Tips in Business Letter Writing

Things to Consider in Writing an Effective Application Letter
by: Mike J. Herald

Formal letter writing, in this case, writing an application letter, involves skills in written communications. Unlike the spoken language, errors can easily be detected because words are seen visually. In this fast changing world, people who are adept in written communication are already ahead of others who are not.

Read also: 7 Tips for Human Resource Department Job Application

The first thing that we should all remember about formal or business letter writing is that the personality of the writer is revealed in the manner he writes. This means that a letter that is neat, presentable and free from grammatical errors is a reflection of the writer himself.

Don't forget to put your signature above your printed name
to validate your application letter.

Secondly, a formal letter should be brief and direct to the point. Bear in mind that the people you are communicating with are indeed busy individuals who have a hundred tasks to accomplish in a day. Thus, a letter that beats around the bush would easily get into their nerves. They may have many application letters in their hands so it is smart to make your letter concise yet effective.

Remember the four magic letters in effective business letter writing – T, W, R, R. This acronym means Think, Write, Revise and Rewrite. Even the worst writer can improve his work of he has the patience to revise and rewrite all the time.

Writing a Letter of Application

An application letter is perhaps the most often written communication of all time. People look for jobs, and once they do so, application letters are required of them as well as resume’s and other pertinent documents. An applicant’s effective application letter means a good chance of getting the job.

Letter of Application Styles and Formatting

The most formal type of an application letter follows the full block style. This means that there are no indentions in the beginning words of the paragraphs and all the parts of letter start on the left side.

---

Example of Formal Type Application Letter
Full Block Style

September 14, 2013

345 Mahogany Street,
State of California
United States of America

Miss Pamela Laces
HR Department
Smart HRD Journey

Dear Madam:

Should there be a need for an additional employee in your company, please consider me as an applicant who is willing to accept responsibilities and tasks.

I am Mike J. Herald, 37 years of age, married and in good health. I may not be a degree holder but I believe that my different exposures and experiences for almost 15 years in the field helps me gain full knowledge and understanding in my chosen career. With my own pursuance to be a part of your company, I am very much willing to undergo training if needed.

Attached herewith are facts that will provide the details relevant to my field and experiences from which you may be able to obtain more information about my individual characters and abilities.

I am very much available for an interview. I may be reached through my telephone number 555-4289 or you can send me an email message at mike.j.herald@gmail.com

Thank you.

Respectfully yours,
Mike J. Herald

---

The indented style is similar to the way we write the parts wherein the words does not form a straight line. Instead, the patter followed is slanted.

Example of Formal Type Application Letter
Indented Style

September 26, 2013

49 Pink Blossom Street,

Las Vegas, Nevada

United States of America

Mr. Randy Santiago
HR Department
Smart HRD Journey
112 Purple Avenue
Las Vegas, Nevada
United States of America

Dear Sir:

I have read from the Herald News Today dated September 14, 2013 at the classified section that your department is in need of an assistant. I would like to apply for the position.

I am 20 years old, a graduate of the University of HR Development with a degree of Commerce Major in Human Resource Management. I have worked with the Rural Bank of Las Vegas for one year and my experience has enhanced my skills in handling the job I am applying for.

For references, you may contact the following:

Ms. Cynthia Jimenez-Figeroa – Branch Manager, Rural Bank of Las Vegas – 555-6589
Mr. Michael Smith – HR Department Head, Rural Bank of Las Vegas – 555-6988

I am willing to come for an interview anytime convenient to you.

Thank you.

Respectfully yours,
Cielo D. Nadal

---

The modified block style of business letter is different from the indented style since the parts have no indentions.

Contents of an Application Letter

Unlike the ordinary friendly letter that contains 5 parts, an application letter contains 10 parts. These are: the inside address, heading, greetings / salutation, source, reason for writing, qualification, references, an expression of willingness to come for an interview, complimentary close and signature.

The inside address is the address of the writer. Why is it important in writing an application letter? The receiver needs to glance at the inside address to scan for quick information about the writer and where he or she lives.

The heading provides all pertinent information about the receiver of the letter, his position, the name of the company or corporation and its address.

The greeting of a formal application letter usually starts with “Dear Sir” or Dear “Madame” and it ends with a colon. A colon is the more acceptable punctuation mark used in the salutation of business letters.

The first paragraph of the body of an application letter starts with the source. This is a statement that reveals how the writer or the applicant gets the information about the corporation’s need of applicants. The source maybe the classified ads section of a newspaper, pamphlets, leaflets, billboards, television ads, radio ads or an online job search website. It may also be a person who provides the information. If the applicant’s source is the newspaper, give the complete information such as: the date the paper was published and the name of the news paper.

After the source, the next sentence should be about the reason for writing. This is the formal announcement that the writer would like to apply for the position hereby stated.

The second paragraph is the chance of the applicant to make himself worthy of the position he is applying for. In this part, he reveals his qualifications. All information that is necessary should be stated here including his work experience and his accomplishments.

The third paragraph informs the reader about the references – the people who can vouch for the applicant’s character. Names of relatives should not be included here. Possible references could be the parish priest, a former boss or superior and a person of higher authority who knows the applicant well enough. The address and phone number of these people should also be included.

The last paragraph should be a polite way of expressing the applicant’s willingness to come for an interview.

The complimentary close commonly used are “Respectfully Yours” and “Sincerely Yours” or simply “Sincerely”.

For the last part of the application letter, make sure that the signature is written above the printed name.

Tips to Remember

Use Arial font style with a 12px font size when writing your application letter.
Place your finished application letter, together with your resume, in a short file folder.
The application letter will serve as your cover letter.

Good luck!

Smart HRD Journey

Read more...

7 Tips for Human Resource Department Job Application

Guidelines for HRD Job Applicants
by: Cielo D. Nadal

Want a career in the HR Department? Check out these guidelines about the qualities you should have before applying for the job.

Be yourself when applying for a job.

Applying for a job is probably one of the mostly feared parts of a young graduate’s journey from the walls of universities to the walls of the workplace. Nobody wants to end up with the jobless group of graduates who struggle to look for other means of livelihood while holding a diploma for a four-year degree course. The common mindset that diplomas will ensure your success in job hunting is expected but true enough, not even a Master's Degree can give you an edge in the arena. What then, are these employers looking for? Here are some tips that can guide you when you apply for a job:

1. Be honest. Somehow, employers can sense if you are exaggerating when it comes to the items that you write in your résumé. Being honest simply means that you only include skills and talents that are really capable with. Being knowledgeable about how to get things done is quite different from being skillfully able to do the tasks. Employers will greatly appreciate honesty at the very start. If you don’t possess the skills that they require, tell them so, but point out that you are willing to learn.

2. Be concise. In writing a letter of application, do not beat around the bush. The letter should contain important information, there’s no need to use high-falluting words and endless repetition to apply for a particular job. Your application letter or cover letter should only contain your background information and / or your intention in applying for the job. Bear in mind that it’s a formal letter, and employers have their hands full everyday so you need to be concise in preparing the body of your letter.

3. Be punctual. Make sure that you submit all pertinent documents on time. Check all the needed attachments in your résumé and submit them on the day required. And if you are lucky enough to be called for an interview, that will be the chance to show your punctuality, make sure that you come to the office ahead of the given time. This will give you the chance to relax and to catch your breath before the interview.

4. Be smart. If you are asked to come for an interview, this is the best chance to showcase your communication skills. Employers expect smart and sensible answers. Since interviews are usually done in English, brush up on your grasp of the English language. Nothing can be more disappointing than listening to an applicant who commits grammatical errors here and there. Even if you are not a Mass Communication Course graduate, you are expected to handle conversational English because this is the language of the corporate world. Needless to say, every mistake in grammar that you commit will be remembered by the interviewer. Basic subject-verb agreement is all you need to master because it is the heart and soul of conversational English. Being smart does not apply to your communication skills, it also boils down to your manner of presenting yourself. Make sure that you dress up for the interview, not for a grand ball. Be familiar with the so called “corporate attire” and “smart casual”. You don’t have to wear a tuxedo or other formal attire, or else, people in the workplace may get the wrong impression.

5. Be respectful. An applicant is expected to show respect in thoughts, words and deeds. How do you show respect in thoughts? Have positive thoughts about the interviewer and the company or organization as a whole? Why do you have to do this? Simply for the reasons that thoughts are carried over to your actions. Pleasant thoughts will brings out the best in you. How do you show respect in words? Address your interviewer respectfully, use Sir or Madame. You are not just acquaintances, he or she definitely wants you to show respect and this is also a sign of humility. If during the course of your interview you find opinions necessary, give them respectfully. If your opinions are far different from your employer’s opinion, don’t worry. You may disagree without being disagreeable. The choice of words will do the trick.

6. Be responsive. It is difficult to talk with someone who does not have the eagerness to communicate. When you asked questions, make sure that you don’t just respond with a Yes or No. What response is expected from you? Explain or elaborate things. Being responsive does not only apply to verbal responses. Show positive gestures, there’s nothing wrong with smiling when there’s a need to. You are not a robot; you are free to show facial expressions. But don’t get overboard. Watch out for mannerisms. For women, guard against frequent touching of your hair or combing your hair with your fingers. When you are nervous, put your hands on your lap so that the interviewer will not see unnecessary hand movements.

7. Be confident. Confidence, indeed makes a lot of difference. It does wonders and a confident applicant doesn't need to be aggressive. There’s a big difference between being assertive and being aggressive. The former is a positive trait, the latter is annoying to a point . Being assertive is having the confidence to state you ideas positively minus the arrogance. Being aggressive is like pushing yourself to the limit.

In general, applying for a job is a tough act but everyone has his share of a good and bad experiences in the world of job hunting. But the bottom line of all these tips is this: Be yourself. If you try to be somebody you are not, this will be reflected in your unguarded moments. Even if you get the job, you will not last long in the field because of pretensions. Be confident that you have what it takes to be a part of the corporate world. Seize the moment, and enjoy the journey when applying for a job at the HR Department.

Good luck on your endeavors!

Read more...

Smart HRD Journey is Now at Your Service

About This Blog
by: Mike J. Herald

Smart HRD Journey was conceived for the prime objective of creating an online storage about human resource management and development – a room wherein, we, the HR Department group of an industrial and engineering firm, can store all our ideas and opinions simultaneously. All of us in this HR Department, from the administrative head to the rank and file employee, work collaboratively; a department focusing on an online goal - to be able to share with others what we know in the field of managing human resources and get some new ideas in the process. Moreover, we feel that by sharing our experiences and know-how, we serve our department and our company, by way of strengthening the institution that we stand for.

Human Resource Management in Black and White!

Managing approximately 500 skilled workers assigned in different parts of the globe and looking after over 200 office employees with various cultural backgrounds, behavior and work ethics are indeed one of the most challenging yet rewarding tasks that we have. Most of these employees are male. They are civil and mechanical engineers, architects, 3d artists, draftsmen, AutoCAD operators and skilled workers like welders, steel fabricators and construction workers who are basically in the field of designing, fabricating, installing and commissioning our main product: the industrial steam boiler. We have to be on our toes at all times to ensure the smooth flow of work in the field.

Why Do We Blog About It

Writing articles about supervising a large group like a shepherd who takes care of his flock is not necessarily done to add a feather in our cap; on the other hand, we are doing this for the rare chance of sharing our knowledge and managing skills. Eventually, we are finding this endeavor a perfect opportunity to leave behind a legacy that will make us smile when we look back at some point of our retirement.

Smart HRD Journey, being an online center also serves as a springboard for other ideas that will come (hopefully) from different people around the globe. In this process, we adhere to the principle of give and take. We believe that there are an insurmountable number of bright ideas from the workforce in and out of the country.

We are Work in Progress. We All Are.

Being a part of a big and growing company enables us to utilize our skills and hone our talents that we can apply the moment we embark on another journey, and that is to put up our own company. In addition to this, everything that we share and learn can also be applied in developing strong bonds and relationships. Smart HRD Journey will perform the function of improving any organization by touching the very heart of it; the human resources. Metaphorically speaking, the HR Department is the egg that binds all the other ingredients in preparing delicious hotcakes.

Eight years in the world of Human Resource Department has given us good and bad experiences that strengthened the very foundation of the organization. We may not be considered as the best in the field, but we never cease to develop our department by focusing on our goals. People who are travelling on the same road as ours will also attest to the fact that experience is the best teacher. We firmly believe that when we create this concrete center of ideas, we can find a room for developing and improving our personalities and talents.

Who are We Concerned With?

While on the process of writing and collating the articles for Smart HRD Journey, we have in mind the people who are in the same field. We feel the needs of the human resource manager and personnel in handling employees or workers and handling other issues in the corporate world. We know that without an effective foundation of management in the HR Department, there is a tendency of failure or even a collapse of the entire organization. The HR Department is an integral part of the skeletal system of a company. It is in charge of taking care of the welfare of employees.

We are also concerned with the welfare of ordinary employees, especially the so called forgotten group; those who are not given the much needed attention. Without these employees, a company will not prosper. These people are the small parts of a tree that help in sustaining its life. If they are not properly managed, we have an idea of the end result.

The Challenge We Face

Employees have different attitudes, behavior and habits. Managing them does not follow the rule of “one size fits all.” The best thing about these individual differences is the challenge that when you wake up in the morning, you always bear in mind that this new day is another interesting journey, another learning experience. Our everyday experiences can be likened to a pot of gold. It is continuously filled with wisdom that we get from working with different kinds of people. These experiences also provide us with the energy and push that will keep us going.

Express Yourself!

There is a chance that some articles will not suit your needs, so feel free to give your opinions, you can share with us your innermost thoughts by leaving your comments at the space provided at the bottom of each post. Or you can directly email us with your concern. On the other hand,if you read articles that you find useful, you may share them with colleagues and friends.

Read Also: Privacy Policy

We changed some names and locations to protect the privacy of certain individuals. We vow to respect the people that we work with and the company that we work for.

Thank you for visiting Smart HRD Journey. If you are one of the employees of an HR Department in a company, no matter what your position and job description is, join us in this journey. If you are an employee who wants to understand the HRD staff, be with us on this ride.

HAPPY READING!

Smart HRD Journey

Read more...