lecture 1 the letter

1

Structure of letter 1. Rules for Writing Formal Letters in

English 2. Addresses3. Date4. Salutation or greeting5. Ending a letter

2

1.First paragraph.

2. Last Paragraph

Content of a Formal Letter

3

The following abbreviations are widely used in letters: asap = as soon as possible cc = carbon copy (when you send a copy of a letter to

more than one person, you use this abbreviation to let them know)

enc. = enclosure (when you include other papers with your letter)

pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc)

ps = postscript (when you want to add something after you've finished and signed it)

pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page)

RSVP = please reply

Abbreviations Used in Letter Writing

4

Opening Paragraph Paragraph 2 Paragraph 3 Closing Paragraph

Outline: A Covering Letter

5

A covering letter is the one that accompanies your CV when you are applying for a job. Here is a fairly conventional plan for the layout of the paragraphs.

Outline: A Covering Letter

6

Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy.

Opening Paragraph

7

Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate.

Paragraph 2

8

Inform them that you have enclosed your

current CV and add any further information that you think could help your case.

Paragraph 3

9

Give your availability for interview, thank

them for their consideration, restate your interest and close the letter.

Closing Paragraph

10

A letter of enquiry is when you are approaching a company speculatively, that is you are making an approach without their having advertised or announced a vacancy.

Outline: A Letter of Enquiry

11

Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them.

Opening Paragraph

12

Show why their company in particular interests you, mention your qualifications and experience along with any further details that might make them interested in seeing you

Paragraph 2

13

Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it.

Paragraph 3

14

Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.

Closing Paragraph

15

In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.

Rules for Writing Formal Letters in English

16

1) Your AddressThe return address should be written in the top right-hand corner of the letter.

2) The Address of the person you are writing toThe inside address should be written on the left, starting below your address.

Addresses:

17

Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.

Date

18

1) Dear Sir or Madam,If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.

2) Dear Mr Jenkins,If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.

Salutation or greeting:

19

1) Yours FaithfullyIf you do not know the name of the person, end the letter this way.

2) Yours SincerelyIf you know the name of the person, end the letter this way.

3) Your signatureSign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.

Ending a letter:

20

Example of business letter

21

When to Use a Curriculum VitaeWhen should job seekers use a

curriculum vitae, commonly referred to as CV, rather than a resume? In the United States, a curriculum vitae is used primarily when applying for academic, education, scientific or research positions. It is also applicable when applying for fellowships or grants.

Writing Curriculum Vitae

22

When asking for a job in Europe, the Middle East, Africa, or Asia, expect to submit a CV rather than a resume. Keep in mind that overseas employers often expect to read the type of personal information on a curriculum vitae that would never be included on an American resume, such as date of birth, nationality and place of birth. United States law on what information job applicants can be asked to provide does not apply outside the country.

CV or resume

23

There are several differences between a curriculum vitae and a resume. A curriculum vitae is a longer (up to two or more pages), more detailed synopsis of your background and skills. A CV includes a summary of your educational and academic backgrounds as well as teaching and research experience, publications, presentations, awards, honors, affiliations and other details. As with a resume, you may need different versions of a CV for different types of positions.

The Differences between a Resume and a CV

24

Like a resume, a curriculum vitae should include your name, contact information, education, skills and experience. In addition to the basics, a CV includes research and teaching experience, publications, grants and fellowships, professional associations and licenses, awards and other information relevant to the position you are applying for. Start by making a list of all your background information, then organize it into categories. Make sure you include dates on all the publications you include.

Resume or CV

25

NameAddressTelephoneCell PhoneEmail

Your Contact Information

26

Date of BirthPlace of BirthCitizenshipVisa StatusGender

Personal Information

27

Marital StatusSpouse's NameChildren

Optional Personal Information

28

List in chronological order, include position details and datesWork HistoryAcademic PositionsResearch and Training

Employment History

29

Include dates, majors, and details of degrees, training and certification High SchoolUniversityGraduate SchoolPost-Doctoral Training

Education

30

Certifications and AccreditationsComputer Skills

Awards Publications Books Professional Memberships Interests

Professional Qualifications

31

Allen Yan (86)1338-1111-420  

yhnasa@123.com   EDUCATION

Sep 2002---Present,  Shanghai University, BE           Candidate for Bachelor in Mechanical Engineering degree

(ME). Major academic courses highlights: Company Property

Management; Marketing; Economics; English Technology Communication; Information Management

System; Modern Fabrication System. May 2006,  Certified Public Accounting Training (CPA)

Example of CV

32

OCCUPATION Dec 2005----present,  ITT Flygt investment. China Application Engineer, Sales & Marketing  Application support and industry projects tracing to sales office to achieve the sales budget and new industry market application research.  Pay suitable visits to end users and DI for seminars and technical presentations with salesperson or distributors while collect marketing information and competitor information analysis. July 2005----Sep 2005,  Intel Products Co., Shanghai, China                    CPU Assembly Engineer (Internship)         Analyzed the yield ratio trend, documented and solved the current problems. Participated in the training of marketing, business process modeling and analysis at Intel University. Visualized a project review with impressive presentation and multi-media animation, which was highly appreciated by department manager. June 2005----July 2005, GF Fund Management Co., LTD. Campus Intern       Analyzed investment principles and mischoose of related financial derived products Formulated the scheme of market popularization and network marketing.

33

AWARDS 2003-2004, Second-Class Scholarship for Excellent Students of Shanghai University. 2004-2005, the Imagine Ambassador of Shanghai Tennis Popularization. COMPETENCIES & INTERESTS English Ability: Band 6 and the intermediate test of interpretation. Germany Ability: 600 hours of Germany lessons in TongJi University.Computer Skills: National Computer Lever 3rd Certificate. ( Network Communication )  Professional Certificate of Assistant Information Officer (AIO).   C++, VBA, Provision, JMP, AutoCAD, 3Dsmax, Photoshop, Solidworks, Aftereffect Personal Interests: Basketball (Skills); skating (Speed); English (elegant); Snooker (Stable)