Com BUSINESS WRITING 2 NTTHA WEEK 1 2

Lecturer: Ngo Thi Thu Ha Faculty of foreign language Lac Hong University UNIT 1: WRITING A JOB COVER LETTER Lesson aims: Upon the completion of this unit, students can - understand the concept of a job cover letter master the tips on writing a job cover letter grasp the expressions used in a job cover letter write their own personal job cover letter Lesson focus: - The general structure and useful expressions of a cover letter to apply for a job Lesson’s time allocation: periods (2 weeks) No Main contents Time Introduction of a job cover letter General structure of a job cover letter and practice on general structure Useful expression and practice on using expression Practice on writing complete job cover letters Period 1, (week 2) Correction Period 3, (week 2) Period 1, (week 1) Period 3, (week 1) Introduction of a job cover letter 1.1 Warm-up Activity 1: Answer the following questions Look at two following documents and guess which of them is the cover letter? Explain why? 26 Windsor Road CHINGFORD CH4 6PY MAY 15th, 2010 Mrs W R Jenkinson Personnel Manager Leyland & Bailey Ltd Nelson Works CLAPTON CH5 8HA Dear Mrs Jenkinson PRIVATE SECRETARY TO MANAGING DIRECTOR I was interested to see your advertisement in today’s Daily Telegraph and would like to be considered for this post I am presently working as Private Secretary to the General Manager at a manufacturing company and have a wide range of responsibilities These include attending and taking minutes of meetings and interviews, dealing with callers and correspondence in my employer’s absence, and supervising junior staff, as well as the usual secretarial duties The kind of work in which your company is engaged particularly interests me, and I would welcome the opportunity I would afford to use my language abilities which are not utilised in my present post A copy of my curriculum vitae is enclosed with copies of previous testimonials I hope to hear from you soon and to be given the opportunity to present myself at an interview Should you need further information please feel free to contact with me at my mobile phone number xxxxxxxxx Yours sincerely JEAN CARSON (Miss) Encs [Your Name] [Street Address], [City, ST ZIP Code] [phone] [e-mail] OBJECTIVE A position as a general office clerk for a major corporation SKILLS PROFILE  Ability to operate Model 5000 copy/collating machine  Knowledge of and experience with corporate mailroom procedures  Good filing and organizational skills  Experience in handling confidential paperwork  Ability to take accurate phone messages and deliver messages promptly  Good customer-relations background EMPLOYMENT HISTORY Copy-Machine Attendant 1998-current Contoso, Ltd., Milton, NY  Copy and collate all projects (including confidential papers) for 25 -lawyer firm  Successfully complete all jobs by time requested  Coordinate delivery of large projects with mailroom clerk  Initiated “rush procedure,” which guarantees “rush” copy projects of 1,000 pages or fewer will be completed within 30 minutes of submission; met all guaranteed deadlines and enhanced copy room operations  Won the quarterly “Employee Suggestion Award” for “rush procedure” Mailroom Clerk 1994-1998 Contoso, Ltd., Milton, NY  Accurately filed and delivered mail to all company departments  Suggested new mail code system, which reduced filing errors and increased timely delivery  Computed amount of postage required for outgoing mail, depending on weight and classification  Covered phones for word-processing clerk during clerk’s lunch break Waitress/Cashier 1992-1994 Coho Winery, Harris, NY  Took orders, served restaurant patrons, and assisted at the cash register  Created “Tuesday Casino Night” theme, including food and games, which doubled the number of customers on a typically slow night EDUCATION 1992 Diploma Elm High School, Harris, NY Have you ever applied for any job? If yes, did you send the cover letter to employer to apply for jobs? If no, brain storm the ideas for writing a cover letter? In your opinion, is it necessary to write this letter when applying for a job? Why? 1.2 What is a job cover letter? A cover letter is a letter that you send to accompany your Curriculum Vitae (resume) when you apply for job [1] A cover letter is not a job application form- it's a short and specific letter that should always accompany any resume, folio or any other application documents that you send to a prospective employer.[2] A cover letter is a brief letter that introduces your resume to the company or organization to which you are applying [3] Your cover letter should emphasize why you want to work for that particular organization and why you would be a good fit An effective cover letter engages the reader and encourages him or her to invite you for an interview [3] General structure of a job cover letter 2.1 Warm-up Activity 2: Study the following letter and fill in blanks on the left to indicate the main content of each given part 26 Windsor Road CHINGFORD CH4 6PY MAY 15th, 2010 Mrs W R Jenkinson Personnel Manager Leyland & Bailey Ltd Nelson Works CLAPTON CH5 8HA Dear Mrs Jenkinson PRIVATE SECRETARY TO MANAGING DIRECTOR I was interested to see your advertisement in today’s Daily Telegraph and would like to be considered for this post I am presently working as Private Secretary to the General Manager at a manufacturing company and have a wide range of responsibilities These include attending and taking minutes of meetings and interviews, dealing with callers and correspondence in my employer’s absence, and supervising junior staff, as well as the usual secretarial duties The kind of work in which your company is engaged particularly interests me, and I would welcome the opportunity I would afford to use my language abilities which are not utilised in my present post A copy of my curriculum vitae is enclosed with copies of previous testimonials I hope to hear from you soon and to be given the opportunity to present myself at an interview Should you need further information please feel free to contact with me at my mobile phone number xxxxxxxxx Yours sincerely JEAN CARSON (Miss) Encs Activity 3: From the above letter, apply three labels in the box for three following main contents and then rearrange them to make a correct structure of a cover letter opening paragraph middle paragraph(s) closing paragraph _:  thank the employer for considering you for the position  express wishes for an interview  give your contact information _:  state the reasons for writing the cover letter  mention the position applied for and where the job listing was found _:  describe qualifications to offer the employer (If currently the applicant has a job, give an outline of present job )  give the reason why you are interested in the advertised post (optional)  refer the reader to the enclosed CV and copies of other testimonials are enclosed with the letter (If have)  Add the referees (if have) 2.2 General structure Opening: • Say why you are writing this letter • Mention the post to be applied and where you saw the job advertisement Middle: • Say why you are qualified Highlight some most relevant experiences and qualities related to the position • Refer the reader to the enclosed CV and copies of other testimonials are enclosed with the letter (If have) • Add the referees (if have) Closing: • Thank the employer for considering you for the position • Express your wishes for an interview or reply from the reader • Indicate the available time for the interview including the contact information 2.3 Practice: Activity 4: This letter is in the incorrect order Rearrange it Enclosure Ms Janice Wilson Personnel Director Anderson Construction Company 3507 Rockville Pike Rockville, MD 20895 Dear Ms Wilson: Every summer for the last five years I have worked at various levels in the construction industry As indicated on my enclosed resume, I have worked as a general laborer, and moved up to skilled carpentry work, and last summer served as assistant construction manager on a two million dollar residential construction project 1000 Terrace View Apts Blacksburg, VA 24060 (540) 555-4523 stevemason@vt.edu Sincerely, The Anderson Construction Company projects are familiar to me, and my aspiration is to work for a company that has your excellent reputation I would welcome the opportunity to interview with you I will be in the Washington area during the week of April 12th and would be available to speak with you at that time In the next week to ten days I will contact you to answer any questions you may have Jesse Mason I read in the March 24th Washington Post classified section of your need for a Civil Engineer or Building Construction graduate for one of your Washington, DC, area sites I will be returning to the Washington area after graduation in May and believe that I have the necessary credentials for the project 10 March 25, 2010 11 In addition to this practical experience, I will complete requirements for my B.S in Building Construction in May As you may know, Virginia Tech is one of the few universities in the country that offers such a specialized degree for the construction industry I am confident that my degree and my years of construction industry experience make me an excellent candidate for your job 12 Thank you for your consideration Useful expressions for writing a job cover letter 3.1 Useful expressions a Opening Say why you are writing this letter - I wish to apply for the post as a … advertised in … on… - I am writing this letter to enquire whether you have a suitable vacancy for me in your company - I would/ should like to be considered for this post State how or where you saw the job advertisement - In replying to your advertisement in… newspaper, I am writing to apply for the post as a… - In response to - I understand from Mr…., one of your suppliers, that there is an opening in your company for… - Mrs … informs me that she will be leaving your company on… And if her position has not been filled, - Mr … , your Personel Officer, has told me that you have a vacancy for a …… - I was informed by… that… b Middle: Highlight relevant education and working experience - I graduated from… in the year … with BA in English major - I worked for…….for… years… - My extensive course work …… department at …… University has allowed me to gain an understanding and appreciation for …….that this post need - This rewarding experience working for ………sharpened my knowledge in … - I have year experience working in company A as a…… so I can do…… Refer to the enclosed documents - I enclose my resume and ….together with this letter so that you can understand more about my abilities - My resume is enclosed/ attached with this letter for your reference - Enclosed are my resume and testimonials… Closes Thank the employer for considering you for the position - Thank you for + Noun (Thank you for your time and consideration ) - Thank you for + Gerund (Thank you for considering my cover letter) - - Express your wish for an interview or reply I look forward to hearing from you and to be granted the opportunities of an interview to speaking with you about this employment opportunity to the opportunity of attending an interview when I can provide further details to your reply soon I hope (that) you will consider my application favorably and grant me an interview I may be given the opportunity of an interview to discuss further about my abilities to hear from you as soon as possible Indicate the available time for the interview and contact information - I would be available at anytime - I am available on…… - I can be reached anytime at my cell phone XXXXXXX - I am able to attend an interview at any time - I shall be pleased to provide any further information you may need and I am ready for any interview at your convenient time - Please call me at XXXXXXX if you need…… - Please contact me at XXXXXXXXX 3.2 Tips to Make Cover Letter Professional [4] Appearance: - Keep your letter tidy, short and simple - Use good quality paper that matches your resume paper and envelopes - Use double tab for each paragraph Letter’s tone: - be sincerely, friendly - DO NOT make exaggerated claims or sound boastful when stating about your qualifications; simply show proper appreciation of your abilities Content: - - Research the company and the specifics about the position before writing this letter Avoid using too many sentences that start with "I" or writing in the passive voice (ex "This experience enabled me to " or "Through my internship, I was responsible for "); instead, make yourself the subject of each sentence and use active descriptions (ex., "In this internship, I demonstrated sound judgment and problem-solving skills on a daily basis.") DO NOT imply that you are applying for the job because you are bored with your present one If your main interest is the salary, DO NOT state the figure you expect Instead mention how much you are earning now Do not use contractions (I'd, didn't, it's) Check spelling, grammar, or punctuation mistakes 3.3 Practice Activity 5: Put (O) for opening phrases, (M) for middle phrases and (C) for closing phrases As you can see from my CV Currently, I am working as a I am in charge of I am particularly interested in this position I am very keen to use my English I am writing in reply to your advertisement I have five years experience in this sector I look forward to hearing from you I will be available for interview from 10 I would be more than happy to discuss 11 Please not hesitate to contact me for 12 With reference to your advertisement in Activity 6: Select the correct words in the box to fill in the following cover letter’s gaps Each word is used just once Manager attend sincerely courses reply application position qualifications experience interview Riyaz Soofi 13 George Terrace Twickenham Middlesex TW5 8LR 26th June 2010 FAO: Personnel (1) I would like to apply for the (2) of company manager I have over four year (3) _ of working in this area Please find enclosed my (4) form I have written a list of my (5) _ and the training (6) _ I have attended I can (7) _ an (8) at any time I look forward to your (9) Yours (10) Mr Riyaz Soofi Activity 7: Practice writing opening part: Use the given clues to write openings for cover letters applying for positions - How you know our job advertisement? Job you want to apply for: Read newspaper Import-export staff - How you know our job advertisement? Job you want to apply for: Via internet Teacher of English for children - How you know our job advertisement? Job you want to apply for: Via a friend Interpreter - How you know our job advertisement? Job you want to apply for: Via newspaper Bank staff Activity 8: Rearrange the jumped words make complete sentences of the cover letter’s middle part have I three three experience year area working in sales the four I ago Hoa Sen years graduated University plan My production duties current in dealing the include with, coordinating company customers’ order enable skills The working English experience me in Dai Viet Company Ltd to my improve knowledge and my sharpen position I in have Company tried my in Hanco Secretary ability Activity 9: Translate into English Tôi sinh viên năm cuối chuyên ngành Tiếng Anh-trường Đại học Lạc Hồng quan tâm đến vị trí Thư ký văn phịng quảng cáo trang web tuyendungvieclam.com ngày 20/07/2010 Quý công ty Để đáp lại thông tin tuyển dụng hướng dẫn viên du lịch công ty Ngài báo Nhân dân ngày hôm qua, viết thư với mong muốn đảm nhận vào vị trí 3 Để thuận tiện cho Ngài, tơi xin phép đính kèm theo thư hồ sơ cá nhân số giấy chứng nhận lực chuyên môn Tôi sinh viên tốt nghiệp với cử nhân Anh văn loại Dù trường tơi có kinh nghiệm làm partime cho số Trung tâm ngoai ngữ với vai trò giáo viên Tiếng Anh cho trẻ em Ông Dương Minh giám đốc trung tâm ngoại ngữ Hugo chứng nhận kết làm việc tốt cuả tơi Ngồi suốt thời gian trường tơi tham gia tích cực vào câu lạc tiếng Anh, làm tình nguyện viên phiên dịch tiếng Anh số kiện thể thao tổ chức Biên Hịa Ơng thấy rõ chi tiết CV đính kèm tơi Với trình độ học vấn kinh nghiêm tơi tin đảm đương tốt công việc Cảm ơn Ngài dành thời gian đọc cân nhắc Nếu Ngài cần biết thêm thơng tin, tơi sẵn lịng cung cấp Tơi hi vọng có nhận lời mời vấn để có hội thể rõ Tơi tham dự vấn vào lúc Xin gọi vào so xxxxxxx Activity 10: Clarify which part of a cover letter each statement in Activity belong to Activity 11: Based in the following job advertisement and write an outline describing your qualifications and experience to apply for this job Job title: English Translator and Interpreter Job description: - Be responsible for translating and interpreting technical material in garment industry - Be interpreter in meeting (if required) - Support other departments in company in translating and interpreting - Support manager in some administrative tasks - Job Requirement - Years of experience: year(s) - Minimum career level: Experienced (Non-Manager) - Minimum education level: Bachelors - Graduated from College, University, English major - Have at least year of experience in related position Have experience in Garment industry in plus - Have proficiency in skills of English - Be active and responsible - Be able to adapt to the pressure working environment RED RIVER MANUFACTURING SHAREHOLDING COMPANY Homework: Exercise 1: Write a complete letter to apply for the job advertised in Activity 11 Exercise 2: Choose one of jobs offered in the following advertisements and write a cover letter to apply for that job Job title: Marketing Manager Job Description:  Research target market        Build up product sales plan, evaluate the business plan quarterly Build up product brand for Vietnam market Define and position the product: price, discount, services Research competitor Identify competitive advantage Update market information weekly/monthly to build up suitable policy Build up discount policy, promotion programs Sales training : How to sales (competitive advantage, key features) for salesman, sales manager and dealers  Cooperate with business partner to build up cluster PR programs Job Requirement Years of experience: year(s) Minimum career level: Experienced (Non-Manager) Minimum education level: Bachelors Working: - At least 02 years experienced in Marketing, PR - Preferred: Having knowledge in products, financial services, banking and mobile payment methods (payment through mobile phone) - Able to understand and deliver all company's products - Organize training: able to write training document Personality: - Dynamic, ebullient - Moral, explicit, careful, high responsibility Job Skills: - English, MS Office: Advanced - Negotiation skills: Advanced - Communication skills: Advanced - Presentation skills: Advanced - Internet: Advanced General Information Job Type: Full-Time Permanent Location: Bien Hoa, Dong Nai Job category: Marketing Advertising/Promotion/PR Salary: Competitive WANTED: Sales Manager, East Coast: Amera Sales JOB RESPONSILITIES Work closely with team members to meet sales targets Meet or exceed monthly quotas for personal sales calls Travel will be required approximated 50% of the time REQUIREMENTS Graduate-ideally in business, economics and international studies years of sales experience The candidate will ideally possess some previous management experience PERSONAL AND TECHNICAL SKILLS  Impressive communication skills  Languages not required but an asset  Ability to understand and adapt to changing environments in the marketplace  Able to demonstrate personal initiative as well as work in a team environment  Willingness to travel  Energetic and enthusiastic  Proficient in Word, Excel, PowerPoint, contact management software Salary is based on previous experience Commission will be added to base salary Vacation time and benefits are negotiable AMERA SALES P.O Box 986 Boston, MA Exercise 3: Translate into English Thông qua trang web jobadvertising.com, biết công ty Ngài cần tuyển kế tốn trưởng Với trình độ học vấn kinh nghiệm phù hợp vớ i yêu cầu Ngài, tơi muốn ứng tuyển vào vị trí Bạn tôi, cô Nguyễn Thảo Nhi, trợ lý ông cho biết công ty ơng cịn trống vị trí nhân viên kinh doanh Tơi nghĩ phù hợp nên muốn ơng cân nhắc cho tơi vào vị trí Tơi tốt nghiệp trường Đại học Lạc Hồng với cử nhân Anh văn vào năm 2007 năm học trường giúp thành thạo kỹ cần thiết Tiếng Anh Tơi có năm kinh nghiệm lĩnh vực giao nhận vận tải biển Tôi làm việc luật sư cho cơng ty Luật Hồng Đức vịng năm Tơi tư vấn luật cho khách hàng… Hiện làm việc cho công ty Quảng cáo Đồng Nai với vai trị nhận viên marketing Cơng việc bao gồm công việc tiếp thị sản phẩm in ấn, quảng cáo; liên lạc làm việc với khách hàng … Tôi chịu trách nhiệm điều phối thực đơn hàng khách lên kế hoạch tiếp thị cho công ty Công việc giúp đem lại cho khả giao tiếp, thương lượng tốt giúp am hiểu tường tận lĩnh vực in ấn, quảng cáo REFERENCES [1] http://www.cvtips.com/cover-letter/what-is-a-cover-letter-.html [2] http://www.youthcentral.vic.gov.au/Jobs+&+Careers/Applying+for+jobs/ [3] http://web.mit.edu/career/www/guide/coverletters.pdf [4] http://www.trincoll.edu/depts/career/guides/cover_ltr.shtml ... letter 2. 1 Warm-up Activity 2: Study the following letter and fill in blanks on the left to indicate the main content of each given part 26 Windsor Road CHINGFORD CH4 6PY MAY 15 th, 20 10 Mrs W... believe that I have the necessary credentials for the project 10 March 25 , 20 10 11 In addition to this practical experience, I will complete requirements for my B.S in Building Construction in... experience interview Riyaz Soofi 13 George Terrace Twickenham Middlesex TW5 8LR 26 th June 20 10 FAO: Personnel (1) I would like to apply for the (2) of company manager I have over four