ENG 213: Advanced English Communication

Lecture Sheet 13: Order Letter

ENG 213: Advanced English Communication

Instructor: Md. Jamal Hossain

Order Letter Sample

Lecture Sheet 12: Legal Notice Sample

ENG 213: Advanced English Communication

Instructor: Md. Jamal Hossain

Legal Notice

From: Md. Kamal Hossain

Advocate

Bangladesh Supreme Court

For and on behalf of:

Bank Asia, Motijheel Branch, Dhaka. ……Notice Giver

To: Mr. Md. Hannan Sarker

Managing Director

Basundhara Limited

12 Panthapath, Dhaka 1208………..Notice Receiver

Subject: Legal Notice under Section 138 of Negotiable Instrument Act, 1881 (Act xxvi of 1881) and The Negotiable Instruments (Amendment) Act, 2006

Dear Sir:

Being instructed by my client I do hereby give you this Legal Notice as follows:

1. That you the notice receiver and client of the above bank and Managing Director,

Basundhara Limited,12 Panthapath, Dhaka 1208 had taken loan facility from my above mentioned client bank from their sanction advice memo no INV 148/145-876/765-2330 dated 9^th July 2001. 

2. That in transaction in between you, for realization of bank dues in relating to Basundhara Limited , you the notice receiver have issued Cheque No. 54378945

dated 17.06.07 of One Bank Limited, Kamal Ataturk Avenue Branch, Dhaka for taka fifteen million(15,00,00,000) only in favour of Bank Asia, Gulshan Branch , Dhaka for adjustment of the account of Basundhara Limited and the same cheque was produced before the concerned bank for encashment but the cheque was dishonoured on July 18, 2007 due to insufficient fund.

3. That under the above circumstances on behalf of my client I do hereby give you this legal notice to make the payment of the amount of the said cheque within 30 days from the date of receiving this legal notice /publishing in the newspaper. In case of default my client will be bound to take necessary legal action against you in the proper court after completing its essential steps.

An exact copy of this legal notice is kept in my office for future reference and necessary action.

Thanking you

Md. Kamal Hossain

Advocate, Bangladesh Supreme Court

30 Dhanmondi, Road 10/A, Dhaka.

Phone: 9334567, 01716046236

Lecture Sheet 11: Resignation Letter

ENG 213: Advanced English Communication

Instructor: Md. Jamal Hossain

Resignation Letter

Positive Resignation: 

Negative Resignation:

 

Lecture Sheet 10: Job Rejection Letter

ENG 213: Advanced English Communication

Instructor: Md. Jamal Hossain

Rejection Letter

Job Rejection

This situation is difficult. If you know the job is a mismatch for your skills, be honest and then act to remedy the situation. Your integrity and credibility will expand with this letter.

174 Bittersweet St.

Broken Arrow, OK 74012

January 18, 20XX

Carroll Connell, Director

Intercomp, Inc.

P. O. Box 23659

Tulsa, OK 74133

Dear Ms. Connell:

The position of executive drafting assistant sounds exciting. Thank you for considering me. However, I cannot accept this offer in good conscience at this time. The computer expertise this position requires for success demands more experience than I currently have. I want to do an

excellent job; therefore, I am enrolling in a CAD course at Tulsa University. In four months I will have the training to pursue a similar position with determination. Perhaps TU instructors can suggest names of recent students who are prepared now to accept the responsibilities of the job. Someone better trained than I is waiting to discover Intercomp.

Thank you again for thinking of me. It has been the incentive I needed to get the extra training I must have to continue in the drafting field. I intend to be prepared for the next executive drafting assistant opening as your company continues to expand its operation.

Sincerely,

Signature

Chris Jensen

Not Accepting Possible Job Offer

This letter is positive and suggests a continuing business relationship in the future.

June 23, 20XX

Veronica Black

President

Quinta Exploration

P.O. Box 1312

Phoenix, AZ 85029

Dear Veronica:

Thank you for your letter notifying me that I am one of your final candidates for the position of Corporate Vice President. I certainly enjoyed meeting with you Tuesday, touring the company and learning more about the goals of your Board. However, as we discussed at our meeting, my priority has been to settle on the East Coast, and I have continued to pursue opportunities. Recently, I received an offer in my field of hydrogeology, located within a day’s drive of the coast and in proximity to family members. With the responsibilities that are inherent in the position and the future that it promises, I have accepted the offer.

I hope that we meet again, perhaps at the national conference next summer. Since it is scheduled for Atlanta, I can promise you a tour of the city.

Thank you again for the fine day at Quinta Exploration.

Sincerely,

Signature

Janet T. Lundquist

--------------------------------------------------------------------------------------------------------------------

Lecture Sheet 9: Acceptance Letter
ENG 213: Advanced English Communication
Instructor: Md. Jamal Hossain

Acceptance Letter

The acceptance of a job offer is one of the most pleasant letters to write. Your contact at the company

should have sent you a written job offer that briefly reaffirms the offer. This is their way of completing the legal contract between you and the company. It is your responsibility to confirm that you understand the details of the offer. This letter could also be used if the elements of the offer were not clearly stated. 

Use it to request clarification in your acceptance letter and state explicitly what you are agreeing to.

This part is particularly important if critical items are not mentioned in the offer letter or remain vague, as often happens if the offer is made verbally.

What do you include?

• Thank the company for the offer.
• Accept the position.
• Restate the terms of your contract. These may include salary, benefits, location and others
• Restate any instructions given to you by the company. These might include your start date or the hours you will be working.
• State your happiness at joining the company.

Sample Acceptance Letter

This is a sample acceptance letter to give you an idea on how to write your own letter, the phrases in

italics, should be replaced by your own information.

[Employer's Address]

Dear [Recruiter Name],

After having considered your offer for [Position title] at [Organisation title] it is with great enthusiasm

that I accept your offer. This job opportunity fits with my career expectations and path and I therefore look forward to contributing to the success of [Organisation title].

As we discussed, my starting salary will be [salary here] and health and life insurance benefits will be

[describe here].

I have handed in my notice form my current job, the notice period being [notice period length].

I look forward to start [work / training course] on the [starting date]. If you need any additional 

documents please let me know.

Again, thank you.

Sincerely, 

[sign your name ]

[type your name ]

Sample Letter Accepting a Job Offer

Jane Fieldstone

87 Washington Street

Smithfield, CA 08055

(909) 555-5555

Date

Dear Mr. Barnes,

As we discussed on the phone, I am very pleased to accept the position of Marketing

Manager with Smithfield Pottery. Thank you for the opportunity. I am eager to make a

positive contribution to the company and to work with everyone on the Smithfield team.

2As we discussed, my starting salary will be $35,000 and health and life insurance benefits

will be provided after 90 days of employment.

I look forward to starting employment on July 1, 2007. If there is any additional

information or paperwork you need prior to then, please let me know.

Again, thank you.

Sincerely,

Signature

Jane Fieldstone

7 Shawnee Road

Short Hills, NJ 07078

201-555-0303

Mrs. Walter Mellish

Greenley Corp., Inc.

1010 Madison Avenue

New York, NY

Dear Mrs. Mellish:

It was certainly wonderful news when you called this afternoon to offer me the position

as assistant buyer for Greenley Corp. Please consider this letter my formal acceptance.

I am pleased to accept your offer at a salary of $29,000 annually.

As we agreed, my starting date will be July 28 to enable me to finish a summer computer

class that will enhance my skills for Greenley Corp.

I also understand that I will receive full company pay and benefits during the 12-week

training program and that I am considered probationary during that time.

Thank you again, Mrs. Mellish, for offering me this wonderful opportunity, and do let me

know if I can do anything in advance of my start date to facilitate the paperwork, or if

there are any areas you'd like me to be reading up on.

What a delight it will be to work with you and the Greenley team!

Sincerely,

Jane Oakley

Lecture Sheet 10: Job Rejection
Lecture Sheet 9: Acceptance Letter
Lecture Sheet 8: The Basics of Business Letter

Name

Title

Company

Street Address

City, Postcode

Dear Mr. /Ms.:

I am pleased to accept your invitation to become an engineer for the Arthur

Manufacturing Company at the monthly salary of $xxx. I am certain that the duties

assigned to me will be interesting and challenging.

Thank you for your offer of assistance in finding housing in Pittsburgh. This will make

my relocation much easier.

I look forward to my future association with Arthur Manufacturing. As advised in your

letter, I will report to your office at 8:30 a.m. on (date).

Sincerely,

(Handwritten signature)

Your name, typed

4

Lecture Sheet 8: Basics of Business Letters

ENG 213: Advanced English Communication

Instructor: Md. Jamal Hossain

The Basics of Business Letters

Why should you write a business letter?

You are busy no matter what your position. Since you are busy, you want to use your time as effectively as possible. The business letter takes time but can be written more quickly if you follow a few basic principles. Keep in mind these three points when you write a letter:

1. Business letters serve one purpose.

2. Business letters are expensive.

3. Business letters serve as a record.

Business letters serve one purpose: They communicate information. Countless hours are spent, and too many letters are sent that say little or nothing. That’s a waste of time for the sender and the receiver. Also, when the wages of the writer and the typist — along with the prorated cost of equipment and postage — are figured in, business letters are expensive. It is important that they be cost-effective. Why write a business letter? Because business letters serve as a record. Letters are long-lasting, tangible evidence of information you communicate to others.

What should you consider about style?

Style is how you write the letter. Business letters used to be written in what might be called “businessese,” a formal, stiff language. That is no longer true. The predominant style is matter-of- fact and conversational. Gone are such phrases as “the aforementioned” and “due to the fact that.” Our high-tech, impersonal society requires business professionals to be more personable in their written communication in order to be more effective. The Seven “C’s” of Style will help you become more effective.

The Seven “C’s” of Style

1. Conversational. Write the way you speak. Get rid of stilted phrases. Why say “due to the fact that” when you can say “because”? Would you normally say “the aforementioned information”? Why not “the information” or, if you need to refer to a point, “the previous information”?

2. Clarity. The goal of clarity is that the reader understands precisely what you are saying. The language of your letter should be adapted to the recipient. This means that you write in a matter-of-fact, conversational tone. Use specific examples the reader can relate to. Don’t assume that your reader understands the jargon of your trade. Remember, most letters will be read by people other than the recipient of the letter. These people may be unfamiliar with the technical language or jargon you use. Clarity also means organizing your letter so each paragraph deals with only one main idea and presenting your ideas in a logical order. Your letter should not be a collection of random ideas. It should be single-minded in its purpose.

3. Concise. A concise letter eliminates all unnecessary words. Why use four words, “in as much as,” when you can use one word, “because”? This is not to say that you can’t write long letters, but the longer the letter, the more ineffective it becomes. It is better to write a short letter with attachments than a long, detailed one. Short letters are read and remembered; long letters are skimmed and filed.

4. Complete. Make sure you have included all the information the reader needs to know. (Don’t include details that are interesting but not relevant.) The biggest problem with leaving out information is that the reader has to make assumptions. For example, don’t say, “When we last spoke about the situation,” when you can say, “When we spoke on June 8 about hiring a new administrative assistant.” Remember that the reader can’t read your mind. The reader can only guess at what you left out.

5. Concrete. Use specific terms that cannot be misunderstood. Don’t say, “The large order that we requested has not arrived.” Say, “The order for 10,000 basins that we requested on May 3, 20XX, has not arrived as of June 20.” Identify names and numbers.

Write about what people can count or do. Include what people can see, touch, smell, taste or hear. In other words, make your language tangible. Make it concrete.

6. Constructive. Use words and phrases that set a positive tone. Constructive words are like smiling when you greet someone. They leave a good impression. Words such as “failure,” “you neglected” and “error” tend to distance the recipient from the writer. Words such as “agreeable,” “proud” and “success” help create a positive tone.

7. Correct. The last step in writing any business letter is to proofread it. You automatically check your image in a mirror before going out or meeting someone. The letter you send is your image on paper. If it is riddled with spelling, grammatical and typographical errors, it will detract from what you are trying to get across. The reaction will be, “He can’t spell,” or “She doesn’t know how to type.” If you have a secretary, don’t assume your secretary knows how to spell or punctuate. Luckily, most do, but proof your own letters. Why? Because it is your name that is signed at the bottom of the page, not your secretary’s. You will be the one who looks bad.

In a nutshell

Writing a business letter need not be difficult as long as you remember that you are communicating with another business person just like yourself. If you incorporate Subject, Audience, Purpose and Style/Organization into your correspondence, you will be on the road to better business letter writing.

Parts of a Business Letter

There are many parts to the business letter — some required, some optional. This chapter will review those parts and their order. The parts of the business letter follow:

1. Letterhead or Heading

2. Date

3. File Number (optional)

4. Confidential (optional)

5. Inside Address

6. Attention Line (optional)

7. Salutation (optional)

8. Subject Line (optional)

9. Body of the Letter

10. Complimentary Close (optional)

11. Signature

12. Added Information (optional)

13. Postscript (optional)

14. Mailing Instructions (optional)

2

Letterhead

Most business letters originating from a firm are written on the firm’s letterhead. If you are writing a personal business letter or your firm does not use letterhead, then you need to include your firm’s address in the heading.

Date

When you are using a heading instead of letterhead, place the date on the first line and the address on the subsequent lines as follows:

September 9, 20XX (USA format)/ 9 September 9, 20XX (European format)

359 Longview Road

Mt. Vernon, IL 65676

This should be the date the letter is written. Be sure to write out the month and to include both the date and year for adequate reference.

File Number

On occasion, you may wish to include the file number of the project, case or order that the letter refers to. The file number should be physically separated from the date by two spaces and from the part that follows (Confidential or Inside Address) by two spaces.

Confidential

Use this word when the person to whom the letter is addressed is the only one who should read the letter. Physically separate the word from the rest of the letter by two lines. To assure confidentiality, include the word “Confidential” on the envelope.

Inside Address

This should include the name of the person you are writing, the person’s title (if available), the name of the firm and the firm’s address.

Attention Line

This is used when you do not know the name of the person you are writing and the letter is addressed to the firm. For example, the attention line may say, “Attention: Head of Accounting.” It may also be used when you know the name of the person you are writing but are unsure of the title. The attention line may say, “Attention: Customer Service,” thus indicating to the person receiving the letter that the letter also needs to be routed to the customer service department. Another way of doing this is to use the attention line and send copies of the letter to the appropriate department.

Salutation

The salutation is used in all formats except the Simplified Letter and the Memo. The following are salutations used in American business letters:

• Dear Sir:

• Dear Madam: (may be followed by title, such as Dear

Madam Chairperson:)

• Gentlemen:

• Ladies:

• Dear Mr. Bryan:

• Dear Ms. Gray:

• Ladies and Gentlemen:

• Dear Personnel Director: (a gender-free title)

• To Whom It May Concern: or TO WHOM IT MAY

CONCERN: (use this form as a last resort)

Caution: 

You must determine the appropriate choice, given your reader and the situation. If you are uncertain about your reader’s gender, avoid assuming gender in the salutation. Use your reader’s name whenever you know it. Researchers discovered that people are

more likely to read a letter with their names in the salutation. One of the problems you may run into is writing to a person with a name that is not gender specific; for example, the name Terry. The simplest solution in the salutation is to say, “Dear Terry Lucas.” If you are addressing a group of people in general, such as the shipping department, do not assume they are all male. The old “Gentlemen:” is not acceptable. “Shipping Agents:” is preferred. The way around having to use a salutation when you are unsure of whom you are writing is to use the Simplified Letter.

Simplified Letter

This is useful when you do not know the title of the person you are writing to or when you are writing to a company, government agency or organization. It eliminates the courtesy titles (Mr., Mrs., Ms., Dr.), the salutations and the complimentary close. The focus of the letter is on the body and what is to be said. The spacing is the same as the block format.

Italics Unlimited

231 W. 40th Street • Camden, NJ 08618 • (623) 555-2678

August 10, 20XX

Terry Lancaster

Capital Supply

657 Minden Ct.

Des Moines, Iowa 54687

SUBJECT: PRINTING SUPPLIES

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Signature

Joan McAllister

JFM:eer

Subject Line

The subject line is most commonly used in the Simplified Letter. It announces the subject of the letter and provides a summary of your intent.

Body of the Letter

This is where you make requests, provide information or reasons or reply to someone. It is the main part of the business letter.

Complimentary Close

This varies in formality and is found in all business letters with the exception of the Simplified Letter and the Memo (see Simplified Letter for its placement). The following complimentary closes

are in order of decreasing formality:

• Very truly yours,

• Respectfully,

• Sincerely yours,

• Cordially,

• Sincerely,

The most appropriate, in general situations, is the last.

Signature

There should be four lines between the complimentary close (or the body in the Simplified Letter) and your typed name so there is room for your signature.

Additional Information

If needed, this consists of the sender’s initials in capital letters followed by a colon, followed by the typist’s initials in small letters. You may also find the abbreviations “Enc.” for enclosure and “cc:” or “xc:” for copies sent, followed by names of persons

receiving the copies.

Postscript

The “P.S.” highlights additional information that might have been placed in the letter but for some reason was not. Often used in sales, promotional or personal letters, the postscript can emphasize a request for action or consideration. It is often the first thing the recipient reads. Use it to entice or motivate your reader. Postscripts are especially effective in sales or form letters.

Mailing Instructions

Use these to give the reader deadlines or pertinent information on mailing a reply.

As you look through the major formats, it’s obvious that many of the parts listed above are not necessarily used in routine business correspondence. However, it helps to be aware of all of them in case you need to use any of them.

DAVID S. DOUGLAS 3166 LOGAN TERRACE Glasgow, KENTUCKY 42141 606-555-8826 CAREER OBJECTIVE Position in motel/restaurant management with opportunity for advancement. EXPERIENCE 6.92 - Present Mando's Italian Food, 4023 Summer Avenue, Glasgow, KY 42141. Duties: Worked as cook six nights a week (about 45 hours a week). Responsible for closing restaurant Mondays through Thursdays. 7/90 - 5/90 Red Apple Inn, 611 Madison Avenue, Glasgow, KY 42141. Duties: Worked as waiter (about 25 hours a week) while attending State Technical Institute. 6/88 - 5/90 U. S. Army, Fort Polk, LA 71459. Attained rank of sergeant. 9/87 - 5/88 Oscoc's Grocery, 4070 Willow Street, Neon, KY 41840. Duties: Did general grocery duties including stocking shelves, arranging displays, and serving customers. EDUCATION 9/90 - 5/92 State Technical Institute, Glasgow, IY 42141, Received Associate of Science degree in Motel/Restaurant Management. 9/85 - 6/88 Memorial High School, Neon, KY 41840. Graduate in top 15 percent of class. ACTIVITIES ROTC officer at State (two years). Photographer for college yearbook. President of high school senior class. Captain of high school basketball team. REFERENCES Mr. James P. Lucchesi Ms. Lena Jensen Owner, Mando's Italian Food Manager, Red Apple Inn 4023 Summer Avenue 611 Madison Avenue Glasgow, KY 42141 Glasgow, KY 42141 606-555-8361 606-555-4492 Mr. William B. Champion, Division Head General-Vocational Technologies State Technical Institute Glasgow, KY 42141 606-555-4468

This resume illustrates a chronological style. David Douglas stresses his work experience by listing it first.

CHRONOLOGICAL RÉSUMÉ

This style gives information in reverse chronological order with dates. It is the easiest to write and prepare and works best for people with a steady employment background. Personnel people like this style best. The resumes above illustrate this style.

FUNCTIONAL RÉSUMÉ

This style highlights skills and qualifications. Because it does not include dates or places of employment, it is convenient for hiding breaks in employment of frequent job changes. This style also works well for the person who is shifting career focus and who wants to emphasize skills rather than job titles.

JOYCE M. KRAMER 405 Churchill Street Blencoe, Iowa 51523 CAREER OBJECTIVE: An office position using my Secretarial Administration training with the opportunity for advancement. EDUCATION: DeSoto County Junior College, Middleton, Iowa 52638, 1990-1992 Associate of Arts Degree, June 1992, 3.82 GAP Major: Secretarial Administration Special Skills: Typing  75 words a minute Shorthand Dictation - 100 words a minute Educational Highlights: Business English, Business Correspondence, Word Processing Applications, Records Management, Accounting, Economics Activities and Honors: Phi Theta (College scholastic honor society) Phi Beta Lambda (business students organization) Central High School, Blevins, Iowa, 1987 - 1990 Ranked fifth in graduating class Activities and Honors: National Honor Society Gregg Shorthand Award Future Business Leaders of America EXPERIENCE: First State Bank, 501 Union Avenue, Middleton, Iowa 52638, 19901992 Part-time Secretary to Mr. James Brown, Vice President of Marketing Duties: Typing, taking dictation, filing, answering telephone LeBonheur Children's Hospital, 848 Adams avenue, Blevins, Iowa 50000, 1988-1990 Candy Striper Volunteer Duties: Attending patients, under supervision of Miss Mary Greene, Head Nurse REFERENCES Dr Carolyn Bowlin Mr Edward Jamison Chairperson Instructor Department of Secretarial administration Department of Accounting DeSoto County Junior College DeSoto County Junior College Middleton, Iowa 52638 Middleton, Iowa 52638

Joyce Kramer's resume illustrates a chronological style. She stresses her education by listing it first.

COMBINATION RESUME

This style combines aspects of the chronological and the functional resume. The experience block is divided into two sections: (1) job skills and qualifications, followed by (2) dates and places of employment. This style is especially effective when you've had several jobs with similar job duties, because it allows you to eliminate, repetition and to prepare a more concise resume. This style is illustrated on pages 261 and 262.

SUMMARY OF QUALIFICATIONS AND ACCOMPLISHMENTS

Although you will use your resume primarily when applying for a job, you may also use it when you are

SHIRLEY A. KESTER 407 Sheridan Street Danville, H 61832 217-555-8213 CAREER OBJECTIVE: A medical secretarial position with a goal to become an Accredited Records Technician. EDUCATION: Danville Area Community College, 2000 East Main Street, Danville, Illinois 61832. To be graduated in May with an 1/90 - 5/92 Associate of Applied Science degree, Medical Secretary Major and a Certificate in Computer programming. EDUCATION HIGHLIGHTS: Medical Terminology Medical Transcription Physiology/Anatomy Records Management Payroll Accounting Word Processing Business Correspondence Accounting Principles Secretarial Systems and Procedures Computer programming Languages FORTRAN, COBOL - I and II, RPG - ASSEMBLER Office Equip It Skills Software Computer Equipment WordPerfect, dBase, IBM, Apple, Lotus 1-2-3 PageMaker, Macintosh MacWrite. QUALIFICATION Ten years in service-related positions. Extensive interaction SUMMARY with public and responsibility for service-related records. ADMINISTRATIVE: Supervising telephone surveyors Setting up file system of potential clients Planning areas to be surveyed Plotting maps of survey area ADMINISTRATIVE Filing reference information ASSISTANT: Typing reference cards and correspondence Ordering and controlling supplies Making customers' appointments Answering telephones Greeting customers RETAIL SALES: Keeping sales records Taking inventory Pricing merchandise Selling merchandise Operating several types of cash registers.

Shirley Kester's resume illustrates a combination style. It would become a functional resume if the places and dates of employment were omitted (and it would fit on one page.)

The signature line and the date line personalize the resume. Some employers like these optional additions.

ENG 213: Advanced English Communication

Lecture Sheet 6: Job Application

Instructor: Md. Jamal Hossain

What is a job application?

A job application is a medium through which a person can sell himself/herself to a job market, particularly to an employer. Therefore it is very important for a job seeker to take special care of his job application. Because a good application is the pre-requisite for an applicant to get a call for an interview.Now write an application in response to the above advertisement.

Four Considerations of a Business Letter

The four areas you must take into consideration for each business letter are listed below. If you do not consider each one of them, your letter will be ineffective.

1. Subject

2. Audience

3. Purpose

4. Style/Organization

Subject

Every piece of writing — from the business letter to the novel — revolves around a subject. Luckily, in the business world the subject is usually specific. Quite often it is supplied for you by someone else, such as a boss or colleague, or demanded by a situation such as hiring or congratulating an employee.

It’s a fact: The more specific your subject, the easier it is to write your letter. For example, let’s say that you need to request information about an order that did not arrive when it should have. If you are in charge of the account, writing the letter is easy. If you are not in charge of the account, it is harder fo

1. Block style
2. Modified block style
3. Modified semi-block style
   1. Block style
   2. Modified block style
   3. Modified semi-block style
   4. Semi-block style
4. Semi-block style

r you to write the letter than it is for the person who knows all the particulars. RegIt’s a fact: The more specific your subject, the easier it is to write your letter. For example, let’s say that you need to request information about an order that did not arrive when it should have. If you are in charge of the account, writing the letter is easy. If you are not in charge of the account, it is harder for you to write the letter than it is for the person who knows all the particulars. Regardless of the situation, stick to one or two subjects in your letter. Including more than two subjects clouds your message. Write another letter if you have more than two subjects.ardless of the situation, stick to one or two subjects in your letter. Including more than two subjects clouds your message. Write another letter if you have more than two subjects.

Audience

This area is tricky because you may not know your audience. If you do, you can tailor your letter to that audience. Many times, however, your audience is larger than you expect. Your letter may

be addressed to Terry Smith but may be read by several other people in Terry’s firm to receive the action you wish. If you are unsure of your audience, assume they are educated, reasonable

people until you find out otherwise. Don’t assume they have as much knowledge of the subject of your letter as you do, or you may overgeneralize or forget to include important details.

Purpose

Many letters are sent with a specific subject and audience in mind but are not clear in their purpose.

Know why you are sending the letter

1. Block style
2. Modified block style
3. Modified semi-block style
4. Semi-block style

. Is the letter to inform? Is it to request information? Is it to offer congratulations? Condolences? Is it to get the recipient to act on a request? All of these are very different purposes.

1. Block style
2. Modified block style
3. Modified semi-block style
4. Semi-block style

 You have probably received a letter that, after reading it, left you confused because you didn’t know exactly what it said. The purpose was not clear.

Style/Organization

The first three areas dictate the content, direction and emphasis of the letter.

1. Know WHAT you’re writing about — SUBJECT.

2. Know WHO you’re writing for — AUDIENCE.

3. Know WHY you’re writing — PURPOSE.

Now you are ready to be concerned with HOW you are going to write the letter. The first three areas can be determined in a matter of minutes if you are familiar with the ideas that need to be communicated. The fourth area — style and organization — takes more time.

Organization Part 1 of Body states your purpose. Part 2 of Body explains what you want to happen or explains the information you have. Part 3 of Body requests a dated action, conclude or thank the reader for his response. Notice that these are parts or sections rather than paragraphs.

Part 1 of Body states your purpose. Part 2 of Body explains what you want to happen or

explains the information you have. Part 3 of Body requests a dated action, conclude or

thank the reader for his response. Notice that these are parts or sections rather than paragraphs.

In some cases, particularly Part 2, the parts may consist of more than one paragraph. Let’s take a look at each of these parts.Now write an application in response to the above advertisement.

Part 1 of the Body

Get right to the point in the first sentence of the letter. When you read a novel, you expect to have background information before the story ever starts. When you read a business letter, you expect to be told immediately what will happen. Remember, your reader doesn’t have any more time to wade through a long letter than you do. This part is usually a short paragraph. Anything too long will

cause the reader to lose patience.

Part 2 of the Body

This is the bread and butter of the letter. It explains the information you are giving, or it explains what you want the recipient to do. It doesn’t need to be elaborate, but it does need to include all of the information the recipient needs. If you have a lot of information, break it into short paragraphs,

make a list or refer to an attachment. Underlining essential information is one way to highlight key points for your reader. Your letter should be organized to help the recipient understand what to know or what to do.

Part 3 of the Body

This, like the first part, is usually a short paragraph. In writing classes, it’s called the clincher — not a bad way to remember its function. Depending on the purpose of your letter, it will do one of three things.

1. Conclude. In an informational letter, this allows you to point out the most important item or draw all your key points into one statement.

2. Request action. In letters that require a response, such as collection letters, you define the action you want the recipient to take. In this part, you tell the reader what to do and when to do it. Being vague gets vague results. Be specific.

3. Thank the reader. In some letters, this part is simply a thank you for the recipient’s attention, response or concern.

After you have decided your purpose you can start writing. Your application must contain the following parts:

• Date and address of the person written to (May 9, 2007/The Managing Director/ Asiana Land Project………………..)
• Subject ( Application for the post of Site Engineer)
• Salutation ( Dear Sir/ Madam, Dear Mr Hossain)
• Body (Source of advertisement; your qualifications; hope of getting a call for viva, etc)
• Subscription (Sincerely Yours, Sincerely, etc)
• Signature of the applicant (MZ Karim)

While writing the body of your letter you may start with a summary of your qualifications. Give reference of your application. Try to arrange your qualifications and experience following the sequence of requirements given in the advertisement. If there are no particular requirements mentioned, arrange your information as you think to be fruitful.

While writing your job application you can follow any of the following four formats:

1. Block style
2. Modified block style
3. Modified semi-block style
4. Semi-block style

   
   

   Some examples of job applications:

   Requesting Appointment

   
   

   This letter asks for an appointment to discuss future employment. It offers enough information to interest the reader but does not give the detail of a resumé.

   November 10, 20XX

   
   

   Mr. Robert J. Hunter

   Director, Internal Communications

   United Telephone, Inc.

   P.O. Box 3245

   Winston Salem, NC 27106

   
   

   Subject: Application for the post of a Communication Specialist

   
   

   Dear Mr. Hunter:

   John Stewart, your director of public relations, told me that you were looking for a communications specialist. I am a recent graduate of Richmond University and would like the opportunity to talk with you about the position.

   
   

   My degree is in journalism, and my intern work during my senior year was on the community desk at the Kansas City Star. The summer of 20XX I assisted the editor of the St. Joseph

   Hospital newsletter and was responsible for writing the articles and taking pictures.

   
   

   May I have an appointment to discuss my qualifications and my interest in working with you as a communications specialist? I will call your office Wednesday morning for a time that is convenient for you.

   
   

   
   

   Sincerely,

   
   

   Signature

   Joan Eldon Williams

   
   

   Solicited Application

   Although the employer initiates contact in this situation, the job seeker must respond with a personal sales pitch, such as this sample letter.

   
   

   77 Longmeadow Ave.

   Tulsa, OK 74135

   
   

   August 3, 20XX

   
   

   David Fronte

   Vice President

   Professional Chemical Institute

   864 Manhattan

   Pittsburg, KS 66762

   
   

   Subject: Application for the post of Product Developer

   
   

   Dear Mr. Fronte:

   Thank you for your telephone call this morning requesting my application for Product Developer. I am pleased that ourNovember 10, 20XX

   
   

   Mr. Robert J. Hunter

   Director, Internal Communications

   United Telephone, Inc.

   P.O. Box 3245

   Winston Salem, NC 27106

   
   

   Subject: Application for the post of a Communication Specialist

   
   

   Dear Mr. Hunter:

   John Stewart, your director of public relations, told me that you were looking for a communications specialist. I am a recent graduate of Richmond University and would like the opportunity to talk with you about the position.

   
   

   My degree is in journalism, and my intern work during my senior year was on the community desk at the Kansas City Star. The summer of 20XX I assisted the editor of the St. Joseph

   Hospital newsletter and was responsible for writing the articles and taking pictures.

   
   

   May I have an appointment to discuss my qualifications and my interest in working with you as a communications specialist? I will call your office Wednesday morning for a time that is convenient for you.

   
   

   
   

   Sincerely,

   
   

   Signature

   Joan Eldon Williams

   
   

   Solicited Application

   Although the employer initiates contact in this situation, the job seeker must respond with a personal sales pitch, such as this sample letter.

   
   

   77 Longmeadow Ave.

   Tulsa, OK 74135

   
   

   August 3, 20XX

   
   

   David Fronte

   Vice President

   Professional Chemical Institute

   864 Manhattan

   Pittsburg, KS 66762

   
   

   Subject: Application for the post of Product Developer

   
   

   Dear Mr. Fronte:

   Thank you for your telephone call this morning requesting my application for Product Developer. I am pleased that our friend, Kelly Greene, spoke so highly of me.

   
   

   Your call came at an opportune time in my career. I am encouraged that your company’s direction may be the very avenue I have sought for several new product ideas. Your goal of a 10 percent increase in products during the next two years is a challenge I am ready to

   accept.

   
   

   I am eager to discuss this potential growth with you next Wednesday in your office at 2:15 p.m. as you suggested in our conversation today. In the meantime, please call me at XXX-555-9975 should you need additional information prior to our meeting.

   
   

   Thank you again for your interest.

   
   

   Sincerely,

   Signature

   Brad Reed friend, Kelly Greene, spoke so highly of me.

   
   

   Your call came at an opportune time in my career. I am encouraged that your company’s direction may be the very avenue I have sought for several new product ideas. Your goal of a 10 percent increase in products during the next two years is a challenge I am ready to

   accept.

   
   

   I am eager to discuss this potential growth with you next Wednesday in your office at 2:15 p.m. as you suggested in our conversation today. In the meantime, please call me at XXX-555-9975 should you need additional information prior to our meeting.

   
   

   Thank you again for your interest.

   
   

   Sincerely,

   Signature

   Brad Reed

   
   

   Career with leader in ICT

   
   

   Bashundhara ICT Limited, an ISO certified company is looking for some Computer Engineers for its Dhaka office. The applicant should possess a Bachelor degree in Computer Engineering with minimum five years’ experience as a Computer Engineer in a large textile company.

   
   

   Job Requirements:

   • Should be capable to handle overall activities of the company.
   • Strong leadership skill to manage internal and external people effectively.
   • Identify strength and weakness of employees and plan training and monitoring accordingly.
   • Work effectively under pressure and stress in a fast paced environment.
   • Should possess multifaceted abilities and strong interpersonal skills.

   
   

   Benefits:

   We offer attractive salary package with other admissible benefits.

   
   

   Interested candidates are requested to apply along with their CV and two copies of recent passport size color photographs by May 15, 2007. Write to:

   Director

   Human Resources Division

   Basundhara ICTP Ltd

   18 Tejgaon Industrial Aea

   Dhaka-1215.

   
   

   Now write an application in response to the above advertisement.