rea TH Wee Oe When you apply for a job, you need to send a résumé and a cover letter. A résumé is a written list that describes your education and the jobs you have had. (A sample résumé is in the reference section of this book on page 134.) A cover letter introduces you to the person who is hiring for the job. Before you write the cover letter, you need information about the job, especially the qualifications needed, The best place to find this information is in the advertisement where you learned about the job. GETTING STARTED 1. Read the two job advertisements. Pay attention to the qualifications needed. 2. Complete the Job Requirements Chart. Write a check (¥) if the job advertisement asks for the requirement. 3. Write a check (¥) if your skills match the requirement. ‘Administrative Assistant A local Internet service provider has a full-time position avaiable for an administrative assistant This. individual will perform ‘The ADMINISTRATIVE ASSISTANT will work with the general manager The individual will manage schedules, order supplies, prepare expense reports and perform general word processing, The admin, asst. will be responsible for mailings, faxes, photocopying and fling A high schoo! degree and a minimum of 2 years of experience are required. [NetLives offers a fun, dynamic, and innovative work environment. general administrative duties. Candidates must be famiar with word processing programs. Successful candidates must also have excellent communication skis. A college degree is a must, Salary: $25,000 to Contact Information Maria Sancher 1632 Garrison Road Human Resource Specialist Cambridge C84 HO ‘nsaachex@uetlves.com Tels 1223 334566 corn fe 1223 534967 $35,000 per year. E-mail résumé to Fesumespptsrve@acaison.net NecLives Le ranges ee x | JOB REQUIREMENTS CHART Web site |Newspaper| Requirement | You skis |; Ad Aa | Oy Will peviorm general administrative duties such as | photacopying and filing | 2) Wilhave a colege degree | Ae ‘Must be familar with word processing programs. | lay Will have at least 2 years of experience as an administratve assistant ls) ‘Must have excellent communication Skis, ISeed Look at the different elements of a cover letter. Rotum Address. l=] Michele Peters ‘This is your personal 45 Agate Road letterhead. Put your contact, London NW6 OAH injormation here. Tel: 208 847 9746 Fax: 208 774 8094 i E-mail: mpeters@londonmail.com fo 4+ vere 1.20- fase adie ————Le wari suche resco evewa | | Human Rec Speci scicgusontpesive. | | Netrestal 632 Garrison Road Cambridge CB4 1HD | Loca since Web site ening vaawone | read about ajob opening for an administrative asistant on the NetLives your information, cus 7! am a recent graduate of EMP Secretarial School, nd I was in the top of my why you ae sated to class. am looking fora challenging work environment like that at NetLives. i [rit catyou nee Monday osu my eased és crsiag [took fra wo meeting wih you soon oe pave campineiay cose ———![ sneer yours simi —— le ataate Pers |Sign your name. Imetvane ————[»[ mache rere tscuome LF sxcste |Add this if you are sending something with the letter. bout a jab opening for i | will cal you i you ___. | Hook forward to meeting you. 2 unitSOR MUG ESET Practice 1 That's Good business / Look at the NetLives advertisement (on page 1. Ads often use abbreviations, such as admin. asst. for administrative assistant. {Ads also use numerals (such as 2) instead of speling out words (two) Using abbreviations in ads saves space and money. Do not use abbreviations lke this in a business letter. ET ec The body of a cover letter generally has four parts. Pat Content Opening Tell (1) that you are applying for a job and (2) the source of your information Focus Tell why you are suited forthe job. Example | read about a job opening for an administrative assistant on the NetLives Web site, |lam a recent graduate of EMP Secretarial School, and | was in the top of my class. | am looking for a challenging work ‘environment like that at NetLives. ‘Action Tell what you plan to do, | wal call you next Monday to discuss my enclosed résumé, Closing Be positive. | ook forward to meeting with you soon, Circle the letter of the sentence that is most similar to the sentence in the Model Cover Letter on page 2 1. Opening a. | am applying for the position of administrative assistant. b. Eneed a job, ¢. Isaw your advertisement for an administrative assistant in the November 14 International Herald Tribune. 2. Focus a. My work experience matches your requirements. worked as an administrative assistant for two years. b. I'ma quick learner. I've never worked before. c. [have the skills required. | am familiar with word processing programs, 3. Action a. [will contact you early next week. b. [will call you on Tuesday morning to discuss the position. c. I'll be at home if you need me. 4. Closing a. Looks good, right? b. [look forward to working with NetLives. ©. [look forward to talking to you next week, Writing a Cover Letter 3.Good business / ‘You want to make a good fifst impression ith your cover sand out from the others je postive, Let the Imeloyer know how you are luted forthe job. Folow up yyour letter with a phone call Iter vou want E iter to 4 Practice 2 pening Write to a specific person. Before you write, try to find out the name (and gender) of the person you are writing to. You can call the company or check their Web site, Dear Ms. Maroon: Dear Mr. Ping: « Ifyou don’t know the gender, use the person's full name or initial. Dear Lin Croft: Dear D. Maxon: « If you don't know the name, use the person's title. Dear Human Resource Specialist Dear Recruiter: * Ifyou know only the address, use a generic salutation. Good morning: Write the salutation for a cover letter for the following jobs. Don't forget the colon. Position Source Contact 1. Customer Service Representative | May 13 Herald Tribune | M Pollard 2. _ Administrative Assistant A-Way.com Web site | recruiter@a-way.com 3.__ Receptionist ronGatecom Web site | Jane Bowles 4. Executive Assistant Word-otmouth Chee Wu dL -Aeae M.. Holtard. 2 4 —— Practice 3 unit 1 In the opening of a cover letter, tell the reader two things: (1) what job you are applying for and (2) the source of your information. Complete these opening sentences for cover letters forthe jobs in Practice 2. Use the prepositions about, for, in, and on. Some prepositions will be used more than cone time. 1. [saw your advertisement a customer service representative the May 13 Herald Tribune 2. Lam applying the position of administrative assistant announced _ the A-Way.com Web site. 3. the fronGate.com Web site, I read an opening a receptionist. 4. Your colleague, Jannie Qin, told me __ the executive assistant opening.Focus Practice 4 Action The body of a cover letter focuses on your skills. Briefly describe why you are suited for the job. Tell the reader how your skills match the job requirements. Look at the skills you checked for the administrative assistant positions on page 1. Write sentences that describe your experience and skils and explain hhow you are suited for the job. 1. My work experience matches your requirements. I worked as an administrative assistant for two years 2. My qualifications fit your needs. 3, My skills match the job requirements. 4. Thave the skills required. 5. I meet the job requirements. Practice 5 Closing Follow-up is very important. After you send a cover letter and résumé, contact the employer. In your cover letter, give either a general or a specific time that you will call or e-mail General I will call you early next week. Specific I will call you next Monday, Write G i the action has a general time or Sif the action has a specific time, 1, ___ I will contact you early next week. 2, __ I will call you on Tuesday morning to make an appointment. 3. __ I will e-mail you next week to arrange an interview. 4. ___ On Friday, I will call your assistant to set up an interview. 5. ___ Iwill telephone you tomorrow to answer any questions you have. Practice 6 In the closing, be sure to thank the reader for looking at your letter. Be positive. Mention a future conversation or meeting Rewrite these sentences using the expression / 00k forward to [+ -ing verb} 1. Iwant to work with IronGate I took forward to working with, TronGate 2. Ti like to talk to you next week, 3.1'd like to meet with you. 4. [probably should discuss my interest in A-Way with you. 5. [hope I can contribute to your team. Writing a Cover Letter eaca Well SAID in this letter, the writer uses lendin the date July 2nd, This is called an ordinal ymber. The number 2 Jone is a cardinal number. 1 can use either type of number in the body a letter, pput in the date at the top lalways use a cardinal Irumber (July 17) {Be consistent in your letter. If you use an ordinal lnumber in one sentence, luse ordinal numbers in the lather sentences. ‘Good Business / When you send material, such as a résumé, wth a letter, 30d the word Enclosure at the end of the letter. You ccan write what is enclosed «Enclosure: Résumé), but it 's not necessary. That's ! 6) Unit Compiete the sentences in this letter. Use the job advertisement and the words below. i Changi News | jy | File clerk wanted Mus have high schoo! | | degree. Send résumé to Mr, Paul Rook, | ivan "Resource Director and | tneernadonal Airore Singapore 659589, | applying forward part-time Resource enclosed interview —_ position Sincerely (Write your address here.) | July 17,20— Mr. Paul Rook Human (1) Director Island Intemational Airport Singapore 659589 Dear Mr. Rook: Tam (2) in the July 2nd Ghangi News. for the position of file clerk that was advertised I worked as a (3) file clerk after school for three years. Now I am looking for a fulltime position. I have (4) my résumé, and I would like to schedule an (5) will call you early next week to follow up on my application. look © to discussing this (7) with you. () _____ yours, (Write your name here.) _ (Print your name here.) EnclosureLiu Shia saw this job advertisement on a Web site and answered it. The shaded boxes show ten places where she made errors. Write the correct word or punctuation above the errors. The first one is done for you. JobsUnLtd.com ‘Job Opportunities ‘August 16, 20— Secretary Candidates should be profcient in Microsoft Word and have basic sits in Excel and PowerPoint. Some knowledge of Access and Lotus Notes isa plus. Successf candidates wil meet the firm's standards for typing (60 wprn) and other skis. Email your resumé to secy6433@JobsUnkedcom Well SAID The subject ine is an important part ofan e-mail a Be sure it clearly expians what the e-nat i about, To seen selegpualal and check it for mistakes Position belore you send (1) | ] subject: seertarial Postioning (2) Dear Recruiter, (9) (4) | | Lam responding forthe secretanal vacancy posted on August 16 in your Web ste (3) | | have been an executive secretary since five years. Lalo have trained other (61.7) | | sectetaryes how to use word processing and accounting software | type over 90 wpm, and Iam very organized. (have atached my résumé 0 this e-mail (0), (9) | | twill e-mail you next week to fallow up on my apply. look forward to hear from (10) | | sincere yours tiv Shia Thi Good business / (On Web sites, ads for job vacancies are posted (put on the Web site). The ad will tel you how to send your résumé. To send your résumé by e-mail, you ‘can attach it as a file. Follow up to make sure the recipient was able to open your fi. Writing a Cover Letter. 7)ck y (On a separate piece of paper, write responses to one of the following job advertisements, Job Advertisement 1 Job Advertisement 2 plopAdvertisement 2 Receptionist \ | Web Dicoune Corporation of Bareslona, Spain, seeks full-time Client Services | Coordinator. Responsibilities include : frectingchents, answering telephones, | hd performing other cericl untions. REQUIREMENTS: receptionist in dynamic ‘construction company. You will | enter data, greet customers, maintain database, and type memos, Prefer individual with | 1. Highschool diploma andlor business é good communication skills. | college program Great compensation. Apply Cc | Sree i 2. 2 years of dercal or administrative | dob Experience 3. Excellent organizations ss | Fing, General Oto, | ‘experience | 4 ae pedo 209m || Oata Entry | S. Word processing and database j San $800 $1200 [6 Sind commen a you would kero work nan exciting | erwonrent fax oF ora you resume | Palo Coro yFoco0 412 lou | Erma pomerot@vebdlsountorges j Contact Information ‘Account Executive, | myan@constructnow.com Well SAI ‘Most people use one of two styies for writing dates. US. style March 1, 20— Non-US. style 1 March’20— ‘This book uses U.S. style. Of course, you should use your country’s style when you write letters. | i | Adltional Information | ope ' I ‘The month in a date is usvally written out in a letter. n business forms, the month can be written as a number. Be sure its clear which number is the month. in a letter, it may be unciear to use al numbers, especially ifthe writer and the reader use Siferent styes. US. style (03/01/03 is March 1, 2003 Non-US. style 03/01/03 is 3 January 2003 Wards and Expressions to Know Look at this list of words and expressions that were used in the unit. Their definitions are in the glossary at the end of the book. attach colleague follow up —_post requirement candidate follow-up opening —proficient. vacancy & units