2.
Business Letter Writing
A. Parts of the Business Letter
Heading
- The heading contains the return address with the date on the last line. Sometimes it is
necessary to include a line before the date with a phone number, fax number, or e-mail
address. Often there is a line skipped between the address and the date. It is not necessary
to type a return address if you are using stationery with the return address already
imprinted, but you should always use a date. Make sure the heading is on the left margin.
Recipient’s Address
- This is the address you are sending your letter to. Be sure to make it as complete as
possible so it gets to its destination. Always include title names (such as Dr.) if you know
them. This is, like the other address, on the left margin. If a standard 8 ½” x 11” paper is
folded in thirds to fit in a standard 9” business envelope, the inside address should appear
through the window in the envelope (if there is one). Be sure to skip a line after the
heading and before the recipient’s address, then skip another line after the inside address
before the greeting.
Salutation
- The salutation (or greeting) in a business letter is always formal. It often begins with
“Dear {Person’s name}.” Once again, be sure to include the person’s title if you know it
(such as Ms., Mrs., Mr., or Dr). If you’re unsure about the person’s title then just use
their first name. For example, you would use only the person’s first name if the person
you are writing to is “Jordan” and you’re not sure if he or she is male or female.
Body
- The body is the meat of your letter. For block and modified block letter formats, single
space and left justify each paragraph. Be sure to leave a blank line between each
paragraph, however, no matter the format. Be sure to also skip a line between the
salutation and the body, as well as the body and the close.
Complimentary Close
- The complimentary close is a short and polite remark that ends your letter. The close
begins at the same justification as your date and one line after the last body paragraph.
Capitalize the first word of your closing (Thank you) and leave four lines for a signature
between the close and the sender’s name. A comma should follow the closing.
Signature Line
- Skip at least four lines after the close for your signature, and then type out the name to be
signed. This often includes a middle initial, although it is not required. Women may put
their title before had to show how they wish to be addressed (Ms., Mrs., Miss).
The signature should be in blue or black ink.
B. Compilation of sample business letters
Application letter
Resume
Resignation letter
Order letter
Letter of adjustment
C.
3. Job Application
A. Do’s and Don’ts in job interviews
DO’S
DO BE CONFIDENT, BUT NOT COCKY
DO BE MINDFUL OF YOUR NONVERBAL SIGNALS
DO TAKE YOUR TIME ANSWERING YOUR QUESTIONS
DO HIGHLIGHT YOUR SUCCESS
DO SPEAK WITH ENTHUSIASM
DO TAKE NOTES
DO STAY POISED AND RELAXED
DO WEAR THE DRESS CODE OF THE COMPANY
DON’TS
DON’T GET PERSONAL
DON’T FIDGET
DON’T LIE
DON’T BADMOUTH A FORMER EMPLOYER
DON’T MAKE UP PHONE WEAKNESSES
DON’T ADD FILLER PHRASES
DON’T FOCUS SOLELY ON YOU
DON’T LEAVE YOUR PHONE ON
DON’T SHOW SIGNS OF PANIC AND DON’T LOSE YOUR COOL
DON’T DRESS DOWN
B. Frequently asked questions in job interviews and how to answer them
1. ‘TELL ME A LITTLE ABOUT YOURSELF’
- Talk about why you took certain jobs. Explain why you left. Explain why you chose a certain
school. Share why you decided to go to graduate school. Discuss why you took a year off to
backpack through Europe, and what you got out of the experience. When you answer this
question, connect the dots on your resume so the interviewer understands not just what you've
done, but also why.
2. ‘WHAT ARE YOUR BIGGEST WEAKNESSES?’
- Every candidate knows how to answer this question: Just pick a theoretical weakness and
magically transform that flaw into a strength in disguise. A better approach is to choose an actual
weakness, but one you're working to improve. Share what you're doing to overcome that
weakness. No one is perfect, but showing you're willing to honestly self-assess and then seek
ways to improve comes pretty darned close.
3. ‘WHAT ARE YOUR BIGGEST STRENGTHS?’
- Even so, if you're asked, provide a sharp, on-point answer. Be clear and precise. If you're a
great problem solver, don't just say that: Provide a few examples, pertinent to the opening,
that prove you're a great problem solver. If you're an emotionally intelligent leader, don't just say
that: Provide a few examples that prove you know how to answer the unasked question. In short,
don't just claim to have certain attributes, prove you have those attributes.
4. ‘OUT OF ALL THE CANDIDATES, WHY SHOULD WE HIRE YOU?’
- Since a candidate cannot compare himself with people he doesn't know, all he can do is
describe his incredible passion and desire and commitment. If you’re asked with this question,
use it as a chance to highlight things you haven't been able to touch on.
5. ‘WHY DO YOU WANT THIS JOB?’
- Now go deeper. Don't just talk about why the company would be great to work for; talk about
how the position is a perfect fit for what you hope to accomplish, both short-term and long-term.
6. ‘WHAT KIND OF ENVIRONMENT DO YOU LIKE BEST?’
- Take a step back and think about the job you're applying for and the company's culture
(because every company has one, whether intentional or unintentional).
