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Business Letter Writing: Writing a Cover Letter when Applying for a Job
The cover letter should always be included when sending your resume or CV for a possible job interview. This letter of application serves the purpose or introducing you and asking for an interview. Here is an outline to writing a successful cover letter. To the right of the letter, look for important notes concerning the layout of the letter signaled by a small number in red.
Cover Letter Outline
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Mr. Bob Trimm, Personnel Manager 2 Dear Mr. Trimm: 3 Opening paragraph - Use one of the following to bring yourself to the attention of the reader and make clear what job you are applying for:
Middle paragraph(s)- Use one of the following in each of your middle paragraphs to provide the reader with plenty of reasons to invite you to an interview:
Closing paragraph - Use the closing paragraph to ensure action on the part of the reader The last paragraph needs to help ensure that action is taken. You can ask for an interview appointment time, stating that you will be happy to come to the employer's office when convenient. Make it easy for the reader to follow-up by providing your telephone number and email address. Sincerely, Kenneth Beare 4 Enclosure |
1Begin your cover letter by placing your address first, followed by the address of the company you are writing to. 2Use complete title and address; don't abbreviate. 3Always make an effort to write directly to the person in charge of hiring. 4Always sign letters. |
Example Cover Letters
Here is an example of a sample cover letter written in response to an advertisement in the newspaper. Before taking a look at the letter, here are some useful key phrases to use in your own cover letters.
Useful Key Phrases
Cover Letter: Example 1
April 19, 2001
Mr. Bob Trimm, Personnel
Manager
Importers Inc.
587 Lilly Road
Dear Mr. Trimm:
I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which appeared in the Seattle Times on Sunday, June 15. As you can see from my enclosed resume, my experience and qualifications match this position's requirements.
I especially would like to point out that I graduated Cum Laude from The University of Tacoma and was hired directly upon graduation due to my expertise in port authority regulations.
During the four years that I worked for Shoreman and Co., I furthered deepened my knowledge of the fast changing regulatory laws in our state. My employer also thought highly enough of my abilities to promote me to head legal researcher after my first year of employment.
I look forward to an opportunity to personally discuss the position with you. I will call you within the next five days to arrange an interview.
Sincerely,
Kenneth Beare
Enclosure
Here is an example of a sample cover letter requesting a position. Before taking a look at the letter, here are some useful key phrases to use in your own cover letters.
Useful Key Phrases
Cover Letter: Example 2
April 19, 2001
Mr. Bob Trimm, Personnel
Manager
Importers Inc.
587 Lilly Road
Dear Mr. Trimm:
Please accept this letter as an expression of interest in the position of Areas Sales Manager
I have enclosed a copy of my resume for your review. I am familiar with the requirements for success in the Sales profession and believe I possess the right combination of marketing and management skills.
My current position coordinating two local area sales teams has provided the opportunity to work in a high-pressure, team environment, where it is essential to be able to work closely with my colleagues in order to meet sales deadlines.
Thank you for your time and consideration. I would welcome the opportunity to personally discuss my potential contributions to your company with you. Please telephone me at (360) 352-0259 after 4.00 p.m. to suggest a time that we may meet. I look forward to your reply.
Sincerely,
Kenneth Beare
Enclosure
Writing Business Letters - English for Special Purposes Core Vocabulary
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to |
have the power to |
we have received |
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hereby |
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we hope we'll receive the goods soon |
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in case of need |
we look forward to your kind reply |
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in compliance with - accordingly |
we must apologise for |
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in due time - in due course |
we remain - our kindest regards |
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in good condition |
we sent you |
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in our favour |
we thank you in advance |
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in partial payment |
we wish to inform you that |
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in reply to your letter |
we would appreciate it if you could answer |
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in the absence of |
we would appreciate your reply |
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to |
inform in due time |
with no obligation - without commitment |
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inside address |
with reference to - in reference to |
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to |
let someone know in advance |
with the compliments of |
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letter opening - beginning of the letter |
with the utmost care |
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letterheading - heading |
with two weeks' notice |
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to |
look forward to |
within the end of the month |
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looking forward to an early reply |
within which |
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looking forward to hearing from you |
without delay |
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to |
make the goods available |
without notice |
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to |
meet a demand |
would you please let us have |
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to |
meet customer's requirements |
would you please let us know |
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to |
meet the demand |
you ordered |
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Messrs |
you requested |
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to |
notify in advance about |
you sent us |
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on advanced payment |
Yours faithfully (GB) - Yours truly (GB) |
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Sample 3.1 Letter of application, hard copy version
February 22, 2003 Dr. Michael Jr. Rhodes Dear Dr. Rhodes: I enjoyed our conversation on February 18th at the Family and Child Development seminar on teaching young children and appreciated your personal input about helping children attend school for the first time. This letter is to follow-up about the Fourth Grade Teacher position as discussed at the seminar. I will be completing my Bachelor of Science Degree in Family and Child Development with a concentration in Early Childhood Education at Virginia Tech in May of 2003, and will be available for employment at that time. The teacher preparation program at Virginia Tech includes a full academic year of student teaching. Last semester I taught second grade and this semester, fourth grade. These valuable experiences have afforded me the opportunity to:
Through my early childhood education
courses I have had the opportunity to work in a private day care facility, I look forward to putting my knowledge and
experience into practice in the public school system. Next week I will be in Sincerely, Enclosure |
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Sample 3.2 Letter of application, e-mail version April 14, 2003 Mr. William Jackson Dear Mr. Jackson: From your company's web site I learned
about your need for a sales representative for the While working toward my masters degree, I was employed as a sales representative with a small dairy foods firm. I increased my sales volume and profit margin appreciably while at Farmers Foods, and I would like to repeat that success in the pharmaceutical industry. I have a strong academic background in biology and marketing, and think that I could apply my combination of knowledge and experience to the health industry. I will complete my master's degree in marketing in mid-May and will be available to begin employment in early June. Enclosed is a copy of my resume, which more fully details my qualifications for the position. I look forward to talking with you regarding sales opportunities with Acme Pharmaceuticals. Within the next week I will contact you to confirm that you received my email and resume and to answer any questions you may have. Thank you for your consideration. Sincerely, Resume attached as MS Word document (assuming company web site instructed applicants to do this) |
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