a joining letter. Through this letter, after applicant expresses his acceptance of the terms and conditions of the job. After writing this letter. The person starts his job as an employee of the organization.
IMPORTANCE OF JOINING LETTER:
Appointment letter relates the name of the post at which one is appointed, responsibilities attached to the post, salary, perks and details like possibilities of transfer to other cities/towns, tours required, secrecy policy, notice period, PF & ESIC membership, age for superannuation, probationery/training period etc. All of these informations are important for an employee. This is helpful while change of job as well.
EXAMPLE OF JOINING LETTER:
27TH April, 2017
General Manager
Human Resource Department
Resonance Educational Institutes
Jhalwar Road
Kota, Rajasthan
Sub: Joining Letter
Dear Sir,
With reference to your appointment letter, dated 24th April, 2017, I am pleased to inform you that I want to join as a Assistant Lecturer in your esteemed Educational Institute, accepting the terms and conditions mentioned in the appointment letter. I give the commitment that I shall properly discharge my duties and responsibilities. I also assure you that I shall abide by all the rules and regulations of your organization.
I therefore, hope that you would be kind to grant my joining letter.
Yours faithfully.
Noel Patrick
LEAVE LETTER:
You’re about to step away from your position for a few days, a few weeks, or several months. The reasons for your departure are specific. When your period of leave is over, you expect to return to your position and resume your responsibilities.
To protect your job, safeguard your reputation, and avoid any potential confusion, you’ll need to draft a strong, effective leave letter. Leave letters are basically a formal mode of communication among two people. They are considered as official document by the HR department who maintains leave record of the employees.
A leave of absence (LOA) is a period of time that one must be away from one’s primary job, while maintaining the status of employee. This contrasts with normal periods away from the workplace, such as vacations, holidays, hiatuses, sabbaticals, and “working from home” programs, in that they are considered exceptional circumstances, rather than benefits. Generally such an arrangement has a predefined termination at a particular date or after a certain event has occurred.
EXAMPLE OF LEAVE LETTER:
Miss Susan O’Hare
HR, Manager
ABC Corp.
Teaneck New Jersey
Dated: 08.15.2014
Dear Miss O‘Hare,
Subject: Leave letter
This letter is to inform you that I was unable to come to work on 08.14.2014 due to a family emergency. The situation was unavoidable and hence I had to take an unplanned leave.
I was informed early morning on 08.14.2014 that my father had been admitted to the hospital for renal failure. Since he stays in Maryland, I had to immediately drive down to the hospital where he was admitted. The treatment took long and once I realized that I would not be able to come to work, I informed my immediate supervisor about the situation. Please find attached my supervisor’s statement and the knowledge of my absence.
I request you to consider this leave as a personal leave from my account so that there is no deduction of salary. Please revert with your reply.
Yours Sincerely
Josh Mackintosh
RESIGNATION LETTER:
A resignation letter is a short letter formally advising your employer that you are leaving your job. A resignation letter can help you maintain a positive relationship with your old employer by leaving with a strong and positive final impression, while also paving the way for you to move on.
A letter of resignation is written to announce to human resources, superiors, and co-workers your intent to leave your current position.
It is polite to send this letter out well in advance (especially as required by contract), with two weeks being generally accepted as the minimum.
You never know when you might need that previous employer to give you a reference, so it makes sense to take the time to write a polished and professional resignation letter. Your resignation letter also provides official notice that you’re terminating your employment with the company.
THINGS INCLUDED IN RESIGNATION LETTER:
Resignation letters not only describe the employee’s intent to leave but also provide information about the last day worked and other requests or details. This eases the transition for both employer and employee.
In order to maintain a positive and graceful exit, a letter of resignation often thanks the employer for the opportunities provided and mention experiences gained at the company or how the employee enjoyed their time there.
Often, resignation letters will also offer to help in the transition, whether it be recruiting or training the new replacement. In this way, both the employee and the employer can leave the situation with closure and a sense of respect and amicability. Review these tips for how to write a resignation letter.
Resignation letters are not an appropriate place for complaints or critiques of the employer or co-workers. There are some things that should be left out of your letter.
IMPORTANCE OF RESIGNATION LETTER:
In most cases, it is advisable to leave a job on good terms with your boss and others that work there. You never know when you’ll run into them again, so it pays to try to keep your relationship on a positive footing.
The resignation letter is your chance to thank your employer for the opportunity, mention some positives you got from working for them, and to let them know that you are leaving for a better opportunity elsewhere rather than for anything personal against the organization or the people within it.
Those things might not be 100% true, but even if your relationship with your employer has broken down, you should try to be positive and at the very least respectful. Tempting as it may be to tell the employer exactly what you think of their lousy organization, the momentary satisfaction you might get from doing so will not make up for potential loss of reputation and future opportunities. Similarly, leaving without providing a letter is unprofessional and may likely to be interpreted as disrespectful.
EXAMPLE OF RESIGNATION LETTER:
Emma Watson
ABC Corp.
Teaneck New Jersey
212 56985556
emmaw@yahoomail.com
Date: 28th April, 2017
Ms. Bhargavi Kolisetty
Human Resource Manager
Leisure Play Pvt. Ltd.
Hyderabad, 500082
Dear Ms. Kolisetty,
I would like to inform you that I am resigning from my position as Account Executive for the Leisure Play Pvt. Ltd., effective August 1.
Thank you very much for the opportunities for professional and personal development that you have provided me during the last five years. I have enjoyed working for the agency and appreciate the support provided me during my tenure with the company.
If I can be of any help during this transition, please let me know.
Sincerely,
Emma Watson.
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