Communication for Employment- Application Letter

Addressed to an employer who wants to see quickly why you have written and how he should respond to you

Purpose

Clarifies the purpose of sending the resume

Arouses the employer’s interest in your resume and improves your chances of being granted an interview

Types of Applications

Solicited

Unsolicited

Qualities of Well Written Application Letters The You Attitude ex: A degree in marketing and my interpersonal skills would

enable me to be the enthusiastic, hard working sales representative you advertised for in ….

Instead ofI wish to be considered an applicant for the position of ___ Length Addressed to a person not to a Title Knowledge of Employer’s Activities Knowledge of Job Requirements Reader –Benefit Information Organization Style Mechanics

Letter Plan

Opening section- arouses the reader’s interest & makes him want to read a resume

Middle section- touches upon your key qualifications and skills

Closing section- requesting an interview

Opening Section

Name the person from whom you learnt about job opening eg:

Mr. Ashok Ahuja, an HR manager, informed me about an opening of an editor in your publishing department. Because my diploma in journalism and three years experience on the news desk of a national newspaper qualify me for such a position, please consider me for the post.

Your advertisement in The Hindu dated October 31, for an ambitious, hardworking sales representative lists requirements similar to my qualifications. A degree in marketing and fours years of sales experience make me confident of my ability to be the employee you would like to have in your organization.

Provide information about how your qualifications fit the job requirement

Several years of retail work experience in a women’s garments boutique, a degree in international marketing and an ability to put in long hours of work would enable me to perform well as the business head of the export division you are seeking.

An ability to communicate well both orally and in writing, a degree in business administration ith PGDCA and a six month live project with a software engineering company are the qualifications I have that closely match the requirements of the systems analyst position open in your company.

Opening Section (contd..)

Mention one of the company’s significant accomplishments to catch the reader’s eye

The recent article about Ispat steel, which appeared in Business Standard, convinces me that the foresight of your managers will allow the company’s expansion plans to succeed. Please consider me for the area manager’s post advertised in the September 23 issue of The Economic Time.

Make sure to include the title of the position for which you are applying in the 1st paragraph

In solicited letters of application, mention how you found out about the vacancy In unsolicited application letter, openings with a list of your qualifications may be

essential as you need to convince the reader that the company would benefit by hiring you, even though there is no specific opening

E.g.: If you have an opening for a systems analyst who has done a six month live project for a software engineering company, has a degree in business administration and a PGDCA, please consider me for the post.

Middle Section

Your understanding of the job requirements (Don’t just state the job requirements-convince the reader that you have studied the position sufficiently to know that your qualification match the requirements)

Ex:A background in statistics qualifies me as the research coordinator you are seeking, who is required to have an analytical background and to be familiar with statistical applications

INSTEAD OF

I understand you are looking for a hardworking, ambitious employee.

Middle Section (contd..)

Your educational achievements that qualify you for the job Present your education and work achievements in such a manner

that their significance is apparent Don’t clutter letter by enumerating every course you have taken or

every job you have held. don’t repeat the facts presented in resume, interpret them for

reader.Ex: The accounting and data processing courses I studied at the ___ University enabled

me to become familiar with accounting theory, procedures and practices, as well as with computerized accounting processes. An understanding of the role of data processing in accounting would enable to work effectively with clients who have installed computerized accounting systems. Selective courses in written and oral communication will also enable me to communicate effectively with these clients.

Middle Section (contd..)

Your work experience that helps qualify you for the position (show how your experience will be useful in the job which you are applying/has helped to develop your skills and made you a responsible, hardworking employee/has given you an opportunity to work with others)

Any special qualifications that may give you an edge over other applicants

Personal information, such as your marks/grade average, the college activities in which you have participated, honors and awards you have received, evidence of your ability to shoulder responsibility….

Towards the end refer to enclosed resume ex:My work experience, outline on the enclosed resume has taught me valuable lessons

about working with others.

Closing Section

Offer to provide additional information that the reader may require

the dates on which you might be available for an interview

Ex- After you have read my resume , please call or write to let me know a time that is

convenient for you to discuss the ___position with me. Should you need additional information, please let me know.

Additional information about my qualifications for this position can be discussed during an interview, although this letter and attached resume do outline several. You can reach me at –__to let me know a time that is convenient for you to talk with me about the ___position.

EXERCISE: Draft suitable applications and CV responding to the Advertisements given below

1. You are Miss/Mr. ABC. You are completing your MBA in March 2010. While scanning through the Times of India, you found an ad in the Times of Bombay

“Bank of TDP seeks ambitious and talented persons with excellent interpersonal and analytical skills for the assignment of Credit Appraisers. MBAs with Finance and Accounting are preferred. The person should have good analytical skills. Apply within 14 days of this advertisement.

The compensation packages will match the best industrial standards.

2. Calling fresh MBAs for the assignments of Management Trainees in the HR areas. Fresh MBAs with HRM as a Major with excellent inter-personal skills and ability to communicate (both written and spoken) in at least one regional language in addition to English and Hindi may apply. MBAs from other specialization areas will also be considered on their merit. Must be prepared to serve anywhere in the country. Applications should reach us before 15 days from the date of this advertisement.

Excellent compensation package for deserving candidates.

3. XYZ, a fast growing pharmaceutical company with an annual turnover of Rs. 200 crore, invites applications along with the CVs from MBA graduates of reputed B-Schools for the post of Marketing Executives who can be located anywhere in India.

The position calls for wide traveling, good interpersonal skills and excellent communication skills.

Preferences will be given to candidates having 2-3 yrs of experience in the same field. However fresh graduates may also apply. Attractive remuneration will be given to the right candidates, which matches the best industry standards.

Address the application to the H R Manager, XYZ pharmaceuticals, PO Box652, N. Delhi

4. MARKETING AND SALES OPPORTUNITIESHave Fun Selling!

You are young with the instinct and a sense of the spirit that propels you. You want to be at the Frontline of a powerful Brand-out in the field where the real action is

MRF MRF is India’s largest tyre maker, among the Top-15 Rubber companies in the world.

As the country’s undisputed market leader in all tyre segments, our products and brands are backed by a well established countrywide marketing and sales network-the largest and most successful field Force in the tyre industry. We now want to expand our

FRONTLINE SALES FORCE

Candidates will be young MBA graduates in their early twenties, tough, dedicated, smart with the determination to succeed in selling highly competitive products. Extrovert by nature and achievement oriented. You would also have a pleasing personality and the ability to enjoy challenges working with a highly motivated group of professionals.

The job is demanding and challenging, requiring you to be on the move with no location constraints. It also requires knowledge of Hindi and any other local language.

Though not essential, preference will be given to candidates with experience (2 years) Fresh graduates may also apply.

Write to:Senior General Manager-Human Resources

MRF Limited, 14, Greams RoadChennai-600006

Good Luck