UFS 301
FACULTY OF LANGUAGES AND COMMUNICATION
PREPARED BY:
MS SUBASHINI
CHAPTER 3
ESSENTIALS OF BUSINESS COMMUNICATION SKILLS
RECRUITMENT CORRESPONDENCE
LEARNING OUTCOMES
At the end of this lecture, students should be able to:
Application letter
CV
Invitation to interview
Offer of employment
Job description
Letter of resignation
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CHAPTER 3: Recruitment correspondence
TOPIC OUTLINES
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CHAPTER 3: Recruitment correspondence
INTRODUCTION
�Recruitment is the process which links the employers with the employees. Create a talent pool of candidates to enable the selection of the best candidates for the organization.
RECRUITMENT CORRESPONDENCE
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INTRODUCTION
Job Offer
JOB SELECTION PROCESS
A formal offer of employment will be sent to the successful applicant
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CHAPTER 3: Recruitment correspondence
3.1 LETTER OF APPLICATION
GETTING READY TO START A JOB SEARCH
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3.1 LETTER OF APPLICATION
When you see an advertisement that attracts your attention.
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3.1 LETTER OF APPLICATION
JOB APPLICATION
When you apply for a job, most employers want to have 2 important documents from you:
A cover letter or Letter of Application
A CV or resume
A resume or CV is a summary of your educational qualifications and work experience.
A cover letter is the letter that accompanies your resume when you send it to a company. Both of the documents are vitally important in the job application process.
A cover letter provides detailed information on why you are qualified for the job you are applying for. Effective cover letters explain the reasons for your interest in the specific organization and identify your most relevant skills or experiences.
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CHAPTER 3: Recruitment correspondence
3.1 LETTER OF APPLICATION
Letter Format �The fully block open punctuation style, which is the most common format . All the elements are lined up along an invisible line down the left side of the page. The text is single spaced, with no indent at the first paragraph of the sentence.
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HOW TO FORMAT THE LETTER
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3.1 LETTER OF APPLICATION
LAYOUT
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3.1 LETTER OF APPLICATION
RESS
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What to include in the Application letter
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3.1 LETTER OF APPLICATION
PERSONAL ADDRESS
CLOSE
DATE
INSIDE ADDRESS
SALUTATION
HEADING
SENDER’S ADDRESS�
Mr. Dennis
49 Broome Avenue 71209 Raja Laut
Kuala Lumpur
Tel: 0326942300
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3.1 LETTER OF APPLICATION
DATE
PERSONAL ADDRESS
INSIDE ADDRESS
SALUTATION
HEADING
DATE �Write out the full, complete date the letter is mailed, or the date upon which any agreement being made becomes effective.
CLOSE
23 November 2012
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3.1 LETTER OF APPLICATION
INDSIDE ADDRESS
PERSONAL ADDRESS
DATE
SALUTATION
HEADING
INSIDE ADDRESS
Full name and business address of the person to
whom the letter is addressed.
CLOSE
Mr Dennis Harhalakis
Human Relations Manager
Aurora Holdings plc
56926 Sultan Ismail
Kuala Lumpur
Position: on the left
Ms / Miss / Mrs / Mr / Dr ...�company�street�place�area code�COUNTRY (in capital letters)
Example:
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CHAPTER 3: Recruitment correspondence
3.1 LETTER OF APPLICATION
SALUTATION
PERSONAL ADDRESS
DATE
INSIDE ADDRESS
HEADING
SALUTATION�The formal greeting always starts with "Dear" followed by the person's title and last name,
CLOSE
When the recipient’s name is unknown to you, use:
Dear Sir … Yours faithfully
Dear Madam … Yours faithfully
Dear Sir or Madam … Yours faithfully
When you know the recipient’s name, use:
Dear Mr Hanson … Yours sincerely
Dear Mrs Hanson … Yours sincerely
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3.1 LETTER OF APPLICATION
HEADING
PERSONAL ADDRESS
DATE
INSIDE ADDRESS
SALUTATION
HEADING
Use job title as the heading.�No underline is necessary when in capitals.
CLOSE
MARKETING MANAGER
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3.1 LETTER OF APPLICATION
Following is an example of an application letter.
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3.1 LETTER OF APPLICATION
Introduction�Mention where you found out about the job offer and show interest in the position.
Body of a Cover Letter
I was interested to see your advertisement for (position) in (paper) / on (site).
I noticed with interest your advertisement for (position) in (paper) / on (site.
I am applying for the position of (position), which was advertised (date) in (paper).
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Example:
CLOSE
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3.1 LETTER OF APPLICATION
Body of a Cover Letter
Details�Give reasons for your application: Why are you the ideal candidate? What relevant qualifications, experiences do you have.
I recently graduated from (university) with a degree in (field).
Since 2002 / For 2 years I have been working for (company).
As (current job) for (company), I have developed my skills and experience as (job title).
Prior to my current position, I was working for (company), where I ... (jobs, tasks, skills).
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Example:
CLOSE
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3.1 LETTER OF APPLICATION
Conclusion�Demonstrate your interest in the position once more.
Body of a Cover Letter
I look forward to our meeting.
I would appreciate the chance to meet with you to discuss how I could be a vital part of your company.
I look forward to hearing from you soon.
Thank you for your time and consideration.
Your consideration is greatly appreciated.
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Example:
CLOSE
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3.1 LETTER OF APPLICATION
Two spaces below the final paragraph of the letter, a traditional closing line,
generally "sincerely" or faithfully," ends the letter. If the situation calls for a
warmer tone, the closing might be "cordially," "best wishes," or "regards.“
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Example
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3.1 LETTER OF APPLICATION
A four-line space allows room for a written signature immediately below the
closing, then the sender's full name is typed. The
signature on an application letter functions as a legal testimony that the contents of the letter are complete and accurate and signifies that the writer is taking responsibility for fulfilling any commitments being made.
Indicate any enclosures
Example
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3.1 LETTER OF APPLICATION
LETTER OF APPLICATION
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3.2 CURRICULUM VITAE / RESUME
Curriculum vitae is Latin, literally meaning ‘the course of one’s life’. A curriculum vitae sets out your personal details, education, qualifications and working experience.
CURRICULUM VITAE
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3.2 CURRICULUM VITAE / RESUME
The following résumés illustrate the main features of résumeé format
personal details - name, address, email and telephone number nationality, age/date of birth and marital status)
objective - a headline that summarizes the job opportunity you are seeking
education - details of secondary and university education - including the establishments and qualifications (but excluding any that are irrelevant to your career)
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3.2 CURRICULUM VITAE / RESUME
work experience - your previous employment in reverse chronological order - with most detail for your present or most recent job
personal interests - demonstrating that you are a balanced, responsible member of society with an interesting life outside work
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3.3 INTERVIEW
SUCCESSFUL CANDIDATES ARE INVITED FOR AN INTERVIEW
A letter inviting shortlisted applicants to attend an interview. The content of this letter should be fairly short, simply thanking the person for his/her application and giving a day/date/time for the Interview.
Example
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3.3 INTERVIEW
Example 1
Example
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3.3 INTERVIEW
Dear Miss Langston
TELEPHONE EXECUTIVE (MARKETING )
Thank you for your recent letter applying for the above post.
I hope you can attend an interview at 1030 on Monday 16 June.
If this appointment is in convenient please telephone my secretary to make
alternative arrangements.
Yours sincerely
LOUISE DUNSCOMBE (Mrs)
Human Relations Manager
Example 2
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3.4 OFFER OF EMPLOYMENT
A job offer letter is a document that confirms the details of an offer of employment. The job offer letter includes details such as job description, reporting relationship, salary, bonus potential. benefits, vacation allotment, and more. The job offer letter generally confirms the terms the employer and the candidate have agreed to for his employment during negotiations.
SUCCESSFUL CANDIDATES ARE GIVEN AN OFFER LETTER
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3.4 OFFER OF EMPLOYMENT
Dear Miss Thomas
SHORTHAND – TYPIST SALES DEPARTMENT
Thank you for attending the recent interview.
I am pleased to offer you this post at a salary of £6,000 per annum, commencing on
Monday 2nd August 2011.
Full details of the post are shown in the attached Job Description.
Please report for work at 0900 hours on 2nd August, and ask for my Secretary,
Miss Katherine Lee.
Your acceptance of this post, in writing, would be appreciated.
I look forward to welcoming you to the staff of XCL Computers Ltd.
Yours sincerely
Example
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3.5 JOB DESCRIPTION
A job description gives full particulars of the job the employee is required to perform. A job description states the title of the post and to whom the person reports, as well as giving full details of the duties and responsibilities involved.
Example
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3.5 JOB DESCRIPTION
Summaries the main purpose of the job.
Finish with this standard clause.
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3.6 RESIGNATION
When writing a resignation letter, it's important to keep your resignation letter as simple, brief, and focused as possible. It should also be positive. Your letter of resignation should include information on when you are leaving. You can also let the employer know you appreciate your time with the company.
Resigning from a job
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3.6 RESIGNATION
Example
How to Write a Professional Letter of Resignation?
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3.6 RESIGNATION
Dear Mr. Howbury
I regret to inform you that I wish to give 2 weeks’ notice of my resignation from
The Company. My last day of work will be 30 June 2011.
I have been very happy working here for the pas 9 months, and have certainly
learned a lot. However, I have obtained a post where I will have wider responsibilities
and greater career prospects.
Thank you for the help and guidance you have given me during my employment, and
best wishes for the future.
Yours sincerely
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PRACTICE: LETTER OF APPLICATION
Individual Work
Write a letter based on the given situation below to be submitted in the next class.
Write a letter of application to a job advertisement from a local newspaper. Please enclose an updated CV that caters to the job requirement.
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SUMMARY
2. A résumé is a self-introduction that highlights an applicant’s strengths and experiences. It summarizes the applicant’s education, abilities, experience, accomplishments, and personal details for the employer’s consideration in an impressive, easy-to-read format. Its structure can vary to suit the professional status and experience of individual candidates, though the common elements of all CVs are generally as follows: personal details, education, work experience, references, and job objective/summary.
3. The CV is attached to an application letter/cover letter, which acts as a preface for the CV. The letter generally ends by asking for an interview opportunity.
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NEXT SESSION PREVIEW
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Memos
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REFERENCES
Prescribed Text Book
Supplementary Materials
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APPENDIX
FIGURE | SOURCE |
Figure 1 | http://www.careerguidetips.com/the-importance-of-active-job-recruitment.php |
Figure 2 | http://www.rivertoncity.com/employment.applicationinfo.html |
Figure 3 | http://www.eduers.com/resume/Job_Application_Letter.htm |
Figure 4 | http://www.corebloggers.com/blog/10-things-to-look-for-in-a-new-job-opportunity.html |
Figure 5 | http://www.istockphoto.com/stock-photo-13238739-you-re-hired.php |
Figure 6 | http://tppnotforprofit.blogspot.com/2010/12/writing-effective-job-descriptions-and.html |
Figure 7 | http://snowdrop-greenshoots.blogspot.com/2010_10_01_archive.html |
Figure 8 | http://www.google.com.my/img |
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