BatStateU Purposive Communication

Preparing the Cover/ Application Letter

A few years from now, you will enter the world of professional work. Bur before you land in
any job, one of the first steps that you have to do is prepare a cover or application letter. When you
are applying for a new position, a cover letter is extremely important as your resumé or curriculum
vitae (CV). The purpose of the cover letter is to persuade your reader to consider reading your
resumé. This contains little information of the job which you are applying, as well as your strongest
qualities and qualifications.

Writing a Job Application Letter or a Cover Letter

Preparing A resume’ or a CV and application letters or cover letters are essential parts of job
hunting. A job application letter or a cover letter is like a sales letter in which you sell your
knowledge and competence. It is the most essential part of the application as this is far more than
just a note saying ‘ Please find enclosed my CV’. Usually, this is the part of your application that
really sells you to your potential employer. Without a good cover letter, your résumé is unlikely to
be read.

Remember that your application letter is your selling factor. Your main goal is to market
yourself. Think about competition; your judges are your readers. They are professionals who select
and hire you. With hundreds or thousands of applicants, make sure that your application letter has
to standout. Therefore, your application letter and accompanying resume have to attract
professionals’ attention. Your final goal is to get an interview.

When you are writing the application letter, bear in mind to achieve the four important tasks:

 Catch the reader’s attention purposively.

 Tailor it to the company, to the employer, and to the job.
 Persuade the reader that you are a qualified applicant for the job.
 Request an interview.

After writing the application letter, use the checklist below to make sure your letter has
already met the needed information.

 The title of the job, source of your information and the statement of your objective have to be
clear.
 There should be a summary of your qualification for the job. This includes work experience,
educational background, and summary of relevant skills such as leadership skills, skills,
organizational skills, and intercultural communication skills.
 Indicate that you enclosed your CV or resumé.
 Request for an interview. This includes place and time you will be available and the contact
information such as phone numbers and email addresses.
 Identify the job. Include any information that is not included in your CV or resumé.

Before submitting your application letter, proofread it carefully. Free it from grammatical
mistakes and organizational inconsistencies. Check also for correct punctuations, margins, spacing,
and right letter format.

General guidelines for the overall structure of your cover letter:

 Format your cover letter for post, mail or email. It should consist of one page only.
 Include your complete address, email address, phone numbers.
 Use the tile of the person when you address him/her in the letter. If you can’t find a name,
write ‘Dear Sir/ Madamme.’

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 Use standard, easy-to-read font. Make it readable. Times New Roman or Arial is preferred; it
should be no smaller than 11 for readability on screen.

Sample Application Letters

Two sample letters of application from JobStreet.com are presented below. The first letter
(Sample #1) follows the correct format that you should follow when sending out the application
letter in print form. The second letter (Sample #2) shows the tailored format when submitting your
application letter through email.

Sample 1 (Print Copy)

22 H Venture St.,
Diliman, Quezon City
Philippines

April 17, 2015

Mr. Vincent Chua

Hiring Manager
Bank of the Philippines Islands (BPI)
12/F Ayala Life-FGU Center, Ayala Ave.
Makati City 1226

Dear Mr. Chua,

I am writing to express my interest for the position of Recruitment Assistant in your esteemed
company.

Having recently obtained my Bachelor’s Degree in Business Administration major in Human

Resource Development Management (BSBA-HRDM) in the Polytechnic University of the
Philippines (PUP), I wish to bring my knowledge, skills and commitment to excellence to your
company’s innovative environment.

As a Business Administration student, majoring in HR management, I’ve become equipped with the
necessary knowledge that come with the position including manpower recruitment, workforce
organization, personnel training and compensation as well as legal provisions and other labor
concerns.

My internship at San Miguel Corporation also afforded me with the crucial skills to work with some
of the best professionals in the recruitment and human resources industry. Being a trainee has
developed in me enthusiasm and a true passion for human resources and has subsequently
convinced me that human resource management is my true calling.

For additional details regarding my qualification and expertise, please review my attached resume.

Thank you for taking the time to consider this application and I look forward to hearing from you.

Sincerely,

(signature)

Jessica Cenadoza

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Sample 2 (Email Copy)

Email Subject: Eric Tala, Marketing Associate Position

Dear Ms. Castañeda,

I would like to express my interest in applying for the position of Marketing Associate as was
recently made available in your company.

I believe that my degree in Business Administration (BSBA) major in Marketing from the
Philippine School of Business Administration (PSBA) has prepared me for this position. As a
student, I was equipped with the necessary knowledge and skills to help develop and drive effective
marketing strategies.

During my internship at Uniliver Philippines’ Marketing Department, I learned how companies

determine what product or service to sell, how to reach target demographics and how to respond to
the demands of competitors. More importantly, I had the opportunity to work with seasoned
professionals who taught me how to easily grasp complex marketing concepts and at certain times,
how to roll with the punches in order to achieve various objectives.

I have also acquainted myself with a wide range of skills that allow me to blend with the group or
team’s culture and to continuously strive to reach common goals amidst failures and setbacks.

My active involvement in many academic and extracurricular activities has done so well in
developing my communication and leadership skills, which are vital in finding success in the
corporate world.

With this application letter, I attach herewith my resume for your full consideration. Thank you for
taking time to review my application and I am looking forward to your reply so that we can further
discuss my application.

Yours sincerely,

Alvin C. Marfal
7194 Marcelo Ave
Parañaque City, Metro Manila 1700
Mobile: +63 929 XXX XXXX

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The Content of the Cover Letter

The Introductory Paragraph

Your first paragraph must be very convincing. It tells your reader that you are the best
person for the job. It also emphasizes that you have the set of skills and experience that make you
the ideal candidate for the post.

Examples:

1. I learned that you are in need of the position of English faculty and I believe that I
have the necessary credentials for this role. I have considerable working experience as an
English Language and Literature Professor, and I enclose my CV to support my application.

2. Please find attached CV in application for the job of financial analyst advertised on
your company’s website. I strongly believe that my competence and experience and
particularly my experience at ABC Company, and my ability to do financial reports make me
the right candidate for this post.

3. I am seeking a position as a manager in your Data Center. In such a management

position, I can use my master’s degree in information systems and my experience as a
programmer/analyst to address business challenges in data processing.

If someone from the company refers you, include in the opening before stating your main objective.

Example:

During the recent International Research Conference in Vietnam, one of your research
heads, Dr. Rogine Madrigal, informed me of a possible opening for a research director in your
institution. My extensive background in research and my Master’s degree in management
make me highly qualified for the position.

In the succeeding paragraphs, expand on the qualifications you mentioned in your opening.
Add any appropriate details, highlighting experience listed on your resume that is especially
pertinent to the job you are seeking.

The Main Section

The main section of your cover letter should show the summary of your qualification,
organized around the job description and person specification. Describe in this section what you
have accomplished, your expertise, and your special skills needed for the job.

In this section, you also have to present how you performed your duty and demonstrated the
requirement of your previous job. Specific work of action and its effective results should also be
indicated to show that you did it successfully. In short, you have to show the clear description of the
situation and more on what you did as proof of results or outcomes.

The main section of your cover letter can be structured to show the sub-section or sub-
headings. The sub-section guides the human resource manager how each requirement is met.

You may want to structure the main section of your cover letter into sub-sections, with
headings, to make it easier for the recruiter to see how you meet each requirement.

You can make use of the following phrases:

“My ability to manage speaks for itself: I have accomplished the

in my department.”

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“I hope it goes without saying from my list of previous jobs that I am extremely flexible and
good at .”

“I first developed my (skill) in (job), but have improved it since in

(mention jobs).”

When you are done writing the main section, get back over it and check if you have already
mentioned every important skill and bits of experience that are considered crucial on the person
specification. Edit and polish until you have come up with the most ideal content of an application
letter. Most recruiters prefer shorter application containing only the most essential skills,
experiences, and accomplishments.

Sample:

I have obtained Doctor of Philosophy (Educational Management), Master of Arts in

Education (Major in English and Administration & Supervision), and Bachelor of Education
(Major in English, Minor in History). I have ample experience in teaching in both local and
international arenas. During the fifteen fruitful years in education, I have gained valuable
expertise on pedagogy and class management, among others, along with meaningful
experiences needed to pursue my mission and dreams in life. I have been very active in
academic and co-curricular endeavors in my desire to boost my self-esteem and build a
desirable character. As an active member of academic and civic organizations, I have
developed in myself the sense of integrity and responsibility towards other people by helping
and cooperating with humility. My other special skills include Research, Campus
Journalism, Book Writing, and Quality Assurance.

I am a positive and proactive person able to do the tasks posed by my superiors. With
sufficient Kaizen knowledge, I can easily execute plans and work details and expedite the job
to beat deadlines. Given a chance to work in your prestigious institution, I will humbly
discharge my duties and responsibilities for the welfare of the institution and its clienteles.

The Closing Paragraph

Your closing paragraph should be written concisely and neatly. It should make clear what
action the reader will be taking after reading your cover letter. But don’t sound arrogant.

So it might end, for example:

“I hope this convinces you that I have the necessary competence and experience to achieve as
( job title). I look forward to hearing from you.”

Close with a request for an interview.

“If you find my application desirable to your needs, I am willing to come for a personal
interview. I can be reached via my email: eudencellevillahermosa@yahoo.com or through
mobile: +639488005694.”

For a letter, end it with “Yours sincerely” if you have addressed it to someone by name, and
“Yours faithfully” if you started it with “Dear Sir/Madam”.

Remember: Before you submit your application letter or cover letter, proofread or polish it
carefully.

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Designing the Curriculum Vitae

What is a CV or Résumé? Basically, your CV or resumé describes your education,

competence, and experience. It defines what kind of applicant you are for the job. It determines if
you are the right person for the job.

As one of the essential requirements for job hiring, your CV should demonstrate to any
prospective employer why they should hire you above any of the other skilled candidates who have
presented themselves for employment.

Basic Rules of CV Writing

In writing a curriculum vitae (CV) or resumé, like other forms of business writing, you should
always consider its reader (part of audience analysis, as discussed in Lesson 1). In this case, your
readers are the recruiters. They are usually the human resource managers or any other staff in the
recruitment department assigned to screen applicants through their CVs. Avoid being eliminated by
following these basic rules in writing a CV or resumé.

 Write with the recruiter or human resource manager in mind. Assume that you are the
recruiter. Think about what he needs to know about you. Consider the job description.

 Present your CV or resumé to inform them well about what they need to know. Show it in a
way that it reveals very professional and credible information.

 A well-written CV or resumé limits the chance of not selecting you. It easily puts you in the
shortlist.

 CV or resumés are the most important documents needed in job screening. They provide the
highlights of your qualifications, work experiences, competence, professional and educational
history.

 In some academic institutions, the CV or resumé is the standard for job applications. The
objective of both CV and resumé remain. However, the appearance of the document is
noticeably different.

Resumé vs. Curriculum Vitae

There are three major differences between CVs and resumés: the length, the purpose, and
the layout.

A resumé is a brief summary of skills and skills over one or two pages. It is short with no
particular format rule and highly customizable. The goal of a resumé is to make an individual stand
out from the competition. A resumé does not have to be ordered chronologically; it does not have to
cover the whole career. The resume contains three simple sections: name and contact information,
education, and work experience. A CV, on the other hand, is more detailed and can be more than
two pages. It covers your entire career history. It has a clear chronological order listing the whole
career of the individual.

In writing your CV, you have to consider the following information:

 Areas of interest.
 Education.
 Grants, honors and awards.
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 Publications and presentations.
 Employment and experience.
 Academic memberships.
 Character references.

Guidelines for Writing Effective CV

 Include your contact details at the top.
 Decide whether you want to start with a personal statement or career objective.
 Include sections on Key Skills, Knowledge and Achievements, Work Experience, and
Education.
 When discussing achievements, focus on what you have actually done and the end result
achieved.
 Include everything relevant in the ‘Work Experience’ and ‘Education’ sections.
 Make sure that your spelling and grammar are all correct.
 Work on your presentation.

CV Mistakes and Pitfalls to Avoid

 Do not be tempted to lie just to ‘look good’.
 Avoid leaving gaps in your career history.
 Do not start your CV with the dull bits.
 Do not include your hobbies and interests.
 Don't make your CV too long.
 Do not use an unprofessional email address.

Your professor can show you samples of curriculum vitae. These are not presented in this
module for pragmatic purposes.

Online Interviews

Many companies conduct online job

interviews, since these interviews are more cost-
effective. In addition, applicants do not have to
spend money for travel to the interview site.

Online interviews require technology

which has become mainstream in business. The
use of computers and other gadgets makes
communication between the interviewer and
candidates simple and effective.

Job hunters find online interview easy at the comfort of their home. It is time-saving and less
stressful. Online job interviews may vary depending on the company where one is applying.
Familiarity of these types of line job interviews may help job seekers achieve their goal of landing a
desired job.

One of the most typical online interviews is the webcam job interview. In this interview, the
interviewer will simply arrange the interview through video. Webcam interview requires a camera,
which is very convenient nowadays, as most of the laptops have built-in webcams.

The interviewer usually conducts interviews using popular video conferencing applications
like Skype, Zoom Cloud or Google Meet. Familiarizing with these application is an advantage to
meet the requirements of the employer. Practicing the use of webcam can help ensure better focus
and face angle. This ensures that you appear pleasing in the frame of the camera.
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Keep in mind that online interviews are as important as in-person interviews. Your online
interview could get you to the next stage of selection or even a job contract if the company conducts
the selection process online.

Here are some preparation tips that Alison Doyle has suggested for a successful
online interviews.

 Download the software required by the company ahead of time so that you’ll have the
opportunity to get used to it. 
 Create a professional username, such as a variation on your real name, as it appears on your
resume, if it’s available. 
 Dress professionally even if you are sitting down. Wear nice pants and shoes, as you never
know when you will have to stand up. Plus, dressing the part will help you get your head in
the game.
 Clear your workspace and any clutter that is behind you so that it doesn't show up on the
screen. You don’t want your interviewer to be distracted by visual noise in the room or to
assume that your disorganized space is a sign of how you’d perform as a worker. 
 Make sure that you are in a quiet room where you will not be disturbed by people, pets, etc.
Turn off your ringer, any alarms, and electronics that are likely to interrupt.
 Have a piece of paper and a pen ready so that you are not scrambling to find them later.
 Have a copy of your resume in your sightline in case you have to refer to dates, job titles, or
numbers.
 Smile and focus as much as possible and try to behave as if you’re in a regular, in-person
interview. Look into the camera, listen attentively, and engage with your interviewer. Don’t
just wait for your turn to speak. 
 Practice using your webcam equipment before the interview, so you are sure everything is in
working order and that you’re comfortable interviewing on video. 

Communicative Learning Activity: Webcam Job Interviews

Form a group of four or five persons and discuss among yourselves the plan of conducting an
online job interview. Assign a task for each member (applicant, HR manager, panelists, etc.).

Present a mock online job interview. You may use Skype, Google Meet, or Zoom application,
whichever is convenient and available for all members. Record your online job interview and submit
it to the professor for evaluation and feedback. Observe time limit for this activity as determined by
your professor.

Physical and virtual meetings

The outset of technology and the

advancement of internet connectivity give
favors to many businesses. Business
meetings and contract deals have been
eased by the use of computers and smart
phones.

More often, these meeting are now

conducted virtually. Workmates can meet
over telephone conference using cellphone
features and state-of-the-art software
applications, which are commonly known now as Apps.
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Businessmen, investors, entrepreneurs, sales agents and clients can do more business
transactions over video conferencing. However, there are some business enterprises that still use
face to face meetings because they believe they are still effective.

Virtual Meeting and its Benefits

Virtual meetings can be done using technological innovations like computers and software
applications. Doyle (2019) explains that people attending virtual meetings do not need to leave their
home or work station. The meeting can be held over the phone or computer using virtual meeting
software like Google Meet, Zoom Cloud, and Skype.

With these applications, virtual meetings can be done any time, hence the distance is no
longer a problem. Doyle further shares that people can take part in the meeting regardless of where
they are. In other words, they can hold meetings and discuss business concerns without having to
travel all the way.

Virtual meetings save time and energy.

For example, when working on a project, the team
leader and his members do not need to travel all
the way to the office to discuss the details during
a meeting. This is just but one of the many other
scenarios when virtual meetings will come easy.

Virtual meetings are also inexpensive.

Everybody only needs a computer, laptop, or
smart phone, a good internet connection, and a
professional virtual meeting software. A good
environment adds favor to effective meeting. This
does not need much money on arranging a
meeting place, the facilities and equipment to be
used and organizing transportation for attendees.

The tenets in online interviews as discussed in previous topics are applicable to virtual
meetings.

Face to Face Meeting and its Benefits

Face to face meetings are the usual meetings that are conducted by people in the same venue
and in person. The place can be in the office, at a restaurant, a conference room, or at the coffee
shop. Like the virtual meetings, face to face meeting has it benefits.

Meeting people face to face is freer than it is held online. People can express their thoughts
and feelings using their body language, hand gestures, and facial expressions. Hence, they can
communicate better and misunderstandings are less likely to happen.

When meeting face to face, people have to be at the particular venue at the given time. They
will be attending the meeting and nobody should waste their time. All should observe
professionalism and should not be distracted by other things like phone calls, messages, or other
personal or family concerns. They must observe discipline and keep a serious environment to be able
to give the best for the meeting.

Feedback is an important aspect of face to face meeting. Getting feedback from the attendees
provides input in the development of something that requires cooperation and teamwork. Face to

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face is the best for brainstorming and planning. It can establish stronger relationship and create
better teamwork; people can understand each other very well.

Face-to-Face Communication
By Ronel M. Sapungan

As many researches have revealed that effective communication skill takes the top place of
the business skills needed in the company, face-to-face communication and online meetings have
been identified as significant key factors that contribute to their realization. Effective face-to-face
communication skills and online meetings can help you build solid relationships and achieve success
in the workplace and in your social life.

Face-to-Face Communication Defined

In in its instructional manual, IT & Business Process Association Philippines (IBAP) presents two
definitions of face-to-face communication:
 Face-to-face communication is the exchanging of information, thoughts, and feelings between
the sender and the recipient. 
 Face-to-face communication takes place during one-on-one discussions, informal groups,
meetings, and more. 

IBPAP quoted Thill and Bovee’s definition stating that "face to face communication is the richest
medium because it is personal, it provides immediate feedback, it transmits information from both
verbal and non-verbal case, and it conveys the emotion behind the message."

Face-to-face experience
Because face-to-face communication is the richest medium, it offers better understanding of
the meaning of information. It also develops the confidence you need to convey the message during
one-on-one discussions, informal meetings, and many more. You can easily provide feedback because
face-to-face communication involves the elements of effective communication such as the spoken
words, tone of voice, and body language.

When you speak, you immediately relate the message easily using facial, expression, hand
gestures, body language, and other non-verbal language. It means that you can easily understand
what people say when you see and hear them. The idea has been validated by the research
conducted by Emeritus Albert Mehrabian, a UCLA psychology Professor who revealed the following
findings: That when we converse, …

 Seven (7) percent of meaning is conveyed through the spoken words;

 Thirty-eight (38) percent of communication is credited to how one speaks like tone of voice;
and
 Fifty-five (55) percent of communication occurs through facial expression.

Thus, face-to-face communication is highly recommended as vital medium of communication in

business because oral communication is enriched by non-verbal communication. Effective
communicators in the organization or department have to know the elements of good face-to-face
communication. They also have to consider the face-to-face communication in the digital age.

Face-to-Face Communication in the Digital Age

The way communicate at work has changed dramatically in this modern-day digital era.

Distance communication between employer and employee communication is no longer a problem.

Teams can work collaboratively through time and distance, managers or team leaders can work
away from home or the company, and employees can do important office jobs at the comfort of their
homes or school library.

Though digital communication and telecommuting have limitations, it still offers rich advantages
for the company and its people. Like many other soft skills, digital communication and
telecommuting can’t be underestimated in organizations. Large or multinational companies have
now invested on communication facilities for more efficient business outcomes. Yet they don’t
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undervalue the power of face-to-face communication that can improve the people, the business
product, and profit.

Megan Baker and Jelena Milutinovic of the Australian Institute of Business suggest the top benefits
of face-to-face communication, and scenarios where digital should be the last choice.

 Stronger working relationships. Your presence at the workplace signifies your interest and
cooperation with your fellow employees. The more familiarity and exposure you have with
your co-workers ensure better interaction. It establishes trust among yourselves and better
working relationship. You also promote a sense community or belongingness. However, in
your absence, you can choose email or teleconferencing to communicate. Phone calls or video
calls will keep the connection stronger. 

 Perception of thoughts and feelings. Through face-to-face communication you will be able to
express exactly your personal thoughts and feelings. Non-verbal cues or body language are
equally important as the words you say. Effectiveness of hand gestures and facial
expressions can easily reinforce the message you wish to convey. Everything from non-verbal
communication contributes to your attentiveness, engagement, and understanding of your
perceptions through face-to-face communication.

 Engagement and innovation. Face-to-face communication enriches the sense of

belongingness and collaboration. It creates a healthy environment that inspires and
motivates employees to be more innovative and productive. Innovations and productivity are
important for employee’s promotion and self-actualization. The environment that promotes
engagement and innovation contributes to company growth and culture. 

 Addressing sensitive issues. Face-to-face communication is necessary when discussing

pressing issues or addressing sensitive concerns in the company. When it occurs, you should
keep your phone, stop working on your computer, and make effort to engage with the
persons. While communicating through technology is effective, face-to-face communication is
much preferred more importantly when you are dealing with pressing problems that need
urgent solutions.

 Clear and concise communication. Miscommunication or misunderstanding is often

minimized when you do face-to-face communication. You may be giving incorrect
information, but you can immediately correct it for better understanding. In face-to-face
interactions, you can easily persuade your thoughts and perceptions than writing emails. 

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Face-to-Face and Online Meetings Etiquette

Many companies remain intact and hold

both physical and virtual meetings as essential
parts of the operation to maintain productivity
and continuity. As many may have known the
rules in physical meetings, rules on online
meetings may not be as popular.

Virtual meeting etiquette is a whole new

idea that many people have to learn, compared
to face. To help you keep your meetings
productive and professional, follow these seven
simple virtual meeting etiquette rules that every professional should know.

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1. Know your surroundings

Virtual meetings or online class sessions require a quiet and conducive place where learnings
and mutual understanding can be achieved. Organize the place, free it from distractions, and
provide good lighting. Do not appear that you are inside the cave or less-lighted museum. You want
to avoid looking like you are at the town fiesta because of the pile of clothes and accessories in the
corner behind you.

Adjust your place setup so your face favors the light. Make sure that you have a professional
background. It must be work appropriate. This means that no beds are in the background, no messy
rooms or open closets, and no nonsense arts or frameworks.

Free the place from unhealthful noise like screaming child, barking dogs, or honking cars.

2. Dress appropriately

Your attire should be work or school appropriate. Your appearance online is as important as
your look during a face-to-face meeting. Hence, take a few minutes to dress up on a clean cloth and
well-brushed hair. Women may consider putting on a light make-up to look fresh on the screen.

Think that the best part of actually getting ready while working remotely is that you want to
be effective and productive.

3. Listen carefully.

Be an active listener. While attending a virtual meeting, devote your full attention to the
meeting.

Leave the computer keyboard alone. Remember that your typing may distract your focus. It
prevents you from devoting your full attention to the details of the meeting. Pick a good headset,
your notebook and pen to take essential notes.

4. Unmute your microphone when you wish to talk.

When you are not going to talk, keep your microphone on the mute mode. The sound you
create from your audio annoys other people attending the virtual meeting. It is really frustrating to
hear echo noise or unnecessary sounds from the surrounding. Other attendees will appreciate you
because you want to save them from ear-splitting noise and help them productive.

Muting your audio when you are not speaking allows other attendees the chance to fit in and
share their views and feelings.

5. Speak clearly

When you join any virtual meeting, introduce yourself and say hello or hi. Make sure that
the people in the meeting hear and notice your presence. Hence, make your voice clear. Modulate it
well if necessary to make you sound pleasant to the ears.

If you come late in the meeting, you may use the chat box to greet the people and to let them
know of your presence.

6. No food, please.

No eating is a strict rule that participants have to observe during the virtual meeting.
Chewing some food or sipping some drinks may show disinterest and may be perceived as
unprofessional.

To avoid graving for food during virtual meeting, eat few minutes before the actual time of
meeting.

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7. Remain seated and stay present

Stay focused. Be patient staying seated while attending the meeting. Don’t ever try to open
your email inbox or chat with friends on social media messenger.

Doing other things while attending a virtual meeting might distract other participants. You
had better turn off your webcam if there is an emergency or a very important personal needs to
attend to.

Writing Correspondence via Print or Email

Business transactions and negotiations are communicated effectively using different

channels. In the advent of computer technology, most business organizations communicate through
the internet and platforms of social media. Despite the efficiency brought by the internet, some
companies still utilize the typical business letters to communicate with other businesses, their
clients, and other stakeholders.

Business letters are formal letters used for business-to-business, business-to-client, or client-
to-business correspondence. There are a number of elements to a business letter. These are date and
sender’s address, recipient’s address, salutation, body of the letter, and closing paragraph (Gamble,
2017).

A business letter uses a formal language. The style of the letter depends on the relationship
between the parties concerned. A business letter is written for many reasons. It is used to…
 request direct information or action from another party
 order supplies from a supplier
 identify a mistake that was committed
 reply directly to a request
 apologize for a wrong or simply to convey goodwill.

A business letter is also very useful because it…

 produces a permanent record

 is confidential and formal
 delivers persuasive and well-considered messages

In writing a business letter, the most important element that you need is to ensure its accuracy.
You should know the type of business letter you are writing to be able to determine the accuracy of
its details.

Writing Center of the University of North Carolina explained that business writing should be
clear and concise. Hence, in writing you take care that the documents would not turn out to be an
endless series of short, choppy sentences. Keep in mind that your purpose is to communicate the
information and be understood by your reader.

Always consider your audience or the ones who will read your letter. Don’t confuse your reader.
Stress specificity and accuracy. Observe formality and sincere. But don’t be too formal that you

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alienate readers, nor too casual that your readers may feel you are insincere or unprofessional. In
giving information that might harm the reader’s feeling, be diplomatic and respectful. The letter
should reflect the unique purpose and considerations involved, like the reader’s feeling and
character, when writing in a business context.

Uychoco and Santos (2018) of Communication for Society Purposive Communication, explained
that business letters should be clear, concise, and organized. Its introductory paragraph should be
brief establishing the content and purpose of the letter. Its middle section should contain the details
of the message in logical order. Its concluding paragraph is short, politely requesting action,
thanking the reader, or providing additional important information.

For beginners, it is a good idea to read or review business letters and emails examples from your
office or from the internet before writing your own. Sample letters of different types are available in
many sites in the internet. Business communication books and manuals also provide good samples
for you to review. Examples can help you see what kind of content or how it is organized in the
letter. Examples can also help you learn about the layout and format of the letter.

Preparing Endorsement and Follow-up Letters

Preparing an endorsement and follow-up letter may be easy to some but, to others this
writing tasks is challenging because these letters are rarely written or seldom required at work.

However, more often, still many people do not know how to write endorsement and follow-up
letters. If, in case, you are tasked to write endorsement or follow-up letter, follow the useful ways
below. Online source WriteExpress provides useful tips that you may consider in writing request
and give endorsement letters.

Request an Endorsement

1. State who you are, the name of your company or organization, and your position or role.
Remind the reader of your relationship to him/her, if necessary.
2. Use clear, specific language to request the endorsement (clearly describe what it is that you
would like endorsed).
3. Explain why you are requesting the endorsement, what it will be used for, why you feel that
the endorsement is necessary or why you merit receiving the endorsement, and so forth.
4. Include guidelines for the format, length, or content of the endorsement letter. Also, indicate
anything else that the reader needs to do to provide the endorsement, such as filling out
attached forms and the like.
5. Indicate by when you need the letter of endorsement.
6. Consider providing a preaddressed, stamped envelope with your request letter if the
endorsement letter is to be mailed.
7. If you plan to make a follow-up call to the reader, indicate in your letter when you intend to
do so.
8. Thank the reader for considering the endorsement.

Give an Endorsement

1. Indicate what or who it is that you are endorsing.

2. Substantiate (or give reasons for) your endorsement.
3. If you are endorsing a person for a particular position, role, job, etc., include how long you
have known the person, in what capacity, the positive qualities of the person that make
him/her a suitable candidate for endorsement (including accomplishments and abilities), etc.
Be as specific as possible.

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4. If necessary, indicate the next step that should be taken or what will happen next. Include a
time frame, if appropriate.
5. You may want to include your contact information and offer to give further information upon
request.
6. Conclude your letter by summarizing the reasons for the endorsement and by restating your
endorsement of the person or project, etc.

Writing a Follow-up Letter

A follow-up letter is as important as other forms of communication. It is an effective means of

establishing a good relationship between you and the recipient.

A follow-up letter is best written after a business meeting, or a job interview, or after making
a great business contract. It provides an avenue for continued communication and connects the
points discussed and agreed during the previous meeting.

When writing a follow-up letter, make sure to observe grammar flaws and spelling errors. A
well-written follow-up letter can make a great impact on your future career and expected success.

A s you write the follow-up letter, bear in mind that it needs to be fairly formal. Use more
appropriate words and phrases. Write your thoughts straight to the point. Do not go around the
bush. Read and proofread it thoroughly. Use grammar checking tool and a comprehensive spell
checker. Keep a good dictionary as your essential reference for words.

Let's consider some tips from LearnEnglish to help you write a better follow-up letter:

Here are what you need to include:

 Start with your name, address, city and zip code, telephone number. Include next the
recipient’s details. Note that in a follow-up letter you are going to write to the same person
you had originally written to or contacted with.
 Add the salutation.
 In the first line, mention that you had written earlier and haven’t received a response yet.
You can mention here if you had called. Actually, you’ll let him know that you’re re -writing
in this line.
 State your request or interest. If you are writing inquiring about a job vacancy for which you
had sent a job application, reiterate your key skills experiences and state why you think you
are a great potential.
 Invite for contact and thank for their attention.
 Close with signature.

Here are more things that you’ll need to remember than the actual steps to write the letter:

 Add fresh insights to your old appeal. Don’t write a photocopy of your old letter.
 Take at best 2 days after a meeting or a job interview to write a follow-up letter. Work while
the memories are still fresh in the recipient’s mind.
 If you’ve sent a CV, wait 7 days before sending the follow-up letter. The employer is likely
very busy, hence the late response, so keep your letter short. Do not bring up your whole CV
in the letter. Hold the interest and attention with nice wording, not boring.
 Do not convey negative sentiments in your letter, even if you are frustrated by their speed
and sincerity.
 Indicate how you want to proceed next in your letter if you think it is needed.
 Be extremely polite even if you feel like they’ve been ignoring you by ignoring your past
letters.

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 To look polished and professional, edit and proofread a couple of times before sending the
actual letter.
 If you want, you can attach copies to document proof that you had sent letters earlier.
 Follow up again if required.

Sample Follow-up Letters

Sample A

Hello David,

Thanks for a great meeting yesterday. I feel the presentation was a success, and the feedback
from you and your team was encouraging. Based on some of the points raised by you in the
meeting, I had some further ideas, particularly related to the print media campaign. I hope I can
raise them next time we meet.

Speaking of which, how about we schedule another presentation in around a week's time? I can
then prepare the projection reports your team asked for.

I will call you by the end of the week to confirm a meeting time.

Yours Sincerely,

Gareth Ewing

Sample B

Dear Dr. Greg,

It was great speaking with you and the team last time. We are all excited about this new
partnership between your university and ours.

I would like to gently follow up on the memorandum of agreement which we discussed last
meeting. Once I receive the agreement, I will endorse it to our legal department for review, and
will return it to you the soonest so our universities can commence with our activities.

I am looking forward to a productive partnership with you. Cheers!

Best regards,

Dr. Kristoffer

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WRITING NETIQUETTE

Whether you are writing text messages, emails, memos, letters and posts on social media in a
professional context, you should be familiar with proper etiquette for using the internet. It is called
“netiquette.”

What is netiquette? The term refers to THE

right manner or protocol for communication on the
Internet. What we create, post and do via online
technologies can leave a lasting image. The text
messages, emails, photographs or blogs we post on a
web page or social media accounts can create an
impression of your personality. The nasty remarks or
reactions you post on your Facebook page or Tweeter
newsfeed may come back to haunt you later.

In writing in an online environment, you do not only need tact and skill but also an
impression that will boost you character. Awareness that what you are write or post online, which
may be there for a long time, should be considered before writing or posting. The text messages,
letters, business proposals, press releases, or any written communication will represent yourself and
your company. Hence, you should observe the etiquette or protocol of writings that are clear,
concise, constructive, and professional.

Listed on the next page are the several guidelines that you may consider before writing and
posting online.

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Texting

Always consider your audience and your company, and

choose words, terms, or abbreviations that will deliver
your message appropriately and effectively.

 Know your recipient.

 Use appropriate symbols and codes.
 Never abuse text messaging.
 Don’t text while driving.

Email

Email is very useful for messages for personal or business purposes. It contains slightly more
content than a text message. In more established companies, they prefer to use with fairly brief
messages for efficient and effective communication.

 Start with proper salutation.

 Use clear, short and specific subject line.
 End with your name, company information and
signature.
 Avoid abbreviations.
 Observe conciseness and good format.
 Reread, revise and review before sending to intended
recipients.
 Reply promptly and use “Reply All” sparingly.
 Avoid using all caps.
 Give feedback or follow up.
 Test provided links.
 Avoid sending emails with large files.

The sample email below demonstrates the principles listed above.

From: Steve Jobs <sjobs@apple.com>

To: Human Resources Division <hr@apple.com>
Date: September 12, 2015
Subject: Safe Zone Training

Dear Colleagues:

Please consider signing up for the next available Safe Zone workshop offered by the College.
As you know, our department is working toward increasing the number of Safe Zone
volunteers in our area, and I hope several of you may be available for the next workshop
scheduled for Friday, October 9.

For more information on the Safe Zone program, please visit

http://www.cocc.edu/multicultural/safe-zone-training/

Please let me know if you will attend.

Steve Jobs
CEO Apple Computing
sjobs@apple.com

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Memos

As “in house” or company’s documents, memoranda, or memos, are one of the most adaptable
document forms used in professional settings. They are usually used for asking and giving
information, company policy, business reports and proposals. They are often used to inform but they
are sometimes to persuade. Most companies nowadays use template for their memos and letters.

Memos are “in house” documents (sent within an organization) to pass along or request information,
outline policies, present short reports, and propose ideas. While they are often used to inform, they
can also be persuasive documents. A company or institution typically has its own “in house” style or
template that is used for documents such as letters and memos.

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 Follow strictly the institutional memo format.

 Complete the memo header block. It appears at the top left side of the memo, immediately
under the word Memo or Memorandum. It is always in large, bold and capitalized letters.
Place a horizontal line under your header block, and place your message below.

TO: (Provide the recipient’s full name, and position or title within the organization)

FROM: (Include the sender’s full name and position or title

DATE: (Indicate the full date on which the memo is sent)

SUBJECT or RE: (A brief phrase that concisely describes the main content of your memo)

 Organize the memo message very well. Regardless of the length, memo message should
follow an organization principle. In writing the memo, you should consider the following
questions: Do I have to read this? Why do I have to read this? What do I need to know? What
am I expected to do now or later?

The length of a memo can range from a few short sentences to a multi-page report that includes
figures, tables, and appendices. Whatever the length, there is a straightforward organizational
principal you should follow. Organize the content of your memo so that it answers the following
questions for the reader:

1. Opening: Do I have to read this? Why do I have to read this?

2. Details: What do I need to know?
3. Closing: What am I expected to do now?

Letters

Letters are written communications usually sent to intended recipients that are outside the
organization. They are usually printed on letterhead paper bearing the business name, address and
contact numbers.

Along with emails and memos, the company still uses letters to communicate formally with a
potential employer (application/cover letter) or introduce a product or service or other purposes
(Transmittal letters, Recommendation letters, Complaint letters, Petition letters etc.)

There are many types of letters and carry different forms and contents. In this lesson, the
fifteen elements of a traditional block-style letter are considered.

Below is the sample letter of transmittal from Technical Writing Essentials by Suzan Last
meant to introduce a technical report to its recipient.

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In writing letters, observe the seven (7) main parts:

1. Letterhead/logo: Sender’s name and return address

2. The heading: names the recipient, often including address and date
3. Salutation: “Dear ” use the recipient’s name, if known.
4. The introduction: establishes the overall purpose of the letter
5. The body: provdies the details of the message
6. The conclusion: restates the main point and may include a call to action
7. The signature line: often includes the contact information

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