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6.The following sentences contain either cold formality tone, too many passive constructions, or express an unclear attitude. Using the key below, adjust the tone and analyze the changes made.

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Model:

It is requested that you send me … . – I would appreciate your sending me … .

1) This writer would like to be considered for your opening. 2) My achievements are far more than negligible. 3) The resume will be sent as soon as your answer is received. 4) Your prompt answer is appreciated. 5) Management responsibilities were steadily given to me. 6) It is my opinion that I have the potential to become a successful manager because … . 7) I have always been a person who enjoys a challenge.

(Key: I enjoy a challenge; I steadily assumed management responsibilities; I will send the resume as soon as your answer is received; Please consider me for your opening; I will appreciate your prompt answer; I have many achievements; I will be a successful manager because …).

7.Compare the following two letters which deal with scheduling an interview with a prospective employer. Suppose that you must unavoidably change dates. Which of the two will please or annoy the reader? What attitude is established in each of them? Which letter conveys the “you” attitude?

1)Dear Ms. Swan:

A change in my work schedule makes it impossible to keep our appointment on September 14.

I am really disappointed as I was looking forward to coming to San Francisco. I feel inconvenienced, but I hope we can work out an appointment. Please let me know on what date we can arrange a new meeting.

Sincerely yours,

2)Dear Ms. Swan:

A change in my work schedule makes it impossible for me to keep our appointment on September 14.

I hope the change has not seriously inconvenienced you, Ms. Swan. Please accept my apologies.

Will you be able to meet me at a new time? I’ ll be available any time after September 27. Please choose any date that is convenient for you.

Sincerely yours,

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8.Here are some job letter tips to be remembered while job hunting. How can they be applied to your own experience? Discuss them giving reasons.

SIt is important not to keep your reader guessing or s/he might file your letter away, even before s/he finishes reading it.

SList the major points you want to get across – it will keep you on course.

SLean heavier on nouns and verbs, lighter on adjectives. Use the active voice instead of the passive.

SLetting errors slip by causes your reader to think that you do not know better or do not care.

SMake your letter look appealing. Keep it neat.

SUse paragraphing which makes the letter easier to read.

SAvoid putting on airs* or exaggeration. Be honest. It will get you further in the long run*.

SRead your letter out loud and make sure it sounds natural.

Text 2

9.Answer the following question before reading the text: What would impress your employer more: real facts or your own opinion about the quality of work you have done?

10.Read the text. Why should you speak about your education and job experience in separate paragraphs if you have already made a statement of your qualifications in the opening paragraph?

APPLICATION LETTER (II)

The basic model of an application letter contains four paragraphs: introductory paragraph, educational paragraph, employment paragraph, and concluding paragraph.

Introduction: The opening paragraph 1) identifies the position you are applying for; 2) and the source of information; 3) states your wish to be considered for the position; 4) gives your general qualifications most important for the job; 5) mentions when you are available to start. These aspects of the introductory paragraph need not appear in any particular order, nor need they be covered in a single sentence.

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You may begin by stating directly that you are writing to apply for a job (not just “want to apply”). If you heard of the job through a newspaper, journal, or someone you know (your professor, friend, or an employee of the firm), state that fact. It is good to establish a connection by mentioning a mutual acquaintance if you have permission and if the name dropped is important to the prospective employer.

Be specific about the job you are looking for. Employers are not impressed with vague statements, such as “I’m willing and able to work at any job you may have open in research, production, or sales”. In fact, employers do not want people who can do anything but actually prefer those who specialize in something.

Give a summary statement that shows how you can meet the main need of your potential employer. Sometimes the best approach is a simple statement about the job you seek, accompanied by something in your experience that fits you for the job. Next, you may wish to state when you are available to start.

The difficult part of the introductory paragraph is achieving the proper tone of quiet self-confidence. Be mature and dignified, showing pride in your education and experience as well as your eagerness to learn.

Body: The body of the letter should emphasize 1) your education, 2) work experience, and 3) how well these two work together to fit you for the job. The body paragraph may run to six or seven sentences, or your education and work experience may be given separately in two paragraphs. For students, the education paragraph should come before the employment because its content will be stronger. If you are already in the work force you will put more emphasis on work experience, and you will make it go first.

In discussing your education, mention significant courses or special projects that have enhanced your preparation for the position you want. Take the cue for your education paragraph from the job ad. If it stresses versatility, you might structure your paragraph around the range and diversity of your courses, or you may discuss course work in a field related to your major. The most popular strategy is to discuss skills and knowledge gained from advanced course work in the major field. Rather than boasting of your qualifications, give the facts to sustain them. If your GPA* is relatively high or if you have won an award, mention that. If you have extracurricular activities that show leadership qualities or are related to your education, be sure to mention them in this section. Show enthusiasm. That, in some cases, can be just as important as your background.

Employers want to know what skills and expertise your education has given you and how those skills apply to a particular job. Select items from your education and experience that demonstrate your qualifications for the job. Support your claims with evidence to show how your work experience will benefit the employer. In doing so, exemplify rather than describe.

Next, turn to your job experience and show how it relates to your education by demonstrating that the job you have held has something in common with your major. Make sure to mention job experience, even if it does not relate to the job you are seeking. Employers feel

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that a student who has worked is more apt to be a mature employee than the one who has not. Carefully define your duties to give your reader a clear idea of the nature and extent of your responsibilities on the job. Your employment paragraph must relate your education and experience directly to the employer’s job. Also do not forget hobbies that relate to the job – you are trying to establish that you are interested in, as well as qualified for, the job.

The concluding paragraph should be brief and perform three functions: 1) restate your interest in the job, 2) ask for an interview, and 3) indicate when you are available for an interview.

If you have not yet referred to the enclosed resume, do so at this point. Politely but confidently ask for an interview or a phone call, making sure to use the phrase “at your convenience”. Tell the employer how to reach you easily by giving a telephone number and specifying the time of the day you are available. Emphasize your willingness to relocate if necessary.

Note that an application letter should be more than a brief cover letter to accompany your resume. It should be a fully developed message that provides enough information to help your reader make a decision about offering an interview. Never settle for the first draft. This letter will be the model for letters serving in varied circumstances, so make it perfect. Never send a copied letter – you can base different letters on one model, but prepare each of them fresh as it should be tailored to the situation. Make sure your letter is mechanically perfect and free from grammatical errors. Be brief but complete and keep the letter one page in length – long, involved letters are likely to go unanswered. Clip your letter to your resume, do not staple it, and staple sheets of the letter together.

Remember that the employers will regard the quality of your application as an indication of the quality of work you will do. Make sure it is up to their expectations.

EXERCISES

11.Read through the text again and answer the following questions:

1)Why should you be so particular about the tone of an application letter? 2) What are the ways to demonstrate in the letter that you are a mature person (a) with many years of professional experience? (b) for an entry-level position? 3) In which part of the letter would the employer seek information about (a) your qualifications? (b) the time you are available to start?

(c) how to contact you? 4) In which parts of the letter should you provide examples to substantiate your qualifications? 5) Can mentioning a mutual acquaintance be harmful for your chances? Why? 6) Is it a good idea to give a vague description of your job objectives in order to cover a number of possible openings? 7) Should you always mention your hobbies? Why? 8) What message should your letter convey?

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12.In the text, find sentences with words and expressions which mean the following (use the key if necessary):

1)Ready to start (work); 2) include (some aspects); 3) a person whom one knows slightly; 4) unclear (statement); 5) willingness; 6) extend (about a paragraph); 7) make better, greater; 8) a hint, a signal; 9) competence in many things; 10) variety; 11) prove, confirm; 12) statements, declarations; 13) bring profit, advantage; 14) grown up.

Key: claims, versatility, cover, mature, acquaintance, benefit, diversity, eagerness, vague, enhance, sustain, cue, run, available.

INTRODUCTORY PARAGRAPH

13.Study the following sample paragraph opening an application letter. Identify the functions that the introductory paragraph performs:

I am writing to apply for the programmer position you advertised in the April 23 edition of Monitor. This June I will graduate from Michigan University with an M.S. degree in computer science and will be available to work the week of June 22. I believe that both my education and work experience would qualify me for the position and might be of value to your company.

14.Below are given most general phrases that may be used in the opening paragraph of an application letter. Study the different ways

1)to identify the position and the source of information:

a)through a job ad:

–I am applying for a position of … you have advertised in … .

–I am writing in response to your advertisement (ad; notice) for a position of … .

–Your ad in … asks for someone who can work comfortably with … and who has strong … skills.

–Your position of … advertised in … matches both my academic background and experience.

–Your opening for … has come to my notice (attention) in … .

–I read in the … issue of … that Dr. N of your company is conducting research into

…I have conducted experiments in the same area at … .

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b)through personal contacts:

–Recently, my advisor at … , Professor N, suggested that I inquire about the position of … at … As you know, Professor N worked as … at … .

–Professor N of … has suggested that I apply for the post of … that you have open.

–Mr. N of your department has suggested that I write as your opening matches both my academic background and experience.

–Mr. N, my … at …, informed me that you are looking for … to work at your office.

–Mr. N, my … Professor, described his experience as … for your company and encouraged me to apply.

–Last September I contacted you regarding the possibility of an opening as … at your center. Your assistant, Ms. M, told me then that you might consider such a position this year.

–I understand that you are looking to fill a key … position in your … department.

2)to state your intention to apply:

–I would like to be considered for the position of … .

–Would (will) you please consider me for the position of … that might be available.

–Please consider my application for … at … .

–I am writing to apply for the position of … you advertised in … .

–Do you have any entry-level position in … for which I might be considered?

3)to make a general statement of your background:

a)using the present state of things:

–I am currently a junior at … with a double major in … and … .

–I will graduate from … on … with a … degree in … .

–In June I will receive my Bachelor of Science degree in … from … .

–This June I will graduate from … with a Ph.D. degree in … .

–I have a BA in … with a minor in … and experience in … .

b)as a summary:

–My studies at … in … along with ... experience at … .

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–My … degree and my practical experience in … .

–My background as … which is described in the enclosed resume, combined with … .

–My academic training in … and my experience at … .

–I believe that my academic training at … along with my experience in … .

–With the experience I have gained at … in both theory and practice of … .

4)to make a statement of your qualifications:

–… have given me a solid background in … to qualify me for … .

–… would qualify me to be a … on your staff ( for the position of …).

–… help qualify me for the position of … .

–… might be of value to you.

–… I feel that I would be a valuable addition to your company in many ways.

–… I feel I am well qualified to fill the position for the following reasons: … .

–… I would be able to help the development of … .

5)to mention periodicals (be sure to underscore* the title):

–the July 21 Boston Sunday Globe

–the September 2nd edition of The Technique

–the January issue of Nature

6)to state when you are available to start:

–I could begin my work any time after June 15.

15.Go through the phrases again picking out those that meet your needs. Fill out the spaces. Combine the phrases to make statements that belong in the introductory paragraph of an application letter.

Model:

–I am applying for the position of research assistant you have advertised in the July 21 Boston Sunday Globe.

–Recently, my adviser at Stanford University, Professor Robert K.Smith, suggested that I inquire about the position of research assistant at R & B, Inc. As you know,

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Professor R.Smith worked as Adviser to the scientific staff of R & B, Inc.’s recent project.

16.Use the above phrases to write the opening paragraph of your application letter. Assume that

Syou came across a job ad for a part-time position as a lab assistant in the Sunday issue of The Times. You are still a student but can cope with a part-time job during winter term.

Sthis June you are graduating from the University with a BA degree in science. You believe that your major in computer science together with a minor in mathematics gives you a strong background for filling this position. You have learned about the opening for an entry-level programmer through the placement office of the University.

Syour organic chemistry Professor N, who some time ago worked for R & B, Inc., informed you that they are looking for a person to work part-time as …

17.Write the opening paragraph of your application letter to go with your resume for the position you would like to be considered.

EDUCATION PARAGRAPH

18.Notice how the following paragraph provides a link between education and experience fitting the person for the job:

While at the University, I took several writing courses in addition to my requirements for the computer science degree. Your ad mentions that the position will require strong technical writing skills and I believe that my work in writing would be of special value. In an advanced computer seminar, I developed a special program to produce a computer manual for sale to local industrial customers.

19.Look through the phrases used to provide information about your education in an application letter. Note how to speak about

1)courses taken:

–At … I have taken a wide range of courses in the sciences, but my most advanced work has been in … .

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–I have successfully completed more than … credit hours in courses directly related to … .

–To broaden my education at … I took … courses in addition to my requirements for the … degree.

–My education at … has given me a strong background in … . At … I have earned (e.g. 3.7 GPA) in … .

–My … minor has given me a working knowledge of … (e.g. BASIC, COBOL, etc.).

–I have successfully completed all course work and … programs in … .

–I am familliar with the programs in … and have taken several courses in … ranging from … (with Professor N) to … (with Professor M).

–I am now in my senior year of … and have begun serious work in … . During my sophomore year I was a … for a project directed by Dr. N in … .

–I have just completed my BS in … at … with a (e.g. 3.7) GPA in my major.

–At … I took courses in several subjects that might be useful in the lab’s work, for example, … .

–At … I have concentrated on … in the four graduate-level … courses I was permitted to take.

–In addition to my … courses I took … courses in … and developed a computer program on … .

–For my senior … project I am working in … .

–My senior project, which I completed under Professor N’s guidance, was an analysis of … .

2)your experience:

–I earned an MBA in finance from Stanford in … .

–During my … training I received intensive instruction from …, including Dr. N.

–As a(n) … I entered the laboratory of ... and ran the analysis of research data.

–My studies have also led to practical experience at … as part of my … program.

3)your achievements:

–In an advanced … seminar, I used … to produce …, describing … .

–In one laboratory course, I developed a new … technique that … .

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