BUSINESS LETTER WRITING 1.7

BUSINESS LETTER WRITING 1.7

F. A Cover Letter

(Cover letters carry more weight than resumes…)

A potential employer's first impression of you is your cover letter. Your cover letter introduces you and your resume. The stark reality is your resume may never be read without its being accompanied by a professional cover letter. Without a resume cover letter, you might never receive a callback. Here are two things to remember:

• The purpose of a cover letter is to get your resume read.
• The purpose of a resume is to get an interview.
• The purpose of an interview is to get a job.

Note: Your resume cover letter is a sales letter. It sells your resume; therefore it sells you. A common mistake made by job hunters is either neglecting a cover letter with their resume or writing a poor cover letter.

A cover letter is the one that accompanies your CV when you are applying for a job. Here is a globally accepted layout of the paragraphs in a Cover Letter,

 

Opening Paragraph:

Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy.

 

Paragraph 2:

Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate.

 

Paragraph 3:

Inform them that you have enclosed your current CV and add any further information that you think could help your case.

 

Closing Paragraph:

Give availability for interview, thank them for their consideration, restate your interest and close the letter.

 

 

G. Resignation Letter

A well-written resignation letter provides enough information to make the employer feel good about the person resigning. An expression of gratitude and sincerity goes a long way.

Here is a basic resignation letter format that takes a positive approach to resigning with the intention of securing a positive future reference.

Sections:

• The purpose of the letter (resignation)
• Your regret in leaving
• Positive things about the company, your co-workers, and your experience
• Highlight your accomplishments at the company (what noticeable contributions you made while you were there)
• Express gratitude for your opportunity to work at the company as well as for skills and knowledge gained

How to Write the Perfect Resignation Letter

We tend to equate career success with performance on the job, but first and last impressions are just as important. Resigning from a job can be a very difficult task, and one that seldom receives proper attention. A good resignation letter can help you resign on a positive note and smooth the transition to your next job. Furthermore, a well-written resignation letter can help you to maintain a network of friendly coworkers and managers. Keep the letter short and to the point—one page is usually enough. Say goodbye gracefully.

A resignation letter announces or confirms your resignation and should consist of several parts:

• Inside address/date. At the left-hand margin, type the date, then skip two single returns and type the name and title of the person who will receive the letter, followed by the company's address:

Example:

January 30, 2005 John Taylor, Area Supervisor Thompson Publishing Co. 123 Thompson Plaza Anytown, PA 16555

• Your resignation letter should then continue with a formal salutation, followed by a colon:

Example:

Dear Mr. John Taylor:

• Last date of employment. State the effective date of your resignation—the last date you expect to be at work. It is standard to give a resignation notice two weeks prior to your last day at the company, but don't be surprised if your employer suggests you leave sooner or later than that.

• Reasons. Depending on the circumstances, you may want to explain your reasons for making this decision and your regret in doing so, but your explanation should be simple and brief.

Example:

I have accepted a position that is more in harmony with my career goals.

• Gratitude. Express your thanks for the opportunity to work for the company and for the rewarding associations you were able to develop with management and coworkers.

• Achievements. Emphasize the most positive aspects of your employment. Include one or two personal achievements that gave you a sense of pride and satisfaction. This will help to establish the company's final, positive impression of you.

• Positive Ending. End your resignation letter on a positive note. The end of your resignation letter should express best wishes for the company's future and for everyone involved with your employment experience. You may want to say that you hope everyone can also wish you well. Repeat how much you valued the opportunity to work there and to develop so many positive relationships.

• Close. Skip two returns after your last paragraph, and type your close, followed by four single returns, then type your name. In the space between the close and your typed name, sign your name with a black pen.