Unit Summary

The letter of application you send with your CV is sometimes called a Cover Letter (Covering Letter). It is usually the first direct contact between a candidate and an employer, so make sure it is well-written and presented. It should normally contain 3-4 paragraphs.

Review Questions:

1. What is a cover letter?

2. Why is it important?

3. Who needs a cover letter?

4. What information should be included in it?

5. What is a format of a cover letter?

6. What makes a good cover letter?

Unit 8 Fax

Despite the widespread use of emails today, the fax still remains a preferred means of communication for various business functions in a large number of cultures throughout the world, faxes are sent in numerous situations - to place and confirm orders/bookings, make and answer enquiries, request and confirm payment, request action, give orders, etc. Faxes are also used to send documents such as fliers, prospectuses, invoices, order forms and other business documents. In many cases, documents are faxed first to save time, and the original and /or legal document is sent by post later.

Layout

When writing faxes, you should follow the standard format. The fax given below shows where the following different components should appear on the page (though b-f may be in a different order).

1. letterhead

2. name of the person/people who will

3. receive the fax c name of the person /people sending the

4. fax

5. sender's fax number e date

6. total number of pages

7. opening

8. body of the fax

9. closing

10. signature

Language styles

Faxes can be formal or semi-formal depending on their context and form. They can take the form of business letters or emails, or be in note form like memos. The style of language used should be adapted to each situation.

Important Language to Remember

• Placing orders and bookings

We wish to place an order for/ to book...

Thank you for sending the order for...

Please let me know by return fax if you can meet our order/accept our booking.

We look forward to receiving your acknowledgement/ shipment /confirmation.

• Confirming orders and bookings

Thank you for your order no. 000/ booking dated 5th March...

Your order/ booking is receiving our immediate attention.

We trust the quality of our products will meet with your requirements ...

• Making requests and enquiries

We would be interested in hearning more about your products.

Would you mind faxing us your latest price list?

Could you send us,. by fax, your conditions and terms of payment.

• Giving information and answering enquires

We thank you for your enquiry.

In accordance with your request for information...

We are happy to fax you the information you require.

Please find herewith the required price list.

After much reflection and discussion, we have decided to do the following...

• Requesting action

Cancel...

Send…

Make arrangements for...

Sample Fax

a b c d e f g h i j

Central Hotel 194 Eastern Avenue London, WC1 4AT ■ Tel: 020 796301 Fax Transmission TO: Christopher Hardy, PA FROM: Lynda Mattel, Purchasing Manager FAX NUMBER: 020 755660 DATE: Wednesday, 3rd April NUMBER OF PAGES: (including this): 3 Dear Christopher, Thank you for your fax and thank you for looking after things so well while I'm out of the office. I’ve decided to stay on an extra day to catch another fashion show and I’d like you to do the following: Cancel tomorrow's taxi and arrange for one same time Friday morning. Send reminders about Friday afternoon's Product Managers' meeting to all participants. Photocopy one copy of the attached price list and catalogue for each participant. Contact Jeff Murrey from Finance and ask him if he can come. Tell him Fm bringing samples and prices of the new lines I think we should buy. Email Mr Cameron and explain why I'm coming back a day late. See you Friday around 10am. Regards Lynda Martel