Here are the key parts of an application letter: - Heading (return address) or letterhead - Date - Inside address (name and title of contact person) - Salutation (Dear [Contact Name]) - Paragraph 1: State the purpose and how you learned of the position - Paragraph 2: Highlight relevant qualifications and experience - Paragraph 3: Emphasize what value you can provide the company - Paragraph 4: Request an interview and provide contact information - Complimentary close (Sincerely, etc.) - Signature - Typed name The letter should be 3-4 paragraphs highlighting your interest in the role, relevant qualifications, and requesting next steps like an interview

1. BUSINESS CORRESPONDENCE
• means the exchange of information in a
written format for the process of business
activities.
• can take place between organizations,
within organizations or between the
customers and the organization.
• the correspondence is generally of widely
accepted formats that are followed
universally.

2. Major types of business correspondence:
1. Business Letters
- Business letters are the most formal method of
communication following specific formats. They are
addressed to a particular person or organization.
2. Business Memo/Memorandum
- Memorandum is a document used for internal
communication within an organization. Memos may
be drafted by management and addressed to other
employees.

3. Major types of business correspondence
3. Business faxes
- Business faxes have been around even longer
than memos, but for a long time, very few people
had access to fax machines.
4. Business Email
- Business email is considered as the reigning
queen of business correspondence. It is probably
even more important that business letters nowadays
though it does not substitute to them.

4. Types of Business Letters
1.Sales Letters
- Typical sales letters start off with a very
strong statement to capture the interest of
the reader. Since the purpose is to get the
reader to do something, these letters include
strong calls to action, detail the benefit to the
reader of taking the action and include
information to help the reader to act, such as
including a telephone number or website link.

5. Types of Business Letters
2. Order Letters
- Order letters are sent by consumers or
businesses to a manufacturer, retailer or
wholesaler to order goods or services. These
letters must contain specific information such
as model number, name of the product, the
quantity desired and expected price. Payment
is sometimes included with the letter.

6. Types of Business Letters
3. Complaint Letters
- The words and tone you choose to use in
a letter complaining to a business may be
the deciding factor on whether your
complaint is satisfied. Be direct but tactful
and always use a professional tone if you
want the company to listen to you.

7. Types of Business Letters
4. Adjustment Letters
- An adjustment letter is normally sent in
response to a claim or complaint. If the
adjustment is in the customer’s favor, begin
the letter with that news. If not, keep your
tone factual and let the customer know that
you understand the complaint.

8. Types of Business Letters
5. Inquiry Letters
- Inquiry letters ask a question or elicit
information from the recipient. When
composing this type of letter, keep it clear and
succinct and list exactly what information you
need. Be sure to include your contact
information so that it is easy for the reader to
respond.

9. Types of Business Letters
6. Follow-Up Letter
- Follow-up letters are usually sent after some type of initial
communication. This could be a sales department thanking a
customer for an order, a businessman reviewing the outcome
of a meeting or a job seeker inquiring about the status of his
application.
7. Letters of Recommendation
- Prospective employers often ask job applicants for letters of
recommendation before they hire them. This type of letter is
usually from a previous employer or professor, and it
describes the sender’s relationship with and opinion of the
job seeker.

10. Types of Business Letters
8. Acknowledgment Letters
- Acknowledgment letters act as simple receipts.
Businesses send them to let others know that they
have received a prior communication, but action may
or may not have taken place.
9. Cover Letter
- Cover letters usually accompany a package, report
or other merchandise. They are used to describe
what is enclosed, why it is being sent and what the
recipient should do with it, if there is any action that
needs to be taken. These types of letters are
generally very short and succinct.

11. Types of Business Letters
10. Letters of Resignation
- When an employee plans to leave his job, a
letter of resignation is usually sent to his
immediate manager giving him notice and
letting him know when the last day of
employment will be. In many cases, the
employee also will detail his reason for leaving
the company.

12. The 7 C's of Communication
1. Clear
- When writing or speaking to someone,
be clear about your goal or message.
What is your purpose in communicating
with this person? If you're not sure, then
your audience won't be sure either.

13. Bad Example
Hi John,
I wanted to write you a quick note about Daniel, who's working in your department.
He's a great asset, and I'd like to talk to you more about him when you have time.
Best,
Skip
Good Example
Hi John,
I wanted to write you a quick note about Daniel Kedar, who's working in your
department. In recent weeks, he's helped the IT department through several pressing
deadlines on his own time.
We've got a tough upgrade project due to run over the next three months, and his
knowledge and skills would prove invaluable. Could we please have his help with this
work?
I'd appreciate speaking with you about this. When is it best to call you to discuss this
further?
Best wishes,
Skip

14. 2. Concise
- When you're concise in your
communication, you stick to the point and
keep it brief.
- Are there any adjectives or "filler words"
that you can delete? You can often
eliminate words like "for instance," "you
see," "definitely," "kind of," "literally,"
"basically," or "I mean."

15. Bad Example
Hi Matt,
I wanted to touch base with you about the email marketing campaign we
kind of sketched out last Thursday. I really think that our target market is
definitely going to want to see the company's philanthropic efforts. I think
that could make a big impact, and it would stay in their minds longer than a
sales pitch.
For instance, if we talk about the company's efforts to become sustainable,
as well as the charity work we're doing in local schools, then the people that
we want to attract are going to remember our message longer. The impact
will just be greater.
What do you think?
Jessica

16. Good Example
Hi Matt,
I wanted to quickly discuss the email marketing campaign that we analyzed
last Thursday. Our target market will want to know about the company's
philanthropic efforts, especially our goals to become sustainable and help
local schools.
This would make a far greater impact, and it would stay in their minds longer
than a traditional sales pitch.
What do you think?
Jessica

17. 3. Concrete
- When your message is concrete, then your audience
has a clear picture of what you're telling them. There are
details (but not too many!) and vivid facts, and there's
laser-like focus. Your message is solid.
Bad Example
The Lunchbox Wizard will save you time every day.
Good Example
How much time do you spend every day packing your
kids' lunches? No more! Just take a complete Lunchbox
Wizard from your refrigerator each day to give your kids
a healthy lunch and have more time to play or read with
them!

18. 4. Correct
- When your communication is correct, it fits your
audience. And correct communication is also error-free
communication.
Bad Example
Hi Daniel,
Thanks so much for meeting me at lunch today! I enjoyed our
conservation, and I'm looking forward to moving ahead on our
project. I'm sure that the two-weak deadline won't be an issue.
Thanks again, and I'll speak to you soon!
Best,
Jack Miller

19. 5. Coherent
- When your communication is coherent, it's logical. All
points are connected and relevant to the main topic, and
the tone and flow of the text is consistent.
Bad Example
Traci,
I wanted to write you a quick note about the report you finished last
week. I gave it to Michelle to proof, and she wanted to make sure
you knew about the department meeting we're having this Friday.
We'll be creating an outline for the new employee handbook.
Thanks,
Michelle

20. Good Example
Hi Traci,
I wanted to write you a quick note about the report you
finished last week. I gave it to Michelle to proof, and she
let me know that there are a few changes that you'll need
to make. She'll email you her detailed comments later
this afternoon.
Thanks,
Michelle

21. 6. Complete
- In a complete message, the audience has
everything they need to be informed and, if
applicable, take action. Does your message
include a "call to action," so that your audience
clearly knows what you want them to do?
- Have you included all relevant information –
contact names, dates, times, locations, and so
on?

22. Bad Example
Hi everyone,
I just wanted to send you all a reminder about the meeting we're
having tomorrow!
See you then,
Chris
Good Example
Hi everyone,
I just wanted to remind you about tomorrow's meeting on the new
telecommuting policies. The meeting will be at 10:00 a.m. in the
second-level conference room. Please let me know if you can't
attend.
See you then,
Chris

23. 7. Courteous
- Courteous communication is friendly, open, and
honest. There are no hidden insults or passive-
aggressive tones. You keep your reader's viewpoint in
mind, and you're empathetic to their needs.
Bad Example
Jeff,
- I wanted to let you know that I don't appreciate how your team
always monopolizes the discussion at our weekly meetings. I have a
lot of projects, and I really need time to get my team's progress
discussed as well. So far, thanks to your department, I haven't been
able to do that. Can you make sure they make time for me and my
team next week?
Thanks,
Phil

24. Good Example
Hi Jeff,
I wanted to write you a quick note to ask a favor. During our weekly
meetings, your team does an excellent job of highlighting their
progress. But this uses some of the time available for my team to
highlight theirs. I'd really appreciate it if you could give my team a
little extra time each week to fully cover their progress reports.
Thanks so much, and please let me know if there's anything I can
do for you!
Best,
Phil

25. EVALUATION

26. ANSWER:
1. Business Coresspondence
2. Business Memos/Memorandum
3. Business Email
4. Order Letter
5. Complaint Letter
6. Inquiry Letter
7. Letters of Recommendation/
Recommendation Letter
8. Letter of Resignation/Resignation Letter
9. Adjustment Letter
10. Acknowledgement Letter

27. ANSWER:
11-15
• Clear
• Concise
• Concrete
• Correct
• Coherent
• Complete
• Courteous

28. Parts of a Business Letter
The Heading (The Return Address) or Letterhead
- Companies usually use printed paper where heading or
letterhead is specially designed at the top of the sheet. It
bears all the necessary information about the
organization’s identity.
Date
- Date of writing. The month should be fully spelled out
and the year written with all four digits October 12, 2005

29. The Inside Address
- In a business or formal letter you should
give the address of the recipient after your
own address. Include the recipient's
name, company, address and postal code.
Add job title if appropriate. Separate the
recipient's name and title with a comma.
Double check if you have the correct
spelling of the recipient’s name.

30. The Greeting
- Also called the salutation. The type of
salutation depends on your relationship
with the recipient. It normally begins with
the word "Dear" and always includes the
person's last name. Use every resource
possible to address your letter to an actual
person. If you do not know the name or
the sexes of your receiver address it to
Dear Madam/Sir (or Dear Sales Manager
or Dear Human Resources Director).

31. The Body Paragraphs
- The body is where you explain why
you’re writing. It’s the main part of the
business letter. Make sure the receiver
knows who you are and why you are
writing.
The Complimentary Close
- This short, polite closing ends always
with a comma. It is either at the left margin
or its left edge is in the center, depending
on the Business Letter Style that you use.
It begins at the same column the heading
does.

32. Signature and Writer’s identification
- The signature is the last part of the letter.
You should sign your first and last names.
The signature line may include a second
line for a title, if appropriate. The signature
should start directly above the first letter of
the signature line in the space between
the close and the signature line. Use blue
or black ink.
Sample Business Letter

33. LETTER STYLES
Full-Block Style
- All the elements are aligned to the left
margin and there are no indented lines.
This is a standard block-style format that
is accepted by most businesses.

35. Modified Block Style
- The return address, date, closing and
signature start just to the right of the
center of the page or may be flush with the
right margin. All body paragraphs begin at
the left margin.

37. Indented or Semi-Block Style
- Similar to the modified block business
letter style except that the first line of each
paragraph is indented.

39. APPLICATION LETTER
Job seekers frequently send a cover letter
along with their curriculum vitae or
applications for employment as a way of
introducing themselves to potential
employers and explaining their suitably for
the desired positions.

40. PARTS OF APPLICATION LETTER
The Heading (The Return Address) or
Letterhead
Date
Inside/Letter Address - If there is a contact
name on the ad, address your letter to that
person. (Mr. John Smith)
Salutation - The person’s name should be
followed by a colon (:) or left blank. Do not use
a comma. (Commas are permissible for use in
personal letters; not business letters.)

41. Dear Mr. Smith: If you know the name of the
person to whom you are writing.
Dear Ms. Chambers: If you are not sure of
the marital status of a female recipient.
Ladies and Gentlemen: If you have no idea
as to the name of the recipient.

42. Body
- The body of the letter contains four basic
parts and should be three or four
paragraphs long. These paragraphs
should attract the employer’s attention;
state your interest in the company and
position; arouse the employer’s desire to
interview you; and request that the
employer take action in the form of an
interview.

43. First Paragraph
- Identify the purpose of the letter—why
you are writing. Be specific. Tell the
reader how you learned about a job
opening. Tell the employer what job you
want.

44. Examples:
Mr. Peter Lo, a programmer in the systems programming
department, suggested that I contact you regarding an
opening you may soon have for a Marketing Trainee.
I was referred to you by Mike Thomas, who is a member
of my church and a longtime family friend.
I am sending you my resume to you because of a
referral from Mike Thomas, an associate in your
Baltimore store.

45. Second Paragraph
- Why should an employer be interested in
hiring you? Briefly describe your
professional and academic qualifications
that are relevant to the position.

46. Examples:
As my resume indicates, I am active in theater in high school and
had important roles in two plays. My school activities include being a
member of both forensics and student government. With these
experiences, I can offer you excellent communication and
interpersonal skills. During the school year, I maintain a 3.0 average
and work ten hours per week. My technical skills include familiarity
with Windows, Microsoft Office applications and Google Docs. I use
the Internet regularly and can keyboard more than 45 words per
minute.
As a computer science major with a sincere interest in.................
(elaborate your educational background)
Interacting with people has always been one of my strongest
attributes. During my last summer job, I coordinated..........(state
your work experience)
For my senior graduation project, I built a personal
computer .............. (state your ability)

47. Third Paragraph
Emphasize what you can do for the company.
Outline a relevant career goal. For example, if
you are applying for sales positions, do not say
that you are training to be an airline pilot.
Expand on the most relevant points of your
resume.
Example:
Because I am energetic, reliable, and resourceful, I would be an
asset to your organization. I am willing to learn new things and be
the best employee that I can be.

48. Fourth Paragraph
- Request action. For example, indicate
your desire for a personal interview and
that you're able to meet with the employer
at their convenience. Include your cell
phone number and when it would be a
good time to call.

49. Examples:
You can reach me on my cell phone any
day after 4 p.m. E-mail is also a great way
to contact me as I check it daily. I look
forward to hearing from you soon. Thank
you for your time and consideration.
I hope that my qualifications are of interest
to you and that an interview might be
arranged at your convenience. I can be
reached at (717) 876-5432 or a message
can be left on my cell phone. I look
forward to meeting you.

50. Closing the letter
- Finish your letter with an appropriate
Complimentary Closing (Sincerely, or
Sincerely yours,).
sample application letter

51. Guidelines in writing an Application
Letter
Length: A letter of application should be no more
than one page long.
Format: A letter of application should be single-
spaced with a space between each paragraph.
Use about 1" margins and align your text to the
left, which is the standard alignment for most
documents.
Font: Use a traditional font such as Times New
Roman, Arial, or Calibri. The font size should be
between 10 and 12 points.

52. Remember to proof and edit your letter
before sending it. It may sound silly,
but also be sure to include the correct
employer and company names - when you
write many letters of application at
once, it is easy to make a mistake.

53. Activity:
Write your own application letter, applying correct
grammar usage and following the format of an
application letter.
Style: Full Block Style
Address the letter to Ms. Sara J. Brown, Hiring
Manager, 224 E. Main Street Ohio 43147, 990-996-
3000

54. RESUME
A resume is a one to two page formal
document that lists a job applicant's work
experience, education and skills. A resume is
designed to provide a detailed summary of an
applicant's qualifications for a particular job -
it is not usually meant to provide a complete
picture.

55. THE DO'S AND DONT'S IN WRITING A
RESUME
DO
1. Use 10-12 point font depending on length.
2. Use a simple, standard font.
3. Use proper margins. 1 inch is fine.
4. Use a professional/executive summary to
pinpoint skills and objectives.
5. Use resume paper to print copies. This paper
is different than the standard printer type
and will make your copy stand out over others.

56. THE DO'S AND DONT'S IN WRITING A
RESUME
DON’T
1. Use a lot of colors or overuse italics.
2. Ever use more than 3 pages or fill less than 1.
3. Submit the same resume for every job. Tailor it to
the specific requirements needed.
4. Submit a resume without a cover letter. The cover
letter is an introduction and a manager will look at
candidates who write one with more interest than
ones who don’t.
5. Lie, embellish, stretch, add, fluff, fudge, or put
anything else deceiving in a resume. It will come out
during the interview or worse yet on the job.