-Application Letters

An application letter is a business document, part of the important

correspondence between applicant and organization, firm or company,
institution or various boards and committees that publish a vacancy. It is a
paper frequently used in all levels of government, commerce, industry, and
academia. Students planning to correspond in any undertaking require the
understanding of the main points of a job application letter.
Writing a correct job application letter is a useful talent for anyone
planning to enter an administrative role in any industry or profession. In
order to write a job application letter in the most exact manner, the writer
must understand that letters employers are familiar with nowadays were
established gradually to become effectual, succinct and workable
documents.
A good job application letter addresses all the points stated in the job
advertisement. The manner in which a person responds to a commercial
announcement alerts recruiters and employers to their capacity, their level of
education, personality, and professionalism.
A standard, generic form for the letter of application is (1) to introduce
yourself, (2) to state briefly what you want, what position you are applying
for, (3) to state clearly why you are qualified for the position, (4) to
elaborate as to your special assets, why you are particularly well suited for
the job, (5) to highlight your most important training, experiences, skills and
accomplishments, and (6) to end with a compelling statement as to why the
employer ought to hire you.
Steps for Writing a Job Application Letter
The traditional format of a business letter applies to most job application
letters. The layout is the first thing noticed: those who receive business
letters such as covering letters for a job application expect them to be set out
in a specific way.

If everything is set out appropriately, the employer or recruiter

concentrates on the content and meaning.
If your arrangement on the sheet of paper seems incorrect, unusual or nontraditional, the prospective employer is distracted from the implicit message.
1.
2.
3.

Understand the format, and fill in the content according to that form.
Make a list of all the information to go in the letter.
Be brief, so the letter can fit onto a single page. Set out the text with wide
margins. Position your address, the employers address, and the subject of

4.
5.

the letter in the correct spaces. The subject must be centered at the top.
Start by stating the reason for the letter.
Contain the important parts in three paragraphs, to ensure the main points

6.

are clear,.
Most job application letters have no letterhead, because they originate
from an individual. So the message must be placed in the middle,
underneath the applicants address on the right, between a greeting and a

7.

salutation.
The greeting starts, Dear [Name]. Always address the employer by their

formal name. It is Dear Mr. Jones, not Dear Larry.

8. The salutation must be formal, such as Yours faithfully, or Yours
sincerely.
9. Type your full name in upper case below your legal signature.
10. Job application letters are customarily formatted in block style, without
indents, with all lines aligned left. Aligning all paragraphs to the left is more
legible than full justification.

Example Application Letter

April 2015
MS. PASSANA PONG
The Administrative Officer
The Royal Thai Embassy in Manila
Dear Ms. Pong:
I am a Communications graduate of the University of the PhilippinesDiliman with several years of working experience gained from some of the
Philippines reputable private firms, a non-governmental organization, and
government.
I am writing to apply for the position of Executive Assistant advertised on
jobstreet.com.ph on 10 May 2010. This position particularly interests me
because it would enable me to make full use of my administrative and
organizational skills. I have well-developed written and oral communication
skills that can be very useful in carrying out the duties for the abovementioned position.
On top of these competencies, I adhere to a work ethic and can effectively
interact with people across all levels of the organizational structure. I
believe I can be an asset to your organization.
My resume is enclosed with this cover letter. It shows my overall expertise
and experience in the field. I would welcome the opportunity to discuss my
suitability for the position and comply with your other requirements. I can
be contacted during working hours at (632) 857-0100 local 1101.
Thank you very much

-Inquiry Letter-

Be courteous. Remember, by making this request you are imposing on the

readers time and/or resources.
Dont send an inquiry letter for information you could easily find out by
other means, such as with a quick search on the Internet.
Your letter can be fairly short, but it should be long enough to adequately
explain what it is that you are inquiring about and what you want the reader
to do in response to your letter.
Generally, give at least a couple of weeks for the person, company, or
organization to respond to your inquiry before you send a follow-up letter or
make a follow-up phone call.
If appropriate, you may want to mention that you will keep confidential any
information provided. (This may increase the likelihood that the reader will
respond to your inquiry.)
Make it as easy as possible for the person to respond to your request. This
might mean offering to pay for any needed photocopies or mailing costs, or
perhaps including a self-addressed, stamped envelope; necessary forms,
questionnaires, or other documents; and so forth.
Make sure to include contact information so that the person can easily get
in touch with you if necessary, such as your cell or home phone number or
e-mail address.
When the person responds to your inquiry, it is a good idea to send a quick
note of thanks expressing your appreciation and telling how the information
helped (or can help) you. If appropriate, you may want to offer to return the
favor in the future.

How to respond to an inquiry letter:

Specifically indicate the inquiry that was made, as you understand it.

Express your appreciation for the persons interest.

If possible, personally respond to the inquiry. You might want to

include with your response letter any brochures, catalogs, reports, or
other helpful information available.

If appropriate, clearly describe any action you feel the person should
take and the reason(s) for such a recommendation. (However, you
may want to use caution because of any possible liability you might
incur for offering such advice.)

If you cannot personally answer the persons question, let him/her

know that you have contacted the person who can and that he/she
will shortly be in touch with the reader. If this is not possible,
express your regret for being unable to help the reader, and try to
find out for him/her the contact information for someone who can
help.

If appropriate, you might want to include additional information

about your organization, the products or services you sell, or the
subject matter of the inquiry, beyond the scope of the original
inquiry.

Close by saying that you would be happy to help the reader in the
future if he/she needs further assistance or by wishing him/her well
in his/her endeavor or project, etc.

Inquiry Letter Tips:

Begin your letter by stating who you are and giving your status or
position (such as student, researcher, interested consumer, etc.), and
tell how you found out about the individual or entity that you are
writing to.

Clearly state what it is that you are inquiring about and what you
would like the recipient of your letter to do. Make your inquiry as
specific as possible.

You might want to briefly explain the purpose of your letter or what
you hope to accomplish. Such an explanation may prompt the
recipient of your letter to act more quickly.

If appropriate, consider mentioning the letter recipients

qualifications for responding to your inquiry (this may prompt
him/her to act when he/she might otherwise be hesitant to do so). For
example, you could explain that you are writing to the reader
because she is a leader in her field and the accepted authority on the
subject you are interested in.

Include the date by which you need the information, services, etc.,
that you are requesting, and indicate that you await the readers
response.

Thank the person for his/her time.

Example Inquiry Letters

PT. LESTARI MAKMUR SEJAHTERA
Jalan cinta raya No. 14
MADIUN 11730
August 1st 2012
Dear Sirs,
Our company is a company that specializes in selling various leather
products such as leather wallets, leather shoes and so forth. We will soon
open several branches in various areas in Java. although we will open
branches in various regions, we would like distribution of goods to be
shipped for sale in our company running smoothly and the goods we sell
good quality goods with prices that can reach the surrounding community.
Some time ago we read a profile of your company, your company produces
goods in a newspaper. We are very interested to cooperate with your
company. Therefore we are very happy if your company is willing to send
the list of goods and price list production. If your company has regional
branches in Central Java and East Java, we also ask to include the address of
a branch office in your company so that later if your office area is very easy
walking distance from our company, we can order the goods from the
nearest branch office .
We also hope that your company can provide special offers for our
company. We are expecting a reply from you to cooperate with our
company.
Yours Faithfully,

-Complaint Letter

Include your name, address, and home and work phone numbers.

Type your letter if possible. If it is handwritten, make sure it is neat

and easy to read.

Make your letter brief and to the point. Include all important facts
about your purchase, including the date and place where you made
the purchase and any information you can give about the product or
service such as serial or model numbers or specific type of service.

State exactly what you want done about the problem and how long
you are willing to wait to get it resolved. Be reasonable.

Include all documents regarding your problem. Be sure to send

COPIES, not originals.

Avoid writing an angry, sarcastic, or threatening letter. The person

reading your letter probably was not responsible for your problem
but may be very helpful in resolving it.

Keep a copy of the letter for your records.

Example Complaint Letters

David Jones
123 Anywhere Street
Best Town, Best State 88888
1/1/2010
Mr. Bill Stevenson
President
Rain Gutters R Us
456 Somewhere Road
Best Town, Best State 88888
Dear Mr. Stevenson:
Your company recently installed rain gutters on my house in Country
Meadows. We paid $4545 for new gutters on every face of our two-story
home. The work took place on 10/2/2009. Attached is a copy of the invoice
showing the work was completed and paid in full.
We were very happy with the service we received and your crew was very
kind and professional. Unfortunately, during the heavy snow storm we had
last week, our new rain gutters on the north side of our house fell off. While
I am not an expert, it appears that several of the fasteners where
inadvertently left out during installation.
We ask that you send your crews back out to complete the job that was paid
for, replacing the gutters that have detached and inspecting the remainder of
the gutters for similar issues.

We look forward to hearing back from you in the next several days to
confirm when you will be returning. We expect to see your crew within the
next three weeks and will wait until then before contacting the state
contractors license board.
Feel free to contact me at (123) 456-7890 to schedule or visit or with any
questions or concerns.
Sincerely,
David Jones

-Purchase Order LetterAs per the life cycle of a product an enquiry about it does not always
end in a sale. Once a customer likes a product it results in a sale but only
through a verbal order or a written one. A Purchase Order is the document
that initiates the purchase and helps close the sale. In todays times of
multiple companiesavailable for all products, there is some amount of trust
in the customer and even a verbal confirmation of an order is acceptable.
But most of the times it is only against some advance.
A Purchase Order Letter is a document that confirms to the seller that the
customer in a specified time frame requires a particular quantity of the
product. Nowadays one company to the other confirming the order, which is
generally a bulk order, writes Purchase Order Letters or it is written by an
individual to a company again in the case of placing a bulk order.
DOS AND DONTS OF PURCHASE ORDER LETTER

A Purchase Order Letter should be written as soon as the decision

for the purchase has been made

The company with whom the order is being placed should be given
enough time to execute the order

The letter should clearly indicate the product code or item number,
the size and the quantities being ordered

The date when the Purchase Order Letter is being generated is very
important because that identifies when the order was placed

If the order is being placed by a company then it usually should be in

a Purchase Order format

The Purchase Order Letter should also indicate the date by when the
order is expected to be executed or delivered

The mode of delivery of the material should also be identified in the

letter

The letter should also carry the mode of payment by which the
payment will be made

If any advance has already been paid against the order, it must be
mentioned in the Purchase Order Letter

The address where the order has to be delivered should be very

clearly mentioned in the letter along with any landmarks, if any, to
locate the address

The Purchase Order Letter should give the details of the costing of
the price including taxes, etc so that there is no confusion while
making the payment

The name of the company or dealer with which the order is being
placed should be clearly written on the letter to avoid any
miscommunication of details

There is no scope for any grammatical or punctuation errors in the

Purchase Order Letter

The contents of the letter must be carefully read through to ensure

that the order details have been correctly mentioned

Example Purchase Order Latters

Cisitu Lama Street
Bandung
September 7, 2014
Subject: Puchase order for 500 pairs of shoes
Dear Sir or Madam
This is with reference to our meeting on September 3, 2014 when we visited
your factory in connection with purchase of shoes for our school children.
We are pleased to place an order for 500 pairs of black shoes item number
555 and size 34. We would appreciate if the order is delivered at the address
given below latest by September 26, 2014 so that we can start selling it to
children before the holiday.
The terms and conditions of the purchase order as follows:
1. Order for 500 pairs of black shoes with item number 555 and size 34.

2. Delivery will be made at the address mentioned below.

3. The order should be delivered latest by September 26, 2014.
4. 100% payment will be made on delivery.
5. If the order is not delivered by the due date, please consider it as
cancelled.
6. The price per pair, as mutually agreed, is IDR. 75,000 inclusive of all
taxes.
We hope to have a long business relationship with you.
Please feel free to contact the undersigned for any clarifications or
discrepancy in the order details.
Best regards,

DAFTAR PUSTAKA
http://mychocochips.blogspot.co.id/2012/11/definition-and-how-to-makeapplication.html
http://www.writeexpress.com/How-to-write-an-inquiry-letter.html
http://www.infoplease.com/ipa/A0002121.html
http://www.letters.org/order-letter/purchase-order-letter.html
http://www.vertex42.com/WordTemplates/complaint-letter.html