PERSONNEL LETTERS

Shirley Taylor

LETTERS OF APPLICATION (SURAT LAMARAN)A letter of application for a job is essentially a sales letter. In such a letter you are trying to sell your self. The general principles of writing sale letters will therefore apply:

Your letter must1. arouse interest in your qualifications

2. carry conviction by your past record and testimonials

3. bring about the action you want the prospective employer to take - to grant an interview and eventually give you the job.

Style of application (Gaya lamaran)

Unless an advertisement specifies that you must apply in your own handwriting, or the post is purely clerical or bookkeeping, your application should be typed. A well-displayed, easy-to-read letter will attract attention at once and create a favourable first impression.Some applicants write a long letter containing lots of information about education, qualifications Your curriculum and experience - this is not advisable as the information is not easy to locate and it can sound rather

Points of guidance

Remember the purpose of your application is not to get the job, but to get an interview.1. Ensure your application looks attractive and neatly presented; make

it stand out from the rest.2. Be brief; give all the relevant information in as few words as

possible.3. Write sincerely, in a friendly tone, but without being familiar.4. Do not make exaggerated claims or sound boastful; simply show a

proper appreciation of your abilities.5. Do not imply that you are applying for the job because you are

bored with your present one.6. If your main interest is the salary, do not state the figure you expect.

Instead mention what you are earning now.7. Do not enclose originals of your testimonials; send copies with your

application but take your originals along to the interview.

Checklist A busy employer has little time for long rambling correspondence.Avoid the temptation to include details in which the recipient is

unlikely to be interested, no matter how important they may be to you. You should also avoid generalising, and instead be quite specific in the information provided. For example instead of saying 'I have had several years' of relevant experience in a well known firm of engineers', state the number of years, state the experience and give the name of the firm. When you have written your letter, read it carefully and ask yourself these questions:(a) Does it read like a good business letter?(b) Will the opening paragraph interest the employer enough to prompt the rest to be read?(c) Does it suggest that you are genuinely interested in the post and the kind of work to be done?(d) Is your letter neatly presented and logically structured?

If your answer to these questions is 'Yes', then you may safely send your letter.

Application for an advertised post

(a) Application letter

When your application is in response to an advertisement in a newspaper or journal, this should always be mentioned in the opening paragraph or in the subject heading.

APPLICATION APPLICATION LETTERLETTER

Application for an advertised post

(b) Curriculum vitae

Your curriculum vitae (sometimes called a resume) should set out all your personal details, together with your education, qualifications and working experience. It should be displayed attractively so that all the information can be seen at a glance. It should not extend to more than 2 pages. Wherever possible, the information should be categorized under headings and columns.

CURRICULUM CURRICULUM VITAEVITAE

Application using an introduction

Sometimes your application will result from

an introduction by a friend or colleague. In

this case such| an introduction should be

mentioned in the opening paragraph as a

useful way of attracting attention.!

APPLICATION USING APPLICATION USING AN INTRODUCTIONAN INTRODUCTION

APPLICATION FOR POSTAPPLICATION FOR POST OF SALES MANAGEROF SALES MANAGER

Application for a teaching post

This letter of application is sent by a trainee

teacher to the Chief Education Officer of her

local authority enquiring about suitable

teaching posts.

APPLICATION FOR APPLICATION FOR A TEACHING POSTA TEACHING POST

Application for post of Data Processing Trainee

In this letter the writer gives details of his

education and qualifications in his letter

instead of separate curriculum vitae. This

style is useful when the applicant does not

have a lot of previous wi ing experience to

warrant a CV.

APPLICATION FOR APPLICATION FOR POST OF DATA POST OF DATA

PROCESSING TRAINEEPROCESSING TRAINEE

Sales appeal to comfort

An unsolicited application is the most difficult

to write since there is no advertisement or

introduction to tell you anything about the work

or indeed whether there is a vacancy. In

such a situation must try to find out

something about the company's activities

and then show how your qualificat and

experience could be used.

SALES APPEAL SALES APPEAL TO COMFORTTO COMFORT

TESTIMONIALS (SURAT KETERANGAN)

As well as sending a copy of your curriculum vitae with an application letter, it is useful to send copies of any testimonials you may have from previous employers. The originals of such open testimonials are addressed TO WHOM IT MAY CONCERN. They are generally given by your previous employ ers if requested; you should always retain the originals and send photocopies only to prospective employers.There is no legal obligation for anyone to give a testimonial, but if one is written it must state only what is true otherwise the writer may become legally liable, either to the applicant for libel2, or to the employer

if the testimonial is at all misleading.Any testimonial should follow the following 4-Point Plane:1 state duration of employment and post(s) held2 give details of the duties carried out3 mention work attitude and personal qualities4 finish with a recommendation.

Formal testimonial

This testimonial was requested by an

employee who worked at a company for a

period of 8 years unless she took up teacher

training.

FORMAL TESTIMONIAL FORMAL TESTIMONIAL FOR SECRETARYFOR SECRETARY

Testimonial for Head of Department

Here is another very favourable testimonial which was issued to someone who left a privati after completing a 2-year contract as Head of Department.

TESTIMONIAL FOR TESTIMONIAL FOR HEAD OF DEPARTMENTHEAD OF DEPARTMENT

FAVOURABLE REFERENCES Even if testimonials are provided at the time

of sending an application letter, it is usual to state (either on your CV or covering letter) the names of one or two people who have consented to act as referees. Prospective employers may contact such referees either by telephone or letter to obtain further information about an applicant's work performance and character.

Letter taking up a reference

1. Ask for information about his work

2. Include specific details regarding ability

3. Give an assurance of confidentiality

LETTER TAKING LETTER TAKING UP A REFERENCEUP A REFERENCE

Favourable reply

The writer recommends the employee, very highly and without hesitation, feeling confident that he can carry out the duties required in the post stated.

FAVOURABLE REPLYFAVOURABLE REPLY

Cautious reply

The writer is very cautious, implying that the applicant lacks the experience needed: control of a department.

However the writer is very careful not to come straight out and say this in so many words.

CAUTIOUS REPLYCAUTIOUS REPLY

Enquiry letter requesting a reference

In this letter another prospective employer

requests information about the work and

character of an applicant.

ENQUIRY LETTER ENQUIRY LETTER REQUESTING A REQUESTING A

REFERENCEREFERENCE

FAVOURABLE REPLYFAVOURABLE REPLY

Applicant's thank you letter

Those who have provided references will naturally be pleased to know how the applicant has fared 1 and whether successful or not. Applicants should therefore always inform and thank those who supported them.

APPLICANT’S THANK APPLICANT’S THANK YOU LETTERYOU LETTER

Enquiry using numbered points

In this enquiry the writer is looking fof certain qualities. To make sure that each one is covered in reply, numbered points are used.

ENQUIRY USING ENQUIRY USING NUMBERED POINTSNUMBERED POINTS

Reply

Favourable reference:Former Student

Favourable reference :Department Manager

UNFAVOURABLE REFERENCES

If an employer is asked for a testimonial by an employee whose services have not been entirely satisfactory, the safest course of action is to tell the employee that their name may be given as a referee.There is always a danger that unfavourable reports may be seen by unauthorised people so it is safer! to make such comments either over the telephone or in person instead of in writing. If an unfavourable I reference is put in writing, it should be worded with caution and restraint and with as little detail as| possible

A reference such as this would almost certainly prevent this prospective employee from getting a good post anywhere, but if the writer sincerely believes in what is said • then they should not fear to send it

UNFAVOURABLE REFERENCE

Alternative unfavourable reference

Perhaps a safer and wiser course would be to write in more general terms and to be less specific in criticism, as in this letter

INTERVIEW LETTERS

If a lot of applications are received for a post it is unlikely that all applicants can be interviewed, such cases a shortlist will be drawn up of those applicants thought to be most suitable for interne Letters should also be sent to the unsuccessful applicants.

Invitation to attend for interview

A letter inviting an applicant for interview should first acknowledge receipt of the application, and then go on to give a day, date and time for the interview. The name of the person the applicant should ask for should also be stated. Confirmation is often requested.

INVITATION TO ATTEND FOR INTERVIEW

Confirmation of attendance

Letter of rejection before interview

It is courteous to write to the applicants who have not been included on the shortlist. It can be worded in such a way so that it does not cause offence or negative feelings.

LETTER OF REJECTION BEFORE INTERVIEW

OFFERS OF APPOINTMENT

Letters appointing staff should state clearly the salary and any other conditions of appointment. If the duties of the post are described in detail on a job Description and enclosed with the letter, it will not be necessary to duplicate such details in the letter itself.

Letter confirming offer of employment

If an appointment is made verbally at the interview, it should be confirmed by letter immediately after wards.

LETTER CONFIRMING OFFER OF LETTER CONFIRMING OFFER OF EMPLOYMENTEMPLOYMENT

Job Description

A job description gives details of the duties and responsibilities involved in a post, including any super visory duties, specific authority and any special features of the post.

JOB DESCRIPTIONJOB DESCRIPTION

Letter offering appointment

When the appointment is not made at the interview, the offer will be made by letter to the selected applicant as soon as possible.

LETTER OFFERING LETTER OFFERING APPOINTMENTAPPOINTMENT

Acceptance of offer of employment Any offer letter should be accepted in writing immediately

Declining an offer of employment

If you do not wish to take up the offer of employment you should put this in writing immediately and it is courteous to give a reason for declining the offer. In this way the employer may make a second choice as soon as possible.

ACCEPTANCE OF OFFER ACCEPTANCE OF OFFER OF EMPLOYMENTOF EMPLOYMENT

Letter to unsuitable applicants

As soon as an offer of employment has been accepted by the selected applicant, it is courteous to write letters to the remaining applicants who were interviewed telling them that their application was unsuccessful.

LETTER TO UNSUITABLE LETTER TO UNSUITABLE APPLICANTSAPPLICANTS

TERMINATION OF EMPLOYMENT

Employee's letter of resignation

A Contract of Employment made for a stated

period comes to an end when the period is

completed unless both parties agree to an

extension. If the contract is for an unstated period

it may be ended at any time by either of the

parties giving the agreed period of notice.

EMPLOYEE’S LETTER EMPLOYEE’S LETTER OF RESIGNATIONOF RESIGNATION

Employer's letter terminating employment

By the Employment Rights Act 1996 employees who feel they have been unfairly dismissed have the right to appeal to an Industrial Tribunal. An employer must be able to show that the dismissal was justified by referring to the employee's conduct or inability/failure to do the job satisfactorily.Where it is decided to terminate the employment of a person whose services have been unsatisfactory, it is advisable to do so verbally in the first place. The confirmatory letter should be worded carefully and tactfully.

EMPLOYER’S LETTER EMPLOYER’S LETTER TERMINATING EMPLOYMENTTERMINATING EMPLOYMENT

EMPLOYER’S LETTER EMPLOYER’S LETTER TERMINATING EMPLOYMENTTERMINATING EMPLOYMENT

Warning letter As a general rule an employee must have received a warning before he or she may be dismissed. The company's rules regarding warnings and dismissal should be laid down in the Conditions of Employment or in the Employment Contract.In the first place it is good business practice to speak to the employee personally to discuss unsatisfactory work or attitude. A letter should follow as confirmation of what was discussed.Grounds for dismissal must be specific and if possible measured against the company's general conditions and terms of employment or against the job description. The period of notice served on an employee will depend on the contract of employment. Legal minimum periods of notice for long-serving staff will vary from country to country. These formal requirements should be investigated and considered.

Termination of employment

Second warning

Summary dismissal

Letter giving an employee one month's notice

SUNDRY PERSONNEL MATTERS

Transfer of employee to other work Where it is necessary to transfer an employee from work

which has been enjoyed, the reasons for the transfer must be clearly explained and any advantages must be emphasized. Perhaps there will be the prospect of more interesting and responsible work, more experience, better pay, improved prospects. With tact it should be possible to convey what may be unwelcome or disappointing news to an employee without causing hurt feelings or offence. In this way what might otherwise be received as unwelcome news may almost be turned into good news

In this case a long-standing employee is happily settled into a routine with no wish to change, but this has been made necessary due to technological changes within the company.

TRANSFER OF EMPLOYEE TRANSFER OF EMPLOYEE TO OTHER WORKTO OTHER WORK

Recruitment of staff through an agency

Employers in need of office staff frequently make their requirements known to employment agencies. Such agencies will introduce either full-time, part time or temporary staff in return for a commission related to the amount of wage or salary paid.

RECRUITMENT OF STAFF RECRUITMENT OF STAFF THROUGH AN AGENCYTHROUGH AN AGENCY

Request for an increase in salary

Any letter requesting an increase in salary should be worded very carefully. You should explain tact fully the reason why you feel a salary increase is justified.

REQUEST FOR AN REQUEST FOR AN INCREASE IN SALARYINCREASE IN SALARY

Letter of resignation

When you decide to leave a company you must hand in your notice. It is usual to do so with a formal letter of resignation in accordance with the company's conditions of employment.

LETTER OF RESIGNATIONLETTER OF RESIGNATION

USEFUL EXPRESSIONS Application letters 1 I wish to apply for the post ¼ advertised in the ¼ on ¼ 2 I was interested to see your advertisement in ¼ and wish to apply for this

post.3 I am writing to enquire whether you have a suitable vacancy for me in your

organization.4 I understand from Mr ¼ , one of your suppliers, that there is an opening in

your company for ¼ .5 Mrs ¼ informs me that she will be leaving your company on ¼ and if her

position has not been filled, I should like to be considered.

Closes 1 I look forward to hearing from you and to being granted the opportunity of

an interview.2 I hope you will consider my application favorably and grant me an

interview.3 I look forward to the opportunity of attending an interview when I can

provide further details.

Favourable referencesOpenings 1 Mr ¼ has applied to us for the above post/position of ¼ We should be

grateful if you would give'; us your opinion of his character and abilities.2 We have received an application from Miss ¼ who has given your name as

a reference.3 I am very glad of this opportunity to speak in support of Miss ¼ 's

application for a position in your j company.4 In reply to your recent enquiry Ms ¼ has been employed as ¼ for the past

2 years.

Closes 1 Any information you can provide will be much appreciated.2 Any information you are kind enough to provide will be treated in strictest

confidence.3 I am sure you will be more than satisfied with the work of Mr. ¼ 4 I shall be sorry to lose ¼ but realize that her abilities demand wider scope

than are possible at this| company.

Unfavourable references 1 I find it difficult to answer your enquiry about Mr ¼

He is a very likeable person but I cannot conscientiously recommend him for the vacancy you mention.

2 The work produced by ¼ was below the standards expected and we found it necessary to release him.

3 Her poor time-keeping was very disturbing and caused some disruption to the work of the department.

4 We found her attitude quite a bad influence on other staff within the department.

5 Although ¼ possesses the qualifications to perform such work, I have seen no evidence that she has the necessary self-discipline or reliability.

Offers of employmentOpenings 1 Thank you for attending the interview last ¼ , I am pleased to

offer you the position of ¼.2 I am pleased to confirm the offer we made to you when you

came for interview on 1/4.3 Following your interview with ¼ , I’m pleased to offer you

the position of ¼ commencing on ¼ .Closes 1 Written confirmation of your acceptance of this post would be

appreciated as soon as possible.2 Please confirm in writing that you accept this appointment on

the terms stated and that you can commence your duties on ¼ .

3 We look forward to welcoming you to our staff and hope you will be very happy in your work here.

Termination of employment Opening1 I regret that I wish to terminate my services with this Company with effect

from ¼ 2 I am writing to confirm that I wish to tender my resignation. My last date of

employment will be ¼.3 As my family have decided to emigrate I am sorry to have to tender my

resignation.4 It is with regret that I have to inform you that your position with this Company

will become redun dant on 1/4.5 There has been no improvement in your work performance and attitude despite

our letters dated ¼ and ¼ . As a result we have no option but to terminate your services with effect from ¼ .

Closes 1 I have been very happy working here and am grateful for your guidance during

my employment.2 I am sorry that these circumstances make it necessary for me to leave the

Company.3 We have been extremely satisfied with your services and hope that you will

soon find another suit able post.4 I hope you will soon find alternative employment, and extend my best wishes

for your future.

Testimonials (Surat keterangan)

Openings 1. Mr Jenar has been employed by this Company from __ to __. 2. Miss worked for this company from leaving college in _March 19—.

until she emigrated to Canada in __

Central section 1 Miss __ enjoys good health and is a good time-keeper.2 She uses her best endeavors at all times to perform her work expeditiously and has

always been a hard-working and conscientious employee.3 Miss ¼ made a substantial contribution to the work of the ¼ department, and

always performed her work in a businesslike and reliable manner.4 Mr ¼ gave considerable help to his colleagues in improvements of teaching

methods and materials and also produced many booklets of guidance which are proving valuable to other teachers.

Closes 1 I have pleasure in recommending ¼ highly and without hesitation.2 We hope that ¼ meets with the success we feel he deserves.3 I shall be sorry to lose his services but realise that his abilities demand wider scope

than are possi ble at this company.4 I can recommend Miss ¼ to you with every confidence.