Writing Letters

Help with completing letters and application forms

Application Forms

Applying in writing for a job

Here we deal with applications in writing, including completion of Application Forms.

It is important that your written work makes a good first impression. It may be the first contact a busy Employer will have with you so keep it clear and readable without being too wordy. Your skills and talents need to stand out. It's a good idea to write a rough draft of your letter first to make sure you don't miss anything.

There are four steps you can take to help you write better letters:

If you have a disability which makes writing difficult you could submit your application in typed or audio cassette format.

What to include

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

Suggested layout

• First - summarise your skills and experience. Keep it brief and to the point.
• Then - say when you will be free for an interview.
• Be sure to include your name, address and phone number (if you have one) and the date.
• Enclose a copy of your CV.

What to say

• Write clearly. Don't use a long word if a short one will do.
• If you have been unemployed for a while say how you spend your spare time for example voluntary work, study etc.
• Be honest - don't say you enjoy bungee jumping if you get dizzy on the kitchen stool - you will be caught out at an interview.
• Keep to the facts and try not to oversell yourself.

How to say it

• Include a reference number if provided in the job details. Enter it below the opening line e.g. Dear Mrs...... Re: Job Ref 345/94.
• Try to find out the name of the person you need to write to.If you start with: Dear Sir/Madam, end with - Yours faithfully
• If you start with: Dear Mrs Smith, end with - Yours sincerely
• Double check your spelling and grammar before sending the letter.

The end product

• Be neat - whether hand written or typed. Leave plenty of space around the edges and a clear space between each paragraph or section.
• Use decent quality plain paper and envelopes. Write on a hard surface with a good pen.
• Check against your rough copy to make sure you've not missed anything.
• Sign the letter and print your name underneath - to make sure it can be easily read.
• Finally - make sure your letter arrives on time - if it is late it might not even be considered and your time will have been wasted.

Applying in writing to an advertised vacancy

If you want to apply for a job and are asked to apply in writing, have a look at the following example. It shows the vacancy, the points to look for and a suggested letter.

The Vacancy

Westons

Require responsible reception clerk/telephonist for busy office.

Hours 9.00-5.30 Mon-Sat on a 5-day rota.

Post involves operating the switchboard, dealing with in-coming and out-going post and acting as first contact point for customers both in person and on the phone.

Experience preferred, but training will be given. Keyboard skills essential up to RSAII Typing. Word Processing an advantage.

Apply in writing to Mr Knight, Westons, 100 High Street, LONDON, W1A 4AA

The Company

Westons

Job titles/duties - Reception clerk/telephonist

Qualifications - RSAII Typing, WP experience an advantage, post in/out required (job customer care & personal) (Telephone & face to face)

Pay - No rate given

Hours - 9 - 5.30 Mon-Sat on a 5 day Rota

Method of application - Apply in writing

Where and when advertised - Local paper (date)

Closing date - No closing date

Any other information - Smart appearance required

The letter

 Application letter (7.84kb)

Writing on the 'off chance'

You may want to write to a company for details of any vacancies after reading an article like this in the local press

The Article

BUSINESS IS BOOMING

New firm has £3m orders - European agricultural machine firm has taken £,000,000 in orders in its first 120 days in Newtown!

"EUROCCO who make potato harvesting and de-stoning machinery moved to Newtown Industrial Estate after a disagreement with their UK agent based in Oldtown. Tom Smith for Eurocco said, "It's going extremely well. We've sold over £250,000 in stock in the first few weeks. The fast expansion of Newtown has meant the appointment of additional staff to deal with our 65 appointed UK dealers. Business keeps expanding and we've found we need more people. We've got four people in the stores now, where we thought we would get by with two or three. We seem to have found a good source of labour locally."

EUROCCO now have ten staff in Newtown with sales representatives and service engineers working throughout the UK.

The Letter

 Application letter (4.51kb)