Application and Appointment Letters

How to write an official application

Essentials of a good Application

  1. Always use good paper.
  2. Write application yourself.
  3. Use only one side of the paper.
  4. Address application correctly does not confuse post box no. with ‘Newspaper’ box no.
  5. Type application neatly.
  6. Give proper margins. Normally there should post more margins at the bottom than on the top.
  7. Arrange paragraphs systematically.
  8. If you are already working, never use the letterhead of that firm.
  9. The application should be so written that it stimulates enough interest and curiosity and creates a desire in the mind of the employer to see you personally.
  10. The application should induce a feeling of goodwill and friendliness in the prospective employer.
  11. Write respectfully and modestly but frankly, stating your qualification without boasting or under-rating.
  12. An application should be correct and tidy. There should be no mistakes concerning elements of grammar, spellings, and punctuations.
  13. Do not include any such thing in the application which might create an unfavorable reaction or be misunderstood or misconstrued.
  14. Your application should describe your personality clear and should be specific. It should not apply to any other person who may have similar qualifications and experience.
  15. Be brief but do not lose facts at the cost of briefness.
  16. Use headings capital words and underline important words and phrases to highlight your application.
  17. Show your confidence in being able to handle the job efficiently.
  18. Give your reason for wanting to leave your present position, if you are employed anywhere else, where necessary.
  19. Send application according to requirements of the employers thus where an application is required in a handwritten form, a typed application should never be sent and vice versa.
  20. Use good envelope for the application. As far as possible the envelope should be uniform with the application paper.
  21. Submit application immediately on publication of the advertisement.
  22. State when and where the advertisement appeared.
  23. Apply for every job for which you possess minimum qualification required and where you may be interested, even remotely.
  24. Never use carbon copies.
  25. Whenever a call is received, prepare yourself for appearing in the interview even if you may not be finally interested in that job. Every interview adds to your experience and you get some useful information which might help you in getting a good job subsequently.
  26. Where the advertiser does not give his address, i.e. invites application c/o box no. of a newspaper always address your application to the advertiser and not any other person.
  27. Applications should not be sent under book-post cover.
  28. Avoid using the postcard for writing applications.
  29. Do not apply for jobs for which you do not possess specific qualifications.
  30. Never suggest you are applying for the job because you are bored with present one.

Structure of an Application

An application consists of the following parts:

  1. The address of the writer.
  2. The date of writing the application.
  3. The name and address of the employer.
  4. The salutation.
  5. The introductory or opening paragraph.
  6. The body of the application.
  7. The concluding paragraph.
  8. The subscription.
  9. The signature.

 

  1. Address of the Writer

An application begins with the address of the writer and by far this is the most important part as the reply would be received only if the address is correct. It is, therefore, necessary for the writer to place his address in a conspicuous position so that the reader may be able to see it easily. The usual form of writing the address is the top right-hand corner. However, where an application is written on the prescribed form of the employer, it should be written only at the proper place provided for the same and not necessarily on the top right-hand corner. Similarly, where the application is written by giving suitable headings, the address should be written under its proper heading only.

  1. Date of the Application

It is always desirable to put the date on the application and put a correct date. The date should normally be written below the address on the top right-hand corner like-
165 G.G Road,
Manchester
Date:
Unless otherwise specified in the prescribed form of the employer.

  1. Name and address of the Employer

The name and address of the employer are equally important. This should generally be written above the salutation. Clear discrimination must be made in post box no and “Newspaper Box no. like:

  1. The Advertiser,

Postbox No. 04243
Manchester

  1. The Advertiser,

“The Times”
Box No. 05455
Manchester

  1. Salutation

Proper selection of the salutation is necessary distinction must be made between “Sir” and “Dear Sir”. “Sir is more formal than “Dear Sir” and as such it is always desirable to use “Sir” while addressing the applications to Government or public officials. In case of applications addressed to heads of business firms, it is always better to use “Dear Sir”. The salutation should appear tow/three lines below the name and address of the employer. Like:

  1. Estate Officer, Ministry of Transport,
    Manchester
    Sir,
  2.  The Advertiser,
    Strait Times,
    Box No. 05455
    Manchester
    Dear Sir,

The address to which an application is required to be addressed in case of government jobs is generally mentioned in the advertisement and where the address if care of (c/o) ‘Newspaper’ only, the salutation should be “Dear Sir”

  1. Introductory or Opening Paragraph

Much depends on your opening sentence. Your first sentence expresses your sense of writing ‘application and your general intelligence’. It should, therefore, be brilliant, convincing and striking, remember: “well begun is half done”. Wherever possible you can use such brilliant sentence, Like:-

“For the post of hotel Manager”: wait. Don’t put down this letter. If you do, you will miss the chance of a lifetime to hire a crack salesman.”

“For the post of Salesman”:- They licked plates clean! I know this for two reasons. First, taste tells me. Second, like the people in the fairy tale, my customers lick their plates clean!”

  • I wish to apply for the post of “Stenographer” in your firm, advertised in today’s “ The News”.
  • In response to your advertisement in this morning’s “The News”, I submit my application for the above mention post (mention the post against subject:- post of a scientific assistant) in the light of my qualifications and experience given below.
  • In reply to your advertisement in today’s “The News”. I request to be considered for the post of “Senior Clerk’ in your firm and as desired by you I give a short description of my qualifications, age, experience, etc.
  • Understanding that you require the services of an accounts clerk in your company, I wish to apply for the post in view of the following facts.
  • Having heard from one of my friends under your employ that you need an ‘Accounts Clerk’ in your office; I offer my services for the post and hope that you will give me an opportunity of proving my worth to you.
  • With reference to your Advertisement in “The News” dated the 15th June, (year) for the post of “Stenographer”. I beg to offer myself as a candidate for the same and submit the following for your kind consideration.
  • I wish to be considered as a candidate for the post of a ‘Traffic Manager’ Which I understood has fallen vacant in your office, recently.
  • I have been informed that you require the services of an experienced traveling salesman for your goods. I, therefore, take this opportunity of placing before you the following particulars regarding my qualifications, experience, age, etc. I hope you will appoint me as your traveling salesman.
  • I understand that there are a few vacancies for teachers in the Higher Secondary School, Manchester. I beg to apply for one of them.
  • With reference to your advertisement in the “Free Press” Dated 3rd April (Year), I beg to apply for the post of a General Clerk an opportunity that I have just been looking for because only yesterday my services have been terminated in the ABC Private Ltd. As I was the last hand to be employed and the management wanted to economies a little during the usually slack monsoon season.
  1. The body of the Application

Here a brief account of age, qualifications, experience, etc. is required to be given. The applicant should try to convince the employer about his suitability for the post. Mention may also be made of references to whom if the employer so desires, may contact to find out about the conduct and suitability of the candidate for the post.

While writing this part of the application the applicant should realize that his fitness or otherwise for the job would depend upon his age, qualification, and experience and as such these particulars must be carefully drafted and then written-read and re-read to avoid mistakes of any kind.

  • Age: Write only approximate age and not exact age in terms of years, months and days. Thus if the date of birth is 12th October 1978; and the date of sending application is 7th March 2005, the age should be written as 26 years, 4 months 27 days.
  • Education: Degrees closely related to the job advertised should appear first and prominently. Where job lays emphasis on some special background and mere mentioning of the degree will not give adequate clarification, then subjects studied for the degree should also be listed, e.g. for medical representative’s post-emphasis is placed on the scientific background. Supposing you are an MA and had studied science subjects for your bachelor’s degree, then you should list your qualifications asunder.

Education:-

  • Bachelor of Science (B.Sc.)

Subjects: – Botany, Chemistry, Zoology, English

  • A. Economics
  • Experience:  The present employer is generally interested in knowing what you have done recently. It is, therefore, desirable to write the details of your experience in the reverse order. You need not write your record in a chronological order unless you feel it useful, it is most important position had been prior to the last one, start with that. Similarly, if your experience at some previous job is better fitted to the advertised job requirements, put more emphasis there.

Following information, in brief, should be mentioned regarding experience:-

  • Name and address of Firm/Company employed.
  • Designation held.
  • Important duties and responsibilities.
  • Any special achievements.
  • Actual dates of employment.
  • Details of last salaries drawn (where necessary).

Reasons for termination of service or resignation should, in general, be ignored altogether. However, where necessary, they may be presented as “Firm closed business in the country due to import restriction.” “Resigned for better prospects” Company closed its business on completion of some particular venture etc.

  • Seminar and special training courses: State here brief details of postal tuitions courses attended, seminars attended and certificates obtained if any.
  • Prizes and merit scholarships: Give a brief account of prizes won for debated, sports, article writing, etc, and scholarship granted by schools, colleges, employers, etc.
  • Extra Curricular activates: In this column of the application give details of activities like membership/president ship/Secretaryship of any society, college union etc.
  • Journals and magazines: Mention here different journals and magazines to which you subscribe and which you read.
  • Registration: Certain professions e.g. doctors need the registration. In such cases, it is always desirable to mention this fact.
  • Association Membership: Membership of association like that of the Institute of cost and works accountants. Institute of engineers, etc. should be specified clearly.
  • Hobbies: Mention of hobbies is generally not necessary. However, where the hobbies have some relation with the job, the same may be mentioned in brief.
  • Travel: Taste for traveling and different areas where you have already traveled may be mentioned with advantage, where required.
  • Reference: References and testimonials are important because they express the opinion of others about the applicant’s suitability for a position. Therefore, where the applicant has got some previous employers, he should give reference to the previous employee. Otherwise, a reference to personal friends should be given.

Two or three references are generally sufficient. Hence, where the applicant has several references to choose from, his choice should fall on the best known among them, the fact that he can refer to well-known persons in his application gives him an advantage over those who mention less-know references. It is advisable to secure permission from the references before mentioning their names in the application.

  • Salary: As a general rule do not mention anything about present earning or salary expectation since there is always a danger of one’s being dropped out if that differs from the wishes of the employer. Even where the advertisement of the employer asks for mentioning salary expectations, it is sufficient to state that the matter can be discussed to mutual satisfaction during a personal interview.
  • Photograph: For certain jobs, e.g., salesman, receptionist, air-hostess, etc., the photograph is generally asked for by the advertiser to judge the personality of the candidate before calling him/her for an interview. Latest passport size photograph, in all such cases, should be affixed on the Application. The candidate himself of his own accord should generally avoid sending any photographs unless he feels that such a photograph will show his exception personality.
  • A mention may also be made about the following factors, where necessary:::
  1. Interest in going on tour.
  2. Willingness for serving anywhere in the country.
  3. Knowledge of foreign languages.
  4. Owning and driving a car, motorcycle or bicycle, etc.

 

  1. Concluding Paragraph

The concluding paragraph of the application is as important as the opening or introductory paragraph. Here, an assurance is generally given by the applicant that he would do his best to give entire satisfaction to the employer in case he is selected for the job. A request for an interview is also made in this paragraph. A few examples of closing paragraphs are given below:-

  • I shall do my best to please my officers with honest and hard work if selected for the post.
  • I shall be highly obliged if you could consider me for the post.
  • I assure you that I shall do my utmost to please you with my hard and honest work.
  • Should you be pleased to give me a chance, I assure you, Sir, that I will do my best to satisfy you in all ways.
  • Hoping for a favorable reply.
  • I trust you will grant me the favor of an interview.
  • I shall be glad to be favored with an interview at any time convenient to you.
  • In view of the facts mentioned above, I hope you will not deny me the chance to prove that I possess the requisite taste and spirit for reaching. I am just asking for a chance to be of use to my country and the nation.
  • Should you please call me for an interview, I shall be glad to give you any further information you may require.
  • I shall look forward eagerly to hearing from you.
  1. Subscription

The subscription should agree with the salutation. Thus, in case of letters addressed to Government or public officials, the usual subscription for the higher positions should be:-

I beg to remain,

Sir,

Yours faithfully,

In case of commercial firms “Yours faithfully,” or “Yours respectfully” is generally used.

  1. Signature

In the case of a typewritten application, the handwriting of the applicant will be judged for his/her signature only and as such special care must be taken in writing it as legibly as possible.

In case of the female candidate, the applicant should clearly state by writing the word Miss or Mrs. In brackets before her signature e.g., (Miss) Louis Mendes, (Mrs.) Mendes.

Types of Applications

All letters or applications may be divided into two categories, namely: – (1) Solicited and (2) Unsolicited and an applicant seeking a job may use one or both of them.

  1. Solicited Applications

A solicited letter of an application is one which is generally written in response to an advertisement from the employers. Following are a few examples of advertisements from the employers:-

  1. Wanted accounts officer on 3600-120-7300, knowledge of sales tax, income tax an asset, chartered accountant preferred. Apply ABC Garments manufacturing company, XYZ road, (City, State)
  2. Wanted experienced, part-time stenographer anytime between 10 A.M to 5 P.M for two hours. Apply with full particulars, copies of testimonials and minimum salary expected to Box No. 345, ABC Limited (City, State).
  3. Large foreign Shipping Corporation requires shipping assistant. Please apply in confidence giving full details salary/requirements etc. to Box No. 567 ABC Enterprises (City, State).
  4. Wanted experienced sales representatives to book orders for consumer products. Please apply Box No, 789 ABC private Limited Company (City, State).

The main advantage of such an application I that the applicant becomes sure about the existence of such a vacancy with the employer, besides, since the requirements of the employer regarding qualifications, experience and age etc. of the candidate are also given in the advertisements, it becomes easy for the applicant to apply only for the jobs to which his/her particulars will suit.

There is, however, one main disadvantage for such an application and that is that since the vacancy is advertised, there is always a rush of applications with the employers and hence the application of any applicant would be one of much such application, written in response to the advertisement. The applicant should, therefore, try to present his application better than average applications rather he should try to make it one of the best applications received by the employer.

  1. Unsolicited Applications

An unsolicited letter of an application is one which is a job which has not been advertised by the prospective employer.

This type of application has definitely one big advantage the application does not stand to competition to which an advertised job’s application stands. Besides the applicant can send similar applications to a number of employers at the same time, there are, however, two disadvantages also:- (1) it is possible that there may not be any post existing with the employer at all; (2) the writer must determine for himself the qualification in which the employer will be most interested.

Specimen Structure of an Application

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Specimen Structure of an Application

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