Com BUSINESS WRITING 2 NTTHA WEEK 1 2

Lecturer: Ngo Thi Thu Ha
Faculty of foreign language.
Lac Hong University
UNIT 1: WRITING A JOB COVER LETTER
Lesson aims:

Upon the completion of this unit, students can
-

understand the concept of a job cover letter
master the tips on writing a job cover letter
grasp the expressions used in a job cover letter
write their own personal job cover letter

Lesson focus:
- The general structure and useful expressions of a cover letter to apply for a job
Lesson’s time allocation: 8 periods (2 weeks)
No. Main contents

Time

1

Introduction of a job cover letter

2

General structure of a job cover letter and
practice on general structure

3

Useful expression and practice on using
expression

4

Practice on writing complete job cover
letters

Period 1, 2
(week 2)

5

Correction

Period 3, 4
(week 2)

Period 1, 2
(week 1)
Period 3, 4
(week 1)

1. Introduction of a job cover letter
1.1. Warm-up
Activity 1: Answer the following questions
1. Look at two following documents and guess which of them is the cover letter?
Explain why?
26 Windsor Road

CHINGFORD
CH4 6PY
MAY 15th, 2010
Mrs W R Jenkinson
Personnel Manager
Leyland & Bailey Ltd
Nelson Works
CLAPTON
CH5 8HA


Dear Mrs Jenkinson
PRIVATE SECRETARY TO MANAGING DIRECTOR
I was interested to see your advertisement in today’s Daily Telegraph and would like to be
considered for this post.
I am presently working as Private Secretary to the General Manager at a manufacturing
company and have a wide range of responsibilities. These include attending and taking
minutes of meetings and interviews, dealing with callers and correspondence in my
employer’s absence, and supervising junior staff, as well as the usual secretarial duties.
The kind of work in which your company is engaged particularly interests me, and I would
welcome the opportunity I would afford to use my language abilities which are not utilised
in my present post.
A copy of my curriculum vitae is enclosed with copies of previous testimonials.
I hope to hear from you soon and to be given the opportunity to present myself at an
interview. Should you need further information please feel free to contact with me at my
mobile phone number xxxxxxxxx.
Yours sincerely
JEAN CARSON (Miss)
Encs
[Your Name]

[Street Address], [City, ST ZIP Code]
[phone]
[e-mail]
OBJECTIVE
A position as a general office clerk for a major corporation
SKILLS PROFILE
 Ability to operate Model 5000 copy/collating machine
 Knowledge of and experience with corporate mailroom procedures
 Good filing and organizational skills
 Experience in handling confidential paperwork
 Ability to take accurate phone messages and deliver messages promptly
 Good customer-relations background
EMPLOYMENT HISTORY
Copy-Machine Attendant
1998-current
Contoso, Ltd., Milton, NY
 Copy and collate all projects (including confidential papers) for 25 -lawyer
firm.
 Successfully complete all jobs by time requested.
 Coordinate delivery of large projects with mailroom clerk.
 Initiated “rush procedure,” which guarantees “rush” copy projects of 1,000
pages or fewer will be completed within 30 minutes of submission; met all
guaranteed deadlines and enhanced copy room operations.
 Won the quarterly “Employee Suggestion Award” for “rush procedure”.
Mailroom Clerk
1994-1998


Contoso, Ltd., Milton, NY
 Accurately filed and delivered mail to all company departments.

 Suggested new mail code system, which reduced filing errors and increased
timely delivery.
 Computed amount of postage required for outgoing mail, depending on
weight and classification.
 Covered phones for word-processing clerk during clerk’s lunch break.
Waitress/Cashier
1992-1994
Coho Winery, Harris, NY
 Took orders, served restaurant patrons, and assisted at the cash register.
 Created “Tuesday Casino Night” theme, including food and games, which
doubled the number of customers on a typically slow night.
EDUCATION
1992
Diploma
Elm High School, Harris, NY

2. Have you ever applied for any job?
If yes, did you send the cover letter to employer to apply for jobs?
If no, brain storm the ideas for writing a cover letter?
3. In your opinion, is it necessary to write this letter when applying for a job? Why?
1.2. What is a job cover letter?
A cover letter is a letter that you send to accompany your Curriculum Vitae (resume)
when you apply for job [1]
A cover letter is not a job application form- it's a short and specific letter that should
always accompany any resume, folio or any other application documents that you
send to a prospective employer.[2]
A cover letter is a brief letter that introduces your resume to the company or
organization to which you are applying. [3]
Your cover letter should emphasize why you want to work for that particular
organization and why you would be a good fit. An effective cover letter engages the

reader and encourages him or her to invite you for an interview. [3]
2. General structure of a job cover letter
2.1. Warm-up
Activity 2: Study the following letter and fill in blanks on the left to indicate the
main content of each given part


26 Windsor Road
CHINGFORD
CH4 6PY

MAY 15th, 2010
Mrs W R Jenkinson
Personnel Manager
Leyland & Bailey Ltd
Nelson Works
CLAPTON
CH5 8HA
Dear Mrs. Jenkinson
PRIVATE SECRETARY TO MANAGING DIRECTOR
I was interested to see your advertisement in today’s Daily Telegraph
and would like to be considered for this post.
I am presently working as Private Secretary to the General Manager at a
manufacturing company and have a wide range of responsibilities.
These include attending and taking minutes of meetings and interviews,
dealing with callers and correspondence in my employer’s absence, and
supervising junior staff, as well as the usual secretarial duties.
The kind of work in which your company is engaged particularly
interests me, and I would welcome the opportunity I would afford to use
my language abilities which are not utilised in my present post.

A copy of my curriculum vitae is enclosed with copies of previous
testimonials.
I hope to hear from you soon and to be given the opportunity to present
myself at an interview. Should you need further information please feel
free to contact with me at my mobile phone number xxxxxxxxx.
Yours sincerely
JEAN CARSON (Miss)
Encs.

Activity 3: From the above letter, apply three labels in the box for three following
main contents and then rearrange them to make a correct structure of a cover letter.

1. opening paragraph
2. middle paragraph(s)
3. closing paragraph


_____________:
 thank the employer for considering you for the position.
 express wishes for an interview.
 give your contact information
_____________:
 state the reasons for writing the cover letter
 mention the position applied for and where the job listing was found
_____________:
 describe qualifications to offer the employer. (If currently the applicant has a
job, give an outline of present job )
 give the reason why you are interested in the advertised post (optional)
 refer the reader to the enclosed CV and copies of other testimonials are
enclosed with the letter (If have).

 Add the referees (if have)
2.2. General structure
Opening:
• Say why you are writing this letter
• Mention the post to be applied and where you saw the job advertisement
Middle:
• Say why you are qualified. Highlight some most relevant experiences and
qualities related to the position.
• Refer the reader to the enclosed CV and copies of other testimonials are
enclosed with the letter (If have).
• Add the referees (if have)
Closing:
• Thank the employer for considering you for the position.
• Express your wishes for an interview or reply from the reader.
• Indicate the available time for the interview including the contact
information.
2.3. Practice:
Activity 4: This letter is in the incorrect order. Rearrange it.
1. Enclosure
2. Ms. Janice Wilson
Personnel Director
Anderson Construction Company
3507 Rockville Pike
Rockville, MD 20895
3. Dear Ms. Wilson:
4. Every summer for the last five years I have worked at various levels in the
construction industry. As indicated on my enclosed resume, I have worked as a
general laborer, and moved up to skilled carpentry work, and last summer served
as assistant construction manager on a two million dollar residential construction
project.

5. 1000 Terrace View Apts.
Blacksburg, VA 24060


(540) 555-4523

6. Sincerely,
7. The Anderson Construction Company projects are familiar to me, and my
aspiration is to work for a company that has your excellent reputation. I would
welcome the opportunity to interview with you. I will be in the Washington area
during the week of April 12th and would be available to speak with you at that
time. In the next week to ten days I will contact you to answer any questions you
may have.
8. Jesse Mason
9. I read in the March 24th Washington Post classified section of your need for a
Civil Engineer or Building Construction graduate for one of your Washington, DC,
area sites. I will be returning to the Washington area after graduation in May and
believe that I have the necessary credentials for the project.
10. March 25, 2010
11. In addition to this practical experience, I will complete requirements for my B.S.
in Building Construction in May. As you may know, Virginia Tech is one of the
few universities in the country that offers such a specialized degree for the
construction industry. I am confident that my degree and my years of construction
industry experience make me an excellent candidate for your job.
12. Thank you for your consideration.

3. Useful expressions for writing a job cover letter
3.1. Useful expressions
a. Opening
Say why you are writing this letter

- I wish
to apply for the post as a … advertised in ….. on…..
- I am writing this letter

to enquire whether you have a suitable vacancy for
me in your company.
- I would/ should like to be considered for this post.
State how or where you saw the job advertisement
- In replying to
your advertisement in…..newspaper, I am writing to apply
for the post as a….
- In response to
- I understand from Mr…., one of your suppliers, that there is an opening in your
company for….
- Mrs …. informs me that she will be leaving your company on…. And if her
position has not been filled,
- Mr ….., your Personel Officer, has told me that you have a vacancy for a ……
- I was informed by…. that….
b. Middle:
Highlight relevant education and working experience
- I graduated from…..in the year …..with BA in English major
- I worked for…….for…. years….
- My extensive course work …….. department at ……..University has allowed
me to gain an understanding and appreciation for …….that this post need.


- This rewarding experience working for ………sharpened my knowledge in …..
- I have 5 year experience working in company A as a…… so I can do…….
Refer to the enclosed documents
- I enclose my resume and ….together with this letter so that you can understand

more about my abilities.
- My resume is enclosed/ attached with this letter for your reference
- Enclosed are my resume and testimonials….
Closes
Thank the employer for considering you for the position.
- Thank you for + Noun (Thank you for your time and consideration. )
- Thank you for + Gerund (Thank you for considering my cover letter)

-

-

Express your wish for an interview or reply
I look forward
to hearing from you and to be granted the opportunities of
an interview.
to speaking with you about this employment opportunity.
to the opportunity of attending an interview when I can
provide further details
to your reply soon
I hope

(that) you will consider my application favorably and grant
me an interview
I may be given the opportunity of an interview to discuss
further about my abilities.
to hear from you as soon as possible

Indicate the available time for the interview and contact information
- I would be available at anytime

- I am available on……
- I can be reached anytime at my cell phone XXXXXXX.
- I am able to attend an interview at any time
- I shall be pleased to provide any further information you may need and I am
ready for any interview at your convenient time.
- Please call me at XXXXXXX if you need…….
- Please contact me at XXXXXXXXX.
3.2. Tips to Make Cover Letter Professional [4]
Appearance:
- Keep your letter tidy, short and simple.
- Use good quality paper that matches your resume paper and envelopes.
- Use double tab for each paragraph
Letter’s tone:
- be sincerely, friendly.
- DO NOT make exaggerated claims or sound boastful when stating about your
qualifications; simply show proper appreciation of your abilities.
Content:


-

-

Research the company and the specifics about the position before writing this
letter
Avoid using too many sentences that start with "I" or writing in the passive
voice (ex. "This experience enabled me to..." or "Through my internship, I was
responsible for..."); instead, make yourself the subject of each sentence and use
active descriptions (ex., "In this internship, I demonstrated sound judgment and
problem-solving skills on a daily basis.").

DO NOT imply that you are applying for the job because you are bored with
your present one.
If your main interest is the salary, DO NOT state the figure you expect. Instead
mention how much you are earning now.
Do not use contractions (I'd, didn't, it's).
Check spelling, grammar, or punctuation mistakes

3.3. Practice
Activity 5: Put (O) for opening phrases, (M) for middle phrases and (C) for closing
phrases.
1. As you can see from my CV...
2. Currently, I am working as a....
3. I am in charge of ....
4. I am particularly interested in this position....
5. I am very keen to use my English....
6. I am writing in reply to your advertisement....
7. I have five years experience in this sector.
8. I look forward to hearing from you.
9. I will be available for interview from...
10. I would be more than happy to discuss...
11. Please do not hesitate to contact me for...
12. With reference to your advertisement in....
Activity 6: Select the correct words in the box to fill in the following cover letter’s
gaps. Each word is used just once.
Manager
attend

sincerely
courses

reply
application

position
qualifications
experience interview
Riyaz Soofi
13 George Terrace
Twickenham
Middlesex
TW5 8LR

26th June 2010
FAO: Personnel (1)____________
I would like to apply for the (2)__________ of company manager.
I have over four year (3)_____________ of working in this area.


Please find enclosed my (4)______________ form. I have written a list of my
(5)_____________ and the training (6) ___________ I have attended.
I can (7)___________ an (8)____________ at any time.
I look forward to your (9)____________.
Yours (10)__________________
Mr Riyaz Soofi
Activity 7: Practice writing opening part: Use the given clues to write 4 openings for
cover letters applying for 4 positions
1.
-

How do you know our job advertisement?

Job you want to apply for:

Read newspaper
Import-export staff

-

How do you know our job advertisement?
Job you want to apply for:

Via internet
Teacher of English for children

-

How do you know our job advertisement?
Job you want to apply for:

Via a friend
Interpreter

-

How do you know our job advertisement?
Job you want to apply for:

Via newspaper
Bank staff

2.

3.

4.

Activity 8: Rearrange the jumped words make complete sentences of the cover
letter’s middle part.
1. have I three three experience year area working in sales the.
2. four I ago Hoa Sen years graduated University
3. plan My production duties current in dealing the include with, coordinating
company customers’ order
4. enable skills The working English experience me in Dai Viet Company Ltd to my
improve knowledge and my sharpen
5. position I in have Company tried my in Hanco Secretary ability
Activity 9: Translate into English
1. Tôi là một sinh viên năm cuối chuyên ngành Tiếng Anh-trường Đại học Lạc
Hồng đang quan tâm đến vị trí Thư ký văn phòng quảng cáo trên trang web
tuyendungvieclam.com ngày 20/07/2010 của Quý công ty.
2. Để đáp lại thông tin tuyển dụng một hướng dẫn viên du lịch của công ty Ngài trên
báo Nhân dân ngày hôm qua, tôi viết lá thư này với mong muốn được đảm nhận
vào vị trí này.


3. Để thuận tiện cho Ngài, tôi xin phép đính kèm theo thư này hồ sơ cá nhân và một
số giấy chứng nhận năng lực chuyên môn của tôi.
4. Tôi là sinh viên mới tốt nghiệp với tấm bằng cử nhân Anh văn loại khá. Dù mới ra
trường nhưng tôi đã có kinh nghiệm làm partime cho một số Trung tâm ngoai ngữ
với vai trò là giáo viên Tiếng Anh cho trẻ em. Ông Dương Minh giám đốc trung
tâm ngoại ngữ Hugo có thể chứng nhận kết quả làm việc tốt cuả tôi. Ngoài ra
trong suốt thời gian ở trường tôi tham gia tích cực vào các câu lạc bộ tiếng Anh,

làm tình nguyện viên phiên dịch tiếng Anh trong một số sự kiện thể thao tổ chức
tại Biên Hòa. Ông có thể thấy rõ chi tiết hơn trong CV đính kèm của tôi
5. Với trình độ học vấn và kinh nghiêm của mình thì tôi tin mình có thể đảm đương
tốt công việc này
6. Cảm ơn Ngài đã dành thời gian đọc và cân nhắc. Nếu Ngài cần biết thêm thông
tin, tôi rất sẵn lòng cung cấp. Tôi hi vọng có nhận được lời mời phỏng vấn để có
cơ hội thể hiện mình rõ hơn.
7. Tôi có thể tham dự phỏng vấn vào bất cứ lúc nào. Xin hãy gọi vào so xxxxxxx.
Activity 10: Clarify which part of a cover letter each statement in Activity 9 belong
to.
Activity 11: Based in the following job advertisement and write an outline describing
your qualifications and experience to apply for this job
Job title: English Translator and Interpreter
Job description:
- Be responsible for translating and interpreting technical material in garment industry
- Be interpreter in meeting (if required)
- Support other departments in company in translating and interpreting
- Support manager in some administrative tasks

-

Job Requirement
- Years of experience:
1 year(s)
- Minimum career level:
Experienced (Non-Manager)
- Minimum education level:
Bachelors
- Graduated from College, University, English major.
- Have at least 1 year of experience in related position. Have experience in Garment industry in plus

- Have proficiency in 4 skills of English
- Be active and responsible
- Be able to adapt to the pressure working environment.
RED RIVER MANUFACTURING SHAREHOLDING COMPANY

4. Homework:
Exercise 1: Write a complete letter to apply for the job advertised in Activity 11
Exercise 2: Choose one of jobs offered in the following advertisements and write a
cover letter to apply for that job.
Job title: Marketing Manager
Job Description:
 Research target market.










Build up product sales plan, evaluate the business plan quarterly.
Build up product brand for Vietnam market.
Define and position the product: price, discount, services.
Research competitor. Identify competitive advantage.
Update market information weekly/monthly to build up suitable policy.
Build up discount policy, promotion programs.
Sales training : How to sales (competitive advantage, key features) for salesman, sales manager and
dealers

 Cooperate with business partner to build up cluster PR programs.
Job Requirement
Years of experience:
2 year(s)
Minimum career level:
Experienced (Non-Manager)
Minimum education level:
Bachelors
1. Working:
- At least 02 years experienced in Marketing, PR.
- Preferred: Having knowledge in products, financial services, banking and mobile payment methods (payment
through mobile phone).
- Able to understand and deliver all company's products.
- Organize training: able to write training document.
2. Personality:
- Dynamic, ebullient.
- Moral, explicit, careful, high responsibility.
Job Skills:
- English, MS Office: Advanced
- Negotiation skills: Advanced
- Communication skills: Advanced
- Presentation skills: Advanced
- Internet: Advanced
General Information
Job Type: Full-Time Permanent
Location: Bien Hoa, Dong Nai
Job category: Marketing Advertising/Promotion/PR
Salary: Competitive

WANTED: Sales Manager, East Coast: Amera Sales

JOB RESPONSILITIES
Work closely with team members to meet sales targets
Meet or exceed monthly quotas for personal sales calls
Travel will be required approximated 50% of the time.
REQUIREMENTS
Graduate-ideally in business, economics and international studies.
5 years of sales experience
The candidate will ideally possess some previous management experience.
PERSONAL AND TECHNICAL SKILLS
 Impressive communication skills
 Languages not required but an asset
 Ability to understand and adapt to changing environments in the marketplace
 Able to demonstrate personal initiative as well as work in a team environment
 Willingness to travel
 Energetic and enthusiastic
 Proficient in Word, Excel, PowerPoint, contact management software


Salary is based on previous experience. Commission will be added to base salary. Vacation time and benefits
are negotiable.
AMERA SALES
P.O. Box 986
Boston, MA

Exercise 3: Translate into English
1. Thông qua trang web jobadvertising.com, tôi được biết công ty Ngài đang cần
tuyển một kế toán trưởng. Với trình độ học vấn và kinh nghiệm phù hợp vớ i yêu
cầu của Ngài, tôi muốn ứng tuyển vào vị trí này.
2. Bạn của tôi, cô Nguyễn Thảo Nhi, trợ lý của ông cho tôi biết là hiện tại công ty
của ông còn trống một vị trí nhân viên kinh doanh. Tôi nghĩ mình phù hợp nên

muốn được ông cân nhắc cho tôi vào vị trí này
3. Tôi tốt nghiệp trường Đại học Lạc Hồng với tấm bằng cử nhân Anh văn vào năm
2007. 4 năm học ở trường giúp tôi thành thạo các kỹ năng cần thiết của Tiếng
Anh.
4. Tôi có 5 năm kinh nghiệm trong lĩnh vực giao nhận vận tải biển
5. Tôi đã từng làm việc như một luật sư cho công ty Luật Hồng Đức trong vòng 2
năm. Tôi tư vấn luật cho khách hàng….
6. Hiện tại tôi đang làm việc cho công ty Quảng cáo Đồng Nai với vai trò là nhận
viên marketing. Công việc của tôi bao gồm các công việc tiếp thị về sản phẩm in
ấn, quảng cáo; liên lạc và làm việc với khách hàng …. Tôi cũng chịu trách nhiệm
điều phối thực hiện đơn hàng của khách và lên các kế hoạch tiếp thị cho công ty.
Công việc này giúp tôi đem lại cho tôi khả năng giao tiếp, thương lượng tốt và
cũng giúp tôi am hiểu tường tận về lĩnh vực in ấn, quảng cáo.

REFERENCES
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