COVER LETTER WRITING The cover letter is another formal document required for job applications. It...

COVER LETTER WRITINGThe cover letter is another formal document required for job

applications. It serves as introduction to the CV and provides additional information to other documents. It is also called ‘covering letter’.

There are two types of cover letters:1.Speculative Letter2.Advert-Response Letter

CANKAYA UNIVERSITY - OFFICE OF BASIC AND ELECTIVE COURSES- ENGLISH UNIT

DO YOU KNOW THE DIFFERENCE BETWEEN TWO?


In the speculative letter there is not an openly stated specific vacancy to fill. You simply write to enquire whether they have opportunities for someone with your qualifications and experience.

WHEREASIn the advert-response letter, there is a specific opening to be

filled. The format is almost the same for both types of letters.


FORMAT1) HEADER: Cover letters use standard business letter style,

with the sender’s address and other information, the recipient’s contact information, and the date sent after either the sender’s or the recipient’s address. Following that is an optional reference section (e.g. “RE: Internship Opportunity at Global Corporation”)

The final part of the header is a salutation. (e.g. “Dear Hiring Managers” or “ Dear Ms. Simmons”).


2) INTRODUCTION: The introduction briefly states the specific position desired, should be designed to catch the employer’s immediate interest. In more detail, your introduction must answer the following questions:

1)What prompted you to apply.2)Which position you are applying for.3)Why you want to work for them.4)What you are looking for .5)What you are offering.


3) BODY: The body highlights or amplifies on material in the resume or job application, and explains why the job seeker is interested in the job and would be of value to the employer. Also, matters discussed typically include skills, qualifications, and past experience.

It is suggested that a significant skill/experience/ability... Be stated in this part to get the attention of the reader.


4) CLOSING: A closing sums up the letter and indicates the next step the applicant expects to take. It may indicate that the applicants intends to contact the employer, although many favor the more indirect approach of simply saying that the applicant will look forward to hearing from or speaking with the employer.

After the closing is a valediction (“Sincerely”), and then a signature line. Finally, the abbreviation “Enc.” is used to indicate that there is a CV enclosed.


SAMPLE FORMAT 1


Your present addressCity, Zip Code, Country

TelephoneMobileEmail

Recipient’s NameTitleEmployer(institution or company)AddressDate of LetterSalutation: DearMr/Ms.......(:)Introduction:Body:Closing: ThankingSincerely yours,/ Yours sincerely,SignatureTyped NameEnc: CV

SAMPLE FORMAT 2Your present address

City, Zip Code, CountryTelephone

MobileEmail

Recipient’s NameTitleEmployer(institution or company)AddressDate of LetterSalutation: DearMr/Ms.......(:)

CONTENT SAME AS FORMAT 1Closing: ThankingSincerely yours,/ Yours sincerely,SignatureTyped NameEnc: CV


Now, examine two cover letters format on pages: 66-67 in your books specify the parts and tell the differences between two

if any.


LANGUAGE of A COVER LETTER1)Accuracy: Cover letters should be accurate in terms of

grammar and vocabulary. For this reason, make sure that you carefully check your sentences one by one.

2) Formality: The language you use in cover letter should be fairly formal. Look at the table.


FORMALNo contractions in writinge.g. I will graduateSingle-word verbse.g. PostponeFormal connecting worde.g. Consequently, therefore,however,nevertheless

INFORMALContractions in writinge.g. I’ll graduatePhrasal Verbse.g. Put offInformal connecting wordse.g. Sobut

3) Variety: In order to write an effective letter, you should use a variety of sentence patterns and vocabulary items.

AVOIDStarting all sentences with “I”,Repeating the same words and transitions unnecessarily,Using the same patterns in the entire letter.


4) Tone: A letter with the right tone will have the right effect on the reader. Therefore, when writing the letter

Be polite Be self-confident but do not boast Avoid sounding flattering, snobbish, or pleading.


REMINDERSThe appearance of your covering letter is vital. It

should look professional. It should have enough white space with suitable margins and line –spacing. (Use CV margins and line-spacing)

DON’T USE ANY INDENTATIONSIt should be free of any spelling, grammar, or

punctuation mistakes.Do not overuse the pronoun ‘I’, ‘me’.Use polite adjectives and action verbs.Avoid cliches.


Sign your letterWrite one or two of your qualifications that stand out or

are unique.Know who you are writing your covering letter to. If not

address ‘Dear Sir/Madam’.Do not mention the salary if not required.


NOW YOUR TURN


TASK:1 Examine the ad below. Suppose that you want to apply for the position advertised. Write a cover letter related to the ad and try to convince the employer.


AIEER LTD İstanbul 09.01.2012ARCHITECT/FURNITURE SALES REPRESENTATIVEWe are seeking team members to work in the production and sales sections of our company.Requirements* Graduate of Architecture*Between ages 25-32 Male/female*No military obligation*Aminimum of two years of experience*Fluent in English*Good computer knowledge and ability to think analytically*Good interpersonal skills; efficient in problem solvingJob Description*Responsible for customer service*Prepares and presents sales contracts*Handles orders from clients

THANK YOU


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