Dear Students, For the P.Com exam, do not leave any questions blank.

Study all the slides starting from lecture1. The exam will be purely to check your skills on applying the theory youve learnt. Do not ignore grammar. Im sending you some tips on letter writing with examples. Please, go through it. All the Best Ms. Anju.

Letter writing
1. COVERING LETTER:If you are applying for a job that requires you to submit a
resume, you should include a cover letter with your resume and application. The purpose of the cover letter is to:

introduce yourself to the employer; indicate which position you are applying for; explain why you are interested in that specific position; direct their attention toward information on your resume that is of particular relevance to the position.

Guidelines for writing cover letters:

Do your homework! Modify your letter to fit the company and their needs. Include any information appropriate to the job you are applying for. Show concern, interest, and pride for your profession and your skills. State briefly what is enclosed. If there are several items, list them. Keep the letter simple and to the point. Tell the truth. Don't try to be overly friendly, but don't be too remote either. Include your telephone number or numbers where you can be contacted. When writing the letter, address the person you are sending it to, not to a title. Indicate any response you are expecting from the company. Ask for the next step, such as an interview or some other meeting. Cover letters that are sent to job search firms or employment agencies should include your current or expected salary if requested and note if you are willing to relocate.

Sample of cover letter to a newspaper advertisement for a summer job: Rosalie Yates 139 Central Park Avenue ? Anytown, DC 20000 (202) 555-0231

7 March 1999 Patrick Straub Personell Manager XYZ Company 445 N. 45th St. New York, NY 60045 Dear Mr. Straub: I was excited to see your advertisement for a summer intern. An internship with your company would be a perfect opportunity to develop my skills as a _______ major at _________ University. My professional capabilities would make me an asset to your company. For example, my experience with _________ adequately prepares me to ________ for XYZ this summer. I would greatly benefit from working with knowledgeable professionals in my field of study, and working for XYZ would provide such an opportunity. I would love to be part of your team. I am available to meet with you at your earliest convenience. You can contact me at the address and phone number above, or at rosalie@rocketmail.com. Thank you for your consideration. Sincerely, Rosalie Yates Rosalie Yates Resume included

2. Job Offers:
Have you been offered a job? Do you want to accept it but is not sure of how to write an appropriate acceptance letter?

Guidelines for writing acceptance letters:

Start your letter by simply thanking the company for the job offer. Keep the letter as brief as possible, do not go overboard with gratitude. Do not mention anything about salary. Save that for the phone call or the initial meeting. Unless they have already informed you, ask them when you can meet again for orientation or review. If the job is out of town, ask how soon you can relocate. You may also want to ask if they will provide any accommodations until you have the opportunity to find your own place. A few days after sending the letter, you should follow-up with a phone call. 1367 Broad Street Wadsworth, MD 20123 ph(410) 555-7654 fax(410) 555-9876 myemail@address.com 17 June 1999

Joyce Happy, President Happy Day Graphics 8954 Executive Drive, Suite #1 Beverly Hill, California 90210 Dear Joyce Happy: I am pleased to inform you that I will accept the graphic designer position you have offered. Thank you for choosing me. I will follow-up with a phone call to discuss other issues related to the job, including when you will need me to start, salary, and accommodations while I am relocating. Please keep in mind that I will need adequate time to resign from my current job. I am excited about starting at Happy Day Graphics and I look forward to talking to you again. If you need to contact me for any reason, please feel free to call me, fax me, or send me an email. Thank you again for your offer. Sincerely, Marisa Bookman Marisa Bookman

3.Congratulations
Do you want to congratulate someone on their anniversary, birthday, wedding, promotion, or graduation? Has your friend successfully handled a new change or reached a personal achievement?

Guidelines for writing congratulations:

Say your best wishes early in the message and again when you close. Make sure you mention the occasion that is being celebrated. Do not add other news or information in the message, with the exception of birthday cards. Express how happy you are for the person and how you learned about the delightful news. Be positive and pleasant. If you have an objection about an event, do not include that in your message, or do not write a letter at all.

Anniversary
Dear Mom and Dad, Congratulations on your 25th wedding anniversary! Just getting this far is an accomplishment, and I wish you happiness for the next 25 years and more! Your loving daughter, Emily

Graduation
Dear Stu, Congratulations on receiving your doctorate in Philosophy! I am sure that graduation was a sensational day for you after all the years of studying. I wish you all the success in the world! Again, congratulations on a memorable achievement. Love, Charm Gold Charm Gold

Job
Dear Stu, Congratulations on your new job at the Academia Institute! I am sure that you will be an invaluable contributor at Academia. I hope that you find the job rewarding and satisfying. Good luck!

Ms. Goldie Hill Ms. Goldie Hill

4. Layout of a Formal Letter

Rules for Writing Formal Letters in English

Try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language.

Addresses:
1) Your Address The return address should be written in the top right-hand corner of the letter. 2) The Address of the person you are writing to The inside address should be written on the left, starting below your address.

Date:
Write this on the right or the left on the line after the address you are writing to. Write the month as a word.

Salutation or greeting:
1) Dear Sir or Madam, If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name. 2) Dear Mr Jenkins, If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.

Ending a letter:
1) Yours Faithfully If you do not know the name of the person, end the letter this way. 2) Yours Sincerely If you know the name of the person, end the letter this way. 3) Your signature Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.

Content of a Formal Letter

First paragraph The first paragraph should be short and state the purpose of the letter- to make an enquiry, complain, request something, etc. The paragraph or paragraphs in the middle of the letter should contain the relevant information behind the writing of the letter. Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much. Last Paragraph The last paragraph of a formal letter should state what action you expect the recipient to take- to refund, send you information, etc.

Outline: A Covering Letter

A covering letter is the one that accompanies your CV when you are applying for a job. Here is a fairly conventional plan for the layout of the paragraphs. Opening Paragraph Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy.

Paragraph 2 Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate. Paragraph 3 Inform them that you have enclosed your current CV and add any further information that you think could help your case. Closing Paragraph Give your availability for interview, thank them for their consideration, restate your interest and close the letter.

Outline: A Letter of Enquiry

A letter of enquiry is when you are approaching a company speculatively, that is you are making an approach without their having advertised or announced a vacancy. Opening Paragraph Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them. Paragraph 2 Show why their company in particular interests you, mention your qualifications and experience along with any further details that might make them interested in seeing you. Paragraph 3 Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it. Closing Paragraph Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.