English for personal assistants - part 26 pps

Dos and don’ts when you write a CV ᭿ Task 2 What are the dos when you write a CV? For example: ᭤ order it logically ᭤ ᭤ ᭤ ᭤ ᭤ ᭿ Task 3 What are the don’ts when you write a CV? For example: ᭤ include every minor qualification you have ᭤ ᭤ ᭤ ᭤ ᭤ Covering letters The covering letter you send with your CV should briefly highlight the special strengths, skills, and experience you have for the job you’re applying for. The letter should consist of: ᭤ your address ᭤ the first/last name of addressee (if known) ᭤ their position/title ᭤ company name ᭤ address ᭤ opening: Dear Ms/Mr/Dr X or Dear Sir/Madam ᭤ the first paragraph should refer to the job you’re applying for and where you saw the advertisement ᭤ the second paragraph should begin by stating that you are enclosing your CV. It should focus on the qualifications or experience you have which make you an attractive candidate for the position Covering letters 125 ᭤ the third paragraph should state your readiness to attend an interview and how the interviewer can contact you ᭤ closing: Yours sincerely/Yours faithfully depending on how you began the letter ᭤ your signature and name printed underneath ᭿ Task 4 The sentences in the body of this letter of application are jumbled up. Put them in the right order by numbering the sentences1–6. 126 Writing CVs with impact, covering letters, and letters of reference 33 Belgrave Square London SW3 4BX Design Centre International 28 Twickenham Street London SW1 5QL February 8 20XX Dear Sir/Madam, a) I am enclosing a copy of my curriculum vitae which gives details of my qualifications and experience. b) My contact numbers are fixed line: 01208 37254 and mobile: 07784 0365932. c) Although I did not need to travel in my previous job, I would be most willing to do so. d) I am writing in response to your advertisement for a Personal Assistant to the Marketing Manager in yesterday’s Guardian. e) I will be available for interview at any time convenient to you. f) As you will see, I have had ten years’ experience in a similar business environment and have a Diploma as a PA from the London Chamber of Commerce. I look forward to hearing from you. Yours faithfully, Christina Green Christina Green Enc. ᭿ Task 5 What advice would you give someone on how to write a covering letter? Dos: ᭤ ᭤ ᭤ ᭤ Don’ts: ᭤ ᭤ ᭤ Finally, your CV and covering letter give you the opportunity to shine – so do so! Writing a letter of reference The employment market is highly competitive and a letter of recommendation may well make all the difference between an applicant being offered a job or turned down for it. If you are asked to write a letter of reference, the rule of thumb is: if you can’t find anything good to say about the person, then it’s better not to say anything at all. In other words, if all you have to say are negative things, then decline the invitation to write the letter and suggest someone else who may have more positive things to say. Tips for writing a letter of reference ᭤ make sure the letter is well-presented. A dog-eared piece of paper will reflect badly on you and on the person you’re writing the letter for ᭤ write it on headed paper ᭤ include your professional relationship to the person – were you their team leader/ boss/ supervisor etc.? ᭤ give honest fact-based information. Don’t be vague or wishy-washy ᭤ highlight their skills, responsibilities, attitude, personal attributes, and their contribution to the performance of your company Writing a letter of reference 127 ᭤ avoid using bland words, such as nice, good, satisfactory, decent etc. Use words which have more impact, such as effective, efficient, articulate, intelligent, cooperative, innovative, flexible, dependable etc. ᭤ include characteristics of the person that will make them attractive to a prospective new employer, such as fluency in foreign languages, self-confidence, willingness to go the extra mile, initiative, leadership, ability to handle conflict etc. ᭤ remember to write the letter promptly because a job offer may depend on receiving the letter on time ᭿ Task 6 Find words or expressions in the text above which are similar in meaning to: 1. of book/papers used so much that the corners are turned down 2. not having clear or firm ideas 3. insipid 4. prepared to do more to ensure the job is properly done Structuring a letter of reference ᭤ headed paper with company name and address ᭤ addressee name and address if known ᭤ date ᭤ salutation – Dear Sir/Madam, Dear Mr/Ms X, or if you have no name To Whom It May Concern ᭤ confirm dates/job title ᭤ explain the person’s responsibilities ᭤ describe the person’s performance, attitude, and skills ᭤ end the letter – Yours faithfully if you begin with Dear Sir/Madam or Yours sincerely if you’re writing to a named addressee Remember that it’s up to you as to how much positive information and praise you include in your letter. 128 Writing CVs with impact, covering letters, and letters of reference ᭿ Task 7 Insert the appropriate prepositions, e.g., at, in, on etc. into the letter below. You may sometimes be asked to provide a letter of reference of a more personal nature, commenting on a person’s suitability to e.g., work for a charity or join a foundation etc. The same ground rules apply – only state the positives with a particular slant as to why and for whom you’re writing the reference. Writing a letter of reference 129 Sample letter Fly-on-the-Wall plc 32 Audley Street Cambridge CB1 4JN HR Department Macrosystems plc 2 London Wall London EC1 4GE November 21, 20XX To Whom It May Concern I am the Head (1) the PR division (2) Fly-on-the-Wall plc and confirm that Susanne Robinson was employed as a PA with us (3) April 20XX (4) October 20XX. Her position carried the following responsibilities – she was a team leader of five junior secretaries and was also my PA. During her four years with us, she ensured that the administrative function of the department ran smoothly and demonstrated her commitment (5) the company (6) numerous occasions. She was a supportive mentor (7) her staff, has outstanding interpersonal skills, and was always efficient and effective (8) managing her tasks. Her work was (9) a consistently high standard and her good knowledge (10) French and German proved invaluable (11) our foreign clients. I, therefore, have no hesitation (12) recommending her (13) the position (14) PA (15) the CEO of Macrosystems plc. Yours faithfully Frederick Ashton Head of PR . etc.? ᭤ give honest fact-based information. Don’t be vague or wishy-washy ᭤ highlight their skills, responsibilities, attitude, personal attributes, and their contribution to the performance of your. a particular slant as to why and for whom you’re writing the reference. Writing a letter of reference 129 Sample letter Fly-on-the-Wall plc 32 Audley Street Cambridge CB1 4JN HR Department Macrosystems. say. Tips for writing a letter of reference ᭤ make sure the letter is well-presented. A dog-eared piece of paper will reflect badly on you and on the person you’re writing the letter for ᭤ write