Business Correspondence-The Myth.

The myth about business correspondence is that it must be formal, standardized and often terse. The writer seems to transform him/herself from the personal to the institutional. Letters appear to be written from one “institution” to another rather than from person to person. This does nothing more than creates ineffective communication. It is important to develop a good writing style that not only reflects good grammar and sentence structure, but also gives the reader some insight into the personality of the writer. It is just as important, however, to be able to express yourself in clear, concise language so the reader knows exactly why you are writing.

This packet of information contains helpful hints and examples that you can use to create personalized, professional business letters. Drafting business correspondence may be different than the writing you do for classes. Use this packet and have your letter proofread by a career counselor to ensure that you are presenting yourself in the best possible light to employers. Types of business correspondence covered include: Cover Letters, Thank You Letters, Acceptance Letters, Rejection Letters, Withdrawal Letters.

Tips to follow.

There are lots of examples of cover letters out there. Many use gimmicks and advertising lingo to attract the readers’ attention. While all letters of application should be personalized to be effective, the best letters follow certain basic principles. Many letters are disqualified or discarded because of minor details. Please note the following points:

GENERAL GUIDELINES

· Use professional business letter format.

· Type all letters on good quality business stationery, preferably matching your resume paper.

· Use either block style or modified block style; do not use a memo format.

· Use black ink only.

· Use standard, easy-to-read fonts such as Times New Roman or Arial.

· Use the same paper and font as your resume.

· Limit your letter to one page, usually three or four paragraphs.

· Write in your own words, using your own style.

· Address cover letters to a specific person.

· Call if you do not have a contact person.

· Avoid sending letters to “Human Resources Manager” or “Hiring Coordinator.”

· Confirm gender on ambiguous names (Chris, Kelly, etc).

· Do not rehash the entire resume; instead, elaborate on specific points of particular interest to the employer.

· Refer the reader to your resume for additional information.

· Make it easy to read; use spell check and grammar check.

· Use professional writing style (i.e. do not use contractions, slang, etc.).

· Language should be polite and to the point.

· Make the format and layout attractive; center the letter on the page; allow ample margins; make it appealing to look at and inviting to the reader.

· Watch your sentence structure; proofread the letter several times to be sure you are saying what you want to say.

· Make sure you sign all your letters in blue or black ink.

· Be sure to sign the letter before you mail it.

· Type, not handwrite, addresses on envelopes.

· Proofread your letters carefully.

· Avoid simply using photocopied “To Whom It May Concern” letters.

· Don’t forget to send a cover letter with a resume and vice versa!

· Don’t rush the cover letter process.

· Many people find that writing a cover letter is more difficult than writing a resume.

· Let someone in Career Services proofread drafts of your cover letter.

· Do not send photocopies or generic letters; you can create a model letter which can be used many times with slight revisions.

· Do not e-mail or fax any business correspondence (resumes, applications, letters, etc.) unless you are specifically asked to do so. Even then, follow it up with a hard copy in the mail.

· Use envelopes that match your paper.

· It is recommended buying large envelopes (9x12) instead of matching business envelopes. That way you can mail your resume and cover letter without having to fold or crease them in any way. Be sure to add the extra postage for a large envelope.

· Keep copies of all correspondence with employers.

· Use a laser printer.

· Close each letter with an appropriate salutation such as Sincerely, Cordially, Gratefully, Best regards, etc.

 

Remember that your letters represent you and may leave a lasting impression on the reader. It is very important to develop good letter writing skills.

Active Vocabulary

to seek - шукати, розшукувати

vast - широкий, безкрайній, просторий, численний, величезний

expansion - розширення, розтягнення, експансія, простір

to be in demand – бути у побуті

supply - постачання; поставка

to confine - обмежувати

to scatter - розкидати, розсипати

goodwill - доброзичливість

to enhance - збільшувати, посилювати;

clearance sale - розпродаж

cordial relations – щирі відносини

evidence - очевидність; підстава; доказ

competing products – конкуруючі продукти

prevailing - переважний, домінуючий, поширений, прийнятий

market activities – ринкова діяльність

to enquire - запитувати, робити запит; розслідувати

to flip over – гортати (сторінки); to flip – ударити

extend of experience – поширювати досвід

the cover letter – супровідний лист

objective - мета; прагнення, ціль

skills - уміння

to assess - оцінювати

junk - непотріб, брухт, утиль; мотлох

to highlight - висвітлювати

to grant – давати, погоджуватися, дозволяти

to spark – іскритися, запалювати іскрою, іскрити, спалахувати

terse - стислий, короткий (про стиль); виразний

hint - натяк

to draft - робити креслення, накреслити; складати план (документ, законопроект тощо); приготувати чернетку

Thank You Letter - Лист подяки

Acceptance Letter - Лист прийняття; приймання

Rejection Letter – Лист Відмова

Withdrawal Letter - Лист відкликання; виведення

gimmick – трюк, засіб, хитрість

to disqualify - дискваліфікувати, визнавати (або робити) нездатним; визнавати (або робити) неправоздатним; позбавляти прав(а); робити непридатним; позбавляти можливості, забороняти

to discard – відмовитися, відкидати; залишати

font - шрифт

gender – рід, стать

ambiguous [æm'bɪgjuəs] - двозначний; неясний, невизначений; непевний; сумнівний

to rehash – перефразувати, переробляти; перекроювати; переказувати

to elaborate - детально розробляти

to refer - стосуватися, посилатися (на когось, на щось - to), приписувати (чомусь), пояснювати (чимсь), відсилати, надсилати (до когось, до чогось - to); направляти

ample margins – просторі (достатні) поля

to appeal - апелювати, звертатися, закликати (до - to) to appeal посилатися

to proofread – перечитувати, коригувати

to sign - підписати

generic letter - загальна літера

slight revision – легка перевірка

to fold – складати, згинати

to crease - зім'яти

the extra postage - додаткові поштові витрати

a lasting impression – незабутнє враження