Instituto Guatemalteco Americano -IGA-

Computación

Prof. Eddy Barrios

Employment

Correspondence

Karla Azucena Fino Rivera 05

Ingrid Estefanía González Barrera 07

6o.

Secretariado “C”

Salon: 305

INDEX

Employment Correspondence

The Resume

Application Letter

Follow-Up Letter

Reference Letter

Recommendation Letter

Declining a Job Offer Letter

Rejecting a Job Offer Letter

Resignation Letter

Of all the different kinds of business letters, perhaps the most important for your

personal career are the letters you write to apply for a job. Your letter of application and

accompanying resume can help you get the job of your choice if they are well planned and

written.

Before you write your resume or cover letter, you must think about yourself because

your employment correspondence must give a prospective employer a positive-and

desirable-picture of your personality, background and experience.

A good way to start is to make a list. In any order, as you think of them, list such facts

as:

jobs held

schools attended

areas majored in

special courses you have taken

extracurricular activities you have participated in

memberships you have held

awards or honors you have received

sports you enjoy

languages you speak

special interests you have

special skills you have

Try to include on your list any fact that could help an employer see your values as an

employee.

After you are satisfied with your list, rewrite it, arranging the facts into categories. This

will serve as your worksheet you are ready to write your resume and letter of application.

The Resume

The resume is sometimes called a data sheet or vita. It is an outline of all you have

to offer a new employer. It presents your qualifications, background, and experiences in a

way that will convince a business person to grant you an interview.

Your resume is the first impression you make on an employer. For that reason, it

must look professional.

The resume must have an overall neat appearance:

Margins are wide and balanced.

Headings should stand out and should be parallel.

The information contained on your resume must be accurate and complete. Because you

are presenting these facts in outline form, the information is expressed in short phrases

rather than whole sentences.

Nowadays, it is preferable to keep a resume to one page. Therefore, you must be

efficient in selecting the facts to include and clever in arranging them.

At the top, type your name, address, and telephone number (including your area code).

This information can be centered or blocked along the left margin. The word resume is

unnecessary. The rest of the resume consists of the facts from your list, categorized, some

recommended headings are:

Employment (or Career) objective

Education and/or Training

Awards and Honors

Work Experience

Related or Extracurricular Activities

Special Skills

Personal Data

References

You do not need to use all of these categories. You may list your strongest section first,

or you may list first the section that is most relevant to the job in question.

EMPLOYMENT OBJECTIVE: This be included and listed first, immediately after your

name and address. Mentioning a clearly defined job goal creates the favorable impression

that you are a well-directed, motivated individual.

EDUCATION: List, in reverse chronological order (that is, most recent first), the schools

you have attended. Include school names, dates of attendance, and degrees or diplomas

awarded. You should list, as well, any job-related courses you have taken.

WORK EXPERIENCE: Part-time and summer jobs, as well as volunteer work, should be

included. Each job experience should be listed (the most recent jobs listed first) with your

position or title, employer’s name and address, dates of employment, and a brief description

of your responsibilities.

EXTRACURRICULAR ACTIVITIES and SPECIAL SKILLS: Under these headings you

may list any facts that don’t fit under education or work experience but that demonstrate

your value to an employer.

PERSONAL DATA: Essential FACTS, such as any licenses or certifications you hold,

should be included; however, it is not necessary to list such facts as age, height, weight,

health, and marital status.

REFERENCES: In this last section you have to list people willing to vouch for your

ability and experience. Former employers and teachers are the best references. Each

reference should be listed by name, position or title, business address, and telephone

number. A minimum of three names is recommended.

Be sure to ask permission of each individual before you list anyone as a reference.

Also, while some employers prefer to contact your references directly, it is a good idea to

get a general letter of reference from each to keep for your own files.

Ingrid Estefania Gonzalez Barrera

First Avenue 12-09, Zone 16

(501) 5776-0412

Career Objective

To obtain a position as an executive secretary with a large corporation to put in practice all

my skills.

Education

2010-2012 High School

Bilingual Secretary

Instituto Guatemalteco Americano -IGA-

Ruta 1, 4-05, Zona 4, Guatemala

2007-2009 Junio High School

Liceo Evangelico Horeb

El Progreso, Jutiapa

2001-2006 Elementary School

Liceo Evangelico Horeb

El Progreso, Jutiapa

1999-2000 Home School

Escuela Nacional de Parvulos

El Progreso, Jutiapa Work Experience

Secretary Assistant Envios de America

Jutiapa, Jutiapa

November 2010

Skills

Shorthand – 70 w.p.m.

Typing – 70 w.p.m.

Language – English

Computer – Microsoft Office

References

Mr. Ovidio Lopez, Accountant

Envios de America

Jutiapa, Jutiapa

(501) 7843-5212

Ms. Samantha Hernandez

Jutiapa, Jutiapa

(501) 4916-8979

Letter of Application

A letter of application is a sales letter in which you are both salesperson and product.

Besides, it serves as the Cover Letter of your resume. And it has two types:

1. Solicited Letter: It is sent in response to a help-wanted ad; remember that this letter

will compete with other many others, so it must be composed with distinction and it

must refer to ad and specific advertised job.

2. Unsolicited Letter: It is sent to a company for which you would like to work even

though you know of no particular opening. The advantage of this type of application

is that there will be little competition. You can personally define the position you

would like to apply for.

Your letter of application should look as good as your resume, prepared with the same

care on plain business-size bond.

An application letter must sell your qualifications, so it must do more than simply

restate your resume in paragraph form. While the resume must be factual, objective, and

brief, the letter is your chance to interpret and expand. Besides, this letter should

demonstrate that you know both yourself and the company. Also, it must communicate

your ambition and enthusiasm for the job.

When you begin to write your letter of application, keep in mind the principles of

writing sales letter:

1. Start by attracting attention: You must say that you are applying and mention both

the specific job and how you heard about it. But try to avoid a mundane opening.

2. Continue by describing your qualifications: Highlight your strengths and

achievements and say how they suit you for the job at hand. Provide details and

explanations not found on your resume.

3. Assure the employer that you are the person for the job: list verifiable facts that

prove you are not exaggerating or lying. In some way distinguish yourself from all

the other qualified applicants.

4. Conclude by requesting an interview: Make it easy to contact you. Mention your

telephone number, and the best hours to reach you, or state that you will call the

employer within a few days.

A complete application should contain both letter of application and a resume. Do not

include copies of your letters of reference or of your school transcripts. These can be

provided later if you are granted an interview. When you go on an interview, you should be

prepared to mention a salary range, for this reason, you should investigate both your field.

You don’t want to ask for less than you deserve or more than is reasonable.

April 24, 2012

Mr. Harry Thompson

Personnel Manager

G&B Corporation

Las Americas Avenue, Zone 10

01010 Guatemala

Dear Mr. Thompson:

I would like to apply for the position of Executive Secretary that you advertised in

Presa Libre on April 20.

As you will see from my enclosed resume, I graduated from Instituto Guatemalteco

Americano -IGA- in 2011 as bilingual secretary. And I did my supervised practices in Taca

Airlines, where I put into practice all my knowledge and skills.

I will appreciate the opportunity to have an interview to discuss my qualifications.

You can reach me at 2459-0100.

Sincerely yours,

Ingrid Gonzalez

Bilingual Secretary

Enclosure

Follow-Up Letter

This letter is send after an interview. For this reason alone, it can be highly

effective.

A follow-up letter should be courteous and brief. And it should merely thank the

employer for the interview and restate your interest in the job.

1st. Avenue 12-99, Zone 16

01006 Guatemala

April 25, 2012

Mr. Harry Thompson

Personnel Manager

G&B Corporation

Las Americas Avenue, Zone 10

01010 Guatemala

Dear Mr. Thompson:

Thank you for taking the time to interview me to discuss my qualifications in person last

week.

After I have met you, and seen your corporation in operation, I was sure that I would like to

have the opportunity to put my skills and experience to work for you.

I look forward to hearing from you soon. Please feel free to contact me at anytime if further

information is needed. You can reach at 2459-0100.

Sincerely yours,

Karla Fino

Bilingual Secretary

Letter of Reference

The reference letter should mention how the letter writer is connected to the

employee. For example, it should say whether the person who is recommending the

employee was the employee's supervisor or boss or some other close acquaintance. The

recommendation letter should also contain contact information such as the writer's phone

number and e-mail address.

TACA AIRLINES Hincapie Avenue, Zone 13

01010 Guatemala

May 7, 2012

Mr. Patrick White

G&B Travel Agency

La Reforma Avenue 12-04, Zone 9

01009 Guatemala

Dear Mr. White:

I am happy to provide the information you requested regarding Karla Fino, with the

understanding that this information will be kept confidential.

She was employed by this agency as an Executive Secretary from 2009 to 2011. She has a

broad range of skills. In addition, she is reliable, honest, courteous, and responsible with

her work. She is always flexible and willing to work in any project that is assigned to her.

I would like to assure you that she would be an excellent worker. If you need further

information, please do not hesitate to contact me.

Sincerely yours,

Ingrid Gonzalez

Manager

Letter of Recommendation

A recommendation letter is needed when an employee changes or shifts jobs. The

recruiter in the new organization would take an employment recommendation letter into

consideration to see if the person applying for the job is suitable for the new job or not. The

employment recommendation letter will indicate the time period for which the employee

was working in the old organization.

The recommendation letter is meant to praise or commend the employee for his

background. It will mention all the skills and also lists the functions, which the employee

undertook in the old firm.

May 8, 2012

Dear Mr. Smith:

Karla Azucena Fino Rivera was a student in four of my translation courses during

the 2011 school year. She was an excellent student.

Ms. Fino demonstrated her interested in learning new things of the subject every

day. Her assignments were executed with punctuality, and they always were great.

Moreover, she was an enthusiastic participant in class discussions and helped her

classmates in anything that they needed.

Therefore, I can recommend Mr. Fino, without hesitation, for the position of

executive secretary in your agency.

Cordially yours,

Ingrid Gonzalez

Teacher

Declining a Job Offer

You may find yourself in the fortunate position of choosing from several job offers,

or you may be offered a job that does not meet your needs or expectations. In such

situations, you should send a courteous, discreet letter declining the job. If you do it, you

will preserve a potentially valuable business contact and leave open the possibility of future

employment.

1st. Avenue 0-89, Zone 16

01016 Guatemala

May 14, 2012

Mr. Harry Thompson

Personnel Manager

G&B Corporation

Las Americas Avenue, Zone 10

01010 Guatemala

Dear Mr. Thompson:

Thank you very much for offering me the position of Executive Secretary.

However, after careful consideration, I have accepted a position with other company that fit

the path I am taking to achieve my career goals.

I appreciate you taking the time to interview me and to share information about my

qualifications. Besides, I am glad for your confidence in my ability to handle the many

challenges of this position.

Again, thank you for your consideration. It was a pleasure meeting you and learning

more about your organization.

Sincerely yours,

Karla Fino

Bilingual Secretary

Rejecting a Job Application

A letter explaining specific reasons for an applicant’s rejection is professional and

preferable, but a form letter is more often used to reject, in general terms, all the

unsuccessful candidates.

Tips

Also known as a "thanks, but no thanks letter," candidate rejection letters tell the

candidate that he or she was not selected for the position.

If you believe that the candidate would qualify for other roles in your company, and

that he or she appeared to also fit your culture, you can also encourage the person to

apply again in the future. Always end your candidate rejection letters on a positive

note and wish the person success. Make sure you thank your candidate for the time

invested in the application and interview process.

Personalize your candidate rejection letters with the candidate's name, the position,

and possibly a remark about the interview time. You do not want your candidate to

feel as if he or she received a form rejection letter - even if it basically, is.

Make your candidate rejection letter business-like, but gracious. After all, you are

puncturing a person's hopes and dreams. Do so with respect and consideration.

Remember, the candidate rejection letter is your last opportunity to build a

relationship with the candidate that will cause him or her to think favorably of your

company.

G&B Corporation

Las Americas Avenue, Zone 10

01010 Guatemala

May 14, 2012

Ms. Estefania Gonzalez

Bilingual Secretary

1st. Avenue 0-89, Zone 16

01016 Guatemala

Dear Ms. Gonzalez:

We regret to inform you that we have filled the position of Executive Secretary for

which you recently applied.

We appreciate you for taking the time to come to our company to discuss your

qualifications, and please be sure that they are excellent. But we have offered the position

to the candidate whose experience and career goals were most compatible with our

objectives.

Thank you very much for your interest in working for our company. We wish you

success in your career.

Harry Thompson

Personnel Manager

Ingrid G.

Letter of Resignation

The resignation letter is a written statement of the intention to leave a job, as with

refusals, resignation must convey a negative message as positively as possible. Your letter

of resignation should express regrets, not anger.

You may mention a reason for leaving, such as an opportunity for advancement, but

doing so is optional. Leaving a job on good terms is in your best interest. Even if you plan

never to return, you may need references in a future job search. Keep the resignation letter

positive and brief.

Be sure to:

1. State that the letter is your resignation, mentioning the date on which you would

like to leave.

2. Express appreciation for your old job and/or regret at leaving.

3. Offer assistance with any work that you will be leaving undone or with helping the

person who will replace you.

1st. Avenue 0-89, Zone 16

01016 Guatemala

May 14, 2012

Mr. Patrick Newton

Manager

Cementos Progreso, S. A.

1st. Avenue 12-89, Zone 6

01006 Guatemala

Dear Mr. Newton:

It is with regret that I must submit my resignation from my position as Assistant

Manager, effective May 28, 2012.

An opportunity has presented itself that will help me to pursue my career goals. I

appreciate the support and encouragement you have shown me, and the opportunities for

professional and personal development that you have provided me during the last three

years.

Thank you very much for everything. If there is anything I can do to be of

assistance during the transition, please let me know.

Sincerely yours,

Ingrid Gonzalez

Bilingual Secretary

Employment Correspondence