English for Social Scientists

Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas

UNIT 3

How to work with each unit

UNIT 3: Writing formal documents: letters, contracts, memos

General objectives

- The general objective is to learn the basic aspects of writing documents in general

Specific objectives

- Revise the basic organization of the English sentence

- Learn how paragraphs are organized in a piece of writing
- Learn how to write different types of documents

Margarita Goded Rambaud and Lourdes Pomposo Yanes, revised

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English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3
 Activity

Fill in these sentences with the appropriate linking words or expressions from the
following list:

In addition As far as I am concerned

Do not agree First of all
However Consequently
As

…………., I have to admit that from my position at the hospital I ……….. with the practice of alternative therapies
in cancer treatment. ……………., these therapies can cause great danger to the patients, ………… they might
stop taking the traditional medical treatment, and …………put their lives at risk.

……………., they suffer from financial abuse, as they are usually forced to pay large sums of money to these
so-called “doctors”. ………………………, I understand the despair of those people who had been told that
there is no alternative and try the last resources they find.

Activity (Optional)

Write an essay (300-350 words) on a TV program using some of the former words. Consider
these three parts:

• Introduction with the title, the type of program and when you watched it
• A couple of body paragraphs explaining more details about the program
• The conclusion expressing whether you liked the programme or not, giving
reasons

 PART 2. READING AND WRITING SKILLS. DOCUMENTS RELATED TO THE WORKING ENVIRONMENT

Depending on the purpose of writing, you can produce different types of documents. In this unit,
we study a number of texts related to the working and business environment.

• Application letters / cover letters

• CV / résumé writing

In the very near future, when you graduate, you might need to look for a job, apply for post-
graduate courses or a grant, etc. or maybe you will be looking for a promotion in your present
position.

There are many ways to find out about positions offered. Apart from the personal network of
contacts (relatives, friends, teachers, previous employers, etc.), you may need to look into the
classified ads section of newspapers or the Internet in your own country or abroad.

Margarita Goded Rambaud and Lourdes Pomposo Yanes, revised

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English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3

Let’s have a look at a variety of openings in different newspapers:

TIM & PAM Boutique Manager

Required for a new luxury boutique at the Ritz Hotel. Based in Waikiki Beach,
Hawaii.
At least, ten years’ managerial experience in the fashion industry required, plus fluency
in Japanese, Spanish, and other European Languages valued.
Excellent salary, free accommodation, and other fringe benefits.

Write with full CV to Ms. Marjory Thomson, Human Resources

Manager, TIM & PAM Fashion, P.O Box 455, Springfield Il, 89749.

You can also find ads like this one on the Internet

Job Profile

Job Number: 3828461

Job Title: WEBSITE DEVELOPER
Date Posted: 2003/02/05
Salary: BASED ON EXPERIENCE
Experience:
PART-TIME/ PERMANENT/ DESIGN AND DEVELOP WEB SITES/ MIN. 2 YEARS
OF COLLEGE
Location: WINDSOR
Employer: DIGITAL IMAGING STUDIO AND DESIGN
Contact: APPLY BY FAX OR MAIL Address:
1864 WYANDOTTE STREET EAST WINDSOR
ONT
N8Y 1E3
FAX:(519) 254-8040

Margarita Goded Rambaud and Lourdes Pomposo Yanes, revised

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English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3

Richmond Recruitment Merchants House Merchants Quay Dublin 8

Tel: +353-1-679 6266
www.richmond.ie:
Fax: +353-1-679 6442

Are you looking for an opportunity to join a dynamic team in an exclusive setting?
Email: naasjobs@richmond.ie
Excellent opportunity to live in a vibrant and expanding town. Our client, a leading
Country Club near Naas, are looking to recruit an Assistant Restaurant Manager for
their award winning dinning room.

Ref no IJ- NIJ42190

Title: Assistant Restaurant Manager 4* Hotel
Date:
Date last updated by recruiter: 24 Jan 2003
Location: Kildare
Job type: 04 Feb 2003
Salary:
Additional benefits: Permanent Full-Time
Role(s): See description
That best describe this job Assistant Manage
Minimum experience required: Restaurant Manager
Role: Restaurant Supervisor

2 - 3 Years

2 yrs exp Dynamic, Eager, shows enthusiasm

Day to day running of the restaurant
Manage 2 assistants, hostess, wine waiter and 10
waiters
Requirements: Overseeing the running of the floor
Sole responsibility for the restaurant when the
Manager is not there

2 yrs experience in a similar role

Must have Hotel Experience from Grade 4 star up
Friendly, professional, neat appearance, efficient,
Salary:
capable of dealing with people at all levels,
Capable of working on your own initiative
Will be working as part of a team
For immediate interview please
forward your CV to
Salary will range from €20k upwards with living in
Some interesting sites to look for a job abroad
facilities. Neg. Salary for non-live in.
www.headhunter.net/JobSeeker http://www.jobpilot.com/index.phtml
www.jobware.com/
naasjobs@richmond.ie

Margarita Goded Rambaud and Lourdes Pomposo Yanes, revised

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English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3

Cover / Application Letters

If you are looking for a job you should include a presentation or “cover” letter to accompany your
CV. This letter has to be very neat and clear and sufficiently attractive so that the person who is going
to employ you feels interested in reading your CV in the first place and in meeting you personally
for an interview too.

In this type of letter, you have to mention the most relevant aspects of your studies and working
experience. You should also make reference to some personal details such as hobbies or interests.

In general, a cover letter should include the following sections:

Address

On the top right hand corner, you do not usually write your name before your address, as it will
be repeated more than twice or three times (in your CV, when you sign and if your signature is
not legible, under it). However, if you write your name it is not incorrect.

Example:

4, St. James Sq. London, N1 4BQ England

JOHN F. TERENCY
1876, Comstock Avenue
Los Angeles, CA, 90024-5320
USA

On the top centre (American style)

Then, on the top left hand side of the sheet, you have to write the name of the
person you are writing to (if you know it), his/her title, the company (if any) and
his/her/its address, as you can see here:

Mr. Peter Whinstly

Sales Manager
Rachel Cosmetics, Ltd.
90, Carnation St.
San Francisco, CA. 98776

In the case of not knowing the person’s name, you can write “the” + the title of the job
he or she has.

The Sales Manager,

Margarita Goded Rambaud and Lourdes Pomposo Yanes, revised

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English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3

Date

On the right, under the same address and on the line below.

In British English, the date is written as in Spanish, with the day, the month and
then the year. Pay attention to the spelling of the months, as you have to begin with a
capital letter, while in Spanish we do not.

10.10.99 or 10 October 1999 (it is read as “The tenth of October nineteen ninety-
nine”, although “the” and “of” are not written)

It is more common to use the ordinal numbers for the date:

10th October 2004

By the way, 1997 is read “nineteen ninety seven”, but 2004 “two thousand and four”.

In American English, the month is first, then the day and finally the year. So, the first
day of May 2004 will be written this way:

5.1.04 or May 1st, 2004

Salutation

Dear Sir/Madam (if you do not know the name of the person or his/her title).

The Sales Manager (if you only know his position in the company).
Dear Mr. Jones (If you know his name).
Ms. (not specifying if a woman is married or single). Miss (single lady) or Mrs. (a
married lady).

The introductory paragraph which explains the reasons why you are applying for the
job and by what means you have found out about the offer.

I wish to apply for the position of…

In answer to your advertisement in/on…. X newspaper / magazine / web site/ etc.
I am writing to apply for the post of/position…

Don’t forget to use the same kind of language as in the advertisement when referring
to the job type. For example, if they are looking for flight attendants do not mention in your
letter the word air-hostess.

Make reference to your academic background and professional experience that make you think you
could be the right candidate for the position offered.

“I hold a Degree in Philology from the UNED University in Madrid” “I’m a Bachelor in Medicine” “I have
read Medicine”; “I have studied Medicine at Oxford University”; “I earned a first in Chemistry from
Cambridge in 2002…”; “Since 1990 I have worked for IBM...”; “My background is in Law and Foreign
Languages…”; “I have been working in this field for the last twenty years”.

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English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3

Especially highlight the relation between your experience and knowledge and the requirements of the
job on offer.

“Therefore, I would be a suitable candidate for the job you are offering”.

Show your interest for a future interview and offer the possibility of them contacting you in case they
need more information about a specific point.

“Do not hesitate to contact me for any further information you may require.”
“Please find enclosed my CV…”
“I look forward to hearing from you in due course.”

Valediction

Yours faithfully, (In case you do not know the persons’ name)
Yours sincerely,
Truly yours,

Signature

At the bottom of the page on the left or in the centre. In Spain, many people sign only with their first
name. In English, it is more common to sign with your first name or initials and surname. The English
signature is more legible as it often lacks the supplementary circles or lines which cover the names.

Mention the CV that you are sending with the letter and/or the references you are endorsing.

British model
4, Ball Pond Place London, N1 4BQ England
London, 4 January 2003

Mr. Peter Whinstly

Sales Manager
Rachel Cosmetics, Ltd.
90, Carnation St.
San Francisco, CA. 98776

Dear Sir,

I am writing to apply for the position of salesperson, which you advertised in The Guardian on the
20th December 2002.
I am 25 years old. I hold a degree in Marketing (London University) and have been working as a trainee
marketing assistant in two small advertisement companies in Manchester and Reims (France) for the
last three years.

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English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3

I have moved back to the United Kingdom and I would like to work for a good company where I have the
chance to develop my career. I would be particularly glad to join the prestigious team of Rachel
Cosmetics.
I enclose a recent photograph of myself and I would be glad to attend an interview should you wish to
consider me for the vacancy.

I look forward to hearing from you.

Yours faithfully,
Martha Smith

Enclosed: CV and references.

American model
1876, Comstock Avenue
Los Angeles, CA, 90024-5320

April 8, 2002

Mr. James Jennson

Human Resources Manager
Delia Hotels and Resorts
P.O. Box 233
Springfield, Il. 89749

Dear Mr. Jennson,

Ms. Dolly Easygow, a Hotel Manager working for your chain at Kobe (Japan), has informed me that Delia
Hotels is looking for a person with a solid background in the hotel industry, who is able to speak several
foreign languages fluently and would like to be based in Southern Italy.

I believe that my enclosed résumé will demonstrate that I have the characteristics and experience you
seek. In addition, I’d like to mention how my work experience in the past decade makes me a
particularly suitable candidate for the job.

After having completed my major in Tourism Industry in Geneva (Switzerland), I took several post-
graduate courses in France and Italy, where I had the opportunity to practice my French and Italian. I
worked as a trainee in these countries for the Wonderful Hotels of the World chain. I have been a hotel
manager since 1994, working for the HM Group in San Francisco, and I am very familiar with all areas of
the Hotel industry. I think my profile is suitable, as I possess the professional experience you are seeking.

Joining the prestigious Delia Hotel Chain will give me the opportunity to grow both professionally and
personally, and I am confident I would be able to meet the expectations required for the position.

I would welcome the opportunity to discuss these and other qualifications with you. If you are
interested, please contact me any afternoon at (552) 242-0745 after 16:00 p.m. or feel free to leave a
message.

I look forward to meeting with you.

Sincerely yours, 8
English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3

John Terency

Enclosure: Résumé and letters of recommendation

Andrew Norton
Enclosure: resume

CHECK YOUR PROGRESS

Now you should think about what you have learnt in this unit and what you need to revise. Please, tick
() the appropriate box.

Vocabulary I can do it very well I can do it well I need to improve

I know how to use the

suitable vocabulary to
write formal
documents.

I know the suitable

vocabulary related to
professions and jobs.

Grammar I can do it very well I can do it well I need to improve

I know the layout of

formal letters.

I know the structure of

memos, emails or
reports.

Reading I can do it very well I can do it well I need to improve

I understand texts
related to the
professional world.

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English for Social Scientists
Grados en Ciencia Política y de la Administración, Sociología, Economía y Administración y Dirección de Empresas
UNIT 3
Writing I can do it very well I can do it well I need to improve

I know how to answer

formal documents such
as formal letters.

I can organize lay outs

and structures of
paragraphs in formal o
scientific writing.

Bibliography

Coe, N., Rycroft R. and Ernest, P. (1983). Writing Skills. Cambridge: Cambridge University Press.

Donahue Latulippe, L. (1987). Developing Academic Reading Skills. New Jersey: Prentice Hall.

Jolly, D. (1991). Writing Tasks. Cambridge: Cambridge University Press.

Littlejohn, A. (1994).Writing. Cambridge Skills for fluency.Cambridge: Cambridge University Press.

KEY

ACTIVITY 2

First of all, I have to admit that from my position at the hospital I do not agree with the practice of alternative
therapies to cancer treatment. As far as I am concerned, these therapies can cause great danger to the patients
as they might stop taking the traditional medical treatment, and consequently, put their lives at risk.

In addition, they suffer from financial abuse, as they are usually forced to pay large sums of money to these so-
called “doctors”. However, I understand the despair of those people who had been told that there is no
alternative and try the last resources they find.

10