HOW TO WRITE A LETTER

COVER LETTER

• A cover letter is a crucial part of the job application process

• It is used to demonstrate your understanding of the role and show how your skills and abilities match the vacancy perfectly

• Follow the golden rules and they will ensure you make the right first impression

Golden rules

• 1. remind the recruiter what they are looking for• 2. tell them you are what they are looking for

(how you fit the job description)• 3. demonstrate why you are the best choice• Keep it that simple. Future bosses and hiring

managers need to assess candidate suitability in a matter of seconds. They will use your cover letter to make sure you tick-off the job description must-haves

style

• Use one page of A4 paper and four or five paragraphs

• Address your letter to a named person even if you have to contact the organization to ask who deals with recruitment

• Make sure your grammar and spelling are perfect

• Use a professional tone• Link your writing style to the industry

Content

• Paragraph 1: a positive, formal introduction outlining how you heard about the opportunity, listing the documents you have enclosed (CV)

• Give the title of the job, using the reference code if there is one, this will ensure that your application goes directly to the right person in the organization

• Paragraph 2: outline why you are interested in the role and organization, demonstrating in-depth research and mature reflection of how the opportunity fits into your career plans

• You might feel that you are ready for greater challenges, more responsibility, or a change of direction, for example

• Paragraph3: highlight your key skills and experiences• If you are working, briefly outline your current job,

highlight your competences• Paragraph 4: highlight your key skills and experiences• Pick on the job requirements outlined in the advert and

focus on any of your current skills and abilities that correspond to those requested

• E.g. if the advert states that management skills are essential, then state briefly what management experience you have

• Paragraph 5: end positively outlining when you will be available for the interview or to start work

Covering letters for orders

• Orders are usually written on a company’s official order form which has a date and a reference number that should be quoted in any correspondence which refers to the order

• A covering letter allows you to make any necessary points and confirm the terms that have been agreed

opening

• Explain there is an order accompanying the letter:

• Please find enclosed our Order no• Thank you for your reply of….

regarding…. • Your letter of… convinced me to place a

trial order for the…

payment

• Confirm the terms of payment:• As agreed you will draw on us at 30 days

documents against acceptance, with the documents being sent to our bank at…

• We would like to confirm that payment is to be made by letter of credit which we have already applied to the bank for

discounts

• Confirm the agreed discounts:• We would like to thank you for the 30% trade

discount and 10% quantity discount you allowed us

• …and we will certainly take advantage of the cash discounts you offered for prompt settlements

delivery

• Confirm the delivery dates:• It is essential that the goods are delivered

before the beginning of November in time for Christmas rush

• Delivery before February is a firm condition of this order, and we reserve the right to refuse goods delivered after that time

Methods of delivery

• Many firms use forwarding agents who are specialists in packing and handling the documentation for shipping goods

• You should still advise the firm as how you want the goods packed and sent to ensure prompt and safe delivery, so that if the consignment arrives late, or in a damage state, your letter is evidence of the instructions you gave

• …and please remember that only air fright will ensure prompt delivery

• We advise delivery by road to avoid constant handling of this fragile consignment

• Could you please ship by scheduled freighter to avoid any unnecessary delays?

packing

• Advise your supplier how you want your goods packed. Note that crates are often marked with a sign that can be recognized by the supplier and the customer

• Each piece of crockery is to be individually wrapped in thick paper, packed in straw, and shipped in wooden crates marked and numbered 1 to 6

• The carpets should be wrapped in thick grease-proof paper which is reinforced at both ends to avoid wear by friction

• The machines must be well greased with all movable parts secured before being loaded into crates, which must be marked

closing

• We hope that this will be the first of many orders we will be placing with you

• We will submit further orders, if this one is completed to our satisfaction

• I look forward to receiving your advice/shipment/acknowledgement/confirmation

Acknowledging an order

• As soon as an order is received by a supplier, it should be acknowledged. This letter should be quite short

• Thank you for your order no… which we received today. We are now dealing with it and you may expect delivery within the next three weeks

Advice of dispatch

• When the supplier has made up the order and arranged shipment, the customer is informed of this in an advice:

• Your order no D/154 has now been placed on board of the Mitsu Maru sailing from Kobe on 16 May and arriving in Tilbury, London on 11 June. The shipping documents have already been sent to your bank in London for collection