LESSON

6
Writing Business and Technical Report

Objectives:

● Explain the classifications, parts, and types of reports

● Write a sample report applying the principles of report writing style

Engaging: Putting Things in the Right Perspective

1. List the types of reports you usually do in school. How do you frame such report?
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
____________________________________________
2. Search for sample of old reports online from student councils, government offices,
companies, schools, hospitals, and other organizations.
3. Draw a Venn diagram to show the similarities and differences of school reports and
the report that you brought.

Venn Diagram
 A report is a comprehensive document that covers aspects of the subject matter
of study. It presents results of an experiment, investigation, research or an inquiry to a
specific audience.

Business and Technical Reports

Classification Types Parts

Informal ● Progress Report

● Sales Activity Report
● Title Page
● Personnel Evaluation
● Table of Contents
● Financial Report
● Executive Summary
● Feasibility Report
● Introduction
● Literature Review
● Methods
● Credit Report
● Findings
Formal ● Informational Report
● Conclusion
● Analytical Reports
● Recommendation
● Recommendation
● Bibliography
Reports
● Research Reports
● Case Study Analysis
Reports
adapted from Wakat, G. S. et al.(2018). Purposive Communication. Quezon City, Metro Manila: Lorimar Publishing, Inc.

Characteristics of a Report

1. It presents information not an argument.

2. It is meant to be scanned quickly by the reader.
3. It uses numbered headings and sub headings.
4. It is composed of short and concise paragraphs.
5. It uses graphic illustrations such as tables, graphs, pie charts, etc.
6. It may have an abstract or an executive summary.
7. It may or may not have references or bibliography.
8. It often contains recommendations and/or appendices.

The Informal Report

● It functions to inform, analyze, and recommend.
● It may be in the form of a memo, financial report, monthly activities report,
development report, research, etc.
● It is written according to an institution’s style and rules. Introductory and prefatory
parts are not required.
 ● It is used for conveying routine messages.
Types of lnformal Report

A. Progress report - written to provide information about the way a project is developing.
B. Sales activity report — helps a firm to understand about the progress, of the sales
people and also identify the shortcomings
C. Personnel evaluation - used by an organization to assess an employee's performance
D. Financial report - presents formal record of the financial activities, of a business,
person, or other entries.
E. Feasibility report — assesses the viability of a new project; details whether or not a
project should be undertaken and the reasons for that decision; persuades or helps the
decision makes to choose between available options
F. Literature review — conveys to the readers the work already done ‘ and the
knowledge and ideas that have been already established on a particular topic of
research
G. Credit report - details report of an individual's credit history prepared by a credit
bureau (Credit bureaus collect information and — create credit reports based on that
information, and lenders use the reports along with other details to determine loan
applicants' credit worthiness. )

The Formal Report

● It is an official report that contains a collection of detailed information, research, and

data necessary to make decisions.
● It is formal, complex and used at an official level.
● It is often a written account of a major project.
● It may be in the form of launching a new technology or a new project line, results of
a study or an experiment, a review of developments in the field, etc.

Types of Formal Reports

Type Characteristics Examples

Informational ●Provides data. facts, feedback, and ● Results of a research

Report other types of Information without on the use of HIV
analysis or recommendations patients
●Presents an update of an operation,
an information or status of a current
research so readers can understand a
particular problem or situation
Analytical Reports ●It goes beyond just presenting results. ● Explanation of what
●Analytical reports present results, causes a phenomenon.
analyze those results, and draw ● Presentation of the
conclusions based on those results, It results of a traffic study
attempts to describe why or how showing
something happened and explains ● accidents at an
what it means intersection
—the report explains
 what it means.
● Explanation of the
potential results of a
particular course of
action.
● Suggestion which
option, action, or
procedure is best.
● Report writing on
monthly budgets, staff
absentees and so on...
Recommendation ● This type advocates a particular ● using treatment X is
Reports course of action. This usually more efficient than
presents the results and conclusions treatments Y and Z.
that support the recommendations. However, that does not
● What should one do about a mean that you will use
problem? treatment X as cost and
● Can a team do something? other considerations
● Should one change techniques, might recommend
methods, technology, or do treatment Y.
something else?
Research Reports ● Most widely used report usually in ● Writing a report on
university levels. some product
development.
● Report writing for your
competitor's activities.
Case Study ● Includes real life examples ● Widely used in
Analysis Reports university level
competitions.
adapted from Wakat, G. S. et al.(2018). Purposive Communication. Quezon City, Metro Manila: Lorimar Publishing, Inc.

Parts of a Report

Parts of the Brief Contents Language

Report Description Characteristic
s

Title Page Name of the ● Name of the report in all caps (e.g. FINAL factual
report REPORT)
● Receiver’s name, title and organization
● Team name and team members
● Date submitted (month/data/year)
● The author/s, and their association/
organization.
● The author's. and their association/
● No page number on title page (page 1 is
 executive summary)
Table of What you ● Show the beginning page number where Factual
Contents find in the each report heading appears in the report
report (do not put page number range, just the
first page number).
● Connect headings to page numbers with
dots.
● Headings should be grammatically
parallel!
● Include major section headings and sub-
headings
● No page number on TOC page
Executive A summary ● Should be no longer than one page. Factual, use
Summary of the report ● It provides the key recommendations and of third
conclusions, rather than a summary of the person, use of
document. passive verbs

Introduction Background ● Briefly describe the context. Factual, use

, problem, ● Identify the general subject matter. of third
approach, ● Describe the issue or problem to be person, use of
definition of reported on. passive verbs
● State the specific questions the report
special
answers.
words used ● Outline the scope of the report (extant of
investigation)
● Preview the report structure.
● Comment on the limitations of the report
and any assumptions made.
Methods Methods or ● For all types of research provide: Factual, use
procedures ● Goal for each piece of research (what is of third
which led to your question/ hypothesis?) person, use of
the findings ● Data source passive verbs
● For surveys give the number of
surveys distributed, how was it
distributed, how the population was
chosen
● For observations give how, when, and
where the observations occurred
Findings Results, ● The goal is to supply proofs for Factual, use
investigation conclusions. of third
, research ● Discuss, analyze, and interpret of (don't person, use of
and just give results, also say what they mean passive verbs
— particularly with benchmarking).
calculation
● Remember to report on of your research,
including interviews with client and
personal observations (discuss in
methodology too).
● Support your findings with new evidence.
 ● Provide summary paragraph of key
findings and their significance at end of
section.
● Explain all graphs in writing.
● Arrange the findings in logical segments
that follow your outline.
● Findings should be presented in the same
order as discussed in methodology.
● Use clear, descriptive headings.
● Present “just the facts”, no opinions and
no feelings.
Conclusion Conclusion ● Interpret and summarize the findings. Transition
drawn from ● Say what they mean. signals such
the findings ● Relate the conclusions to the report as it seems
issue/problem. that, the
● Limit the conclusions to the data
results
presented, do not introduce new material.
● Number the conclusions and present indicate that,
them in parallel form. it is probable
● Be objective: avoid exaggerating or that, etc.
manipulating the data.
Recommend Things that ● Make specific suggestions for actions to
ation should be solve the report problem
done as a ● Avoid conditional words such as maybe
result and perhaps
● Present each suggestion separately and
begin with a verb
● Number of recommendations
● Describe how the recommendations may
be implemented (if you were requested to
do this)
● Arrange the recommendations in an
announced order, such as most important
to least important.
Bibliography Books,
magazines,
journals,
report, and
other
references
used

adapted from Wakat, G. S. et al.(2018). Purposive Communication. Quezon City, Metro Manila: Lorimar Publishing, Inc.

Assessment

1. What are the two main categories of reports? Explain the difference.
 ______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
________________________________________________________.

2. Using a graphic organizer, illustrate the parts of a report. Use the space provided below.

LESSON
7
Communication for Employment: The Resume

Objectives:

● Use personal SWOT analysis or self-assessment exercises in planning what to write

in a resume
● Write an effective and appropriate print and scannable resume

What is a resume?

A resume is a persuasive summary of your qualifications for employment. If you

are in the job market, having a resume makes you look well organized and prepared to
your prospective employers. Together with this text is an application letter or a cover letter
that introduces you to these employers. Writing these two texts may also serve as an ego-
building experience: the person who looks so good on paper is you! When you send both
to your prospect employers, you are making an argument for why those employers should
want to meet you or even hire you. Moreover, writing a resume and application letter is
writing an advertisement selling your skills, talents, and abilities to the employers who will
likely sift through many applications to decide whom to grant an interview. Thus, resumes
and application letters require a level of care that few other documents do.

Types of Resume

1. Print résumés are printed on Paper for prospective employers to scrutinize. They are
designed to emphasize key information using bold or italic typeface.
 2. Scannable résumés are designed to be read by computers; hence, they are to be
formatted using single typeface or without italics or bold.

PRINT RÉSUMÉS

Franchesca U. Morales Name in

Boldface
20 Evangensta Street

Leonila Hill, Baguio City 2600

+63917-245-2288

chescamorales@gmail com

Objective tailored
OBJECTIVE To obtain a financial associate position where I can to specific job
utilize my strategic. analytic, organizational skills and sought
interpersonal communication skills

EXPERIENCE
Work experience
April- October MLX Mining Corporation Corporation, Bakun, benguet in reverse
chronological
2015 Inventory Clerk
order

● Did inventions on equipment and tools

● Verified and computed amounts of inventories
on record
● Reconciled and reported on reasons of
discrepancies of count and computations

July-September MLX Mining Corporation, Bakun, Benguet

Format to fill
2014
Office Clerk Trainee entire page

● Monitored budgeted expenses of every

department
● Computed premium pay of employees
● Organized records on file
2012-2014 GLOLINKS Corporation, Baguio City

Customer Service Representative

● Provided clients their financial status

EDUCATION Santa Catalina College, La Trinidad, Benguet

2008-2012 Bachelor of Science in Accountancy

HONORS Dean's Lister from 2008-2010

Loyalty Medalist

ACTIVITIES Varsity Player in Volleyball, Organizations Fund- raiser

SKILLS Microsoft Office; SPSS for Windows; Eudora Pro;

PowerPoint; Fluency in English and Filipino languages;

Driving

REFERENCES Yochabel L. Que, MPsych

Head, CSR Department

GLOLINKS Corporation

25 Jump High Bldg . Harrison Road, Baguio City

(974) 442-0009

Engr. Xynai M. Sly

Supervisor

MLX Mining Corporation

 Poblacion, Bakun, Benguet

(074) 443-0009

Jyra P. Sim, CPA, PhD

Dean, College of Accountancy

Santa Catalina College

Km 5, La Trinidad, Benguet

(974) 444-0000

adapted from Wakat, G. S. et al.(2018). Purposive Communication. Quezon City, Metro Manila: Lorimar Publishing, Inc.

SCANNABLE RÉSUMÉS

All information
Franchesca U. Morales in a single
typeface,
aligned on left
Key words: Public relations; accountant; auditor, margin

bookkeeper, sales; independent worker; responsible: hardworking:

English language fluency

Address

20 Evangelista Street

Leonila Hill, Baguio City 2600

Phone: +63917-245-2288

E-mail: [email protected]
Education

B.S. in Accountancy, Santa Catalina College, La

Trinidad, Benguet

Experience

Inventory Clerk. April-October 2015

Philex Mining Corporation. Benguet

Reconciliation and report on reasons of discrepancies of count and

computations.

Office Clerk Trainee. July-September 2014

Philex Mining Corporation, Benguet

Budgeted expense of every department 'S monitored

Computaton of premium pay’ of employees. Organizer of records on

file.

Customer Service Representative, 2012-2014

Sitel Corporation. Baguio City

Provider of financial status to clients.

Honors

Dean's Lister from 2008-2010

Loyalty Medalist

Skills

Microsoft Office; SPSS for Windows; Eudora Pro;

 PowerPoint, fluency in English and Filipino languages,

Driving

Activities

Varsity player in Volleyball

Organization Fund raiser

adapted from Wakat, G. S. et al.(2018). Purposive Communication. Quezon City, Metro Manila: Lorimar Publishing, Inc.

C. Parts of a Resume / Organizing your Resume (Sections)

A number of different organizational patterns can be used effectively. The following

sections are typical—which you choose should depend on your experience and goals, the
employer’s needs, and any standard practices in your profession.

a. Heading (name and contact information)

b. Job Objective
c. Qualifications Summary
d. Education
e. Employment Experience
f. Honors and Activities
g. Related Skills and Abilities
h. References and Portfolios
Whether you place “education” before “employment experience” depends on the
job you are seeking and on which credentials would strengthen your résumé the most. If
you are a recent graduate without much work experience, list education first.
If you have years of job experience, including jobs directly related to the kind of
position you are seeking, list employment experience first. In your education and
employment sections, use a reverse chronological sequence: List the most recent
experience first, the next most recent experience second, and so on.

a. Heading
● At the top of your résumé, include your name, address, telephone number
(home or cell), and a professional e-mail address.
● Make sure that your name stands out on the page.
● If you have both a school address and a permanent home address, place your
school address on the left side of the page and your permanent home address
on the right side of the page.
● Do not use a clever or hobby-related e-mail address in employment
correspondence; e-mail addresses that are based on your last name work well.
b. Job Objective
● An objective introduces the material in a résumé and helps the reader quickly
understand your goal.
● If you decide to include an objective, use a heading such as “Objective,”
“Employment Objective,” “Career Objective,” or “Job Objective.”
● State your immediate goal and, if you know that it will give you an advantage,
the direction you hope your career will take.
● Try to write your objective in no more than three lines, and tailor it to the specific
job for which you are applying, as illustrated in the following examples:
● A full-time computer-science position aimed at solving engineering problems
and contributing to a management team.
● A position involving meeting the concerns of women, such as family planning,
career counseling, or crisis management.
● Full-time management of a high-quality local restaurant.
● A summer research or programming position providing opportunities to use
software-development and software-debugging skills.

c. Qualifications Summary
● You may wish to include a brief summary of your qualifications to persuade
hiring managers to select you for an interview.
● Sometimes called a summary statement or career summary, a qualifications
summary can include skills, achievements, experience, or personal qualities
that make you especially well suited to the position.
● You may wish to give this section a heading such as “Profile,” “Career
Highlights,” or simply “Qualifications.” For example, “Award-Winning Senior
Financial Analyst”

d. Education.
● List the school(s) you have attended, the degree(s) you received and the dates
you received them, your major field(s) of study, and any academic honors you
have earned.
● List courses only if they are unusually impressive or if your résumé is otherwise
sparse
● Consider including the skills developed or projects completed in your course
work.
● Mention your high school only if you want to call attention to special high school
achievements, awards, projects, programs, internships, or study abroad.

e. Employment Experience.
● Organize your employment experience in reverse chronological order, starting
with your most recent job and working backward under a single major heading
called “Experience,” “Employment,” “Professional Experience,” or the like.
 ● You could also organize your experience functionally by clustering similar types
of jobs into one or several sections with specific headings such as
“Management Experience” or “Major Accomplishments.”
● One type of arrangement might be more persuasive than the other, depending
on the situation.
● In general, follow these conventions when working on the “Experience” section
of your résumé.
• Include jobs or internships when they relate directly to the position you are
seeking. Although some applicants choose to omit internships and temporary or
part-time jobs, including such experiences can make a résumé more persuasive
if they have helped you develop specific related skills.
• Include extracurricular experiences, such as taking on a leadership position in a
college organization or directing a community-service project, if they
demonstrate that you have developed skills valued by potential employers.
• List military service as a job; give the dates served, the duty specialty, and the
rank at discharge. Discuss military duties if they relate to the job you are
seeking.
• For each job or experience, list both the job and company titles. Throughout
each section, consistently begin with either the job or the company title,
depending on which will likely be more impressive to potential employers.
• Under each job or experience, provide a concise description of your primary
and secondary duties. If a job is not directly relevant, provide only a job title and
a brief description of duties that helped you develop skills valued in the position
you are seeking. For example, if you were a lifeguard and now seek a
management position, focus on supervisory experience or even experience in
averting disaster to highlight your management, decision-making, and crisis-
control skills.
• Focus as much as possible on your achievements in your work history
(“Increased employee retention rate by 16 percent by developing a training
program”). Employers want to hire doers and achievers.
• Use action verbs (for example, “managed” rather than “as the manager”) and
state ideas succinctly. Even though the résumé is about you, do not use “I” (for
example, instead of “I was promoted to Section Leader,” use “Promoted to
Section Leader”).
• For electronic résumés that will be scanned for keywords, however, replace
such verbs with nouns (instead of “managed” use manager).

f. Honors and Activities

● If you have room on your résumé, list any honors and unique activities near the
end. Include items such as student or community activities, professional or club
memberships, awards received and published works.
● Be selective: Do not duplicate information given in other categories, and include
only information that supports your employment objective.
 ● Provide a heading for this section that fits its contents, such as “Activities,”
“Honors,” “Professional Affiliations,” or “Publications and Memberships.”

g. Related Skills and Abilities

● Employers are interested in hiring applicants with a variety of skills or the ability
to learn new ones quickly.
● Depending on the position, you might list in a skills section items such as
fluency in foreign languages, writing and editing abilities, specialized technical
knowledge, or computer skills (including knowledge of specific languages,
software, and hardware).

h. References and Portfolios

● Avoid listing references unless that is standard practice in your profession or
your résumé is sparse.
● Always seek permission from anyone you list as a reference.
● A portfolio is a collection of samples in a binder or on the Web of your most
impressive work and accomplishments.
● The portfolio can include successful documents you have written, articles,
letters of praise from employers, and copies of awards and certificates. If you
have developed a portfolio, you could also include the phrase “Portfolio
available on request.”
● If portfolios are standard in your profession, you might even include a small
section that lists the contents of your portfolio.

D. Features of a Resume

1. Organization
There are different ways on how you can organize your resume depending on your
goals, experiences and qualifications. You can organize a resume chronologically,
functionally, or targeted.
a. Chronological resume is the general listing of all your academic and work
experience from the most recent to the oldest.
b. Functional resume is organized around various kinds of experience. If you want to
demonstrate a lot of experience in more than one area and if you wish to downplay
dates, you may write this type of resume.
c. Targeted resume generally announces the specific goal up to top, just beneath
your name, and offers information selectively. You can show only the experience
and skills relevant to your goal.

2. Succinctness
A resume must be concise. Entries may not be written in sentences but should
be parallel. For instance, “Organized inventory records” rather than “I organized
inventory records.” For print resume, use action verbs (organized, designed, etc…)
 rather than nouns (organizer etc…) to emphasize your accomplishments. For
scannable resume, use nouns rather than verbs as key words.

3. Comprehensiveness
A resume must present all important details that can gain the nod of the
prospective employer. In giving details, however, carefully choose the words that you
use. You may use the exact words in the advertisement provided that they really reflect
your experiences or qualifications. Check all the information you provided - from the
contact information down the references. Make sure that all information are reflected
correctly and that those whom you placed in the references know that you placed them
as Sources of information for your employment before sending the resume.

4. Design
The resume should be reader-friendly and be professionally packaged. For print
resume, use appropriate spacing, section headings, and uniform typeface for each
headings. Scannable resume, on the other hand, shall only have one standard
typeface.

Assessment

Printed Resume

____________________________

____________________________

____________________________

____________________________
OBJECTIVE ______________________________________________________________
______________________________________________________________
______________________________________________________________

EXPERIENCE ______________________________________________________________
______________________________________________________________

_________________

● _______________________________________________________
● _______________________________________________________
● _______________________________________________________

__________________ ______________________________________________________________
______________________________________________________________

● _______________________________________________________
● _______________________________________________________
● _______________________________________________________

______________________________________________________________
______________________________________________________________
_________________

● _______________________________________________________
● _______________________________________________________
● _______________________________________________________

EDUCATION ______________________________________________________________
______________________________________________________________
_________________

______________________________________________________________
______________________________________________________________
HONORS ______________________________________________________________
______________________________________________________________

______________________________________________________________
______________________________________________________________

______________________________________________________________
______________________________________________________________

ACTIVITIES ______________________________________________________________
______________________________________________________________

SKILLS ______________________________________________________________
______________________________________________________________

______________________________________________________________
______________________________________________________________

REFERENCES ______________________________________________________________
______________________________________________________________

______________________________________________________________
______________________________________________________________

______________________________________________________________

______________________________________________________________
______________________________________________________________

______________________________________________________________
______________________________________________________________

______________________________________________________________

______________________________________________________________
______________________________________________________________

______________________________________________________________
 ______________________________________________________________

______________________________________________________________

Scannable Resume

__________________________________________________________________

Keywords:
__________________________________________________________________

__________________________________________________________________

Address

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

Education

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

Experience

__________________________________________________________________
__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

Honors

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

Skills

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________
 Activities

__________________________________________________________________

__________________________________________________________________

__________________________________________________________________

LESSON
8
Communication for Employment: The Application Letter

Learning Outcomes

At the end of the lesson, you should be able to:

a. discuss the principles of good application letter writing;

b. write an application letter following the principles of effective business letter
 writing;
c. compose an impressive resume, and
d. fill up properly an application form.

Learning Contents

The Application Letter

The main purpose of the application letter is to convince trhe reader that the
applicant is able and qualified for the position; the writer should confirm that he is a
person of good character and values. Although this can not be written directly into the
letter, it is suggested by the qualities of the letter and the references that the applicant
provides.

The successful letter of application is one which makes a strong and favorable
impression upon the reader. Therefore, it should be well-written, clearly worded, and
properly formatted.

There are two types of letter of application: the solicited letter replying to an
advertisement either in print or in broadcast media, and the unsolicited letter. Both
conform to the same principles.

The cover letter, also called a letter of application or face letter, accompanies the
resume. The application should not be more than one page long if it is accompanied by
a data sheet or a resume although this rule is subordinate to the effectiveness and
completeness of the letter.

A face letter includes the following essential points:

1. The source of the information

2. The job you are applying for
3. Your primary assets stating your qualifications needed for the job
4. Names of persons you can use as reference
5. Your desire for interview

The character references are at least three persons who can vouch for the
capabilities, personality, and character traits of the writer. They should be credible
personalities, who are successful in their chosen fields of endeavor.

After the letter of application is presented comes the interview. After the
interview, the applicant may send a thank you letter answers to some questions raised
during the interview. Theapplicant may preferably send more samples of his work or
 show continued interest. Follow up letters serve the same purpose of convincing the
employer of the sincerity of the applicant and his capability for the job he is applying for.

Parts of the Application Letter

If you are applying for an advertised position, have the ad in front of you and refer
to it frequently. Be sure to address all the job requirements in the letter.

Match some of the keywords and skills from the advertisement or company
Website with the skills in your resume and letter.

Return Information

It is now permissible to only include your name, E-mail address and cell phone
number. It is acceptable to eliminate your address due to privacy and safety issues. Be
sure your E-mail address is mature and professional. Ideally, it should contain parts of
your name for ease of use.

Inside/Letter Address

It is very important that you address your letter carefully. After spending time
making your letter perfect, you do not want it to be directed to the wrong person or get lost
in the mail.

If there is a contact name on the ad, address your letter to that person. (Mr. John
Smith)

If you are writing to a company for a job, the chances are that unless you have
contacts on the inside you will not know the name of the person you need to use in the
inside address. In this case you can address your letter to the manager of the specific
department (Sales Manager, Personnel Manager, etc.) or use Ladies and Gentlemen.

You should also make sure that the recipient's name, department and address
details on the envelope are the same as at the top of the letter.

Salutation

This is also known as the greeting. The person’s name should be followed by a
colon (:) or left blank. Do not use a comma. (Commas are permissible for use in personal
letters; not business letters.)

Dear Mr. Smith: If you know the name of the person to whom you are writing.
Dear Ms. Chambers: If you are not sure of the marital status of a female recipient.
Ladies and Gentlemen: If you have no idea as to the name of the recipient.

Body
 The body of the letter contains four basic parts and should be three or four
paragraphs long. These paragraphs should attract the employer’s attention; state your
interest in the company and position; arouse the employer’s desire to interview you; and
request that the employer take action in the form of an interview. (AIDA)

First Paragraph

Identify the purpose of the letter—why you are writing. Be specific. Tell the reader
how you learned about a job opening. Tell the employer what job you want.

Examples:

● In response to the advertised position in The Evening Sun on July12, please

consider my résumé in your search for an office assistant.
● I was pleased to hear from Jeremy Green that you will soon have a vacancy for a
Marketing Assistant. I am very interested in this position. With the skills that I
possess, I know that I could be an asset to your company.
● I am writing to apply for the Photographic Assistant position as advertised in the
November 1 edition of The Evening Sun.

Referrals and leads from friends and family members (networking) are the best
way to learn about a job. Most employers enjoy getting referrals. They trust the
recommendation of a valued employee or friend who states that you would be a good
employee.

Examples:

Mr. Peter Lo, a programmer in the systems programming department, suggested

that I contact you regarding an opening you may soon have for a Marketing Trainee.

● I was referred to you by Mike Thomas, who is a member of my church and a

long-time family friend.
● I am sending you my resume to you because of a referral from Mike Thomas, an
associate in your Baltimore store.

Second Paragraph

Why should an employer be interested in hiring you? Briefly describe your

professional and academic qualifications that are relevant to the position. Relate
experiences that you have had, classes you have taken or skills you possess that satisfy
the job requirements. If the job was advertised, refer to all of the required skills
mentioned.

Examples:

As my resume indicates, I am active in theater in high school and had important

roles in two plays. My school activities include being a member of both forensics and
 student government. With these experiences, I can offer you excellent communication
and interpersonal skills. During the school year, I

● maintain a 3.0 average and work ten hours per week. My technical skills include
familiarity with Windows, Microsoft Office applications and Google Docs. I use the
Internet regularly and can keyboard more than 45 words per minute.

● As a computer science major with a sincere interest in................. (elaborate your

educational background)
● Interacting with people has always been one of my strongest attributes. During my
last summer job, I coordinated..........(state your work experience)
● For my senior graduation project, I built a personal computer .............. (state your
ability)

Third Paragraph

Emphasize what you can do for the company. Outline a relevant career goal. For
example, if you are applying for sales positions, do not say that you are training to be an
airline pilot. Expand on the most relevant points of your resume.

Example:

● Because I am energetic, reliable, and resourceful, I would be an asset to your

organization. I am willing to learn new things and be the best employee that I can
be.

Fourth Paragraph

Request action. For example, indicate your desire for a personal interview and that
you're able to meet with the employer at their convenience. Include your cell phone
number and when it would be a good time to call.

Some advertisements ask you to include salary requirements. You can choose to
ignore this. You can either wait until the interview to talk about money and mention a
broad salary range.

Examples:

● You can reach me on my cell phone any day after 4 p.m. E-mail is also a great way
to contact me as I check it daily. I look forward to hearing from you soon. Thank you
for your time and consideration.

● I hope that my qualifications are of interest to you and that an interview might be
arranged at your convenience. I can be reached at (717) 876-5432 or a message
can be left on my cell phone. I look forward to meeting you.

Closing the letter

 Finish your letter with an appropriate Complimentary Closing (Sincerely, or
Sincerely yours,). Leave enough room to sign the letter before keying your name. Do
not forget to sign it. Remember to include an enclosure notation at the bottom.

Sample Letter of Application

This application letter sample shows the correct format you should use when
sending out your application letter in print form. If you plan on submitting your application
letter via email, refer to the second application letter sample below.

Sample #1:
22 H Venture St.,
Diliman, Quezon City
Philippines

April 17, 2015

Dear
Mr. Mr. Chua,
Vincent Chua
Hiring Manager
I am of
Bank writing to express
the Philippines my interest
Islands (BPI) for the position of Recruitment Assistant in your esteemed
company.
12/F Ayala Life-FGU Center, Ayala Ave.
Makati City 1226
Having recently obtained my Bachelor’s Degree in Business Administration major in Human
Resource Development Management (BSBA-HRDM) in the Polytechnic University of the Philippines
(PUP), I wish to bring my knowledge, skills and commitment to excellence to your company’s
innovative environment.

As a Business Administration student, majoring in HR management, I’ve become equipped with the
necessary knowledge that come with the position including manpower recruitment, workforce
organization, personnel training and compensation as well as legal provisions and other labor
concerns.

My internship at San Miguel Corporation also afforded me with the crucial skills to work with some of
the best professionals in the recruitment and human resources industry. Being a trainee has
developed in me enthusiasm and a true passion for human resources and has subsequently
convinced me that human resource management is my true calling.

For additional details regarding my qualification and expertise, please review my attached resume.

Thank you for taking the time to consider this application and I look forward to hearing from you.

Sincerely,

(signature)

Jessica Cenadoza

Adoptedfromhttps://www.jobstreet.com.ph/career-resources/application-letter-sample-for-fresh-graduates#.Xyd4UOcRXIU
 As previously mentioned, the format of your application letter may differ
depending on whether you are submitting a print copy or an email copy. The second
application letter sample below is a copy tailored specifically for emails.

Sample #2.

Email Subject: Eric Tala, Marketing Associate Position

Dear Ms. Castañeda,

I would like to express my interest in applying for the position of Marketing Associate as was recently
made available in your company.

I believe that my degree in Business Administration (BSBA) major in Marketing from the Philippine
School of Business Administration (PSBA) has prepared me for this position. As a student, I was
equipped with the necessary knowledge and skills to help develop and drive effective marketing
strategies.

During my internship at Uniliver Philippines’ Marketing Department, I learned how companies

determine what product or service to sell, how to reach target demographics and how to respond to
the demands of competitors. More importantly, I had the opportunity to work with seasoned
professionals who taught me how to easily grasp complex marketing concepts and at certain times,
how to roll with the punches in order to achieve various objectives.
My active involvement in many academic and extracurricular activities has done so well in
I have also acquainted myself with a wide range of skills that allow me to blend with the group or
developing my communication and leadership skills, which are vital in finding success in the
team’s culture and to continuously strive to reach common goals amidst failures and setbacks.
corporate world.

With this application letter, I attach herewith my resume for your full consideration. Thank you for
taking time to review my application and I am looking forward to your reply so that we can further
discuss my application.

Yours sincerely,

Alvin C. Marfal
7194 Marcelo Ave
Parañaque City, Metro Manila 1700
Mobile: +63 929 XXX XXXX
Adoptedfromhttps://www.jobstreet.com.ph/career-resources/application-letter-sample-for-fresh-graduates#.Xyd4UOcRXIU

Exercises
 1. Write a letter of application for a position in which you have at one time another
taken an interest. State the qualifications that you might have by the time you are ready to
apply for the position in earnest.

2. Write a letter of application in answer to the advertisement below. Enclose

names and addresses of the persons who are able to recommend you in three different
ways: one for character, one for general intelligence and another on for the special
qualities called for by the advertisement.

WANTED: Young man or woman as private secretary to president of a large

wholesale merchandising company. Excellent opportunity for one seeking a position of
trust and responsibility and desiring firm. Explain fully education and experience to date
and enclose three authoritative references.

P. O. Box 62
Brent Road, Baguio City 2600

Letter of Application Rubric

Student Name:_______________________________ Date:____________
CATEGORY 2 1 0
Paper Size & Resume is one page; Letter contains all Letter is missing
Quality printed on 81/2 x 11" but one of the more than one
white quality requirements requirement
paper
Format Letter is in Block Style Letter contains all Letter is missing
format; has one-inch but one of the more than one
margins; single requirements requirement
spacing; appropriate
font
Three/Four Letter contains at least Letter contains Letter contains one
Paragraphs three paragraphs two paragraphs paragraph

Return Includes student full Letter contains all Letter is missing

Information name, but one of the more than one
appropriate e-mail requirements requirement
address; cell phone
number
Inside Address Used correct USPS Student has Student has
format-- correct included all but one excluded more
spacing, punctuation of the requirements than one
and use of two-letter requirement
state
abbreviation
Salutation The greeting line is The greeting line is There is no
appropriate inappropriate greeting line

First Paragraph The purpose of the Letter contains all Letter is missing
 letter and the position but one of the more than one
to which student is requirements requirement
applying is stated
Second Explains why student Letter contains all Letter is missing
Paragraph wants the job; uses but one of the more than one
keywords for requirements requirement
required skills
Third Emphasizes how Letter contains all Letter is missing
Paragraph student can be an but one of the more than one
asset to the company requirements requirement
Fourth Tells the reader what Letter is missing
Paragraph action the student more than one
will do next requirement
Closing The complimentary Letter contains all Letter is missing
closing is appropriate; but one of the more than one
an enclosure notation requirements requirement
was added in correct
format
Content Used positive Letter contains all Letter is missing
statements; strong but one of the more than one
action verbs; honest requirements requirement
information; is short;
uses
complete sentences
Professional Used simple design Letter contains all Letter is missing
elements; white space but one of the more than one
is used generously; is requirements requirement
short--one page
Style Letter does not contain Letter contains all Letter is missing
any abbreviations, but one of the more than one
contractions; incorrect requirements requirement
number usage; has
omitted repeatedly
using I,
Me, My
Spelling and There are no errors There are 1-2 There are more
Grammar in spelling, errors in spelling, than two errors
punctuation or punctuation or in spelling,
grammar grammar punctuation or
grammar
Total Points (30)