201518_PWC1010 Part 3b.pdf - tters of application letter of...

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Unformatted text preview: tters of application letter of application for a job is essentially a sales letter. In such a letter you trying to sell yourself, so your letter must: capture attention by using a good writing style arouse interest in your qualifications ;' carry conviction by your past record and testimonials bring about the action you want the prospective employer to take — to grant an interview and eventually give you the job. Style of application Unless an advertisement specifies that you must apply in your own handwriting, or the post is purely Clerical or bookkeeping, it’s always best to send a well- presented typewritten cover letter. A well—displayed, easy-to-read letter will attract attention at once and create a favourable first impression. Some applicants write a long letter containing lots of information about educa— tion, qualifications and experience — I suggest you should avoid this. First of all, when writing like this in your letter it can sound rather boastful, and secondly it makes the information very difficult to find in your letter. I think it is better to write a short letter applying for the post and stating that your curriculum vitae [or resume) is enclosed/attached. Then attach a sepa- rate document giving all the relevant details about your personal background, ‘ plication for an advertised post plication letter en your application is in response to an advertisement in a neWSpaper or umal, always mention this in the opening paragraph or in the subject heading. The writer's address is acecl at the top right- hand corner of the letter l other details begin at —4 the left margin in fully blocked style Mention the post and where you saw the advertisement Give an outline of your present post and briefly discuss your duties An indication of why you are interested in the advertised post would be useful Enclose your CV and copies of testimonials if available Suitable close CHAPTER 19 PERSONNEL List qualifications in full ' (don'tjust say '4 A levels') Mention any special __ achievements other relevant information Give at least two referees — a former employer? a teacher? Date your CV with month/year CHAPTER 19 PERSONNEL 283 Ention why you are ———- applying Refer to referees Suitable close 'pplication for a teaching post is letter of application is sent by a trainee teacher to the Chief Education fficer of her local authority enquiring about suitable teaching posts. CHAPTER 19 PERSONNEL TIP When writing to someone for the first time, remember: there is no second chance to create a great first impression! Testimonials A testimonial is a written recommendation of a person’s character and ability written by an employer when an employee leaves their employment. An employee can then keep all received testimonials together to be shown to future potential employers. Testimonials may be given to an employee leaving your company if requested, providing that this is in accordance with company policy. They are voluntary, but if one is written it is useful to include: E Start and finish dates of employment E Post[s] held a Details of the duties carried out E Work attitude and personal qualities E A recommendation CHAPTER 19 PERSONNEL 28 estimonial for Head of Department are is another very favourable testimonial that was issued to someone who left private college after completing a two—year contract as Head of Department. CAUTION Do check the laws and legislation in your own country about ‘ what may or may not be included in a testimonial or a reference. CHAPTER 19 PERSONNEL ‘ences f‘testimonials are provided at the time of sending an a pplication letter, it 31 to state (either on your CV or covering letter) the names of one or two .9 who have consented to act as referees. Prospective employers may con- referees by either telephone or letter to obtain further information applicant’s work performance. l ‘ CAUTION Do check the laws and legislation in your own country about what may or may not be included in a testimonial or a reference. tter taking up a reference , Mention applicant's name and post applied for Ask for information about his work clucle specific details regarding ability Give an assurance of confidentiality CHAPTER 19 PE _ REFERENCES ' Enquiry letter requesting a reference In this letter, and character of an applicant. another prospective employer requests information about the work ear‘Mr Jones rLionel Picton has applied to us for an appomtment as Manager of em factory I __ airobi. We are leading manufacturers of engineered components used in the? rochemIcal Industry and are lookmgfor a qualn“ ed engineer with works manager' 5 penence in medium or Iar'g "batch production Mr Picton tells us that he Is employed by you as ASSIstant Manager of yourfactory In» I: Sheffield We would apprecia _ your thoughts on his competence reliability and gen al character Yourssincerely Favourable reply Dear Mr Gandah Acknowledge letter and —— Thank you for your letter oI6 August regarding Mr Lionel Picton ‘ give baCkground who has been employed by this company for the past 10 years. information MrVPIcton served his apprenticeship with Vickers Tools Ltd In Give details about the —— Manchester followed by a part— —time Course for the Engineering applicant 5 work and Work Study DIploma of the Institution of Production 1' qualifications and Engineers He Is technIcaIIy well—quahfied and for the past _ attitu‘je 5 years has been our ASSIstant Works Manager responsIble Ior produ on and assooated actIVItIes in inr Sheffield factory In all ' of his work he has shown hImselI to be hard-worklng. ' ous and In eyery way a. very dependable employee Finish with a ——L—II ca Iecorn nd Mr PIcton Without the slightest heSItatIon I feel recommendation and personal word about the applicant nd'stimulating and helpful by ail who workedw him ~ ‘ 7 . , as appomted to manage your factory In Nairobi he Yoursncerely ‘ CHAPTER 19 PERSONNEL 293 L REFERENCEs? 89?” Dear Mr Kingston MISS Jean Parker has been employed as Assistant Sales Administrator In our general” L Office fer the pasttwo years, and i feel sLIre that you will find her In eVery way satisfac-I 'L. “will" reply to each of the questions in your letter i. have no hesitation in saying that ijiss Parker meets all these requirements ‘ we will be sorry to lose Miss Parker. but realise that her abilities demand wider scope , " 1 than Is possible at this company ' ‘ ' Yours sincerely Favourable reference — former student Dear Mrs Thompson 9 MISS CAROLINE BRADLEY :- LL’ThaI’Ik you for your letter dated 3 June. l welcome the opportunity to support Miss , 5 Bradley' 5 application for the post of your Marketing AssiStant. ‘ fMiss Bradley was a student at this college during the year 201— to 201—. Admission to this intensiVe one- year course is reStricted to students with good school- -leaving’ qualifications. The fact that Miss Bradley was admitted to the course is in itself evid— LL ence of excellent academic ability; Upon completing her course. she Was awarded I, L' the title ‘Student of the Year', being the student gaining highest qualifications over - L‘theone—yearcourse I» _ - 4. z_ . - i in all other respects. Miss Bradley's Work and attitude were entirely satisfactory! and, , L i i . 'l can recommend her to you with every confidence i feel sure that if she was , , Lappomted she Would perform her dutIes dIlIgentIy and reliably ‘ L ' Yours Sincerely CHAPTER ‘19 PERSONNEL We were very sorry to lose Miss Franks and are pleased to recommend her highly and without hesitation. nterview letters If a lot of applications are received for a post it is unlikely that all applicants ' an be interviewed. In such cases a shortlist will be drawn up of those appli— ants thought to be most suitable for interview. Letters should also be sent to the . unsuccessful applicants. nvitation to attend for interview A letter inviting an applicant for interview should first acknowledge receipt of the application, and then go on to give a day, date and time for the interview Confirmation is often requested. rMIss Wildman I I NIOR SECRETARY TO TRAINING MANAGER 'r N; you for your application forth post ou are‘rnvrted to atten With me and Mrs Angela Howard Training anager on Friday 296May at 3 30 Please come to our main reception and you then be shown to the second per Our _0 ‘ Ices have specral access Iifts: if requrred asé let rne know either by letter or telephone whether this appomtment Will be dJustmentsneed to be made " ” _nvenlent for you or Confirmation of attendance CHAPTER ’l9 PERSONNEL l l i. JOB DESCRIPTION ometimes Specific REQUIREMENTS ’ ments ofthe post 1. Abilities: use initiative, decide priorities. work without [der are includEd _ supervision 2. Previocis experience at senior level 3. Skills: MicrOsoft Office 10, note—taking skills. good o_rgani$er, good interpersonal skills, excellent writing skills 4. High standard of education with appropriate secretarial/ ‘ administrationqualifications List the main duties —— MAIN DUTIES AND RESPONSIBILITIES , and responsibilities 1. Provide secretarial support to the Training Manager. 2. Deal with mail. answer telephone enquiries. take messages and compose correspondence. 3-. Take shorthand dictation and deal with instructions from manuscript. audio or disk and to transcribe documents accurately and consistently. Maintain the diary ofthe’Training Manager. Arrange meetings and produce accurate minutes. Arrange training courses and seminars. , Make travel and accommodation arrangementsas may be required. ‘ 8. Ensure the security of the office and confidential documents. Finish with this 9. Carryout any other duties as may be expected in a post of this standard clause level. >1?”an ST/BT June 201— TIP Note how all the points in this job description begin with verbs. This is called grammatical parallelism, or grammatical construct. You can read more about this in Chapter 16. CHAPTER 19 PERSONNEL 299 ecify the duties or , 5e Job Description and Contract of Employment de details of salary and holidays Mention termination information Ask for confirmation When the appointment is not made at the interview, the offer will be made by letter to the selected applicant as soon as possible. CHAPTER ‘19 PERSONNEL OFFERS OFiAEPQlfiTMENf 301 o unsuitable applicants an offer of employment has been accepted by the selected applicant, te‘ous to write letters to the remaining applicants who were interviewed em that their application was unsuccessful. Thank you xplain tactfully, not abruptly §h applicant well in future career fairly dismissed have the right to appeal to an Employment Tribunal. An ployer must be able to show that the dismissal was justified by referring to e employee’s conduct or inability/failure to do the job satisfactorily. here it is decided to terminate the employment of a person whose services have been unsatisfactory, the company should always follow their policies and procedures and ensure they are following statutory guidelines. A lot of help is available online, together with standard templates, so it is not felt appropriate for us to include guidelines or sample documents in this chapter. CHAPTER 19 PERSO. , a long—standing employee is happily settled into a routine with no nge, but this has been made necessary due to technological develoP- the company. cruitment of staff through an agency :‘mployers in need of new office staff frequently make their requirements known employment agencies. Such agencies will introduce either full-time, part—time 'r temporary staff in return for a commission related to the amount of wage or alary paid. l l t : CHAPTER 19 PERSONN-E "N’DRYEPE‘RSCO'N NEL MATTERS -of resignation _ ou decide to leave a company you must hand in your notice. It is usual with a formal letter of resignation in accordance with the company’s us of employment. ee bu _ , UPeWIsor=to make h n, é .‘i ‘l' 31 :‘V CHAPTER '19 PERSONNEL veful expressions l‘plication letters ‘ enin gs ‘1 Wish to apply for the post _ advertised in ’_ on _. 31 was interested to see your advertisement in __ and Wish to apply for this post. lam writing to enquire whether you have a suitable vacancy for me in your organisation. I understand from Mr _, one of your suppliers, that there is an Opening in your company for __. Mrs informs me that she will be leaving your company on _. If her posi— tion has not been filled, I would like to be considered. 0565 I I look forward to hearing from you and to being given the opportunity of an , interview. "- Ihope you will consider my application favourably. t. I look forward to the opportunity of attending an interview when I can provide further details. References Openings Mr __ has applied to us for the position of _. We hope you can give us your opinion of his character and abilities. We have received an application from Miss _ who has given your name as a referee. I am very glad of this opportunity to speak in support of Miss __’s applica— tion for a position in your company. Ms has been employed as __ for the past two years. Closes E I will appreciate any information you can provide. H We will treat all information provided in strictest confidence. E I am sure you will be more than satisfied with the work of Mr __. E I shall be sorry to lose __ but realise that her abilities demand wider scope than is possible at this company. CHAPTER 19 PERSONNEL 309 has been employed by this company from _ to ,_4 worked for this company from leaving college in 201- until she ated to Canada in March 201—_ : ection enjoys good health and is a good time-keeper. _..—- uses her best efforts at all times to perform her work expeditiously. he has always been a hard-working and conscientious employee. iss made a substantial contribution to the work of the __ department, d always performed her work in a businesslike and reliable manner. _‘ gave considerable help to his colleagues in improving teaching ethods and materials. He also produced many booklets of guidance that 9 very valuable to other teachers. BS I have pleasure in recommending _ highly and without hesitation. I We hope that __ meets with the success we feel he deserves. . I shall be sorry to lose John, but realise that his abilities demand wider scope than are possible at this company. I can recommend Miss to you with every confidence. est CHAPTER19 PERSONNEL ~ W t i 1 ii : g . l' I t‘ , l” THE PLAN ENGLISH GUIDE To WRITING REPORTS 314 TIP A well—presented title page on your report will create a good impression. The Plain English Guide To Writing Reports I would like to thank the Plain English Campaign for granting me permissi' to reproduce its Plain English Guide to Writing Reports in Appendix 3. This an excellent guide going through all the principles of report writing — in p1; English of course. To find out more about the Plain English Campaign plea Visit . Memorandum report .YgiVISIT "F9 R HO; WEELEONGMANGHAI l‘MJPQRTlNC COMPANYQHONGKON‘G , _ , V _ ' yIsituSOn 28 Maj/gAsWe can expth 21' largeord‘er‘from ‘ his company,. an; fmpoItingCompany of H'on‘gyKo‘ng, it is important that he rec vesa go 'm'press ‘n of our company. Here are thearrangemen'ts forthe visi y'lThe-ibo dro‘om'hi been bookedfor ajeonfere Ge fOrthe whaleaftemoonifor I x V d ' ebeenlaIdron I ur' ‘g‘the PART 5 GENERAL BUSINESS CORRESPONDENCE "I THE PLAIN ENGLISH GUIDE TO WRITING REPORTS 3. There are strict laws and regulations concerning accommodation and staffing of a creche. The site would haVe to be approved to run a creche before we could start one. 4. Staff appointed to run the creche would have to be fully qualified. 5. A suitable space would have to be found. This would require running water as well as toilets. The creche would have to be close to the store entrance but due to noise levels it should be kept separate from the main store. 6. The company would be required to ensure adequate insurance. 7. Many rival stores in the neighbourhood are offering creche facilities. CONCLUSIONS Make a logical A creche would be popular and well-used if we decided to go conclusion from the ahead with this. findings RECOMMENDATIONS Suggest action that I suggest that the company should give further consideration to should be taken offering a creche and investigate the financial aspects that would be involved. Sign the dew tent and Sally Turner Stale VOW name and title Customer Services Executive LC/ ST Include a reference and 20 April 201- BT69 date TIP Make sure all the information in your report is well=tesearclnecl and suinstantiated° CAUTION Alw 1y your report: You mus weil as the intended audience. 9‘ I FF make sure they are relevant to the content as PART 5 GENERAL BUSINESS CORRESPONDENCE THE PLAIN ENGLISH GUIDE TO WRITING REPORTS Position ’ The current working hours at ABC Ltd are 9.00 to 5.00 for most employees, With a few working from 9.30 to 5.30. Problem Although this works up to a point. it does have certain disadvantages, both for the organisation and for some of the employees. The organisation: The chief disadvantage of the current system is that many of the staff are dissatisfied with it. This has become such a serious problem that it is becoming harder to attract and retain good staff. Those staff who do join the company and stay with it feel less motivated: this. as research has shown. means they are less productive than they could be. The employees: Some employees are satisfied with their current working hours, but many of them find the present system restrictive. There are several reasons for this but the employees most strongly in favour of greater flexibility are. in particular: I parents. especially mothers. who would prefer to be able to take their children to and from school. and to work around this commitment 0 employees. many ofthem in the older age range. who have elderly or sick relatives who they would like to be more available for. A more flexible approach would make it easier for many staff to fulfil these kinds of demands on their time. An initial study questioned nearly 140 employees in a cross-section of ages. A large majority were in favour of a more flexible approach. in particular the women and the younger members of the company. It is worth noting that a minority of staff were against the introduction of flexible working hours. Appendix I gives the full results of this study. Possibilities Since this report is looking at the principle and not the detail of a more flexible approach. the options available fall broadly into three categories: retaining the present system. introducing limited flexibility of working hours. and implementing a highly flexible system. Although the system is not perfect. at least we know it works. The staff all signed their contracts on the understanding that the company worked to standard hours of business. and while it may not be ideal for them it is at least manageable. Better the devil you know. " .s r, -~ Is PAR! 5 CEIKIERAL BUSH‘IESS CDRRESF’OI‘IDEI‘ICE TIP Ask yourself whether the report or proposal can be read and understood by someone who knows nothing about the situation. without that person having to ask questions to clarify anything. 320 PART 5 GENERAL BUSINESS CORRESPONDENCE ...
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  • Fall '17
  • Plain English Guide, CAROLINE BRADLEY

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