ENGLISH IV – MEETING 7
1. Individualizing Your Letter
v Give your readers some insight into you as an individual.
v Describe particular experiences and skills.
v Strive to make your letter represent your individuality and your capabilities.
2. Addressing a Specific Person
v Preferably, the person you write to should be the individual doing the hiring.
v Look for this person’s name in the company publications.
v If the name is unavailable, phone the organization and ask for the person’s name or at least the name of the personnel manager.
3. Catching Your Reader’s Attention
v Your introduction should get your reader’s attention, stimulate interest, and be appropriate to the job you are seeking.
v You may begin with a reference to an advertisement that prompted your application. You may want to open by referring to the company’s product that you want to promote. Such a reference shows your knowledge of the company.
v Your message is “you need me,” not just “I want a job.”
v Employers want to hire people who can communicate clearly, handle personal interactions, and analyze complex situation. Use your application package to demonstrate these qualities.
4. Check the spelling and grammar.
v Use the Spelling and Grammar submenu in your MS-Words (Word Processor) to ensure the correct spelling and grammar.
v Employers want to hire people who are smart and consistent.
II. Parts of Application Letter
1. Heading (Kop Surat)
The heading contains the writer’s address and the date of the letter.
2. Inside Address (Nama dan Alamat Penerima)
The inside address shows the name and address of the recipient of the letter. You should include:
v The appropriate title of the recipient;
v Copy the name of the company exactly as that company writes it.
v When you have the names of individuals, remember to address them appropriately: Mrs., Ms., Mr., Dr., and so on.
The salutation directly addresses the recipient of the letter and is followed by a colon (titik dua) (except when a friendly tone is intended, in which case a comma is used).
v Make a quick phone call to the organization and ask for a name. When you have a name of individual:
Ms. Christine Rennick
Aerosol Monitoring and Analysis, Inc.
P.O. Box 233
Dear Ms. Rennick:
v Or address the salutation to a department name, committee name, or a position name.
Dear Personnel Department:
Dear Human Resources Department:
Dear Recruitment Committee:
v The traditional practice has been to write:
Dear Sir or Madam:
Dear Ladies and Gentlemen:
To Whom It May Concern:
4. Body of the Letter
The actual message is contained in the body of the letter, the paragraphs between the salutation and the complimentary close.
v Reason for the letter: explain why you are writing.
v Identify the position applied for and source of information.
v Indicate your strongest qualifications for the position.
v Why are you interested in the position, company, product, services …
v If new graduates, indicate how your academic background qualifies you.
v If experienced, what are your achievements and qualifications?
v Outline your strongest qualifications in more detail and show they match the position requirements.
v As much as possible, provide evidence of your related work, extracurricular and academic experiences and accomplishments.
Third Paragraph (Optional):
v Convince the employer that you have personal qualities and motivation to succeed.
v Relate your interests and qualities to your knowledge of the company.
v Indicate your desire for an interview & flexibility as to time and place. Indicate how and when you can be contacted.
v Suggest that you will call at a specific time to discuss interview possibilities.
v Repeat phone number and expect a quick response.
v Thank the reader/recipient for his/her consideration.
5. Complimentary Close
v When the salutation is addressed to “name of person/individual, you may use: “Yours sincerely,”
v When the salutation is addressed to “department or position name, you may use: “Yours faithfully,”
v Only the first letter is capitalized, and it is always followed by a comma.
Dear Ms. Chandra:
Body of Letter
Yours sincerely,Dear Personnel Department:
Body of Letter
Yours faithfully,6. Signature Block
v Usually, you may type your name four line below the complimentary close and sign your name in between.
v If you are a woman and want to make your marital status clear, use Miss, Ms., or Mrs. in parentheses before the typed version of your first name.
v Whenever possible, include your title or the name of position you hold just below your name.
v To make sure the recipient knows that items accompany the letter in the same envelope, use such indications as: “Enclosure,” “Encl.,” “Enclosures (2). For example, if you send a resume and program sample with your application letter, you may do this:
“Encl.: Resume and Program Sample.”
v If the enclosure is lost, the recipient will know.
Mr. John Smith
123 North Loop 456
Austin, Texas 78747
Dear Mr. Smith:
I am applying for the position of systems analyst which was advertised in the Austin American Statesman on August 31. The position seems to fit very well with my education, experience, and career interests.
With a major in computer science, I have training on mainframes, minicomputers, and microcomputers as well as with a variety of software programs and applications. My practical experience in my university’s computer center as a programmer and as a student consultant for system users gave me valuable exposure to complex computer operations. Additionally, I worked as a cooperative education student in computing operations for a large bank where I gained knowledge of financial systems.
I have enclosed my resume for your review. My background and career goals seem to match your job requirements well, and I am confident I can perform the job effectively. Your firm has an excellent reputation and comes highly recommended to me.
I would appreciate the opportunity to meet with you and discuss how my qualifications can be guided to meet your needs. Please feel free to contact me at (512) 444-1234 or via email at email@example.com. Thank you for your consideration. I look forward to hearing from you.