Course 5 The Higher Institute of Computer Science of Kef

Professional Writing: Letter Format

Objectives: This course introduces the parts and the format of a professional letter. Professional
writing follows a standard format or order and includes four parts.

1. Heading:

It includes the writer’s address and contact information, the date, and the reader’s name and
address. It should be in the top left corner.

John Smith
Writer’s name 123 East Main Street
And Address Philadelphia, PA, 19119
(215) 010-0101
[email protected]

Date November 10, 2022

Reader’s name Jane Doe, Director

And Address Office of International Programs
University of Texas
P.O. Box 112
Austin, TX 99999

If the name of the reader is unknown, it is acceptable to leave the name off of the reader’s
address and simply put the department and address of the organization.

2. Salutation

Dear (full name): Dear Jane Doe:

If the name of the reader in unknown, it is acceptable to write Dear Hiring Manager:

3. Three Body Paragraphs

This is the part where you introduce yourself, Explain your qualifications, and ask for an
interview.
The first paragraph tells the reader that you are applying for a specific position.
The middle paragraph tells the reader about your qualifications and skills.
The last paragraph is a closing paragraph where the candidate use it to make a positive
impression.

4. Closing and Signature

This part includes a “Complimentary Closing”, Signature, and the applicant’s typed name.

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By OPEN MOOCs, Edited By Wael Benali
Course 5 The Higher Institute of Computer Science of Kef

Formatting the Letter

As for the format, all parts of the letter should be along the left side of the paper. The lines
should be single-spaced, with extra spaces between each of the parts. Applicants should try to fit
all the parts onto one page.

John Smith
123 East Main Street
Philadelphia, PA, 19119
(215) 010-0101
[email protected]

November 10, 2022

Jane Doe, Director

Office of International Programs
University of Texas
P.O. Box 112
Austin, TX 99999

Dear Jane Doe,

Body Paragraph 1

Body Paragraph 2

Body Paragraph 3

Sincerely,
Signature
John Smith

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By OPEN MOOCs, Edited By Wael Benali
Course 5 The Higher Institute of Computer Science of Kef

Cover Letter Paragraphs:

Paragraph 1:
1. Introducing yourself

The first paragraph of a cover letter must include:

 A statement of application
 The specific title of the job opening
 Your source of information

This is the part of the letter in which applicants show their interest in the position. The opening paragraph
needs also to get the employer’s attention.

Example 1:

Dear Jane Doe,

I was interested to read the article in The Austin Times which addressed the growing international student
population at your university and noticed an opening for an International Student Advisor. I am writing to
apply for the position of International Student Advisor in the Office of International Programs at the
University of Texas. As you can see in my resume, I graduated from the University of Pennsylvania with
an M.S.Ed., with a specialization in Intercultural Communications.

In the opening paragraph of his cover letter, John starts by explaining that he read an article and the job
advertisement in a newspaper, the Austin Times. He puts this information in the first sentence. After
mentioning where he saw the advertisement, his second sentence gives a clear statement of application
with the title of the job opening. In the last sentence of this paragraph, John highlights or focuses on his
education and area of specialization.

Example 2:

Dear Jane Doe,

I read about a job opening for an Administrative Assistant in the Seattle Times. I understand that the Port
of Seattle is growing to accommodate the increase in ships that will be using Seattle as their base of
operations. My fluency in three languages, experience working with international visitors, and office
skills would allow me to assist your department to be successful.

Paragraph 2:

Highlight Your Skills

In paragraph two in the body of the cover letter, you will summarize two or three examples from your
education, experience, and interests to show a future employer how you are qualified for the job.
The examples that you choose will explain or support the information in your resume not just repeat
what's in your resume. This paragraph is your chance to really stand out from all of the other applicants.
Remember that employers are looking for people who can help their business or organization be
successful. Focus on how your skills and qualifications will help them.

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By OPEN MOOCs, Edited By Wael Benali
Course 5 The Higher Institute of Computer Science of Kef

When you are applying for a specific position, it is a good idea to use the job description or advertisement
as a guide. The job description is very useful because it has key words about the skills and experience
needed to do the job.

Example1:

For the past year, I have worked as a Resident Advisor at the International House in Philadelphia. I have
been responsible for 40 international students who have recently moved to the United States. In this
position, I advise students on personal, cultural and immigration issues, as well as organize professional,
social, and cultural programs. Combining interpersonal, and organizational skills. I have been successful
at assisting these students in beginning their life in the United States. Additionally, last summer I assisted
with International Student Orientation at the University of Pennsylvania. Both of these positions have
helped me to understand international student issues and concerns. My graduate course work has
increased my knowledge of international cultures, customs, and communication styles.

Example2:

As my resume shows, I have the skills and experience to work in any administrative position. I have used
Microsoft Office software for 10 years, and I have experiences with several web-based programs. As a
result of my study abroad experience in Spain and my volunteer experience at the University of
California, I have developed proficiency in other language and interacted with many other diverse
cultures. I would welcome the opportunity to use my interpersonal skills in representing the Port of
Seattle to visitors.

Paragraph 3
Closing

In this paragraph, job seekers make a request to interview for the job, tell how they will follow up with
the application, and leave the reader with a positive impression. These items can be written in any order.
The goal of this paragraph is to summarize your interest in the job and show the employer that you are
ready for the next step, a job interview. Although job seekers do not make the decision about the
interview or schedule, they should plan to call or email the employer soon after sending the application.
This shows that the applicant is serious about the job and may lead to an interview

Example1:

These experiences have formed an excellent foundation on which to build my international student
advising career and I would be most interested in continuing my career at the University of Texas. Thank
you for taking the time to review my resume. I will be moving to Austin at the end of May, and I would
be delighted to meet with you shortly thereafter. I look forward to speaking with you soon.

Example2:

I would appreciate the opportunity to discuss my qualifications in an interview. I will contact your office
next week to arrange a time that is convenient for you. Thank you for your consideration of my
application, and I look forward to meeting with you.

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By OPEN MOOCs, Edited By Wael Benali