ELC3221 Unit 1 - CL PDF

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ELC3221 Workplace English for Business Students I

Unit 1 Accessing the Workplace

2.2 Job application letters A CV presents only basic information to a prospective employer. Explanations of your suitability for a particular job should be given in a letter of application (to which you should attach your CV). Job application letters (i.e. Covering letter in the U.K. and Cover Letter in the U.S.) are a kind of personal business letters.

Activity 13 Formatting a personal business letter In modern letter writing, full block format is used, with all text starting on the left-hand side except the subject line which is usually centred, underlined or in bold to attract the recipient’s attention. No punctuation marks are used in the date, address blocks, salutation and complimentary close. Doublespacing between paragraphs is used to make the body of the letter look more balanced. The following are other features of a modern business letter:  Begin the letter with the sender’s address, and not the sender’s name.  Follow the sender’s address with the date. Avoid writing the date in this format: 12/9/2020, as this could cause confusion about which number represents the day and which the month. You may choose between the European practice (e.g. 12 September 2020) and the American style (e.g. September 12, 2020). The ordinal number endings: 1st, 2nd, etc. are usually omitted nowadays.  Following the date, the receiver’s identity should be printed in this order: name, job title, company’s name and address. Always use the receiver’s name if known as it is more personal; otherwise, use ‘Dear Sir/Madam’. Do not address the recruiter by his/her first name but address a man as ‘Dear Mr … (only surname)’ or a woman as ‘Dear Miss/Mrs/Ms … (only surname)’. Note that Miss is used to address an unmarried woman, Mrs is for a married woman, and Ms is for both unmarried and married women. If you are unsure about the marital status of the woman you are writing, it is safest to use ‘Ms’ as the title.  In a job application letter, tell the reader that your CV is enclosed with the letter by a final ‘Enc. CV’.

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ELC3221 Workplace English for Business Students I

Unit 1 Accessing the Workplace

2.2.1 Contents There are many ways to start a job application letter. The following are some examples of the first sentence of solicited and unsolicited application letters.

Solicited applications These respond to job advertisements. Example 1  I would like to apply for the post of Marketing Officer, which was advertised in the South China Morning Post of 20 August 2020. or  In response to your advertisement in the South China Morning Post of 20 August 2020, I wish to be considered for the post of Management Trainee. Example 2  Having a qualification of BBA in Logistics and being able to speak fluent Japanese and French, I would like to apply for the post of Logistics Officer. or

Unsolicited applications One way of finding a job, including temporary/ part-time jobs to gain professional experience in organisations related to your field of study, is to write an unsolicited letter of application. These applications do not respond to an advertisement, and therefore you do not know whether any jobs are available. Examples of opening sentence  I am writing to enquire about possible employment opportunities at JVB Advertising Company this summer (June to August).  As a sociable and presentable person who possesses professional knowledge in digital marketing, I am writing to enquire about possible employment opportunities that allow me to utilize my knowledge to expand your business to potential market.

 Having the experience in organising PR events and knowledge of internet marketing, I would like to be considered for the post of Public Relations Officer.

Activity 15 Solicited and unsolicited job applications Discuss and report: 1. How are the two examples of solicited job application different from each other? 2. Which example do you prefer when preparing your solicited job application? Why? 3. Would you try unsolicited job applications? Why? 4. Can you also think of some other ways to start an unsolicited job application letter?

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ELC3221 Workplace English for Business Students I

Unit 1 Accessing the Workplace

Describing your knowledge and skills After stating the purpose of your letter, you should explain your suitability for the job. If you are currently studying in an undergraduate programme, you should refer to your prospective qualification appropriately:  As you can see from my CV, I expect to graduate from The Hong Kong Polytechnic University with a BBA (Hons) in Accounting and Finance (AF) in June. If you have already graduated, you should use the simple past tense. Here are two examples:  I graduated from The Hong Kong Polytechnic University in 2020 with an upper second class honours degree in Management.  I obtained a Higher Diploma in International Transport Logistics from The Hong Kong Polytechnic University in 2020. In this part of your letter, you should talk about the subjects that you have studied and the knowledge and skills that you have acquired, in particular their relevance to the job for which you are applying. You will often need to use the present perfect tense to emphasise what you have learned during the course of your studies, for example:  Through elective subjects such as Corporate Compliance and particularly through my dissertation research on Corporate Governance in Hong Kong, I have gained a thorough grounding in the subject matter.  In the past three years, I have acquired a sound theoretical knowledge in all aspects of the accounting profession. When you refer to particular courses or experiences in the past (e.g. in the first or second year) you should use the simple past tense, as in this example:  In June 2020, I went on a study tour to Shanghai, where I learned a great deal about the accounting systems in China. When you talk about your skills, you will generally need to use the simple present tense:  I am highly proficient in Putonghua and written Chinese.  I have a good working knowledge of Putonghua.  I am well versed in the latest Accpac software.

 I am conversant with the latest Accpac software.  I possess sound organisational skills.  I am able to work independently.

To avoid appearing over-confident in highlighting the relevance of your knowledge and skills to the company’s work and the job for which you are applying, you are advised to use I feel, I believe or I consider to introduce your remarks. You should also use the conditional would rather than will (which gives the impression that you expect to be appointed):  I feel that my language skills would prove to be useful if I were asked to work in mainland China. (NOT: My language skills will prove to be useful when I work in mainland China.)  I believe this experience would be relevant to your company’s work. (NOT: This experience will be relevant to your company’s work.)

© English Language Centre, The Hong Kong Polytechnic University

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ELC3221 Workplace English for Business Students I

Unit 1 Accessing the Workplace

Talking about your work experience Note the use of the present perfect and simple past tenses when you talk about your work experience:  I have also had the opportunity to develop my practical skills by engaging in problem-based projects as part of my degree studies, and also through my summer work experience with Wong and Woodman where I assisted with contract documentation and administration. If you have already been working for some years, you will also need to carefully choose between the present perfect and simple past tenses:    

For the past five years I have been working for JVB Advertising as a sales manager. I have acquired considerable experience in the field of marketing in the past decade. I worked for P & L Consultants between 2019 and 2020. During my five years at P & L Consultants, I participated in a number of major projects.

Talking about your current job If you intend to move from one company to another, you will need to talk about your current job. These expressions may be useful to you:   

At present, I am working for… I am in charge of… I am presently employed by…

  

I am responsible for… I am currently working for… My main duties include…

Referring to your CV You can do this when talking about your studies, as in the following example: 

As you can see from my CV, I expect to graduate from The Hong Kong Polytechnic University this summer…

You can also refer to your CV towards the end of your letter, using: 

I enclose… / I have enclosed… / Enclosed is…

Concluding your letter You should conclude your letter by stating when you are available to attend an interview. Note the use of should and would in the examples below:  

Should you wish to take my application further, I can attend an interview at your convenience. I would welcome the opportunity to attend an interview.

Point to note Some people prefer to write details about their education before their work experience while others like to do the opposite: work experience first and then education. Which way do you prefer? Why?

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ELC3221 Workplace English for Business Students I

Unit 1 Accessing the Workplace

2.2.2 Language features Check the table below for suitable tenses and verb forms to use in different situations. Functions

Tenses and verb forms

Indicate the purpose of writing the letter Describe current work

Examples I am writing to apply for the position of …

Present continuous

I am now working as Marketing Manager at a wellestablished property development company.

Present reasons for leaving a current job

I am leaving my current position because …

Describe the studies you are undertaking

I am now in the third year of the BBA (Hons) in Management programme in the Faculty of Business at The Hong Kong Polytechnic University.

Describe the responsibilities of your current position or job

Simple present

As secretary of the English Club, I am chiefly responsible for …

I feel that I am fully equipped to start a career in marketing. I have a good command of Putonghua.

 Refer to current beliefs  Describe qualities and abilities  Explain your suitability Explain the impact of a past activity on your personal qualities or abilities

Present perfect

Through the summer training programme, I have gained considerable experience of project management and communication with colleagues.

Refer to enclosure

Present / present perfect

I enclose/ have enclosed a CV of my qualifications, experience and personal details.

Refer to the progress and the relevance of some work or a job you are still in the process of undertaking

Present perfect continuous

For my final year project, I have been conducting an investigation into the management of public housing estates for the elderly in Hong Kong.

Request an interview

Indicate the possible contribution you can make to the company

I would be pleased to attend an interview where I can give you further information about my qualifications and work experience. Modal verbs

My studies in this programme have equipped me with practical skills which should be of benefit to your company.

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ELC3221 Workplace English for Business Students I

Unit 1 Accessing the Workplace

2.3 Job application forms The employer may require applicants to complete a job application form in addition to a CV and a covering letter. While the format for a CV and a covering letter varies depending on preferences of different applicants, a job application form collects consistent information in a uniform format from every applicant. This allows employers to compare applicant credentials that are listed in the same order on a form, impartially. To some extent the form is a self-contained document, and so it is not acceptable to refer the reader to the CV in the form. Some employers require applicants to complete an online job application form instead of sending paper applications. When completing a job application form on paper or online, take note of the following: 1. Presentation  Keep the paper form neat and tidy. Avoid crossing out words or leaving patches of correction fluid on the form. 2. Competency-based (situational) questions  They usually begin with “Describe a time when you…” or “Give an example of (your specific skills such as teamwork, leadership, etc.)…”.  Approach them as carefully as interview questions. Be informative and detailed but concise in your answers.  Write a paragraph for each situation. Explain the situation, how you handled it and the outcome. The focus should be on you even if the situation involved a group. If you failed to achieve your objective, say what you learned and what you would do differently next time. For a situation involving a group, highlight your personal achievement. If the situation you have chosen for your answer involved some failure, point out what you have learned from the experience. 3. Referees  Generally, recruiters expect one academic and one professional reference.  Always ask your referees for permission to give their names and tell them something about the job for which you are applying (perhaps a copy of your application form too) so that they can relate their reference for you to that job. The above is some advice on successfully completing an application form. Go to the website of The University of Kent Careers and Employability Service, The University of Kent, UK, for more information.

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