Application letter
What is application
letter? An application letter is a formally written one-page letter that
accompanies a resume and other requested documentation in application for a job
or academic program. Application letters are often synonymous with cover
letters, and in addition to describing what materials are included in the
application, an application letter should also take time to highlight the
qualifications that prepare the writer for acceptance into the job or academic
program.
Elements of application
letter:
Information about you
Begin your cover letter
with your contact information. It should be in block style, on the left margin
of your paper, towards the top.
Name
Current home address
Telephone number
Date
Include a date as you
would do with any business letter.
Contact Person's Name, Title, Employer, and Address
Including a specific
name can get your letter and resume to the hiring manager more quickly and can
be an effective personal touch. If you are applying for an advertised position
that does not give a name to contact, call the company and ask for the
department manager's name.
Salutation
Choose the appropriate
way to address the contact person.
For example:
Dear Mr. Johns (if a
man's name is the contact)
Dear Ms. Smith (if a
woman's name is the contact)
Dear Prospective
Employer (if there is no contact name)
Opening Paragraph
In the opening
paragraph tell how you learned about the position. You may, for example, know
of a job through:
·
a classified
advertisement
·
an unsolicited
mailing
·
the Internet
·
personal
referrals
Middle Paragraph
This paragraph gives a
summary of your background and critical skills (hard skills) that make you
qualified for the position.
Second Middle Paragraph
This paragraph can be
used to demonstrate your persuasive skills (soft skills).
Contact Information and Closing
At the end of the
letter talk about your availability for the job, where you can be contacted,
and when you are going to contact the hiring person for an appointment to
discuss your application. If you have no contact name you may simply want to
indicate your anticipation for a response in this part of the letter. Thank the
person to whom you are writing for his/her time and consideration of your
application.
Example:
Eko
Prambudi
2/56
Ralston Drive
Silicon
Grove NSW 2000
M:
0401 101 010
info@prambudi.co
29/12/2015
To Whom It May Concern
Re: Analyst/Programmer
position
I am writing to apply
for the Analyst/Programmer position, as advertised on the Silicon Grove
website.
I am an enthusiastic
and high-achieving Master of Computer Science student who has completed a
Bachelor of Computer Science. I have exceptional technical and analytical
skills, with experience in software development, data analysis, database
management, information system support, security, network and server support,
business analysis, enterprise application integration, program configuration,
testing and evaluation, which I have gained in various analyst/programmer
roles.
My skills also
encompass ICT project support and strategy, ICT procurement and contract
management, client liaison and relationship management – skills which I
developed during my time at Cybersphere. These experiences were invaluable in
allowing me to develop and apply my skills in a professional context.
I am eager to pursue a
successful career in IT, and the Silicon Grove position is perfectly aligned
with my skills and interests. I hope to find challenging and fulfilling work
that will allow me to further my expertise while working within a team and growing
with the organisation.
You will find me to be
a positive, motivated, and hard-working person who is keen to learn and
contribute. My technical skills are combined with excellent communication
skills that allow me to work effectively and positively and get along well with
others.
I believe that I have
the right skills and experience to be a great fit for this position. My resume
is attached and I look forward to being able to discuss the position with you
further.
Kind regards
Eko Prambudi
Inquiry Letters
What is inquiry
letters? The letters that are written for collecting information about job
seekers, prices, products, and services before awarding jobs, granting credit,
making contracts and giving promotions are known as letters of inquiry. These
letters are written to a third party seeking information about either a job or
a company that wishes to make business relationship.
Elements of inquiry
letters:
Name and address of the
applicant: The enquirer must
mention full name and address of the applicant in the letter. This helps the
receiver to identify the right person.
Cause of inquiry: In a personal status inquiry letter, the
sender must clarify the cause of writing it. This enables the receiver to
supply necessary and relevant information.
Information needed: The employer must clarify the type of
information he requires. The employer may ask for information relating to
educational attainments, character, habits, honesty, sincerity and family
background of the applicant.
Promising to maintain
secrecy of information supplied: An important aspect of inquiry letter is to assure the
receiver that information provided by him will be kept secret.
Assuring further
cooperation: The writer of the
letter should also assure the receiver that similar help would be provided to
him in future if he needs.
Expressing gratefulness: The sender should express gratitude or
thanks to the receiver for cooperation. The writer can express gratefulness by
some friendly comments like “Any cooperation will be highly appreciated” or
“Thank you in advance for your response.”
Enclosure: The sender should enclose a return envelope
with the letter. If facilitates quick response from the receiver.
Signature: At the end of the letter, sender should put
his signature along with his full name and position.
Example:
Major UK Company
123 Made Up Road
Derby
D11 1AA
Date: 6th January 2011
Dear Sir / Madam
I am writing to you to
inquire about a vacancy in your company's London office for an IT Project
Manager. I have been told of this opening by a Mr Richard Brown who is
currently employed by your company.
If the position exists
then I am very interested in it as I feel it is a perfect fit for my skills and
abilities. I am currently working for a leading multinational company, where I
have been successful in controlling cost and budgets, improving staff
performance and completing projects to time.
I look forward to
discussing my relevant work experience and academic qualifications with you and
also explaining how I contribute to your company's continued growth and
success.
Please feel free to
contact me if you require clarification or any further information. I thank you
for your time and I look forward to hearing form you.
Yours sincerely,
Eko Prambudi
8 Kingley Street
London
L18 6NF
Complaint Letters
What is complaint
letters? A complaint letter is a letter written by a Customer of a
service/products commenting on poor service/product. It usually outlines the
fault(s) with the service and highlights customer dissatisfaction with the
particular service/product. Usually in the letter there would also be a
suggested conclusion e.g. A refund.
Elements of complaint
letters:
1.
Background
This section describes the situation; e.g.
This section describes the situation; e.g.
§ I am writing to inform
you that the goods we ordered from your company have not been supplied
correctly.
§ I attended your
exhibition Sound Systems 2015 at the Fortune Hotel (22-25 January) and
found it informative and interesting. Unfortunately, my enjoyment of the event
was spoiled by a number of organisational problems.
§ I am a shareholder of
Sunshine Bank and I am very concerned regarding recent newspaper reports on the
financial situation of the bank. Your company is listed as the auditor in the
latest annual report of the bank, so I am writing to you to ask for an
explanation of the following issues.
§ I am writing to inform
you of my dissatisfaction with the food and drinks at the 'European Restaurant'
on 18 January this year.
2.
Problem
Cause:
Cause:
§ On 18 December 2015
we placed an order with your firm for 12,000 ultra super long-life batteries.
The consignment arrived yesterday but contained only 1,200 batteries.
§ Firstly, I had
difficulty in registering to attend the event. You set up an on-line
registration facility, but I found the facility totally unworkable.
§ You sent us an invoice
for $10,532, but did not deduct our usual 10% discount.
§ We have found 16
spelling errors and 2 mis-labelled diagrams in the sample book.
Effect:
§ This error put our firm
in a difficult position, as we had to make some emergency purchases to fulfil
our commitments to all our customers. This caused us considerable
inconvenience.
§ Even after spending
several wasted hours trying to register in this way, the computer would not
accept my application.
§ I am therefore returning
the invoice to you for correction.
§ This large number of
errors is unacceptable to our customers, and we are therefore unable to sell
these books.
§ I am writing to ask you
to please make up the shortfall immediately and to ensure that such errors do
not happen again.
§ Could I please ask you
to look into these matters.
§ Please send us a
corrected invoice for $9,479
§ I enclose a copy of the
book with the errors highlighted. Please re-print the book and send it to us by
next Friday.
4.
Warning (optional)
§ Otherwise, we may have
to look elsewhere for our supplies.
§ I'm afraid that if these
conditions are not met, we may be forced to take legal action.
§ If the outstanding fees
are not paid by Tuesday, 5 January 2016, you will incur a 10% late payment
fee.
§ I look forward to
receiving your explanation of these matters.
§ I look forward to
receiving your payment.
§ I look forward to
hearing from you shortly.
Politeness
The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. In addition, questions such as 'Why can't you get this right?' should not be included.
The tone of complaint letters should not be aggressive or insulting, as this would annoy the reader and not encourage them to solve the problem. In addition, questions such as 'Why can't you get this right?' should not be included.
Example:
PT SEJAHTERA
Pejuang Road 99
Jakarta
INDONESIA
18th April 2010
PT SUKSES MAKMUR
Padjajaran Road 123
Bogor
INDONESIA
Dear Sir/Madam
We regret to have to
cormplain about late delivery of the filing cabinets ordered on 2nd April 2010
We did not receive them until this morning though you had guaranteed delivery
within a week. It was on this undirstanding that we placed the other. unfortunately,
there have been similar delays on several previous occasions and their
increasing frequency in recent months compels us to say that business between
us cannot be continued in conditions such as these.
We have felt it is necessary
to make our feelings khown Since we cannot give reliable delivery dates to our
customers unless we count on undertaking given by our suppliers We hope you
will understand how we are placed that from now on we can rely upon punctual
completion of our orders.
Yours faithfully,
Purchase Order Letters
What is purchase order
letters? A purchase order is a written authorization from a buyer to acquire
goods or services. The document authorizes a supplier to deliver to the buyer
at the price, quality level, delivery date, and certain other terms specified
in the agreement. A purchase order is legally binding after the supplier
counter-signs it.
Elements of purchase
order letters:
- A
Purchase Order Letter should be written as soon as the decision for the purchase
has been made
- The
company with whom the order is being placed should be given enough time to
execute the order
- The
letter should clearly indicate the product code or item number, the size
and the quantities being ordered
- The
date when the Purchase Order Letter is being generated is very important
because that identifies when the order was placed
- If
the order is being placed by a company then it usually should be in a
Purchase Order format
- The
Purchase Order Letter should also indicate the date by when the order is
expected to be executed or delivered
- The
mode of delivery of the material should also be identified in the letter
- The
letter should also carry the mode of payment by which the payment will be
made
- If
any advance has already been paid against the order, it must be mentioned
in the Purchase Order Letter
- The
address where the order has to be delivered should be very clearly
mentioned in the letter along with any landmarks, if any, to locate the
address
- The
Purchase Order Letter should give the details of the costing of the price
including taxes, etc so that there is no confusion while making the
payment
- The
name of the company or dealer with which the order is being placed should
be clearly written on the letter to avoid any miscommunication of details
- There
is no scope for any grammatical or punctuation errors in the Purchase
Order Letter
- The
contents of the letter must be carefully read through to ensure that the
order details have been correctly mentioned
- The
Purchase Order Letter should ideally be typed but the signatory should
personally sign it
Examples:
American Apparel
United States
747 Warehouse St.
Los Angeles, CA 90021
Tel. +1 (213) 488-0226
Fax. +1 (213) 488-0334
28/12/2015
Dear Sir or Madam
This is with reference
to our meeting on 27/12/2015 when we visited your factory in connection with
purchase of socks for our school children.
We are pleased to place
an order for 100 pairs of white summer socks against item number OFGWKTA014 and
adult size. We would appreciate if the order is delivered at the address given
below latest by 29/12/2015 so that we can start selling it to the children
before the onset of summers.
Eko Prambudi
8 Kingley Street
London, United Kingdom
L18 6NF
The terms and conditions
of the purchase order are as follows:
1. Order for 1000 pairs
of white summer socks with item number OFGWKTA014 and adult size.
2. Delivery will be
made at the address mentioned above.
3. The order should be
delivered latest by 29/12/2015
4. 100% payment will be
made on delivery.
5. If the order is not
delivered by the due date, please consider it as cancelled.
6. The price per pair,
as mutually agreed, is $15 inclusive of all taxes.
We hope to have a long
business relationship with you.
Please feel free to
contact the undersigned for any clarifications or discrepancy in the order
details.
Best regards,
Eko Prambudi
References:
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