Fact Sheet 3 - LETTERS

WRITING LETTERS TO APPLY FOR JOBS

The amount of letters and paperwork involved in searching for a job can soon mount up and can seem confusing and misleading.  The following information will hopefully help you:

Answer a job advert
Write application letters


APPLYING FOR AN ADVERTISED VACANCY

You see an advert in the local paper which asks you to apply in writing.  The following example should give you some idea of how to respond. 

ANGEL HUMAN RESOURCES PLC

Require an experienced administrator/receptionist for busy office

Hours 9.30am - 5.30pm, Monday to Friday

Post involves general administrative tasks such as filing and opening post.  You will also be required to work on the front reception desk, meeting and greeting clients.

Must be fully computer literate and familiar with Excel and Access.

Apply in writing to Mr Knight, Angel Human Resources, 100 High Street, Lowdown, W1A 4AA


Reading between the lines:


The companyAngel Human Resources PLC 
Job title Administrator/Receptionist
Qualifications and experience requiredPrevious experience required, post duties, filing & reception
Pay rateNot given
Hours9.30am – 5:30pm Monday to Friday
Method of applicationApply in writing
Where and when advertisedLocal paper (date)
Closing date No closing date

What to include

Underline the skills in the advert and make sure you show them in your letter.
Be positive and emphasise why you are perfect for the job.

What to say

Be clear.  Don't use long words if a short one will do.
If you have been unemployed for a while, say how you spend your spare time, e.g. voluntary work, studies, etc.
Be honest - don't say you enjoy bungee jumping if you get dizzy on a set of stepladders, you will get caught.
Keep to the facts.

How to say it

Include a reference number if one has been provided in the job details.
Try to find out the name of the person you need to write to.
Do a rough draft first.
Double check your spelling and grammar before sending the letter.

End product

Be neat - whether hand written or typed, leave plenty of space around the edge and a clear space between each paragraph.
Use decent quality plain paper and envelopes; write on a hard surface.
Check against your rough draft to make sure you have not missed anything out.
Sign the letter and print/type your name underneath to make sure it can easily be read.


THE LAYOUT

First have the name and address of employer and yourself, also include phone number and date.

Section 1 should explain the purpose of the letter
Section 2 outlines skills and experience (and enthusiasm for this job)
Section 3 states when available for interview
Section 4 summarises with inclusion of a CV and ends on positive notes

LETTER

Mr Knight                                                                   Your address
Angel Human Resources
100 High Street
Lowdown                                                                  
W1A 4AA                                                                   Phone number

Date


Dear Mr Knight

I would like to apply for the job of administrator/receptionist which was advertised in today's Journal.

For the past four years I have worked as a clerk with Browns.  Due to their relocation, I will be made redundant in two weeks' time.

My present job includes reception duties, answering the telephone, operating the switchboard, sending faxes, word processing and dealing with the post.

Before this role, I was a trainee with Brightons Solicitors and completed NVQ level 2 in Business Administration.

I have always enjoyed working with people and think my previous experience will enable me to work as part of a team and to be an effective member of your company.

I am available for an interview at any time and could start work immediatley.  References are available from my past and present employers.

Please find enclosed a copy of my CV.  I look forward to hearing from you in the future.

Yours sincerely

(your signature)

Print name



APPLYING ON THE OFF CHANCE

If you have read an article in the local newspaper about a company that has been really successful and has recently been employing more staff, you may want to apply on the off chance.

LETTER

Mr R Banks                                                                 Your address
NJ Electronics
100 High Street
Lowdown
W1A 4AA                                                                   Phone number

Date

Dear Mr Banks

I noticed in a report in the Evening Post that your company has received several large orders recently and that you have appointed dealers and storemen.

I would welcome the opportunity to be part of a new business and was wondering whether you would be looking to recruit more staff at present.  I should be grateful if you would consider me as a store keeper.

I enclose a copy of my CV.  As you will see I have three years experience in store keeping work, both agricultural and electrical.  I have recent experience of computerised store keeping, dealing with export orders and stock control.  I also have supervisory experience and was responsible for a team of six in my last job.

I would be available to work full-time including evening and weekends if required.  I am available for interview at your convenience and can be contacted at any time or a message left at my home telephone number.

I hope to hear from you soon.

Yours sincerely

(Your signature)

Print name

In paragraphs 1 and 2 mention where the article was seen and the reason for writing
In paragraphs 3 and 4 state your skills and experience
In paragraphs 5 and 6 say when you are available and end on a positive note