lecture 1 the letter

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  • 1. 1. Rules for Writing Formal Letters in English 2. Addresses 3. Date 4. Salutation or greeting 5. Ending a letter 1
  • 2. 1.First paragraph. 2. Last Paragraph 2
  • 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 3
  • 4. Opening Paragraph Paragraph 2 Paragraph 3 Closing Paragraph 4
  • 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. 5
  • 6. Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy. 6
  • 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. 7
  • 8. Inform them that you have enclosed your current CV and add any further information that you think could help your case. 8
  • 9. Give your availability for interview, thank them for their consideration, restate your interest and close the letter. 9
  • 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. 10
  • 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. 11
  • 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 12
  • 13. Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it. 13
  • 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. 14
  • 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. 15
  • 16. 1) Your Address The return address should be written in the top right-hand corner of the letter. 2) The Address of the person you are writing to The inside address should be written on the left, starting below your address. 16
  • 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. 17
  • 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. 18
  • 19. 1) Yours Faithfully If you do not know the name of the person, end the letter this way. 2) Yours Sincerely If you know the name of the person, end the letter this way. 3) Your signature Sign 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. 19
  • 20. 20
  • 21. When to Use a Curriculum Vitae When 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. 21
  • 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. 22
  • 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. 23
  • 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. 24
  • 25. Name Address Telephone Cell Phone Email 25
  • 26. Date of Birth Place of Birth Citizenship Visa Status Gender 26
  • 27. Marital Status Spouse's Name Children 27
  • 28. List in chronological order, include position details and dates Work History Academic Positions Research and Training 28
  • 29. Include dates, majors, and details of degrees, training and certification High School University Graduate School Post-Doctoral Training 29
  • 30. Certifications and Accreditations Computer Skills Awards Publications Books Professional Memberships Interests 30
  • 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) 31
  • 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 presenta