1) Watch the video about the cover letter (= application letter in this video) and write the script for it.
2) Some people point out a difference between the application letter and the cover letter. Read the information below and write briefly what this difference consist in.
As mentioned previously, application letters and cover letters are not the same. A ‘cover letter’ identifies an item being sent, the person to whom it is being sent, and the reason for its being sent. A cover letter provides a permanent record of the transmission for both the writer and the reader.
In a cover letter, keep your remarks brief. Your opening should explain what you are sending and why. In an optional second paragraph, you might include a summary of the information you are sending. A letter accompanying a project proposal, for example, might point out sections in the proposal that might be of particular interest to the reader. The letter could then go on to present a key point or two explaining why the writer’s firm is the best one for the job. The closing paragraph should contain acknowledgements, offer additional assistance, or express the hope that the material will fulfil its purpose.
The following is an example of a cover letter. The letter (Sample #2) is quite detailed because it touches on the manner in which the information was gathered, and will serve as a record of your efifciency.
Sample #2
Your Company Letterhead and Contact Information
11 January 2009
Ecology Systems (Pty) Ltd
8458 Obstructed View Lane
2194 RANDBURG
Attention: Mr Brian Eno, Chief Engineer
Dear Mr. Eno:
REPORT: ESTIMATED POWER CONSUMPTION
Enclosed is the report estimating our power consumption for the year as requested by Ms Nomsa Mtimkulu, Vice President, on 4 September 2008.
The report is the result of several meetings with Jamie Anson, Manager of Plant Operations, and her staff and an extensive survey of all our employees. The survey was delayed by the transfer of key staff in Building A. We believe, however, that the report will provide the information you need to furnish us with a cost estimate for the installation of your Mark II Energy Saving System.
We would like to thank Mr Fred Khumalo of ESI for his assistance in preparing the survey. If you need more information, please let me know.
Sincerely
Nora Cassidy
New Projects Office
ncassidy@company.com
Enclosure: Report
If you follow the «Principles to keep in mind» (above), you will be able to produce a simple, clear letter for most purposes.
To see a range of sample business letters, go to www.4hb.com/letters/index.html . But remember, keep your language and layout simple and clear; and always include your contact details, to help the busy reader to respond promptly to you!
3) Read about application letters and write 6 questions for other students based on the text.
Application letters
When writing an application letter, remember that you probably have competition. Your reader is a professional who screens and hires job applicants — someone who may look through dozens or even hundreds of other applications on the day she receives yours. The immediate objective of your application letter and accompanying C.V. is to attract this person’s attention. Your ultimate goal is to obtain a personal interview.
As you write your application letter, be sure you complete three tasks:
— catch the reader’s attention favourably,
— convince the reader that you are a qualified candidate for the job, and
— request an interview.
Application letter checklist:
— Identify the job by title and let the recipient know how you heard about it.
— Summarize your qualifications for the job, specifically your work experience, activities that show your leadership skills, and your educational background.
— Refer the reader to your enclosed C.V.
— Ask for an interview, stating where you can be reached and when you will be available. If your prospective employer is located in another city and you plan to visit the area, mention the dates for your trip.
— If you are applying for a specific job, include any information pertinent to the position that is not included in your C.V.
— To save your reader time and to call attention to your strengths as a candidate, state your objective directly at the beginning of the letter.
Example: I am seeking a position as a manager in your Data Centre. In such a position, I can use my master’s degree in information systems and my experience as a programmer/analyst to address business challenges in data processing.
If you have been referred to a company by one of its employees, a career counsellor, a professor, or someone else, mention that before stating your job objective.
Example: During the recent ARRGH convention in Cape Town, one of your sales representatives, Dusty Brown, informed me of a possible opening for a manager in your Data Centre. My extensive background in programming and my master’s degree in information systems make me highly qualified for the position.
In subsequent paragraphs, expand on the qualifications you mentioned in your opening. Add any appropriate details, highlighting experience listed on your C.V. that is especially pertinent to the job you are seeking. Close with a request for an interview. Proofread your letter carefully.
A sample letter of application is presented below. The letter (Sample #1) is by a recent college graduate responding to a local newspaper article about the company’s plan to build a new computer centre. The writer is not applying for a specific job opening but describes the position he seeks.
Sample #1
123 Smith Street
4001 DURBAN
11 January 2009
Taylor, Inc.
694 Rockstar Lane
4125 AMANZIMTOTI
Attention: Human Resources Director:
Dear Sir/Madam
I just read an article in the News and Observer about Taylor’s new computer centre just north of Durban. I would like to apply for a position as an entry-level programmer at the centre.
I understand that Taylor produces both in-house and customer documentation. My technical writing skills, as described in the enclosed C.V., are well suited to your company. I am a recent graduate of KZN Institute of Technology in Pinetown with an Bachelor’s Degree in Computer Science. In addition to having taken a broad range of courses, I served as a computer consultant at the college’s computer centre where I helped train users to work with new systems.
I will be happy to meet with you at your convenience and discuss how my education and experience match your needs. You can reach me at my home address, at (031) 233-1552, or at krock@devry.alumni.edu.
Yours faithfully
(signature)
Raymond Krock
4) Write an application letter for a particular company (keep it in mind that your rersume will be attached to your application letter).
