UNIT 5
RESUME AND COVER LETTER

RESUME
A resume is a short summary of candidate’s background and qualification. In Britain a resume is often referred to as a curriculum vitae. An excellent resume may help you get the job of your dream and a poor resume may mean a lost opportunity.
   ​To begin planning your resume, decide which type of resume you need. This decision is in part based on requirements that prospective employers may have, and in part based on what your background and employment needs are. There are two basic, commonly used plans or designs you can consider using.
    ​Functional design starts with a heading; then presents either education or work experience, whichever is stronger or more relevant; then presents the other of these two sections; then ends with a section on skills and certifications and one on personal information. Students who have not yet begun their careers often find this design the best for their purposes.
     ​Thematic design – another approach to resumes. It divides your experience and education into categories such as project management, budgetary planning, financial tracking, personnel management, customer sales, technical support, publications — whichever areas describe your experience. Often, these categories are based directly on employment advertisements. If the job advertisement says that Company ABC wants a person with experience in training, customer service, and sales, then it might be a smart move to design thematic headings around those three requirements. If you want to use the thematic approach in your resume, take a look at your employment and educational experience — what are the common threads? Project management, program development, troubleshooting, supervision, maintenance, inventory control? Take a look at the job announcement you're responding to — what are the three, four, or five key requirements it mentions? Use these themes to design the body section of your resume. These themes become the headings in the body of the resume. Under these headings you list the employment or educational experience that applies.
    ​Sections in Resumes. Resumes can be divided into three sections: the heading, the body, and the conclusion. Each of these sections has fairly common contents.
    ​Heading. The top third of the resume is the heading. It contains your name, phone numbers, address, and other details such as your occupation, titles, and so on. Headings can also contain a goals and objectives subsection and a highlights subsection.
    ​Highlights (summary section) occurs just below the heading and just above the main experience and education sections. This is an increasingly popular section in resumes. Resume specialists believe that the eye makes first contact with a page somewhere one–fourth to one–third of the way down the page — not at the very top. If you believe that, then it makes sense to put your very "best stuff" at that point. Therefore, some people list their most important qualifications, their key skills, their key work experience in that space on the page. Actually, this section is useful more for people who have been in their careers for a while. It's a good way to create one common spot on the resume to list those key qualifications about yourself that may be spread throughout the resume. Otherwise, these key details about yourself are scattered across your various employment and educational experience — in fact, buried in them.
    ​Objectives, goals – also found in some resumes. It is a section just under the heading in which you describe what your key goals or objectives are.
    ​Body. In a one–page resume, the body is the middle portion, taking up a half or more of the total space of the resume. In this section, you present the details of your work, education, and military experience. This information is arranged in reverse chronological order. In the body section, you also include your accomplishments, for example, publications, certifications, equipment you are familiar with, and so on.
    ​Work EXPERIENCE is an integral part of any resume. List your experience starting with your most recent place of employment and work backwards. Write the exact days of employment, your position, and the name of the company you worked for. Provide information about your responsibilities, emphasizing important activities. List your responsibilities in short statements that do not include the words “my” or “I”.
    ​Amplification page. Some people have a lot of details that they want to convey about their qualifications but that don’t not fit well in any of the typical resume designs. To keep the main part of the resume from becoming unbalanced and less readable, they shift all of this detail to an amplifications page. On the first page of this resume, the writer divides the presentation into experience and education sections and takes a chronological approach to each. On the second page, he only provides company names, job titles, dates, and discussion of duties.
    ​Following experience, you should list your special SKILLS. These include your language skills, computer abilities, and any other talent that are relevant to your statement of intent. When describing your language abilities you should be honest about the level of your knowledge: “fluent English”, “native Russian”, “intermediate German” and “beginning French” are the ways to describe your language abilities.
    ​Conclusion. In the final third or quarter of the resume, you can present other related information on your background. For example, you can list activities, professional associations, memberships, hobbies, and interests. At the bottom of the resume, people often put "REFERENCES AVAILABLE ON REQUEST" and the date of preparation of the resume.

References and recommendations
    ​If you have not been requesting letters of recommendation from your past employer's you really should start. Sometimes a letter of recommendation can add that little extra appeal when applying for a new job. Especially if the letter of recommendation provides a good review on the qualifications that the new employer is looking for. Of course, a letter of recommendation talking up your good character is an asset, too. There are two ways to present a letter of recommendation to a prospective employer: one way is to state at the bottom of your resume that your letters of recommendation and references are available upon request. In this scenario, you would take your letter of recommendation and reference sheet to the interview, and then present it during the interview (only if it is requested). The second way to present a letter of recommendation, and most commonly used, is to enclose it along with your resume during initial mailing. Please, send no more than two letters of recommendation. It is better not to overwhelm a potential employer with a lot of information to read (and of course, always send a copy of your letters, not the originals). A good word from your past employer can give you the added advantage you need, especially when your skills and the companies needs are the same.
   ​References should only be given at the request of an employer, and should not be listed on your resume. Nor should you send a reference sheet in your "initial" resume mailing. It is better when an employer can meet with you personally before receiving second hand information about you from your references. The interview is the most important first step in the door, and who is better to sell your good character and qualifications, than you, yourself. Take your reference sheet with you to your interview  and present it during the interview, (only if it is requested).

    ​For a minute, consider your resume in a pile with 1000 others. Employers scan a resume approximately 40 seconds before deciding if a resume should get more attention. In that time approximately 10% get selected for further reading, and the rest get moved to the end of the line.





Exercise 27
Consider the following samples of resume:


Jodi Shannon
317 Jefferson St.
Amherst, MA 01004
(512) 555–0917
jshannon@earthlink.net
__________________
Objective
Seeking position as Department Store Manager.

Summary

• Four years of experience in retail merchandising, specializing in men's wear.
• Experience creating financial plans and meeting budgets.
• Created promotional concepts.
• Purchased and maintained inventory for a $12M company
• Experience creating radio and print advertisements.

Employment History

Jones Department Store 1998 – Present
Buyer, New Englad Region
Supervised a sales staff of 22 associates. Responsible for purchasing men's wear sold in the men's department of all company stores in New England, with years sales exceeding $2M. Drafted budgets, solved problems for individual stores, and developed new merchandising concepts. Analyzed sales, planned key promotional events, and wrote quarterly reports.

J.C. Goodwin Department Store 1994 – 1998
Manager, Men's Department
Responsible for all aspects of Men's Department management.
Recruited and trained new employees. Responsible for loss. prevention, inventory control, and merchandising.

Education

B.A., Marketing 1994
Boston University, Boston, MA
OTHER SKILLS, HOBBIES & ACTIVITIES: Computers, basketball, running, movies

References

AVAILIABLE UPON REQUEST






Joe Sennate
17 West State St.
Allentown, PA 18103
Home (717) 555–9204
__________________
Objective
A challenging and rewarding position as a public accountant.

Summary of Accomplishments

• Fundamental accounting knowledge.
• Efficient, detail–oriented, highly organized
• Strong analytical and problem solving skills.
• Proficient in Axapta, ONYX (CRM database), QuickBooks, ADP PC/Payroll for Windows, Microsoft Office, Excel, Access, Great Plains, FileMaker Pro, Adobe Photoshop, PageMaker, PowerPoint, Macintosh OS, PC, Windows 95/98/XP.

Experience

1999 – Present Accountant Manpower, Inc Allentown, PA

Responsible for monthly billing totaling $7M. Produced monthly aging, open invoices, sales and revenue recognition reports. Responsible for payroll processing for over 500 employees including timesheets, payroll reports, and set up for new employees on the ADP payroll system. Collaborated with the Accounting department to update the general ledgers, journal entries submissions and Axapta accounting program. Streamlined complicated pricing and billing process to improve efficiency by 23%. Maintained accurate and comprehensive contracts database for over 1000 clients.

1995 – 1999 Staff Accountant Hertzel Properties Philadelphia, PA

Provided bookkeeping/accounting for real estate management and real estate development. Managed up to 20 bank accounts, performed bank reconciliations, generated cash management reports, posted to the general journal and general ledger, A/P, A/R, created chart of accounts, generated P&L reports, Balance Sheets, and Excel spreadsheets and managed payroll. Cut checks, created bills, and produced open A/R reports.

1992 – 1995 Bookkeeper R.B. Fabrication Hazelton, PA

Updated and maintained accounts payable and receivable. Upgraded system from manual to Quick Books and Excel database. Prepared monthly financial statements and payroll.

Education

University of Richmond, Richmond, VA
B.A., Accounting, Minor, Psychology 1992
References

AVAILIABLE UPON REQUEST





Sample Thematic Resume
Karol Miner
336 W. Chugalug Way,   Sentinel, WY  33666
tel.: 444–222–4339            e: karmin@southwbell.net
Objective
Process management opportunity that utilizes my communication and analytical skills to influence organizational growth and bottom line profitability.
Achievements
Research Information and Analyze Options
• Researched and purchased better heat exchanger that alleviated our heat loading problem.  Saved company four to six hours of downtime per eight–hour shift and improved product yield at extruder.
• Purchased and refurbished used gearbox as spare.  Saved 12 days downtime and eliminated risk involved to rebuild critical pieces of equipment.  During emergency rebuild we are down 2 days rather than 2 weeks.
Manage People and Projects
• Successfully led refurbishment campaign on all three extruder gearboxes.  Pro–active rebuild of  gearboxes puts downtime at two days rather than two weeks.
• Reallocated resources during two–week annual shutdown so that no down time was encountered and all projects finished on time.
Extrapolate Essential Data
• Proved that product quality issue was not due to equipment processing parameters.  Product design team discovered fault in their test methods.
• Evaluated trends of real time data on AFG grinder.  Proactive identification of problem prevented  coarse particle contamination.
Utilize Subject Matter Expertise to Influence Management Decisions
• Determined capital project would need to be undertaken pro–actively to avoid having to use our business resumption plan in the event of catastrophic failure.Company will save about 1 million dollars.
• Created viable process for extrusion, during new product development, with no start–up difficulties.
Effective Communication Throughout the Organization
• Implemented safety related information to senior staff, peers and subordinates.
• Frequently requested to explain processing issues involving  extruder and batching processes.  Provide technical information to senior management as well as operational information to the process operators and managers on the floor.

Experience

Senior Process Engineer / Technical Support, 2005 – Present
Zezee Corporation
Process Engineer / Technical Support, 2000 – 2005
Zezee Corporation
Technical Professional, 1997 – 2000
Halogen Energy Services





















































Education
BS  Chemical Engineering, 1996
University of Missouri – Rolla, Rolla, MO
Graduate level coursework towards an MBA with Financial Emphasis
Organizational Communication, The Economic Environment, Management of Organizational Behavior, Accounting & Finance Environment, Marketing Management, Human Resource Management and Administration, Legal Environment of Management, Ethics & Management from a Christian Perspective, Strategic Management, Management Seminar – Entrepreneurship, Managerial Accounting
Southern Nazarene University, Bethany, OK

Professional Development
Xerox – Lean Six Sigma Yellow Belt
Xerox Corporation
ISO 9001:2000 – Internal Audits for Organizational Success
Paradigms, Inc.



















COVER LETTERS
     ​In many job applications, you attach an application letter to your resume. Actually, the letter comes before the resume.
    ​The role of the application letter is to draw a clear connection between the job you are seeking and your qualifications listed in the resume. To put it another way, the letter matches the requirements of the job with your qualifications, emphasising how you are right for that job. The application letter is not a lengthy summary of the resume — not at all. It selectively mentions information in the resume, as appropriate. Employers receive hundreds of letters and resumes for each advertised position vacancy. Your letter, therefore, will have to be well written and designed to attract attention in a positive way in order to receive a favorable response.
    ​Your cover letter should communicate something personal about you along with information that is specific for the division or company to which the letter is being sent. This lets the reader know that you have spent some time researching the organization and writing a personal letter.
     ​Your resume and cover letter must be individually written and originally typed, single spaced on a good quality paper matching the paper used in your resume. The cover letter should be one page in length and addressed to a specific individual in charge of the department or unit in which you want to work or to human resources department. Different employers handle resumes differently and you might want to try writing to both.

Common Sections in Application Letters
    ​Introductory paragraph. This first paragraph of the application letter is the most important; it sets everything up — the tone, focus, as well as your most important qualification. A typical problem in the introductory paragraph involves diving directly into work and educational experience. Bad idea! A better idea is to do something like the following:
− State the purpose of the letter — to inquire about an employment opportunity.
− Indicate the source of your information about the job — newspaper advertisement, a personal contact, or another.
− State one eye–catching, attention–getting thing about yourself in relation to the job or to the employer that will cause the reader to want to continue.
And you try to do all things like these in the space of a very short paragraph — no more than 4 to 5 lines of the standard business letter.
    ​Main body paragraphs. State why you are interested in the position, the company, its products or services, and, above all, indicate what you can do for the employer. In the main parts of the application letter, you present your work experience, education, training – whatever makes that connection between you and the job you are seeking. Remember that this is the most important job you have to do in this letter — to enable the reader see the match between your qualifications and the requirements for the job.
There are two common ways to present this information:
− Functional approach — This one presents education in one section, and work experience in the other. If there was military experience, that might go in another section. Whichever of these sections contains your "best stuff" should come first, after the introduction.
− Thematic approach — This one divides experience and education into groups such as "management," "technical," "financial," and so on and then discusses your work and education related to them in separate paragraphs.

    ​Of course, the letter is not exhaustive or complete about your background — it highlights just those aspects of your background that make the connection with the job you are seeking.
    ​Another section worth considering for the main body of the application letter is one in which you discuss your goals, objectives — the focus of your career — what you are doing, or want to do professionally. A paragraph like this is particularly good for people just starting their careers, when there is not much to put in the letter. Of course, be careful about loading a paragraph like this with "sweet nothings." For example, "I am seeking a challenging, rewarding career with a dynamic upscale company where I will have ample room for professional and personal growth" — come on! You might as well say, "I want to be happy, well–paid, and well–fed."

    ​Closing paragraph. In the last paragraph of the application letter, you can indicate how the prospective employer can get in touch with you and when the best times for an interview are. This is the place to urge that prospective employer to contact you to arrange an interview.
• Please let me know if there are any other details you need. Meanwhile, I look forward to hearing from you.
• I hope to hear from you in due course. Please let me know if you would like further information about me.
• I will be able to give you more detailed information at an interview, and look forward to seeing you.

Background Details in the Application Letter
    ​One of the best ways to make an application letter great is to work in details, examples, specifics about related aspects of your educational and employment background. Yes, if the resume is attached, readers can see all that details there. However, a letter that is overly general and vague might generate so little interest that the reader might not even care to turn to the resume.
    ​In the application letter, you work in selective detail that makes your letter stand out, makes it memorable, and substantiates the claims you make about your skills and experience. Take a look at this example, which is rather lacking in specifics:
As for my experience working with people with developmental disabilities, I have worked and volunteered at various rehabilitation hospitals and agencies in Austin and Houston [say which ones to inject more detail into this letter]. I have received training [where? certificates?] in supervising patients and assisting with physical and social therapy. Currently, I am volunteering at St. David's Hospital [doing what?] to continue my education in aiding people with developmental disabilities.





        Now take a look at the revision:

    As for my experience working with people with developmental disabilities, I have worked and volunteered at Cypress Creek Hospital in Houston and Capital Area Easter Seals/ Rehabilitation Centre and Health South Rehabilitation Hospital in Austin. I have received CPR, First Aid, and Crisis Intervention certificates from Cypress Creek Hospital. Currently, I am volunteering at St. David's Hospital assisting with physical therapy to people with developmental disabilities in the aquatics department.









    ​If you have had more than one job, you could explain why you left each position. This is often left for an interview. But you should never use explanations such as leaving for more money, better fringe benefits, advantages besides salary, e.g. better pension, health scheme, social facilities, car, or conditions. Whether it is justified or not, employers do not like to feel staff leave companies for these reasons. You should also not state you were bored with the work you were doing, after all, you accepted the job; and never criticize the firm you worked for, the products or services they offered, or staff you worked with. Explanation for leaving a company could include the following:
• I left (name of firm) in (date) as (new employer) offered me a chance to use my (skills or specialized knowledge, e.g. languages, knowledge of computers etc.)…
• In 19– I was offered a chance to join (name of company) where there was an opportunity for me to gain more experience in ………
• I was offered promotion (a chance to advance) by (name of company) in (date) and therefore left (company) as this meant I could (explanation)………
• I joined (name of company) in (date) as they offered an opportunity for advancement, being a much lager concern.

    ​All companies will want to know why you applying for a particular position. This not only means explaining why you want the job but why you think your particular skills and experience would be valuable to the firm.
• I am particularly interested in the position you offer as I know my previous experience and academic background would be valuable in this area of (engineering, teaching, accountancy, etc.)
• I am sure I would be successful in this post as I have now gained the experience and skills that are required.
• As (title of post) I know my background in (area of work) would prove valuable to you, especially as I have been dealing with (explanation)………
• This position would require someone who has extensive experience of (area of work) which I have gained both academically and commercially at (college and companies).

Useful Key Phrases:
• Please accept this letter as an expression of interest in the position of...
• I am writing to you in response to your advertisement for...
• I have enclosed a copy of my resume for your review.
• As you can see from my enclosed resume, my experience and qualifications match this position's   requirements.
• ...and believe I possess the right combination of…skills.
• My current position .... has provided the opportunity to ...
• I would like to point out...
• During ...., I improved (furthered, extended, etc.) my knowledge of...,
• I would welcome the opportunity to personally discuss my potential contributions to your company with you.
• I look forward to an opportunity to speak with you in person. (OR to speak with you personally)
• With reference to your advertisement in “The Times” of January 4th, I would like to apply for the position of … in your company.
• I recently heard from … that there is a vacancy in your … department.
• Please refer to the enclosed curriculum vitae for further particulars.
• I am used to working on my own.
• I would like the opportunity to work on my own initiative and to take on a certain amount of responsibility.
• During training for my present job I took courses in marketing and sales promotion.
• In view of my qualification, I would expect a salary of about …
• I am at present earning … per annum.
• The company with which I am employed at present does not, I feel, offer me enough scope to develop my own ideas.
• Since my present position offers little prospects for advancement, I would prefer to be employed in an expanding organization such as yours.

Exercise 28
Consider the following samples of application letters:

Dear Mr.Smith:

I am writing to you in response to your advertisement for a Legal Assistant specializing in Port Regulatory Law, which appeared in the Seattle Times on Sunday, June 15. As you can see from my enclosed resume, my experience and qualifications match this position's requirements.
I especially would like to point out that I graduated Cum Laude from The University of Tacoma and was hired directly upon graduation due to my expertise in port authority regulations.
During the four years that I worked for Shoreman and Co., I further deepened my knowledge of the fast changing regulatory laws in our state. My employer also thought highly enough of my abilities to promote me to head legal researcher after my first year of employment.
I look forward to an opportunity to personally discuss the position with you. I will call you within the next five days to arrange an interview.

Sincerely,
Richard Brown
Enclosure














Dear Mr. Trimm:

Please accept this letter as an expression of interest in the position of Areas Sales Manager .
I have enclosed a copy of my resume for your review. I am familiar with the requirements for success in the Sales profession and believe I possess the right combination of marketing and management skills.
My current position coordinating two local area sales teams has provided the opportunity to work in a high–pressure, team environment, where it is essential to be able to work closely with my colleagues in order to meet sales deadlines.
Thank you for your time and consideration. I would welcome an opportunity to personally discuss my potential contributions to your company with you. Please telephone me at (360) 352–0259 after 4.00 p.m. to suggest a time that we may meet. I look forward to your reply.

Sincerely,
Kenneth Beare
Encl.: resume























Exercise 29
Below you will see Maria Hernandez’s application letter and resume. The resume is written in an unusual form. Read and translate these two documents.

Maria Hernandez

598 North Avenue  ●  Lindenhurst, NY 11757
home: 631–555–0861  ●  cell: 631–555–5961
mhernandez@email.net
Dear Mr. Quinlan :

It was with great interest that I learned about your opening for a Sales–Service Representative for ABC Pharmaceutical Services. On your corporate web site, I noted that a key selling point for ABC is its’ strong commitment to customer service and value. Throughout my career, I have emphasized this same level of dedication to sales and service; thus, I feel that my skills and your organization’s goals are an ideal match.

Please allow me to reference some highlights from my career that may be of interest to you:
■ With Seaman Marketing Services, I leveraged supplier relationships to build our acetone and industrial alcohol business within the Far East market, leading to 5–figure profit gains and enhanced positioning;
■ With Widget Inc., I established a sales niche for industrial chemicals and plastics that brought in an average of $10,000 to $20,000 per week;
■ With Cargo International, I improved our customer service significantly by petitioning U.S. Customs to re–route specific deliveries to customer–designated locations, saving them approximately $1,000 in shipment costs.

In these examples, as well as throughout my career, I have met and exceeded expectations in sales and service objectives through an uncompromising focus on customer needs and relationship building. Now, I would like to do the same for your organization.

My résumé will provide additional details regarding my background and accomplishments. I would welcome the opportunity for a personal interview to discuss the results you can expect from me.
Thank you for your time and consideration.

Sincerely,
Maria Hernandez
Enc.: resume



Maria Hernandez

598 North Avenue  ●  Lindenhurst, NY 11757
home: 631–555–0861  ●  cell: 631–555–5961
mhernandez@email.net

SALES & MANAGEMENT CAREER PROFILE
Seeking to Transfer Broad–Based Skill Set, 15+ Years of Experience in Domestic/Global Markets, and Year–Over–Year Portfolio of Business Development Success into Sales/Management Position

Results–focused, quality–driven professional with extensive experience in business and operational development positions, demonstrating consistent achievement of objectives, strong sales and service skills, and dedication to organizational goals. Advanced presentation and relationship development abilities, with track record of generating multimillion–dollar business growth and engineering red–to–black profit turnarounds.

Exercise 30
Read and translate this application and curriculum vitae. Answer the questions.

​​20 Bright St.
​​​​Edinburgh
​​May 24, 1996
Recruitment and​
Training Manager​
W.&T. Sales Limited​
21 Conduit ST.
London W.1​
England

In reply to your advertisement in today’s “Daily Telegraph”, I am interested in becoming a salesman for your company.

As you can see from the enclosed CV, I have some previous selling experience in various and very competitive fields of medication and cosmetics. However I would like to change to industrial products since I believe they offer a greater potential. Your 6 months’ training scheme should certainly help me devote my abilities to your company particularly since my educational qualification is higher than that you require.

My present position is subject to one month’s notice, after which I would be able to train in London and, if necessary, relocate to any part of the country. I’m looking forward to a personal meeting.
I thank you for considering my application.

Yours faithfully,
Peter S.Green

Enc. Curriculum Vitae



CURRICULUM VITAE (RESUME)
NAME: Peter S.Green
ADDRESS: 20 Bright St., Edinburgh
PHONE: 000 333 011

OBJECTIVE: A position of a salesman

EDUCATION: Dundee University
​              Bachelor’s degree in Chemistry

WORK
EXPERIENCE:  1992 – 1996 Sales assistant with General Medicines Ltd.
​  14 Castle Road, Edinburgh

SPECIAL QUALIFICATIONS: Have attended an evening course in Marketing and shall sit for
                                                    this examination next month.

HOBBIES & ACTIVITIES:  Theatre, music, tourism, sports

REFERENCES: Mr. John Brown
                          General Manager of General Medicines Ltd.
​               14 Castle Road, Edinburgh

1. How did Mr. Green get to know about the vacant position?
2. What is Mr. Green’s position now?
3. What is the name of the company he works for?
4. Why does he want to change the job?
5. Does the new company offer a special training scheme?
6. Where would he be able to train?
7. What is his objective?
8. Why is he sure that he can be a right person for the company?
9. Can he start the new work immediately?


Exercise 31
Sometimes companies ask for references from your previous places of employment or educational institutions. Here are two samples:

A.N.Y. Company Ltd
69 Any Street, Anyville, Anystate
Tel: 0123456789
To Whom It May Concern:

Reference for Mr James Blond

James Blond joined the A.N.Y. Company in July 1998. Since then he has proved to be a most reliable and effective member of the sales team.
James is professional and efficient in his approach to work and very well–liked by his colleagues and executive clients. He is well–presented and able to work both independently and as part of a team.
His contribution to all areas of company activity in which he has been involved has been much appreciated.
I believe that James will make a valuable addition to any organization that he may join. We deeply regret his decision to move on and I recommend him without hesitation.
I would gladly answer any request for further information.
Sincerely,
Penny Farthing,
Managing Director


To Whom it May Concern:
The purpose of this letter is to recommend Karen Smith for employment as an office manager or related position.
Karen possesses excellent office and administrative skills necessary to administer a project, while gaining the acceptance of other office personnel. The work she produces is on–time and accurate. This has made Karen a valuable part of our management team. During her employment with us, we have acquired a larger percentage of clientele. I believe her good business skills and pleasant personality have helped our business grow.
During the last three years Karen has worked her way from clerical worker to part of our management team. This is due primarily to her ability to quickly comprehend difficult tasks. Karen is unique individual with a positive attitude, who can accept responsibility to complete a project with little oversight or direction. Her excellent secretarial skills and office administration skills make her a valuable asset. I would highly recommend her to any company seeking these qualities in an individual.
Sincerely,
Mr. Jason Jenken

You can be asked to give a recommendation for a company. Here is an example of such a recommendation:


To whom it may concern:
RE: Customer Reference – Fairmont Litho Arts Inc.
I have been asked to write this letter of reference because our company will no longer be operating its printing plant that has served Fairmont Litho Arts Inc. for more than a decade.
Fairmont Litho Arts has been one of our top customers for the past 12 years. Accordingly, I have no hesitation in recommending them as a company with which to do business.
In addition to doing business with his company for many years, I have known the president and founder of Litho Arts, Glenn Ralston, for over 25 years. We were classmates and teammates at McGill University in the late 1970s. Knowing him for so long I am quite comfortable in vouching for him as a great individual as well as a concerned and active citizen in this community.
As far as a company to do business with, Fairmont Litho Arts Inc. is one of the best that we have ever dealt with. Its practice has always been to pay our printing invoices within the 30–day time limit. We did significant amounts of business, especially during the past 5 years, and I cannot recall a late–payment situation involving that company. Billing disputes were rare, and those only required some minor additional documentation for clarification and resolution.
Fairmont was one of the best companies that I have ever dealt with from a change–order and work scheduling perspective. We maintained close communication with the company's production people and they always kept us apprised of their upcoming workload. Thus, scheduling jobs on our presses was never a problem. In addition, Fairmont's graphics people always provided us with high quality finished artwork, and it was unusual for additional changes to be made after the plates had been produced.
Based on our experience, any printing company should be very pleased to be the one that Fairmont Litho Arts selects to do business with once we have closed our doors.
Sincerely,






























Exercise 32
If your prospective employer got interested in you, you will be invited for an interview. Here is an example of a letter of invitation.
International Computing Services plc
City Road, London ECS 4HU
Telephone: (071) 625 4443 (10 lines)     Fax: (071)16253012/3108     Telex: 295386

​​29th June 19—
Dear Ms Brice,
Thank you for your application of June 18 for the post of Personal Assistant to Ms Frances Newman, our Sales Director.
Ms Newman has asked me to write to you inviting you for an interview at 15.00, on Thursday 12 July 19—.
Please come to the reception on the ground floor at the above address and ask for me, and I will meet you,
Please bring with you any certificates, diplomas, or references that you have. Meanwhile, would you phone me on Ext. 217 to confirm that you will be able to attend the interview.
I look forward to hearing from you.
Yours sincerely,

Anne Levin (Mrs)
pp Frances Newman
Sales Director


















Exercise 33
The interview for a job is a crucial point in the process of applying for a job. If you pass the interview successfully you will get the job. After the interview you should take the next step and write a letter to your employer thanking him/her for the opportunity to discuss you possible contribution to the company . Below you will find the samples of such letters.

Thank You Letter
Dear Mr. Smith:
Just a note to say thank you for giving me the opportunity to interview with your company for the position of loss control specialist. I enjoyed our conversation and feel my experience and education would complement Raymond Kate Associates. I look forward to being able to put my extensive knowledge and experience of working with environmental protection agencies to bring about effective safety programs to your company.
As we discussed I have enclosed 3 letters of recommendation from my professional acquaintances. In addition, I am also enclosing some of the safety programs I designed so you can see first hand the type of work I am capable of performing to bring about the successful safety programs the government requires in organizations today.
Again, thank you for your time. I am looking forward to hearing from you soon.
Sincerely,
Bill J. Doe















Offering a position
    Letters to successful applicants can vary in length and detail depending on the type of post, whether the company has a standard printed contract, or if the position is so specialized that they need to give details of the terms of employment.
Openings
• We are pleased to inform you that you were successful in your interview for (title) which you attended on (date).
• Thank you for seeing us on (date). We are prepared to offer you the position of (title) which you applied for.
• I am pleased to tell you that we are offering you the post of (title) which we discussed at your interview on (date).
• The selection board have approved of your appointment as (title).
• The bank has agreed to accept you for the post of trainee subject to the usual references.
Details
• As we discussed at your interview, your duties will include... Working hours are from 09.00 to 17.00, Monday to Friday, and overtime will be paid at time–and–a–half rates. You are entitled to all Bank Holidays, plus three weeks' vacation after one year's service. There is a Staff Contributory Pension Scheme, which you will be eligible to join after your first year of employment.
• Two weeks' notice of termination of employment is required by both you and the company.
• Enclosed with this letter you will find full details of your conditions and terms of employment. Please read these carefully and if you have any questions, contact me as soon as possible.
• Would you please check the following which was agreed at your interview:
Title: Maintenance Engineer.
Commence: 8.30, Monday 9th March 19—.
Duties: Servicing all company products.
Hours: 8.30 a.m. to 6.00p.m.
Days: Monday to Friday.
Holidays: You will be allowed 3 weeks annual leave, time at discretion Supervisor, plus all Public Holidays.
Sick leave: Ten days per annum.
Annual Pay: £12,000.
Overtime: Time–and–a–half. Double time for Public Holidays.
Pension: Non–Contributory Pension Scheme at 7% of annual pay.
Benefits: Subsidized staff canteen. Social Club. Full use of company vehicle.
Notice: One month's notice either side.
• Your traineeship will commence on Monday, 14 November and terminate on Friday, 11 October 19—. Although this is a temporary position, you will be subject to all the terms and conditions of a full–time bank employee in the Securities Department, for details of this, see Mitchell Hill Employee's Guide, where pages 15 to 18 mostly concern you.

Close
Generally, a company will welcome the new employee, possibly inviting questions about the terms and conditions of employment (if anything is not clear), and ask for written confirmation of acceptance. In the UK, the law demands that firms offer contracts of employment, and these are often sent with letters offering a job, asking the applicant to sign one copy and return it with their confirmation.
• I look forward to seeing you in my office at 09.00 a.m. on Monday 10 January 19—. If there are any questions concerning the enclosed conditions, please contact me immediately. Otherwise, return the enclosed Contract of Employment, signed, with your letter of acceptance.
• Your Contract of Employment is attached to this letter. Please will you sign one copy and return it to the Personnel Officer, Mr T. Wright, with a note confirming you have accepted the position. I will see you at 08.00 on Monday 9th March, when I can welcome you to the organization and give you details of your duties.
• Please meet me at my office in the bank at 08.30 on Monday 14 November, so I can introduce you to the other members of staff, and Mr Jenson, who you will be working with. If there is anything in the handbook you do not understand about your conditions of employment, please let me know as soon as possible.

Exercise 34
Read and translate the letter offering position, answer the questions.
International Computing Services plc
City Road, London EC3 4HJ
Telephone: (071) 625 4443      Fax: (071 )6253012/3108     Telex: 295386
​
Ms Carol Bnce ​Date: 2S July 19—
25 Westbound Road
Borehamwood ​Your ref: ​
Herts ​Our ref: KH 30S/9

WD6 1DX

Dear Ms Brice,
I am writing on behalf of Ms Frances Newman to tell you that you were successful in your interview on 12 July for the post of Personal Assistant.
Your duties will commence at 09.00 on 10 October 19—, but we would appreciate it if you could arrive at 08.30, so that we can introduce you to the staff, and acquaint you with office procedures.
Full details of your terms of employment are on pp 9–14 of our employees handbook, ICS 661, but, as we discussed at the interview, your hours will be subject to requirement, and no overtime will be paid. This is compensated for by an annual bonus paid to administrative staff, based on annual profits.
Your starting salary will be £16,000, with annual increments of 9 per cent in the first three years, and subject to negotiation thereafter. During this period you will be allowed three weeks' vacation a year, and four weeks after three years, rising to a maximum of six weeks. In addition to the listed above you will be eligible to fringe benefits, which include a Non–Contributory Pension Scheme at 8% of your gross salary; free medical insurance; staff discounts on our products, etc.,
Please look at the relevant sections of the handbook carefully, and if you have any queries, contact me.
I look forward to welcoming you to the company, meanwhile, would you sign one of the two copies of the Contract of Employment enclosed and return it to Mrs J. Hastings, Personnel Officer, at the above address, with your confirmation accepting the post.

Yours sincerely,

Anne Levin (Mrs)
pp Frances Newman (Director)
























1. Which job has Ms Brice been selected for?
2. Why does she need to come to the office early?
3. Where will she find information about her conditions of employment?
4. When does this firm offer pay rises?
5. What must she do when she confirms she will take the job?
6. Does the firm offer anything else besides a salary?
7. Which words in the letter correspond to the following: become familiar, to work when needed; increases; benefits besides salary; money taken off purchases by employees; questions?


Exercise 35
After you have received an official written response from your prospective employee your should write a letter of acceptance or a letter of rejection. Below you will find the samples of such letters.
Sample Acceptance Letter
Chris Martin
1629 W. Cumberland Ave.
Knoxville, TN 37916 ​June 11, 2000​
John Andrews
Kansas Oil Company
P.O. Box 253
Wichita, KA 23543
Dear Mr. Andrews,
Thank you for your letter dated June 10, 2000 offering my employment with your company.
I am looking forward to beginning work with Kansas Oil Company in July. Please convey my thanks to the numerous people with whom I interviewed, and who helped me with the interview process on March 26th. As mentioned in your letter, I will call to make arrangements for my new employee orientation on July 1, 2000.
I appreciate your offer and assistance. I look forward to working with you soon.

Sincerely,
Chris Martin

Sample Rejection Letter
Mr. John Doe ​April 13, 2000
Director, Library Services
Department of Interior
100 Monument Ave.
Richmond, VA 24557
Dear Mr. Doe:
Thank you for the offer that you extended for a position as a research assistant in the Department of Interior extension library. The offer was very attractive, and I had much to consider in reaching my decision.
Unfortunately, I am declining your offer to take a position as researcher at the Library of Congress. Their specialized resources and location in Washington, where my family resides, were the deciding factors in this difficult decision.
I appreciate your interest in me and wish to express again my gratitude for your courtesy and consideration.
Sincerely,















Turning down an applicant
    There are various reasons why a company may not offer a candidate a job, and these include lack of qualifications, competence, i.e. they do not think the applicant has the ability or experience to handle the post, or there are too many applicants of similar qualifications and ability, so the company makes a choice based on nothing more than the personality of the interviewee at the time of selection. Therefore, how you present yourself at an interview is as important as how you present yourself in your application. It is worth noting that it is rare for a candidate to be told why he or she has been refused.
• Thank you for attending our selection board on (date), but we regret to tell you that you were not successful in your application. We hope you will be able to secure a position in the near future.
• We regret to tell you that we are not able to offer you the post of (title) which you applied for on (date). We hope you will soon find the position you are looking for.
• We are sorry to say that we are unable to offer you the position of (title) for which you were interviewed on (date), and hope you will be more successful in the future.
• We have decided not to accept any applicants who were interviewed for the post of (title), and are readvertising the vacancy.


Exercise 36
Choose the best words from the options in brackets to complete the job advertisement below.
Bilingual Secretary for

INTERNATIONAL  PUBLISHING LTD
60 Girton Street . Cambridge CB2 3EU

We are looking for someone with 1(current, fluent, spoken) English and Italian, and preferably another language, such as French or German. The 2(secretary, interviewee, applicant) should have at least two years' secretarial 3(work, experience, employment). Office skills such as typing, word processing, and shorthand would be a(n) 4(advantage, benefit, addition).

The work 5(consists, contains, includes) customer liaison, and 6(doing, making, acting) as an interpreter for the Assistant Manager, both here and elsewhere in Europe. The successful candidate will also be expected to proof–read manuscripts in English and Italian. In addition to this, he / she will be expected to carry out the usual secretarial 7(work, duties, employment).

For a(n) 8(application form, c.v., interview), phone Paula Prentiss, the Personnel Manager, on (0223) 6814, Ext. 412, quoting 9(number, reference, figure) PP 391.



Exercise 29
Translate from Russian into English.
1. иметь право на дополнительные льготы/ be eligible to fringe benefits.
2. Сверхурочная работа будет оплачиваться в полуторном размере/ overtime will be paid at time–and–a–half rates.
3. право на 3 недели отпуска в год, время по усмотрению супервайзера, с увеличением до максимума в 6 недель/ 3 weeks annual leave, time at discretion Supervisor, with an increase to a maximum of 6 weeks
4. ежегодная прибыль/ annual profits
5. ежегодные увеличения на 9% в первые три года / annual increments of 9 per cent in the first three years
6. иметь право на все банковские праздники, плюс 3-х недельный отпуск после одного года службы/ to be entitled to all Bank Holidays, plus three weeks' vacation after one year's service.
7. одобрять назначение в качестве начальника отдела кадров, при условии стандартных рекомендаций/ to the usual references
8. предлагать должность личного помощника директора по продажам/ to offer the post of Personal Assistant to Sales Director
9. быть успешным на интервью на должность менеджера по маркетингу/ be successful in an interview for the position of Marketing Manager
10. двух недельное уведомление о прекращении найма/ Two weeks' notice of termination of employment
11. Ваша стажировка начнется в понедельник и закончится в пятницу. / Your traineeship will commence on Monday and terminate on Friday.
12. На вас будут распространяться все условия как на штатного сотрудника банка./ , you will be subject to all the terms and conditions of a full–time bank employee

Exercise 30
Use proper prepositions to complete the phrases.
1. The selection board have approved  OF__ your appointment as (title).
2. The bank has agreed to accept you _FOR__ the post of trainee subject __TO__ the usual references.
3. Although this is a temporary position, you will be subject __TO__ all the terms and conditions of a full–time bank employee __IN__ the Securities Department.
4. I look forward __TO_ seeing you IN_ my office _AT_ 09.00 a.m. on Monday 10 January 20—.
5. Your Contract of Employment is attached __TO__ this letter.
6. I can introduce you __TO__ the other members of staff.
7. I am writing __ON__ behalf of Ms Frances Newman.
8. This is compensated __FOR__ __BY__ an annual bonus paid _TO___ administrative staff, based __ON__ annual profits.












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