FYBMS

Business Communication

Unit 3: Business Correspondence- Compiled Notes

Business correspondence is an umbrella term used for any form of written communication that
happens in business relationships. It could be with business partners or internal communication
within the organization. Business correspondence is mostly in the form of letters. People
related to any business understand the significance of business letters since this
correspondence in business communication can be used by them to express themselves, ask a
doubt or give clarification regarding any uncertainty.

Letter Writing

Theory of Business Letter Writing:

Parts

Business letter components

Regardless of where you are in your career or what field you are in, knowing how to format a
business letter is vital. You should use business letters when mailing documents to a
government agency, filing formal requests, sending professional documents or designing a
cover letter. A professional business letter format typically includes seven key elements. Here's
what you should include in every business letter:

1. Letter heading

The letter heading, typically found in the upper left-hand corner of the page, introduces you to
the recipient and includes important contextual information such as your name, return address,
phone number, email and date. Only include the information your audience needs. When
writing your letter heading, skip a line between your contact information and the date. Skip
another line, then include your recipient’s contact information. Skip another line, then begin
your letter.

The heading contains the return address with the date on the last line. Sometimes it is
necessary to include a line before the date with a phone number or e-mail address. Often there
is a line skipped between the address and the date. It is not necessary to type a return address
if you are using stationery with the return address already imprinted, but you should always use
a date.
For example:

Alicia Washington

Offices of Burbank & Brooks

105 Burbank St.

[email protected]

June 21, 2021

Ms. Riley Jones

River Tech

90991 River Tech Dr. Ste 1

Dear Ms. Jones,

...

You don't have to include a return address if the letter is printed on letterhead that includes the
address. The letterhead is a company logo that is usually at the top center of business
documents that are connected to a company, government agency or other organization.

2. Recipient address

Leave an extra line between the date and the receiver's address, and it should be on the left
margin. You should include the name of the person you are sending the business letter to,
including their name prefix. Make sure their name is spelled correctly and the address is as
complete as possible to be sure they receive the letter. The address should show in a standard
envelope window when the paper is folded into thirds.

3. Subject

The subject should be short and direct, clearly representing to the recipient what your letter is
about. If you have a reference number, such as a claim number, case number or reference
number, you should include it on this line. The subject does not have to be written as a
complete sentence.

Your subject might also start with "RE:" to show that you are writing in response to or regarding
a previous conversation or request. For example, a subject line might read "RE: Claim Number
129523 - Filing Documents and Policy Information." This allows the reader to find your claim
and lets them know what to expect in the rest of the business letter.

4. Greeting

The greeting should be formal and polite. It is best to start with a professional salutation like
"Dear," and the person's prefix if you know it. For example, you would not write "Dear Taylor
Spenser" if you know they're a doctor. In that case, you would write "Dear Dr. Spenser." Avoid
using gendered prefixes if possible—use the person's name instead. For example, "Dear Taylor
Spenser," instead of "Dear Mr. Spenser."

If you do not know who will be receiving your letter directly, you should use other references
such as their title, team, organization or job duty. For example, "Dear HR Manager," "Dear HR
Department" or "Dear Company Recruiter." If possible, avoid using "To Whom It May Concern,"
as it may come across impersonal or outdated.

5. Body

The body is where you write the details of your business letter. Start with a short introduction
explaining why you are writing them. The introduction should be one or two sentences and
should have the most important details. The rest of the body includes the details of your letter.

The body should be focused on why you are writing and should be as direct and polite as
possible. Separate each left-aligned paragraph by skipping a space. End the body with a two-
sentence wrap-up paragraph to clarify why you are writing and to thank them for their
consideration. Be sure that the closing paragraph is suitable for the tone of the letter. A good
wrap-up paragraph might look like, "Thank you for updating my claim and looking into the
circumstances. I look forward to hearing from you soon."

6. Complimentary close

Always end a business letter with a professional closing. Some examples are "Sincerely," "Best
regards" and "Thank you." You should have your closing on its own line, with the first letter
capitalized and a comma at the end.

7. Signature
Leave two to four lines between the closing line and typing your name so that you can sign the
business letter. Your name should be your first, middle initial (if you have one) and your last
name. Include any appropriate suffixes to your name. If you are writing for a business or
organization, you should include your position immediately below your typed name. Once you
print the business letter, sign your name immediately above your typed name in blue or black
ink.

Here are some other things to keep in mind as you write your business letter:

Document format

Business letters are designed so that the return address and recipient's address will appear in
the windows of a standard nine-inch envelope. You should print your business letter on unlined
8.5" x 11" paper and have one-inch margins on all sides. Make sure to proofread your business
letter several times to catch any possible spelling or grammar mistakes. You should use a
standard font like Times New Roman.

Each section should be separated by skipping a line, and everything should be aligned to the
left. Business letters can be as long as you need them to be, so you don't need to get everything
you need to say onto one page.

Enclosures

If you are mailing any other documents with the business letter, you can make the reader
aware of what else is included by typing "Enclosures" or including the names of the documents
under the "Enclosures" heading. This should be separated by skipping a line under your typed
name and should be left-aligned, in line with the date and address headers.

Other formats

Some organizations might use slightly different formatting, such as indenting the paragraphs in
the body of your letter or using a specific font. If your organization uses a different template,
you should follow it so that any business correspondence from the organization is uniform and
consistent.

Multiple recipients

If you're sending your business letter to several people, print one for each of them and have it
mailed directly to them. Be sure to change the recipient's name and address and greeting each
time you print the letter. You should also include "CC:" and the names of the other people
receiving a copy of the letter so that everyone you send the letter to knows who else has a
copy.
Writing to a group

If you are writing to a group, like a board of directors or a stakeholder meeting, you should
write one letter addressed to the group and mailed to their official address. Your greeting
should also address the whole group. For example, a group greeting might be "Dear Willow
Park Homeowners Association."

Business letter template

Here's a business letter template that you can use as a guide when you need to create one of
your own:

[Name]

[Company name]

[Street address]

[City, state and zip code]

[Phone number]

[Email address]

[Date]

[Recipient's name]

[Company name]

[Street address]

[City, state and zip code]

[Subject]

Dear [Recipient's name]:

[Body paragraph 1]

[Body paragraph 2]

[Closing paragraph]

Sincerely,

[Your name and suffixes]

[Position in company]

[Your company name]

[Enclosures]

4. The Body: For block and modified block letter formats, single space and left justify each
paragraph. Be sure to leave a blank line between each paragraph, however, no matter the
format. Be sure to also skip a line between the salutation and the body, as well as the body and
the close.

5. The Complimentary Close: The complimentary close is a short and polite remark that ends
your letter. The close begins at the same justification as your date and one line after the last
body paragraph. Capitalize the first word of your closing (Thank you) and leave four lines for a
signature between the close and the sender’s name. A comma should follow the closing.

6. The Signature Line: Skip at least four lines after the close for your signature, and then type
out the name to be signed. If you are printing this letter out and sending it by mail, you will sign
your name in pen. This line will include your first and last name, and often includes a middle
initial, although it is not required. You may put your title beforehand to show how you wish to
be addressed (Ms., Mrs., Dr.).The signature should be in blue or black ink.

7. Enclosures: If you have any enclosed documents, such as a resume, you can indicate this by
typing “Enclosures” one line below the listing. You also may include the name of each
document.
Format and Font: Many organizations have their own style for writing a business letter, but
here are some common examples.

Font

The standard font for business letters is Times New Roman, size 12. However, fonts that are
clear to read such as Arial may be used.

Sample Letter

{NOTE: your name goes only at the bottom}

Your Return Address (no abbreviations for Street, Avenue, etc.)

Your City, YC [your two letter state abbreviation] zip

Date

First and Last Name of the Person to whom you are writing

Address

City, ST zip

Dear Mr./Ms. Whomever:

In the first paragraph, introduce what you are writing about and what you want from them.

In the subsequent paragraphs, explain the nature of your problem and what they can do for
you. Be non-combative and straight to the point.

In the last paragraph, be sure to thank the recipient for their time and efforts on your behalf.
Also, let them know that you will contact them or that they can contact you with any questions.

Sincerely yours,

{four spaces so that your signature may appear here}

Jane Doe

Structure

Layouts-
  Full Block- The most common layout for a business letter is called a block format. In this
format, the entire letter is justified to the left and single spaced except for a double
space between paragraphs.
 Modified Block- Modified block is another popular type of business letter. The body of
the letter and the sender’s and recipient’s addresses are left justified and single spaced.
However, in this format, the date and closing are tabbed to the center point.
 Semi- Block- The least used style is called a semi-block. In it each paragraph is indented
instead of left justified.

Note: Refer Unit 3 Letter Layout file for more details.

Principles of Effective Letter Writing

To convey any message effectively, business letter writing needs the application of certain

communication principles. They provide guidelines for the content and style of presentation.

A business letter should be written keeping in view the following basic principles of business

correspondence.

1) Clarity and Coherence: In order to be effective, a good business letter should be concise,
precise, relevant, concrete and consistent. Be clear about what you want to say and then say it
clearly. Difficult words requiring the use of dictionary, flowery expression and poetic language
should be always avoided. The words used should not be vague or ambiguous. The letter must
convey to the recipient the exact meaning which the writer wants to communicate. The clarity
of a letter, to a great extent, depends upon its unity or coherence. Therefore, a letter should be
written in a logical manner and reflect consistence of thought. One thought should follow
another in a proper sequence. An orderly arrangement of the subject is necessary and the same
should be expressed in appropriate words. It is better to use short sentences and short
paragraphs that are easier to read. “Send telegrams, not essays.”

2) Consideration: The writer of the letter should place himself in the position of the
reader and give a consideration as to what does he need.

3) Brevity: A good business letter should be concise and exact. Economy of words is possible
only if the writer of letter has extensive vocabulary at his command. A long letter containing
irrelevant matter gives a poor impression of the writer and also of the business house. But for
the sake of conciseness, completeness or clarity should not be sacrificed. The letter must
explain in full what it all desires. “Be conscious that the reader does not have much time”.

4) Courtesy and Friendliness: The tone of the business letter should always be courteous and
polite. While drafting a business letter bluntness should never be regarded as a sign of strength.
On the contrary, a poor image is bound to result from an offensive attitude conveyed through
the letter. Courtesy is like the oil which removes friction and creates goodwill. Courtesy should
not be restricted to obligatory words like “Thank you” or “please”. There must be politeness
even in declining a
proposal. Words like “please and “kindly” always bring positive response. However
such words ought to be used without sacrificing one’s self-respect and dignity.

5) Conciseness: A business letter should be concise and direct, written in simple language with a
natural flow of words. Wordy phrases and high flow expressions should be avoided. Business
people are very busy and may be irritated by unnecessary lengthy letters. Therefore, one must
focus directly on the message.

6) Correctness: A business letter should be grammatically correct and factually accurate.

Incorrect information and inaccurate facts conveyed through a letter are bound to make the
position of the writer vulnerable. The addressee, may stop further dealings with the writer of
the letter. In letters of enquiry, orders, complaints, references, etc. information given should
always be correct and exact. If, for some reason, it is not possible to communicate the
necessary information, the reason may be clearly stated in a polite language.

7) Completeness: A business letter should include all the necessary facts and background
information that supports the message being sent. An enquiry which does not contain
necessary particulars, or explanation which is partial, is never appreciated. An incomplete letter
may compel the receiver to make further correspondence on the subject involving waste of
time or prompt him to act according to his own judgement which way lead to disputes.

8) Originality: Originality of form, expression and style are often necessary to make business
letters more appealing, particularly for sales promotion, and on special occasion, such as
introduction of a new product. Indeed, with changing times, old and stereo-typed forms and
expressions have been replaced by more appealing forms, expression and style of presentation
of matters in business letters. For instance, the layout of the contents of a letter is often
intended to mark-out significant lines. New phrases are used in place of old ones, and a
conscious attempt is made to give a personal touch where necessary.

9) Neatness: A neat and tidy letter, clearly typed or written on a reasonably good paper with
proper paragraphing makes a letter attractive to the reader. Any overwriting, rubbing or cutting
of expressions, improper spacing between paragraphs etc. do not create a favourable
impression. So the appearance of a business letter should be impressive, neat and tidy to the
maximum extent possible.

10) Effectiveness: The ultimate goal of a business letter is the desired response in a positive
manner within a reasonable time. Obviously, delayed or negative response shows the
ineffectiveness of the letter. The time and stationery used in writing such letters involve
wasteful expenditure. Thus, effectiveness may be regarded as the most essential feature for a
business letter.

Proof Reading: Though proof reading is not an essential part of writing a letter, it is a very
important precautionary aspect of business correspondence. A good letter can be ruined by
careless attitude towards grammatical and typing errors. Thus, wrong spelling of names,
incorrect numbers typed, and failure to enclose specified items need to be corrected before a
letter is signed. Proof-reading is essential for correcting grammatical mistakes, errors of spelling
and typing errors. Indeed, proof reading is a double check on competences.

Principles of Effective Email Writing

Follow these simple rules to get your emails noticed and acted upon.

Don't over communicate by email.

Make good use of subject lines.

Keep messages clear and brief.

Be polite.

Check your tone.

Proofread.

1. Don't over communicate by email- One of the biggest sources of stress at work is the sheer
volume of emails that people receive. So, before you begin writing an email, ask yourself: "Is
this really necessary? "As part of this, you should use the phone or IM to deal with questions
that are likely to need some back-and-forth discussion. Use our Communications Planning Tool
to identify the channels that are best for different types of message.

Also, email is not as secure as you might want it to be, particularly as people may forward
emails without thinking to delete the conversation history. So avoid sharing sensitive or
personal information in an email, and don't write about anything that you, or the subject of
your email, wouldn't like to see plastered on a billboard by your office.

Whenever possible, deliver bad news in person. This helps you to communicate with empathy,
compassion, and understanding, and to make amends if your message has been taken the
wrong way.
2. Make Good Use of Subject Lines- A newspaper headline has two functions: it grabs your
attention, and it summarizes the article, so that you can decide whether to read it or not. The
subject line of your email message should do the same thing.

A blank subject line is more likely to be overlooked or rejected as "spam," so always use a few
well-chosen words to tell the recipient what the email is about.

You may want to include the date in the subject line if your message is one of a regular series of
emails, such as a weekly project report. For a message that needs a response, you might also
want to include a call to action, such as "Please reply by November 7."

A well-written subject line like the one below delivers the most important information, without
the recipient even having to open the email. This serves as a prompt that reminds recipients
about your meeting every time they glance at their inbox.

3. Keep Messages Clear and Brief- Emails, like traditional business letters, need to be clear and
concise. Keep your sentences short and to the point. The body of the email should be direct and
informative, and it should contain all pertinent information. See our article on writing skills for
guidance on communicating clearly in writing.

Unlike traditional letters, however, it costs no more to send several emails than it does to send
just one. So, if you need to communicate with someone about a number of different topics,
consider writing a separate email for each one. This makes your message clearer, and it allows
your correspondent to reply to one topic at a time.

It's important to find balance here. You don't want to bombard someone with emails, and it
makes sense to combine several, related, points into one email. When this happens, keep
things simple with numbered paragraphs or bullet points, and consider "chunking"
information into small, well-organized units to make it easier to digest.

Notice, too, that in the good example above, Monica specified what she wanted Jackie to do (in
this case, amend the report). If you make it easy for people to see what you want, there's a
better chance that they will give you this.

4. Be Polite- People often think that emails can be less formal than traditional letters. But the
messages you send are a reflection of your own professionalism , values, and attention to
detail, so a certain level of formality is needed.

Unless you're on good terms with someone, avoid informal language, slang, jargon , and
inappropriate abbreviations. Emoticons can be useful for clarifying your intent, but it's best to
use them only with people you know well.
Close your message with "Regards," "Yours sincerely," or "All the best," depending on the
situation.

Recipients may decide to print emails and share them with others, so always be polite.

5. Check the Tone- When we meet people face-to-face, we use the other person's body
language , vocal tone, and facial expressions to assess how they feel. Email robs us of this
information, and this means that we can't tell when people have misunderstood our messages.

Your choice of words, sentence length, punctuation, and capitalization can easily be
misinterpreted without visual and auditory cues. In the first example below, Emma might think
that Harry is frustrated or angry, but, in reality, he feels fine.

6. Proofreading- Finally, before you hit "send," take a moment to review your email for spelling,
grammar, and punctuation mistakes. Your email messages are as much a part of your
professional image as the clothes you wear, so it looks bad to send out a message that contains
typos.

As you proofread, pay careful attention to the length of your email. People are more likely to
read short, concise emails than long, rambling ones, so make sure that your emails are as short
as possible, without excluding necessary information.

Key Points

Most of us spend a significant portion of our day reading and composing emails. But the
messages we send can be confusing to others.

To write effective emails, first ask yourself if you should be using email at all. Sometimes, it
might be better to pick up the phone.

Make your emails concise and to the point. Only send them to the people who really need to
see them, and be clear about what you would like the recipient to do next.

Remember that your emails are a reflection of your professionalism, values, and attention to
detail. Try to imagine how others might interpret the tone of your message. Be polite, and
always proofread what you have written before you click "send."

Personnel Correspondence:

Statement of Purpose

A Statement of Purpose (SOP) is a reflection of your personality that you portray in front of the
admissions committee for getting enrolled in universities abroad. It is your chance of
impressing the committee by presenting your profile strongly through an essay that describes
your personality traits, which are not covered in your academic documents.

An SOP is a long essay required by universities abroad and nowadays some of the Indian
universities during the application process. As the full form of SOP reveals, a Statement of
Purpose is an essay stating the purpose of applying to a particular course in a particular
university. This essay consists of a gist of who you are, who you want to become, and how
ready you are to pursue a certain course in an institution.

The document seeks to understand the candidate’s life, the motivations for the chosen career
path and his/her goals. Hence, you should discuss the past incidents that have influenced your
career path in a specific domain wherein you aspire to grow by joining a course/college.
A well-written SOP is extremely critical to your admission. Needless to say, there are many
aspects of a candidate’s application that are inspected before finalizing a decision. While the
academic record and other exam scorecards/academic transcripts and backlog certificates are
essentially objective in nature, an SOP is the only truly subjective aspect of your application. It is
the only document in your application that gives you the opportunity to prove that you have
something unique that makes you stand out from the crowd. As such, it is the document of
your application docket that can hugely determine your admission.
While drafting your SOP, you need to keep in mind that the admission committee will be
reviewing thousands of applications for the same course. Thus, not only your SOP needs to be
crisp and precise, but it should also highlight the uniqueness in your profile. Here are a few
things that the college review committee generally look for in a student’s SOP:
 Your writing capability is reflected in your SOP. Your SOP should be free from grammatical
errors. The language should be lucid enough for them to comprehend yet should have a
good vocabulary. Make sure not to use too many heavy words as sometimes too much rich
vocabulary makes the sentence redundant and it fails to communicate the meaning.
 What makes you stand out from the rest of the crowd? Highlight your unique side/unique
personality. The Admission Committee should be able to recognize you an as individual
through your SOP. Your interests and goals will help them know you on a personal basis.
 With your talent, previous experiences and interest, how and what can you contribute to the
department and college/university, as a whole? Think of it as a two-way process. If you
receive an admit, your career will get a kick-start and through your efforts and participation,
the department/college can receive benefits. You need to mention how you will be able to
contribute to their community, be it through sports, community services, societies or clubs,
and so on.
 Being familiar with the university facilities and curriculum will help you a great deal. You
need to be aware of the student programmes, faculty, internship opportunities, student
facilities and societies, traditions etc that sets the university apart from others. The Adcom
should be convinced that you know about the department and college/university thoroughly
and thus, you are applying in it and not applying randomly.
 Your motivation or inspiration to study a selected course should be clear, evident and
justified. Adcom does not approve of bragging sentences in the SOP. So keep it original, real,
and free from any overbearing or arrogant statements.
SOP
 START WRITING THE SOP WELL BEFORE THE SUBMISSION DEADLINE
 BUILD THE SOP UPON YOUR MOTIVATION TO DO THE COURSE
 AVOID IRRELEVANT AND UNIMPORTANT DETAILS IN THE SOP
 IF THERE ANY PARTICULAR GUIDELINES ARE GIVEN, STICK TO IT
 TRY TO USE A STORYTELLING APPROACH WHILE WRITING SOP
 DETAILS ABOUT YOUR CAREER ASPIRATIONS AFTER THE COURSE
 DON’T USE EITHER IN FORMAL OR INFORMAL TONE. BALANCE IT
 STATE WHAT YOU EXPECT TO ACCOMPLISH FROM THE COURSE
 SHOW YOUR FINANCIAL FITNESS TO MEET RELATED EXPENSES
 REVISE AND EDIT YOUR SOP WITH THE HELP OF SOMEONE ELSE

SOP Format for MS, MBA, UG, and PhD

Understanding what to include and what not to include is all very well. What is of utmost
importance is getting the format right. Like all professional documents, SOP also has a standard
format that is followed by general universities. It is important to note that irrespective of
whether you are writing the statement of purpose for an MBA program, an MS program, or
even for any of the UG Courses, the format essentially would remain the same. This article
takes note of the same.
Check out the Structure for SOP
SOP Paragraph 1: INTRODUCTION AND STATEMENT OF GOALS
Use this space to talk about your goal in life. You can be creative here and use analogy or
quotes to make it more interesting. But, don’t waste a lot of space in introducing your goal. The
sooner you lay it out, the better it is. Remember, it is an essay about your goals in life…so
starting with it is always a good idea. It is not very unlike a goals essay asked from MBA
aspirants.
SOP Paragraph 2 & 3: CAREER PROGRESSION
This is the para that you usually use to talk about yourself. You can start with a brief history
about yourself and career progression starting from your school to your college. This is the
paragraph that is usually dedicated to your academic pursuits. If you have work experience, you
can limit your school life and talk more about your college in the second paragraph and move
to work experience in the third paragraph. If not and you are applying directly after your
graduation or school, then you can divide para 2 for academics and para 3 for co-curricular. You
can take a hint on how to write about your career progression.
SOP Paragraph 4: WHY?
This is the most important part of your Statement of Purpose for this is the place where you
provide the reason as to why you wish to do what you wish to do. You can make it more
interesting by narrating an incident that leads you to the decision or a turning point in your life.
The more emphatic and passionate you are in this paragraph, the better your essay.
SOP Paragraph 5: HOW YOU PLAN TO ACHIEVE YOUR GOAL?
You are finally ending your essay. So far you have talked about what you want to do, what lead
you to that decision, and why you are moving toward this course. Now, lay down how you plan
to achieve your goals. If you wish to get into research, write it. If you plan to work for a certain
organization, write it. This goes on to show how well you have thought your life over. Also, give
it time periods…for instance, I intend to work in the industry for two years before I start my
research program.
Check out the Common Mistakes to Avoid in an SOP.
NOTE: It is not mandatory to present the information in the manner as suggested in this sample
SOP format. This is only one of many possible ways in which you can present your statement of
purpose. No matter how you wish to narrate the story, just remember, it should come together
and be cohesive.
Sample SOP
Sample 1- STATEMENT OF PURPOSE
I am of the belief that in today’s world a specialization in any field is important, in fact, almost
necessary. After having completed my secondary education and high school in commerce
stream, I found that my interest lies in the field of management so I enrolled myself in the
Bachelors of Commerce programme, having graduated in 2021. Throughout my graduation, my
interest in management continued to grow. However, my graduation did not have a
concentration or specialization in management, and as a result it was not possible for me to
gain a comprehensive knowledge of the same. Now, with a chance to pursue my masters, the
MSc in Business Management programme at the University Of XX will enable me to break into
the exciting world of management.
My bachelors bestowed upon me a strong launch pad of practical knowledge and skills in
subjects of my interest, projects, and internships. Through subjects like marketing
management, financial accounting, cost accounting, corporate accounting, auditing, human
resource management, business statistics, business communication, I learnt about
management in a comprehensive manner. In fact, I discovered my large fascination in financial
and corporate management. Not to miss, I would also like to bring to your attention a
significant low score in my second year of graduation. This was caused due to a minor accident,
which took a month to heal, because of which I could not get a first division.
With the help of my previous education and the exceptional knowledge gained, I now feel
ready to enter the corporate world via the MSc in Business Management programme at
University Of XX through learning the formal business practices. This course will support me in
my quest to secure a postgraduate education as it offers a healthy mix of the professional, and
strategic expertise to gain the multidimensional perspective of business that will help me rise to
the top. It is in perfect sync with my ambitions because of its overall academic excellence and
the industry-oriented environment, which will provide me with an opportunity to develop my
own unique mix of skills. I am excited to acquire deeper and broader exposure with the help of
a distinctive theoretical and practical knowledge in subjects of my interest, namely Managing
People and Organizations, Strategic Marketing Management, Business Leadership and Change
Management, Integrated Business Decisions, Accounting And Financial Management, followed
by an industry-applied project under the auspices of a competent faculty, to further aid me in
enhancing my industry knowledge.
Furthermore, this multidisciplinary, innovation-driven, and research-led program, with unique
teaching facilities and methods at the University Of XX in the United Kingdom deeply captivates
me, as will provide me with the right nurturing atmosphere to launch me into the real world,
and will prepare me to achieve my professional aspirations with the numerous opportunities
available. In fact, the attractive scholarships and the post-study visa for international students
in the United Kingdom greatly fascinate me. After my successful enrollment in the course and
further its completion, I seek to settle down in the new work environment as quickly as possible
to apply the learned management in order to become a successful corporate leader. Evidently, I
aspire to bag a high paying job to manage an organisation, charity and/or a government
enterprise.
I am confident that if given a chance to study at your esteemed university, I will be able to
overcome all the predicaments and hurdles that might come in my way to success with skills
grabbed from this unique course. I look forward to stepping into the next phase of my life with
the assurance of contributing to the better functioning of the world through the program at the
University Of XX.
I convey my sincere gratitude for providing me with an opportunity to express myself.
_ Your Name__
Sample 2- STATEMENT OF PURPOSE
In today’s competitive world where boundaries are merging resulting from the upsurge in
globalization, business executives need to remain on their toes to maintain the uninterrupted
supply of products in order to stay afloat. Logistics and Supply Chain Management were never
as important in the past as it has become now. Manufacturing is also getting concentrated in
certain areas of the world and suppliers are enjoying monopolistic set-ups. These insights
caught my eye and made me dive into Commerce instead of Science in high school.
I completed my matriculation and higher secondary education from one of the best schools in
my home town with more than 70% marks. After completing my schooling, I decided to further
my interest and enrolled in the Bachelor of Commerce programme at Dev Nagar Inter College
affiliated to Chaudhary Charan Singh University in 2018. During graduation, I gained intensive
knowledge of Business Management and Finance, along with developing a profound interest in
International Business and Manufacturing Processes.
Due to my specific interests, the academic project work undertaken by me was more inclined
towards the operations of International Businesses and Supply Chain Management. Though my
research ventures involved manufacturing and selling, I was able to establish and pinpoint how
the success of an enterprise is dependent on a strong Supply Chain system.
Besides academics, I also involved myself in extracurricular activities throughout my graduation.
I participated in several inter and intra college Swimming and Dancing competitions,
performing significantly in all of those. I was also a member of my college’s Cultural Club,
wherein I helped organise several events. These experiences, apart from being highly enriching,
played a vital role in enhancing my communication, networking and leadership skills.
As I was on the verge of finishing my graduation in B. Com, my Marketing Management
Professor sensed my aptitude for supply chain management and learning the intricacies of
business operations. He advised me to pursue a masters specialisation in the subject from an
internationally acclaimed university. Thus, upon completing my graduation in 2021, I began
preparing for the same.
My academic record has been good throughout my academic journey owing to which I
managed to score an overall 7.0 band in academic IELTS with 8.5 in listening, 6.0 in writing, 6.0
in writing and 6.5 in speaking.
At this point, I have realised that to excel in this field, I need to significantly improve my
knowledge and expand my skill set. Thus, after gaining a comprehensive understanding of
business concepts, I have chosen to apply for a master’s degree to gather a broader knowledge
of the domain of organisational management and relate theories with practical application.
With all these academic achievements, I am quite enthusiastic and determined to pursue an
MSc in Business Management and looking forward to learning Corporate Strategy, Financial
Management, Global Sustainability and Management Development. I have always had an
interest in Business Studies, which is one of the primary reasons I was certain to build a career
dedicated to Management.
Browsing through various universities, I stumbled across the well-devised curriculum of the
University of XX. As the university is regarded as one of the most renowned in the nation,
furnished with advancements, impeccable resources, studying here will assist me with
accomplishing my aspirations. Furthermore, I choose to study here as your institute offers a
great university experience and is famous for academic excellence, inspirational teaching, and
enabling students to engage in cutting-edge projects in the real world.
Moreover, the main reason for applying for a UK university is that the country has an excellent
international reputation. The quality of UK education is internationally recognized. In addition,
it offers a broad range of courses which one can specifically choose depending on their
interests and career goals. Holding a post-graduation degree from a UK university will hold high
value in the eyes of employers. The UK has served as a base to many potential shipbrokers and
renowned personalities around the world.
Upon obtaining this global degree, I aim to thrive in the world market and be on par with
professionals in manufacturing giants like China, Korea, and Japan. To achieve this goal, I
initially seek to progress my career by working in a leading multinational corporation in the UK.
In the long run, I envision myself replicating and implementing an improved business model in
my own country too.
I hope that you will consider my strong-willed request to learn and obtain my master’s degree
from your prestigious university. I assure you that I will be an easy fit for the diverse student
body of your educational institute.
Thank you for considering my application.
__Your Name__

Job Application Letter and Resume

A job application letter is essentially a detailed pitch to convince a prospective employer of your
eligibility for the open position for which you are applying. Together with expressing your
interest in the job, the letter will highlight your qualifications, skills, experience and
achievements. It will explain why you might be the best person for the job and convince the
recruiter to shortlist you for an interview. Overall, a well-written application will present a
creditable picture of you as an individual and professional and can make a favorable impression
on employers.

Writing a good job application letter involves expressing your interest in the available position
and detailing why you are the best fit for the job. You will need to include your educational
qualifications and professional skills and experience. Follow these steps to write an appealing
letter that could convince a hiring manager to consider you:
1. Read the job advertisement details- After reading the job advertisement make a note of the
company's exact requirements and compare these with your qualifications, skills and work
experience. Underline the keywords and key phrases they have used for inclusion in your job
application letter to make it clear to the employer that you have read the job posting and
understand what they want in a potential candidate. It is also a good idea to research the
company and mention your knowledge of their business.

2. Review professional letter formats- It will help to review the accepted professional formats
for job application letters and adapt one of those for your purpose. For instance, you might use
left alignment with single spacing, one-inch margins, and a professional font of 10 to 12 points.
You want the letter format to look clean and be easy to skim through. Try to keep the
information concise and on topic.

3. Write a clear heading- If you are sending a paper copy of the job application letter to the
employer, you will need to include a heading with your name, address, email, phone number
and the date. You can also mention the name of the recruiter or hiring manager, the name of
the company and its physical address. If you are applying by email, it is not necessary to write a
header with your personal information. However, if you want the employer to have that
information, you can include it below your signature.

4. Address the letter to the right person- Find out the name of the recruiter or the hiring
manager and address the application letter to them. You could write "Hello, Mr./Mrs./Ms." or
"Dear Mr./Mrs./Ms." and follow that with their surname. If you can't find their name, use "To
the Hiring Manager" or "Sir/Madam." Be professional and courteous. Addressing the right
person with their name or title and taking a professional and courteous approach will help get
their attention and make them read further.

5. Begin by expressing interest in the job- At the start of the letter, mention your professional
title, the job position you are applying for and where you read the job advertisement. In the
same paragraph, you can detail the qualifications, skills and work experiences that make you
suitable for the position. Keep your writing clear and concise.

Example: "I came across your job advertisement for a marketing manager on the Indeed job
board, and I am interested in working with you. I am a seasoned marketer with a first-class
MBA and seven years of work experience with the Cody Cola drinks company. Given my
extensive knowledge of planning strategies, managing budgets and implementing marketing
campaigns, I know I can fit in and meet the high expectations of your marketing department."

6. Describe your eligibility for the job-You can elaborate further on your skills and work
experience in the next paragraphs to show how these will enable you to fulfil the job
requirements. You could talk about specific work projects where you successfully carried out
similar responsibilities. Detailing your work experience in this way will allow the recruiter or
hiring manager to assess your capability as related to the job position without requiring to see a
separate resume.

7. Highlight your attributes- To further stress on your eligibility for the job position, you can
mention certain personal aspects that could suit the job. For instance, you might talk about
how your outgoing personality makes it easy for you to get along well with different groups of
people. You could explain how your decisiveness and strong communication skills make you a
good team player.

8. End the letter with a thank you- It is basic good manners to thank the recruiter for taking the
time to read your job application letter. Express your appreciation in a polite, professional tone.
You can end the letter with an "I look forward to hearing from you," followed by "Sincerely" or
"Best Regards" and your full name below that. If you are submitting a paper copy of the job
application letter, you will need to add your signature above your name. You can also insert a
digital signature in place if you are sending a PDF copy. With email application letters, you can
include your contact details under your name.

You can send a job application letter to the company by mail or email. The job description will
include the company's preferred method of contact, and you should follow their instructions.
You should also follow the accepted formats for sending print and email job application letters.
For instance, a formal business heading is essential for a print letter. For an email application,
though, you need a relevant and concise subject line that mentions the job title. In both cases,
check if there is an application deadline and send your job application letter before that.

Useful Job Application Tips

By following these job application tips, you can improve your chances of getting your job
application letter read and selected by the recruiter or hiring manager:

Keep the letter concise. Recruiters and hiring managers are busy people and often have to
process hundreds of applications. They may not have the time to go through a lengthy or
multiple page application letter.

Highlight your abilities. It will also help to include specific and verifiable instances of your work
experience.

Include keywords from the job advertisement. This can help reiterate your understanding of the
job requirements and your suitability for performing the required tasks.

Review the letter for errors. Grammatical and spelling mistakes can create an impression of
negligence and lack of focus. Avoid that by proofreading it carefully before sending it.
Customize the letter to fit each job you apply for. Employers are more likely to review and
shortlist well-customized letters than generic ones.

A Job Application Letter Template

Using this job application letter template will make it easier to write a new one every time you
apply for a job posting.

To: Email of the company or email of the recruiter or hiring manager

Subject: Application for XYZ position at ABC company

Message Body:

Salutation (Dear/Hello Sir/Madam/Mr./Mrs./Ms.)

Begin by mentioning the job position you are applying for and where you found it, express your
interest in it and give a brief introduction of yourself and your professional title.

Highlight your educational qualifications, your professional skills and your work experience to
emphasize your suitability for the job position.

Provide details of your previous work projects with other companies and explain how these
improve your ability to meet and exceed the employer's expectations.

Thank the recruiter or hiring manager for reading the letter.

Sincerely/Best Regards

Your name

Mobile phone

Email

Letter of Acceptance of Job Offer

A formal letter that tells your future employer that you have accepted the job offer is known as
a job acceptance letter. Unless stated otherwise, a job acceptance letter also means that you
accept all the terms and conditions, such as joining date, work timing, and salary. Before
accepting the job offer, you must keep certain points in mind. We will also share a template and
sample job acceptance letter for your reference.

Once you have cleared the selection process of the company you are applying for, you will
receive an offer letter stating certain terms and conditions such as your job title, salary, joining
date, contract (if any), and more. After thoroughly reviewing the offer letter, you can send a job
acceptance letter stating that you will accept the offer.

Before sending the job acceptance letter, make sure that you evaluate the offer in detail. Ask
for an official written offer instead of a phone call. This allows you to review the content
carefully and negotiate the terms if required. A job acceptance letter may seem lucrative and
attractive if you are eager to join. However, as discussed during the interview, you must ensure
you check if the offer aligns with your expectations.

A job acceptance letter acts as a record for future reference and can also ensure that you start
your new job on a more positive note. Here are a few key points to consider while writing the
acceptance letter.

1. Review the offer letter- Understand the terms of the offer letter, such as joining date, salary,
working hours, and more. If the HR manager has briefed you on the process, make sure you
stick to it. Always feel free to ask the recruiter for further clarification if needed.

2. Mention the date - Writing the date on your acceptance letter is a good practice and acts as a
record for future reference. If you are writing the date before your name and address, then
make sure to align it to make it appear in the top right corner.

3. Include name and address- Ensure that you write your name and address as it will help the
employer easily contact you without delay. Also include the recipient’s name and address in
your acceptance letter.

4. Write a clear subject line- If you are sending a new email, ensure that you clearly indicate
that in the subject line. For example, you can say, “Accept the Job Offer.” If you are replying to
an existing mail thread, then retain the previous subject line.

5. Add a salutation- It is important to address the recipient with an appropriate salutation as it

is a professional letter. For example, you can say, “Dear Sir/Madam,” or “Mr./Ms.” followed by
their name.

6. Express gratitude- Since you will be starting a new job or entering a new career, it is
important to take this opportunity to thank the employer for selecting you. Express gratitude
and show appreciation to your new employer.

7. Accept the terms of employment- Make a formal statement that you have accepted the job
offer. You can also list some important aspects such as start date or salary and mention that
you accept the same.
8. Sign the job acceptance letter- Affix your signature at the bottom of the letter with a closing
salutation such as “yours sincerely.” Write your name as well. I

9. Proofread your letter- After you have written the acceptance letter, it is always a best
practice to proofread it before sending it. Ensure that you check for any grammatical errors or
language errors. Check for typos and write professionally with a simple font.

10. Stick to the deadline- Sticking to the deadline will ensure you leave a good impression on
the employer. Sending the acceptance letter late can act as a negative for the employer. Follow
up with the employer to ensure they have received the acceptance letter.

Sample letters

Sample 1:

*From:

[Your Name]

[Your Address]

[Your Contact Details]

[Date]

To:

[Recipient’s Name]

[Recipient’s designation]

[Recipient’s Office Address]

Subject: Job Offer Acceptance – [Your Name]

Respected Sir/Ma’am,
Thank you for offering me the content editor position at your company. I am excited to accept
the job and look forward to becoming a valuable member of your team.

Thank you again for this opportunity. I am eager to get started and contribute to your
company’s success.

Sincerely,

[Your Name]

Sample 2:

Dear Patrik,

Thank you for formally offering me the Content Writer position at XYZ. I am thrilled to officially
accept the job offer.

As we discussed over call, my starting compensation will be 5$5,000 annually with two weeks of
paid vacation. I am aware that my salary will be used to cover the cost of my health insurance.

This is to confirm that I will be starting on Monday, April 2nd. Please let me know if there is
anything else I need to do at this time or on the first day of work.

I’m looking forward to working with you.

Best Regards,

Kevin

Sample 3:

Sub: Accepting the Job Offer

Dear Mr/Ms {Recipient’s Name},

I am writing this in reference to the job offer dated August 14th confirming my selection for the
content manager position with XYZ. I would love to thank you for this opportunity. With great
pleasure, I accept this position at your reputable company.

As discussed over call, my salary will be $80,000 annually, and I will have a five-day work week
with flexible timings. My package also consists of the following benefits (list of benefits).

I am looking forward to working with you. Thanks again for the opportunity.
Yours Sincerely,

{Your Name}

Sample 4: For Negotiating Terms of the Offer Letter

Respected Sir,

I am pleased to receive an offer of employment for the position of senior marketing manager at
your company XYZ ltd. I have been looking forward to working with you for a long time.

As per my offer letter, the joining date is 10th August 2022; however, I have to attend my
sister’s wedding on the same day. In this regard, I request you to push my joining date to 12th
August 2022. We can further discuss this over a phone call.

I formally accept all other terms of employment. Thank you for the opportunity. Looking
forward to joining the team at the earliest.

Regards,

Name

Carefully read through the terms of the job offer.

Ensure that you receive the offer in a written format.

Officially accepting the offer through a letter or email is a good practice as it gives you proof of
record and eliminates any future misunderstandings.

Write a clear and concise subject line.

Whether you accept the offer through a letter or an email, make sure you proofread it.

Job acceptance letter (Sample)

Sub: Acceptance of Job Offer

Dear Mr/Ms {Recipient’s Name},

I extend my gratitude to you for offering me the position of {Title} in {Company’s name}. I am
delighted to accept your offer and look forward to commencing work with your company from
{Date}.

As we discussed previously, my annual salary will be {salary} and health and insurance benefits
will be provided for me and my family from the second month onwards.

Kindly let me know if there is any information or documents that I have yet to submit to you. I
hope to complete all the formalities prior to my joining so that I can start my work efficiently.

I thank you again for providing me with this wonderful opportunity. I am excited to be a part of
your team and make my notable contribution to it.

Yours Sincerely,

{Your signature}

Job acceptance letter (Sample )

Sub: Offer Acceptance Letter

Dear Mr/Ms {Recipient’s Name},

I would like to thank you for the job offer of {Title} that has been offered to me. It makes me
more than happy to be able to work for {Company’s name}. Please consider this email as my
formal acceptance letter.

Working with a prestigious company like yours is a dream come true for me. I assure to give my
best in every task given to me and strive for the goals and objectives of the company as a
sincere employee.

Although I am clear about my salary, which is {Amount} per annum, I still have doubts regarding
the other benefits such as insurance and medical facilities. Henceforth, I would like to request
information on these.

I am fine with the rest of the terms and policies of your company.

Looking forward to our meeting next Monday. I have already sent all the necessary documents
through the mail and believe that no paperwork is pending from my side. If there is any
document remaining, please let me know.

Feel free to reach out to me at {Email} or at my phone number {xxxx-xxxxxx}

Sincerely,

{Your Name}

Job acceptance letter (Sample )

Sub: Job Offer Acceptance

Dear Mr/Ms {Recipient’s Name},

Following our discussion on Skype today, I am writing this letter to formally accept the position
of {Title} with {Company’s name} that was offered to me by your good self.

I would also take this opportunity to confirm the key terms with you before starting the new
job.

As per the agreement, my work will begin at 10 am on {Joining date}. The office will be six days
working with alternate Saturdays off.

According to your company’s yearly leave policy, I will be granted 15 leaves in a year, excluding
the sick leaves. There will be no leaves during the first six months of probation period.

I would have to work at least 8.5 hours every day. My salary will be {Amount} (INR X in hand)
and includes extra pay for working overtime. The additional benefits consist of vision, dental
and health insurance which I will be eligible for, after 60 days of my joining.

I am eager to join your company and hope to grow, both as an individual and as a professional. I
am looking forward to receiving a confirmation mail regarding the terms and policies
mentioned in this letter. Feel free to contact me via mail or contact number. My alternate
number is {xxxx-xxxxxx}.

Sincerely,

{Your signature}

Job acceptance letter (Sample )

Sub: Accepting the Job Offer

Dear Mr/Ms {Recipient’s Name},

In reference to the job offer email dated {Date} confirming my selection for the post of {Title}
with {Company}, I wish to thank you for providing me with this opportunity. It is with great
pride and gratitude that I accept this position.

As per our conversation, I understand that my salary will be given to me on an hourly basis,
with amount {Amount} per hour. My working hours will be a maximum of 40 hours per week,
extending from Monday through Friday. The timings will be flexible, from 10 am to 7 pm.

I also wish to confirm my total compensation package which includes {List of benefits}. Please
let me know if there is any other policy I need to be aware of.

I am looking forward to working with {Company’s name} from {Joining date}. However, I wish to
seek prior permission to attend my brother’s wedding which will be held two months after.

Again, thank you for this amazing opportunity. I believe I am a good match for your company
and will be able to make a positive contribution to it.

Yours Sincerely,

{Your Name}

Job acceptance letter (Sample )

Sub: Accepting the Job Offer

Dear Mr/Ms {Recipient’s Name},

With great pleasure, I accept the position of {Title} under the guidance of {Supervisor’s name}
with {Company’s name}. I am excited to be working with you and the rest of the {Team you will
be part of} on this new project.

I believe, my years of experience and knowledge on the subject along with my ability to
innovate will let me to actively assist your company in its venture and bridge the set targets
efficiently.

As for other terms, my tenure will commence from {Date} and includes two weeks of paid time
off. The salary package that I will be receiving is of INR 3.8 lakhs annually.

All the other incentives will be based on my performance and the overtime that I will be doing
during my work period.
I wish to personally thank you for making this interview pleasant and comfortable for me. I
hope to make notable contributions and successfully assist the company in achieving its set
goals and milestones.

I have already posted the signed acceptance letter which will reach you by tomorrow.

Yours Sincerely,

{Your signature}

Job acceptance letter (Sample )

Sub: Acceptance of job offer

Dear Mr/Ms {Recipient’s Name},

Thank you {Mr/Ms. Employer} for your time on the phone yesterday. I feel privileged to accept
this opportunity to work with you as {Title}. {Company’s name} has been a company I wanted to
work with for a long time, and finally being able to do so, I am thrilled.

I understand my initial salary is {Salary Amount}, which will be increased after the quarterly
appraisal. I will be working flexibly once a week, the reason for which I have already mentioned
during my interview.

My joining date is {Date}, after which, I will be on a probation period of three months. If it is
possible, I would love to come to the office and meet the team before this date. It would be
very kind of you if you could arrange this and let me know a suitable date.

I appreciate your effort from the bottom of my heart. Thank you again for believing in my
abilities and giving me this chance.

Yours Sincerely,

{Your signature}

Letter of Resignation

Creating and submitting a professional resignation letter can have a lasting effect on how you
are viewed by past and future employers and colleagues. Your resignation letter should be
concise. Include the date of your last working day, an offer to assist with the transition, and
express gratitude to your soon-to-be former employer. In your resignation letter, do not air
your grievances or speak poorly about the company or co-workers.
Resigning from a job, regardless of the circumstances, is a major life decision and should be
taken seriously. Crafting and submitting a professional resignation letter is a key aspect of the
resignation process and can leave a lasting impression on former and future employers.
Knowing the impact this letter can have, it is important to understand what should be included
in it and exactly how to write it.

When an employee decides to quit a job, they should give their employer a formal job
resignation letter. Pat Roque, career transformation coach at Rock on Success, described a job
resignation letter as being a formal notification of an employee’s exit strategy.

Your letter should have a neutral tone that informs your employer that you are leaving and on
what date, plus it should offer to assist in the transition to someone new and thank them for
the time you were part of the team. Despite your feelings about your job or your boss, being
professional, courteous, and helpful provides closure and a positive path forward. [See related
article: Quitting Your Day Job? The Basics on Benefits Coverage for Entrepreneurs]

“Always keep the door open, because you never know when you may want to return or even
work with other colleagues in a future role elsewhere,” said Roque.

A resignation letter is a document that officially declares your resignation from a company.

Although the specific contents of your job resignation letter can be tailored to your job and
company, there are a few basic elements that should always be included.

Include the following elements:

Your end date. Provide your official end date, ideally at least two weeks in advance.

Help with the transition. Express your commitment to ensuring a smooth and easy transition,
including availability to discuss your workload and status updates with your manager or
successor.

Gratitude for the opportunity. Find something nice to say, regardless of any differences you
may have with a colleague or how toxic the job may have become.

Request for instructions (optional). If you aren’t yet aware of the exit protocol at your company,
request specific instructions about final work commitments and such. Some companies may ask
you to leave immediately, while others may have you very involved in a transition over the two-
week period, or they may ask you to work from home and see HR to return your laptop on your
last official day.
Alex Twersky, co-founder of Resume Deli, added that offering to assist in training a
replacement, preparing the team for your departure and expressing gratitude are important
elements of a job resignation letter.

“Conjure up … the best time at your job and have that image top of mind when you write your
resignation letter,” said Twersky. “Let your boss think they were great, even if they weren’t.
[You might] get a good recommendation out of it.”

Your resignation letter should include your end date, gratitude for the employment
opportunity, commitment to a smooth transition, and a request for exit protocol instructions (if
applicable).

Just as important as knowing what to say in a resignation letter is knowing what not to say.
Many employees make the mistake of including too many personal details and emotional
statements in their official letters.

When you are writing an official resignation letter, omit the following details:

Why you are leaving. Although you may feel the need to explain your reason for leaving, this is
not necessary to include in your resignation letter. Rice said you may believe that the new
employer has a better product, service, working environment, salary or benefits package, but
these are not things to state in your resignation letter. Keep your language professional and
positive.

What you hated about the job. A resignation letter is not the place to air your grievances or
speak poorly of your soon-to-be former company or co-workers. Roque said to let go of anger
before submitting the letter. She also suggested having someone else review your letter before
submission to ensure it is appropriately polite and succinct.

Emotional statements. Twersky stressed the importance of using a calm, professional tone in
your letter. An aggressive or otherwise emotional letter will only come back to hurt you.
Twersky said that even if you are overworked and resentful, don’t quit angry. Avoid using
phrases like “I feel” or “I think,” unless they are followed up by positive statements.

When writing your letter, try not to burn any bridges, as you may need help from these
individuals in the future.

“Your employers may be providing you with a reference, or if you are staying in the same field,
you may still network in the same circles or want to return in the future,” said Rice. “It is always
good to keep in touch with your old colleagues, and with social networks like LinkedIn, it may
be hard to avoid them.”
These are also good tips to keep in mind when you inform your supervisor or manager that you
are leaving. Short and simple is fine; you don’t to explain your reasons if you don’t want to. Just
stay polite, respectful and professional throughout the discussion.

A resignation letter should not include your reason for leaving, what you disliked about the job
or grievances.

Sample resignation letter

Here is a resignation letter template you can fill in with your personal details. Remember, you
are not required to include your reason for resigning in your letter:

[Current date]

Dear [Supervisor’s name],

Please accept this letter as my formal resignation from my role as [Title]. My last day with
[Company] will be [End date].

To ease the transition after my departure, I am happy to assist you with any training tasks
during my final weeks on the job. I intend to leave thorough instructions and up-to-date records
for my replacement.

I would like to take this opportunity to thank you for the knowledge and experience I have
gained by working here. I am very grateful for the time I have spent on our team and the
professional relationships I’ve built. It’s been a pleasure working for you, and I hope our paths
will cross again in the future.

Sincerely,

[Your signature and printed name]

If you opt to provide a reason for leaving, either in your letter or during the conversation with
your employer, be clear and positive, focusing on what you are gaining from the change and
not the circumstances that caused it. Always be professional and formal.

“Remember that people leave their jobs every day, and your manager will be used to the
process,” said Rice. “If you are courteous and thoughtful when resigning from your job, you will
make the process easier for everyone and set yourself on the right path for future success.”
Since some companies require employees to turn in a formal notice when they resign, it is
important to check your employee handbook before saying your goodbyes. Although a
company may not have official requirements in place that obligate you to submit a formal
resignation letter, it is always best practice to do so.

At the very least, handing in a formal and professional resignation letter makes you look good.
It sets the tone for your departure as professional and courteous, reducing the possibility of
hard feelings or uncertainty. It also gives you the chance to officially thank your employer and
offer to assist with the transition process, if needed. A formal resignation letter also serves as a
paper trail. Some companies may require a specific amount of notice (two weeks is standard),
and your resignation letter can serve as physical proof that you provided ample notice. If there
are legal problems, like the disbursement of your final paycheck or the last day of employee
benefits, you can look to your resignation letter as support for your case. A resignation letter is
not always required, but it can make you look professional and courteous in your departure. It
can also serve as physical proof of notice.

Letter of Appointment

An appointment letter or employment letter is a formal letter provided in writing to a candidate

joining for employment. Appointment letters are usually provided after offer letter on the first
day of the candidate starting work. The appointment letter describes in length the position
offered, salary, benefits, confidentiality policy, work policy, starting date, and important
information about the employment. The candidate usually would receive the appointment
letter on the first day after beginning employment and would return a signed copy back to the
employer indicating acceptance of the appointment letter.

This appointment letter format can be used by a HR Manager of the Company or Manager of a
Company offering a job to a prospective hire. This appointment letter puts formally and in
writing all else that was still left unsaid at the time of employment, fills in the blanks and
connects the dots about any questions or details the employee may still have had and gives him
a feel about the daily work and day to day responsibilities expected of him. Appointment letters
are provided on the day of joining of the employee, printed on the letter head of the business.
One copy of the mutually signed appointment letter is retained by the Employer, while another
signed document is retained by the Employee. Appointment letters are printed on letterhead of
the employer and signed by the Management or HR Manager authorized to hire the candidate.
In case the candidate accepts the position, the candidate must sign a copy of the letter and
return it to the employer to indicate acceptance of employment, after which a contractual
obligation to be fulfilled by both parties has come into existence and become binding.
Sample appointment letter- Reference link-https://www.template.net/business/letters/official-
appointment-letters/

Letter of Recommendation

A letter of recommendation is an honest testimonial about an individual that recommends

them for a specific role, grant, or acceptance into a program. Although the goal is to present
the letter’s subject in the best light possible, you need to present the information in a factual
manner.

A recommendation letter is a positive endorsement showcasing the strengths of an applicant

and framing them as an ideal candidate for future employment or admission at an educational
institution. In the letter, you have the opportunity to outline the characteristics, capabilities and
qualities that make them the right person for a particular opportunity.
A recommendation letter is a brief recount of your experience or acquaintance with someone,
usually a former student or employee, where you praise their performance or personality. This
person might ask you for a reference letter when applying to a job or a university.

In a competitive environment, a good recommendation letter improves the candidate's chances

of being considered for a position. A recommendation letter informs a hiring manager or
admissions office of their strengths and weaknesses, which ultimately aids them in making a
final decision in the selection process.

Since your former student or employee asked you for a letter of recommendation, they’ll
probably expect you to give positive feedback on their work. If you’re not sure whether you can
actually recommend them, or if you don’t remember your interactions with them too well, you
could let them know you’re unable to send a letter at this point.

Letters of recommendation help round out an application. They do this by offering insight into
an applicant’s personal qualities like integrity, intellectual curiosity, or leadership potential. If
somebody—a current or former student, colleague, intern, employee, or mentee—asks you to
write them a letter of recommendation, take a moment to be proud of yourself. You’ve made
an impact on them, and they trust you enough to ask you to help them move forward in their
career, educational or otherwise.

After you give yourself a pat on the back, get to work on writing the kind of letter of
recommendation that will make them stand out as an ideal candidate for the position they’re
seeking. That’s the key to writing an effective letter of recommendation: It’s not enough to
express that they’re a great person; you need to demonstrate that they would be an asset to
the company, school, or program for which they are applying.

Types of letters of recommendation

There are a few different, common reasons why an individual might ask for a letter of
recommendation. The goal is the same for every letter of recommendation: to present the
candidate as an ideal match for the position or program they’re seeking. But the right topics to
cover in your letter vary between the different types.

Academic letters of recommendation

If you’ve been asked to write a letter of recommendation for a student, your letter should
speak specifically about their academic performance as well as the character traits that make
them a strong candidate for the spot in the program or grant they’re seeking. There can be
various application scenarios where a student might ask for a letter of recommendation:

Undergraduate college
A specific academic program within a college, such as the honors program or a particular major

Graduate, medical, or law school

A grant or scholarship

An internship or fellowship

Whenever possible, tailor your letter of recommendation to the specific institution or program
where the student is seeking acceptance.

Professional letters of recommendation

Professional letters of recommendation are another fairly common type of letter of

recommendation. Many candidates ask former employers and mentors to help them with their
job searches by recommending them for positions.

Recommendation letter format

Keep it to approximately the same length as a cover letter: a few tight, focused paragraphs that
express your point without fluff.

Tone-wise, a letter of recommendation should be professional. Write it in the same tone you
would use to write an email to a professional contact or a reference letter. It shouldn’t be in the
same formal tone that you would use for a piece of academic writing, but it also shouldn’t
assume familiarity with its recipient or read like a casual letter. Using an inappropriate tone for
your recommendation letter can reflect poorly on the person you’re recommending, so be sure
to get your tone just right.

In most cases, your letter of recommendation should adhere to the following format:

Greeting

In the first line of your letter, greet the recipient directly. Don’t try to get creative here; a simple
“Dear Mr./Ms./Mrs./Mx./Dr. ____” is the best choice. If you don’t know the recipient’s name,
start your letter with “To whom it may concern.”

Introduction

In the next line, clearly state the name of the candidate and the position for which you are
recommending them. You can also introduce yourself in this section. Here are a couple
examples of effective introduction lines:
“I am writing to recommend [Candidate’s first and last name] for acceptance into [University’s
name]. I have had the pleasure of teaching [Candidate] for the past three years at [High
school’s name].”

“It is my pleasure to recommend [Candidate’s first and last name] for the Copywriter position
with [Agency name]. [Candidate] and I have worked together at [Company] for the past six
years.”

Overview

In this section, clearly state the attributes that make the candidate the ideal choice for the
position they’re seeking. Depending on the type of recommendation you’re making, this could
be a mix of personality traits and skills, or it could be strictly focused on the candidate’s skills
and accomplishments.

Personal anecdote

Elaborate on the traits you discussed in your overview with personal stories that highlight the
candidate’s traits and skills. Be as specific as possible here—if there was a particular project
where the candidate took the lead or there are stats you can share about their work, include
them here.

Closing statement

Bring your letter to a close with a statement reiterating your recommendation. This statement
can include a personal testimonial, such as the following example:

“After renting to [Candidate] for the past two years, I can confidently recommend her as a
responsible, conscientious tenant.”

Signature

Finish out your letter with a signature.

Much like a professional email signature, your recommendation letter signature should include
more than your name. Although you likely mentioned your relationship to the candidate in your
letter, include your professional title beneath your name.

The letter’s recipient might want to contact you to discuss the candidate further, so make it
easy for them to reach you by including your contact information in your signature. Usually, a
phone number and email address are the best choices to include, along with your work hours.

Tips to keep in mind when you’re writing a letter of recommendation

Keep it relevant

Maybe the candidate rescued a family of lambs from a burning barn. That’s heroic and
adorable, but unless they’re applying for a job with the local livestock fire department, it’s
probably irrelevant to your letter.

Just like a cover letter, your letter of recommendation should be concise. It should highlight the
key reasons why the candidate is the ideal choice for the position they’re seeking, and any
details you choose to include should support these reasons. Discussing the candidate’s
character can be helpful, but tie it to their fitness for the role they’re seeking—if they’re
applying for nursing school, discussing their commitment to ethics is an important detail to
include. If the application is for a grant to conduct archeological research, make sure you
mention the research projects they spearheaded while working with you.

Include specific anecdotes, facts, and statistics

The more specific facts you have about the candidate’s work, the more compelling your letter
of recommendation will be. For example, if you’re writing a letter for a colleague who’s seeking
a digital marketing position, mention specific conversion rates they achieved while working
with you. Similarly, if you’re recommending a high school student to a university, make sure
you include anecdotes about their performance on specific assignments and/or extracurricular
activities in your letter.

Use a positive, friendly, yet professional tone

As we mentioned above, the right tone for a letter of recommendation is one that’s
professional, yet approachable. Your relationship with the candidate and your regard for them
should be evident in your writing’s tone.

If you can’t write an effective letter of recommendation, don’t

You might find yourself in a situation where you can’t write an honest, effective letter of
recommendation for somebody who asks for one. This might be because you simply don’t know
the person or their work well enough, or it could be that you found their work to be
underwhelming or unsatisfactory.

In either case, the professional way to decline the request is to simply tell them that you aren’t
familiar enough with their work to discuss it effectively, or don’t believe you would be the best
person to write them a letter of recommendation. Depending on the situation, you could direct
them to another person in your organization who’s more familiar with their work and is thus
more capable of writing an effective letter of recommendation. If this isn’t feasible, simply let
them know that you’re not able to write them a letter of recommendation and leave it at that.
This isn’t the time to denigrate their work or tell them why you aren’t impressed with it.

Mistakes to avoid

Generalizing

Take a look at these two testimonials:

“Luis was a great student. He is very smart and a hard worker, and because of these traits, I
know he’ll succeed at Rutgers University.”

“When he took my Chem I and Chem II classes, Luis consistently put 100 percent into his
assignments. He demonstrated his innate intellect and dedication to his schoolwork through his
thoughtful and often creative responses to critical thinking questions and assignments. Because
of his passion, drive, and capacity to handle rigorous coursework, I know he’ll succeed at
Rutgers University.”

In the second example, the letter writer discusses specific courses Luis took and how he worked
hard in those courses. There are lots of great students out there (and they’re applying for the
same limited number of university spots), so it’s crucial that your letter communicates exactly
what makes the candidate an ideal choice.

Hyperbole

Just like you shouldn’t send a generic write-up of the candidate’s achievements, avoid
embellishing them. Compare these two examples:

“Nobody has ever been a better salesperson than Alicia.”

“Alicia exceeded her projected sales figures every quarter.”

In the first example, even if it’s true, reads more like a description of a comic book character
than a testimonial of an actual person’s work. Using hyperbole in your letter of
recommendation undermines its credibility, which can hurt the candidate’s likelihood of being
accepted or hired.

Not introducing yourself

In your letter, you’re personally vouching for the candidate. For that vouching to have any
impact, the person who reads your letter needs to know who you are and why you’re qualified
to recommend the candidate. A quick introduction and a sentence or two about your
relationship with the candidate are sufficient.
Letter of recommendation examples- Recommendation letter sample : Remote web designer
job

Melanie Davos

Director of Engineering

Coding XX

9 Computer Way

Austin, TX

Dear Ms. Davos,

It’s my absolute pleasure to recommend Julie Brown for the role of web designer with Coding
XX. Julie has worked with our company Outdoor Gear Inc. on a freelance basis for the past
three years. From her work with us, as well as our Slack chats and video meetings, I’ve gotten to
know her as a highly skilled and passionate web designer with a knack for visual design.

In her work with us, Julie redesigned our web page to our specifications while contributing
great ideas herself on how to make our website user-friendly and beautiful for our users. Since
her redesign, we’ve seen our time on page and conversion metrics increase by five times what
they were with our old site.

Julie also ensured her new, elegant designs are consistent across all our branding platforms,
including email newsletters, social media, and our outreach efforts with other sites. Her
contributions have been absolutely invaluable, and it seems there’s no challenge too big for
Julie to tackle.

Julie is especially passionate about your company’s mission to teach girls and young women to
code, so I’m excited for her to have the opportunity to join your team. I’m completely confident
her skills and experience as a web designer, combined with her commitment to your important
cause, will make her an invaluable employee who will drive your organization forward.

Please feel free to contact me with any questions at 454-321-1234 or

[email protected].

Sincerely,

Steven Programmer

Engineering Manager