BUSINESS LETTER WRITING

JOB APPLICATION LETTER WRITING

(Cover Letter)
Business Writing further refers to various kinds such as
memos, reports, bulletins, employee manuals, emails, training
materials, instant messages and other similar documents
(Tejada et al 2018).

However, in this module, we shall focus on letter writing as this is

the basic kind of writing that almost everyone is faced in a
workplace.
What are the characteristics of an effective job
application letter?

Having to consider the reality that this kind of writing is the primary and basic
business writing that any individual faces, it is then essential that one gets to be
aware and be knowledgeable of the characteristics of an effective job
application letter or also called a cover letter.
 In looking for a job, one aspect where you can sell yourself more like
selling a product is your application or cover letter.

 Your application letter conveys the kind of employee you could be and
it somehow directly tells the company or any interviewer and
management of what service you can offer.

 An application letter is the initial tool that gives the immediate

impression about the applicant.
 Moreover, in a competitive job market, an effective application letter
helps you stand out.

 When it is written well, it can bring your application to the top of the
pile.

 It could even bring you to the next phase of an application process which
is the interview.
 The letter should not be a repetition of your resume, instead it should
complement it.

 An application letter is a snapshot of your best skills and talents in a

concise, one-page format.
 Characteristics of an Effective Application
Letter

1. A Specific Start
 Do not run around the bush.

 Specify the job position you are interested to apply.

 Explain briefly and directly why you are interested for the job.
 Specify an idea or information why you intend and chose to work
in their company.
 Characteristics of an Effective Application
Letter
1. A Specific Start (Cont.)

 Similar to what Dupree (N.D.) mentioned, an introductory paragraph

should express your interest in a specific position and explain briefly
why you are applying for the said position.

 Dupree (N.D.) further identified that the next paragraph or two

summarizes how your skills, experience and education match job
requirements.
2. Explain Yourself

 Introduce your skills, capabilities, knowledge and experience. Emphasize

on your indispensable qualification and experience.
 However, avoid narration of your other work experiences or related duties
and performance either in an academe or in an industry as well.
3. Credentials
 Explain how your specific skills, expertise and work history align with the
job requirements you are applying.

 Highlight notable and related achievements, courses of study and training

in a brief and concise language.

 Emphasize succinctly or clearly your suitability as an employee so that

the employer is motivated to contact you for an interview.
4. Acknowledge Employers’ Preferences

 Make sure you have completely read the advertisements form which
you took the information about the job opportunities.

 You should state the concerns of the employer that’s why you opted to
apply for the job.

 With this consideration, the employer may feel that you are clearly
aware of the needs of the company.
5. Request Contact/Credentials

 Your application letter should encourage the readers to contact you if

they have any questions or concerns.

 You should indicate that you are expecting an interview.

 You should include your contact details such as your e-mail address,
mailing address, telephone and cellular numbers.

 This is to provide the necessary contact information to whosoever may read

your application letter.
6. Professional Presentation/Professional Appearance

 Your letter should communicate professionalism.

 Thus, you should observe grammatical and spelling accuracy.

 Further, you should print it out in a clean official paper when you
mail your letter or present it.

 Dupree (N.D.) suggested to avoid generic, unprofessional

application letters.
 Types of an Application Letter

There are two types of an application letter:

1. Solicited which is a reply to an advertisement or announced job

vacancy in a newspaper, website or public announcement.

2. Unsolicited which is written at an assumption of possible job

vacancy.

Both types must observe principle of professionalism and presentability in

terms of writing a good application letter.
 Qualities of a Good Application Letter

Following qualities of a good application letter are identified from the book of Mercado
et al (2018):
1. Complete
The letter should contain all the necessary details so that your prospective
employer or the company you intend to apply would be immediately
interested to go over your letter. Important information like educational
background and related work experiences should be indicated. Contact details
should also be mentioned clearly.

2. Simple &Clear
Language used should be simple and clear. Avoid using high-sounding and
ambiguous words to avoid confusion. Wordings must be direct but polite as
well.
 Continuation of Qualities

3. Accurate
 Observe accuracy and correctness in grammatical construction.

 Be very careful with the punctuation mark and spelling.

 Avoid typographical error.

 Make sure you only indicate true information about your

qualification and achievements.

 Be aware that employers usually do background check for the

truthfulness of the information provided by the applicant.
 Continuation of Qualities

4. Relevant

 Indicate information, qualification and achievement related to the

position you are applying for.

 Never mention other ideas which are not important to the job nor
related to the company you wish to be apply.
 Continuation of Qualities

5. Courteous & Neat

 An application letter should project polite and respectful character of the

applicant.

 Use formal and appropriate words in your letter.

 Make sure you have observed cleanliness and presentability in your

letter.

 As much as possible use clean and white paper.

 Avoid crumpled and stained paper.

 The Essential Parts of a Job application/ cover letter

1. Heading

 Contains your full name, residential address, landline and cellphone

number, and email address.
 Make sure that your contact details are updated and are in current use so
that the company or the employer can easily update you as to the
progress of your application

Example MARIA S. DELA CRUZ

162 Malaya Street, Brgy. Kalayaan
Cubao, Quezon City 1109 Philippines
Email: msdelacruz@gmail.com
Mobile: 09952457913
Tel: 925 2403
 The Essential Parts of a Job Application Letter
2. Date

 It is better to write the complete date rather than on a digital format.

 There are two acceptable ways in writing a dateline.

2 Ways to Write a Date

a. January 19,2019
b.19 January 2019
 The Essential Parts of a Job Application Letter

3. Inside Address

Contains the recipient’s name, position, company and company address

Example

Engr. MICAHEL SORIANO

President for Operation
ABC Construction Company
Brgy. Santos, Bagong Buhay
Commonwealth, Quezon, City
1109 Philippines
4.Salutation
 It is the way to address the recipient of the letter depending on the sex,
educational attainment or position in the company.

 Common forms of Salutation that indicate a more formal approach (suited

to business & official writing)
Sir
Madam
Indicating a less formal approach
Dear Sir
Dear Madam
If uncertain of who to send in particular
Sir/ Madam

 Avoid the use of Dear Hiring Manager

5. Greetings

 It is a gesture or act of courtesy.

 This may be optional as the beginning part of the body of an application
letter.
 Though, examples may be as follows:

Greetings!
A Pleasant Day!
Greetings in the name of Public Service
6. Body

This is the actual message which are divided into 3 parts:

a. Introductory
 It must supply the information as to how did you get to know of the job vacancy.
 However, if there is no advertisement, you just have to express your willingness and
interest for a certain position which you do feel to be most qualified.

Example

Relative to the advertisement posted in https://www.jobseeker.com.ph about a need for a

programmer in Technology Driven Company, I would like to express my intention to apply
for the said position.
b. Main Part

This is the part where you sell yourself by indicating your qualification, educational
attainment, experiences and achievements.

Example

I am Bachelor of Science in Engineering graduate major in Computer Engineering. I have

been fully equipped with knowledge about programing and designing which has been one of
the subjects in our course for one (1) whole semester.

I have actually won an award as the most impressive design in a programming and designing
competition in our university last 14 December 2018.

In terms of knowledge and reliability, I have always been tasked by my professor to do peer
tutoring to my classmates regarding programming and designing. Thus, I can be of great help
to the company relative to this matter.
 c. Conclusion

 This part expresses the intention and willingness of the

applicant to be available for interview at the convenience
of the employer.

 It likewise includes the expectation to be updated

regarding one’s application.

7. Complimentary close
This is the closing part indicted with the following phrases:

 Very respectfully yours,

 Very sincerely yours,
 Respectfully yours,
 Cordially yours,
8. Signature Line
It shows the signature of the applicant over the printed name

9. Enclosures
This is the list of documents attached with the letter.

Enc. Curriculum Vitae ( placed at the bottom part of the

letter)
 Formats in Writing an Application Letter

1. Full Block Format

It is the most chosen and commonly used format.

Mercado et al (2018) consider this format easiest
to use and perfect for a cover letter. It is further
described that the contact information, body of the
letter, greetings and the closing are all left
justified.

This format gives a neat and professional

presentation. The whole body of the letter uses
single space with exception of a space between
each paragraph as well as the space on the top
portion of the paper like below the date and below
the salutation and signature.
2. Modified Block Format

In this format, the name, address and the date

are on the top right and the closing and the
signature are at the bottom right.

The employer’s contact information and the

other parts of the letter are all left justified.

This format is classified to be slightly informal

and is used to someone the applicant is familiar.
3. Semi-Block Format

This is the most informal format.

Similar to modified block format, the names,

contact information and the date are on the top
right, as well as the sign -off and the signature.

However, in the body of the letter first line of

the paragraph is indented in each paragraph.
Shown is the skeletal layout
of a letter that applies to all
kinds of letters.
In conclusion,

Thus, this high demand of task in any industry or workplace is a necessity of direct, clear and
effective communication.

People are inevitably challenged to cope with this material focused world. Such situation
dictates that individuals are better suited when equipped with skills and knowledge essential to
relating personally and professionally.

One aspect of such relationship is the need to communicate. This scenario requires the ability to
express ideas, intentions and information in a logical, coherent and appropriate ways and
means.

Actually, the way to communicate varies depending on the situations an individual face.

However, it is to note that it is an edge if one possesses communication skills essential in

achieving objectives and goals essential to a progressive and effective way of dealing with
varying people in any workplace.
This lesson may look basic but it
is one significant representation
of yourself.

It is a part of your beginning to be

ready for a corporate world, an
industry or any field of profession
which you aspire to reach as
years pass by your plans and your
actions.
Independence, self reliance, determination, willingness to learn
may all lead you to what you envision yourself.

Learning these aspects in improving your communication skills

surely brings you to wider field of working things out all by
yourself.

That’s all my dear students.