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How to Write Job Application from Business Communication of SMU MBA

Thursday, April 28, 2011

Advancement in the career front is the most desired aspect of an individual’s life. Writing a job application is the first step towards such goal. A job application is nothing but a medium to sell your services. So it should show all qualities that are required by the buying agent i.e. the employer.

Normally a job application contains two parts: a converting letter and a Resume. It is also known as Bio-data or Curriculum Vitae. We will learn in detail the method of drafting in the covering letter and a Resume.

i) Covering Letter: This is the first paper that is read by a Personnel Manager which suggests to him whether you are fit or not for the requirements of his company. The covering letter will have the following elements.
a) The position you are applying for. You have to give the reference of the post that you have applied for. It is important to indicate where you came across the advertisement of the job vacancy. Your opening paragraph should be very effective to attract the employer’s interest in you.
b) Your interest in the job. You should indicate your keenness to get the job.
c) Your suitability for the job. Here you can give a brief about your experience and skills that make you fit for the job. Your most impressive details from the Resume may be included here.
d) A statement of your availability for interview.
e) Make sure you use good English and do the proof reading before you send the letter with the resume.

Structure of the Letter:

1) Address of the applicant and date: This is written on the top of the letter flush with the right margin. It may also be written on the left margin. The address is written first and after two line spaces the date is written. However, some may start with the date and then after two line spaces the address is written.
2) Salutation: Even if you know the name of the person whom you are addressing to, it is better to keep the salutation as ‘Dear Sir’ or Dear Sirs.’ If you know that you are writing to a lady, make it ‘Dear Madam’. This is typed two line spaces after the last line of the address written above.
3) Subject: It is better to write the subject which contains the vacancy you are applying for. This is written immediately below the salutation. Make it bold if you are printing it, or you should underline it in the case of written application.
4) Body: we have already discussed how to write a covering letter. You may follow those hints while writing the job application. Leave two line spaces after writing the subject to start the body of the letter.
5) Complimentary Close: You can follow the rules given in the unit ‘structure of business letter.’ Leave four spaces to sign in your name after the complimentary close.
6) Structure: After your signature don’t forget to write your full name clearly below it.
7) Enclosures: This is written two line spaces after writing your name. Write clearly all the documents that you are enclosing with your covering letter.

Check out this sample covering letter which may help you to make a start in writing impressing covering letters!

The chapter has been taken from SMU Business Communication book in the sequence of How to Write Accepting and Declining Invitations.

How to Write Accepting and Declining Invitations from Business Communication Book

Wednesday, April 20, 2011

It is good business etiquette to write any acceptance or declination of an invitation. This helps the host in arranging the seats for the invitees or makes any other business arrangements. As a rule, you can decide the formality or informality of the letter depending on the style of the invitation. You should be gracious when accepting the invitation. In the first paragraph you should thank the person/organization that has invited you. In brief, identify the subject of the invitation. In other words, write in short that you are accepting. If you are accepting an invitation to a social event, express your anticipation that the event will be a success. Clarify any details about the event, if needed, such a date or time, location, dress, etc.

Even if you have to decline an invitation don’t forget to thank the person who was invited you. Be clear while stating that you are not accepting the invitation. Also, briefly write the reason for declining the offer. Given below is a sample letter where the writer declines the offer made in the previous letter. Note that though the letter is declining the business offer, it is written in a positive note suggesting chances of business in the future.

Date: 20th April, 2011

Dear, Mr. Keith

Thank you for inviting us to The Conference Room of your prestigious hotel, Valley View, for review and evaluation.

Though we were impressed with the quality of your service, our marketing review committee has made the decision not avail the benefit of this type at the present time. Should our policies change in the future, we will consider your service as an advantage for our business.

Should you develop or wish to submit other services in the future that you feel may be of interest to us, please feel free to contact us.

Again, thank you for considering Sikkim Manipal University as a potential guest.

Thank You

Yours sincerely

Name

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The chapter has been taken from SMU Business Communication book. We already have shared our opinions about structure of business letter.

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