unique features and requirements in composing professional correspondence

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Unique Features and
Requirements in
Composing
Professional
Correspondence
Prepared by: Group 4

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There are letters for specific purposes that the students
need to learn. These letters serve as the writer’s
sales instrument of himself/herself conveying salable
information that would market him/her to the organization
or company he is applying. These letters are:
● Resumé
● Application for College Admission
● Application for Employment
● Various Forms of Office Correspondence

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Resumé
A structured, written summary of a person’s
education, employment background, job
qualifications and other data. It is a
form of advertisement, designed to help
get an interview.It is a highly
valuable tool to accompany a letter of
application.

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Resumé Content
A job objective should
state what the applicant
wants to do, the position
he/she is interested in
and should be employer–
focused.
01- Objective
Statement
(required)
03-Summary
/Profile (optional)
A summary includes a three or
four bulleted
statements highlighting
one’s skills, enticing the
reader to look at the rest of
the resumé. It
supports the objective.
Quantify the statements
whenever possible.
02– Education
(required)
Includes your full name,
permanent or temporary
address, phone number with
area code, as well as your
email address, at the top of
one’s resumé, so that it
stands out.

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Resumé Content
04- Work
Experience
06-
Interest(optional)
05-Relevant
Skills
This is an important
qualification in itself that
employers would see that the
applicant can get and hold a
job. The applicant should be
honest with the job he/she has
held; most employers conduct
candidate’s
backgrounds, so inaccuracy
is bound to show in the future.
Include computer skills,
communication skill
and language skills. Be
specific here. If you
can read, but not
speak a language, do
not claim proficiency.
Mention hobbies and athletic
participation that show a
balance of interest. Be
specific instead of just
writing
“reading” ”writing” “reading
foreign affairs”
.Such information is quite
useful to come employers
when personal qualities are
related to the job.

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Resumé Content
07-
References
Indicate that this is available
upon request. References
should be on a separate
paper.Include three reference
s and provide the following
information:
the person’s name, job title,
phone number, name and
address of the organization.
Do not put your references on
your resume.
Overall Tips
• Resumé should only be one page
•DO NOT use full sentences
•Quantify your experiences
•If early in academic career, include high school
information
• Check and recheck spelling and grammar
• Use high quality 8 ½ white or ivory paper
•Do not use abbreviations or acronyms
•Do not include salary information

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Application for College Admission
The letter that helps determine whether
or not you will be accepted into the
college of your choice is a big feat. The
admission process has increasingly become
more competitive. No specific writing
approach can promise that will get
admission.

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Some colleges require candidates to
submit a cover letter with their
application. Therefore, if you're pursuing a
postsecondary education, it's important to
know how to write a college application
cover letter. Having this knowledge can
put you at an advantage when you apply,
ensuring you meet the college's application
requirements.

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1. Write your name and street address
At the top of your cover letter, write your first and last name. On a
separate line include your street address, followed by your city, state
and zip code on another line.
2. Include the date
Below your contact information, write the date you plan on sending the
cover letter. Include the month, the day and the year. For example,
“May 02, 2023”
How to write an application letter for
college admission?

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3. Write the head of admission's name, the college's name and the
college's address
On a line below the date, write the first and last name of the school's head
of admissions. On the next line, include the name of the college. Follow the
name with its street address, city, state and zip code.
4. Include a salutation
Open your cover letter with a formal greeting such as "Dear." Follow it with
Mr. or Ms. and the last name of the admissions officer and a comma. For
example, "Dear Mr. Morrison," followed by a comma.

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5. State your purpose for applying to the school
Start with a sentence explaining the reason for your cover letter. In this
case, it would be to request admission to the school you're applying for.
Make sure to name the school and express your genuine interest in a
particular program they offer. Emphasize what their school offers that other
universities don't.
6. Explain why you want to attend their school
Below your introduction, write one or two paragraphs that detail your
academic and professional career goals and how their school can help you
achieve the latter. Express why you feel attending their school offers you
the best career path and opportunity for advancement in your chosen
profession.

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7. Write a conclusion
End your college application cover letter with a strong conclusion. Let
admissions officers know that you've included the other requested
documents with your application. In addition, let them know that you're
available should they have questions or need additional forms and that
you're looking forward to hearing from them. It's also important to thank
them for their time and for considering your application.
8. Include a sign-off
Below your conclusion, write a sign-off such as "Sincerely," followed by your
first and last name.

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[Your first name] [your last name]
[Your street address]
[City], [state] [zip code]
[Date]
[First and last name of the head of admissions]
[College name]
[College address]
[City], [state] [zip code]
Dear [Mr. or Ms.] [last name of the head of admissions]
This letter is a formal request for admission to [name of college or university]. Over
the past few years, I've researched many colleges that offer [type of degree]'s in [field of
study], but have ultimately chosen [name of college] because of its commitment to
[school's or program's goals, objective or mission]. Unlike other colleges, your program
[state what the program is about and how it differs from other college's offering a similar
program].
My application form and the requested documents are enclosed. I'm available for
additional questions and look forward to hearing from you soon. Thank you for your time
and consideration regarding my application.
Sincerely,
[Your first name] [your last name]
A college application cover
letter follows a similar
format to that of a business
cover letter. Not only does
keeping to a format make
your cover letter more
legible, but it also presents
your qualifications and
words in a professional
manner. Use this template
to help you format your
own college application
cover letter:

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Application for Employment
Its purpose is to obtain an interview. The letter,
therefore, should be persuasive. It should qualify
that he will want to talk with you and find
out more about you before he makes a
choice among applicants for the job.

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An application letter is important to include
when you're submitting your resume for a job.
This type of letter allows you to elaborate on
your qualifications and explains why you want
the position. A well-written application letter
can inspire hiring managers to call you for an
interview, propelling you forward in the
application process.

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How to write an application letter
Follow these steps to compose a compelling
application letter:
1. Research the company and job opening
Thoroughly research the company you're applying to and the specifications of the open
position. The more you know about the job, the better you can customize your application
letter. Look for details like:
● Recent awards the company has received
● Major accomplishments or distinguishers that set this business apart from competitors
● Specialized certifications, skills or knowledge that are necessary or helpful for the job
● The size of the company
● The company culture
● Charitable projects the company is involved with
● The name and title for the hiring manager

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2. Use a professional format
This letter should follow a professional format and include your
name, your contact information, the date and the company's
information. Begin with a professional salutation, such as "Dear
X," and address the hiring manager by name whenever
possible. If thorough research doesn't yield the hiring
manager's name, you may use "Dear [Department] Hiring
Manager," to address your recipient.

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3. State the position you're applying for
Open the letter with a clear statement about the position you are
applying for. Mention the company by name. You may want to
specify where you saw the job posting. If you were referred by
someone at the company, be sure to include their name and
position.
4. Explain why you're the best fit for the job
In one or two impactful sentences, explain why you're the best fit for
this job opening. Provide clear details regarding your experience,
skills, education or certifications.

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5. Summarize your qualifications
Mention the top qualifications that make you a good fit for the job.
Provide a brief summary of your background that highlights the most
important points from your resume. Consider what you want the
hiring manager to know first. The reader will likely read your cover
letter before reviewing your application, so this is your opportunity to
make a compelling argument for why the reader should review your
resume.

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6. Mention why you want the job
Include a personal statement about why you want this position.
You've already explained why the company should want you. This
section details why you have chosen this company and what excites
you most about this job opportunity.
7. Include a professional closing
Thank the reader for reviewing your letter, reference your resume
and any other attached documents and offer to provide additional
information as needed. Mention that you look forward to the next
steps in the hiring process and conclude with "Sincerely," as a
closing.

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[Your first name] [your last name]
[Your street address]
[City], [state] [zip code]
[Date]
[Hiring manager's name]
[Hiring manager's title]
[Company name]
[Company address]
[Company city, state and zip code]
Dear [Hiring manager's name],
I'm writing to express my interest in the position of [job title] at [company]. [Explain how you heard about the job and name your contact if
you were referred by someone within the company.] I believe my [skills and qualifications] make me an ideal fit for this job.
[Use the second paragraph to elaborate on how you would help the company. Reference specific campaigns or projects when possible.]
[Use the third paragraph to summarize your key qualifications. Elaborate on your most important accomplishments and include details that
you were unable to provide in the more concise format of your resume.]
[Use the fourth paragraph to briefly explain why you want to work for this company. Mention the additional documents included with your
cover letter, and express your excitement about moving forward in the hiring process.]
Sincerely,
[Your name]
Application letter template example:

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Classes of
Application Letter
1. Solicited
2. Unsolicited

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SOLICITED
- written in response to an
advertisement.
UNSOLICITED
-written at the suggestion of
someone who
knows the existence of a vacan
cy or the applicant himself
believes that there is a vacancy
in the office.

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Suggested Outline for an Application
Letter
First Paragraph
Second Paragraph
Mention the experience
Third Paragraph
- Mention the sources of information that there’re a
vacancy and position applied for.
Cite the qualification: personal and educational

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Suggested Outline for an Application
Letter
Fourth Paragraph
- Mention the references which serve as the applicant’s guarantor
Fifth Paragraph
- Express the applicant’s willingness to be hired

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Various Forms of Office
Correspondence

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Office correspondence, also
known as the ‘business
correspondence’, is a written
exchange
of internal and external
communication to support all
business processes. It has three
major
forms including the business
letter, business memo and
business e-mail that may be
used for
internal or external

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Business letter is the traditional way of communicating
information from one company to another or used in external
correspondence. The format can either be full block, modified
block and semi-block. The format used in writing a business
letter depends on the requirements set by the company.
Different types of letters are sales letter, order letter, complaint
letter, inquiry letter, adjustment letter, acknowledgement letter,
follow-up letter, acknowledgement letter, cover letter, letter of
recommendation and letter of resignation.
1. Business Letter

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Whenever you need to communicate with another company or share
important news, business letters can present your message in a
classic, polished style. Unlike internal memos, business letters are
usually written from one company to another, which is why they’re
so formal and structured. However, letters are also quite versatile, as
they can be used for official requests, announcements, cover letters,
and much more.
Despite the formality, letters can still have a friendly tone, especially
because they include brief introductions before getting to the main
point. Regardless of the tone you use in your letter, your writing should
remain concise, clear, and easy to read.

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The business letter’s precise structure is crucial to its look and readability. As you
write your letter, you can follow the structure below to create an effective
document.
Opening: Include your mailing address, the full date (for example, July 30, 2017),
and the recipient’s name, company, and address. Skip one line between your
address, the date, and your recipient’s information. Don’t add your address if
you’re using letterhead that already contains it.
Salutation: Address the recipient using “Dear,” along with their title and last name,
such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the
recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure
to add a colon to the end of the salutation.

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Body: In the first paragraph, introduce yourself and the main point of your letter.
Following paragraphs should go into the details of your main point, while your final
paragraph should restate the letter’s purpose and provide a call to action, if
necessary.
Closing: Recommended formal closings include “Sincerely” or “Yours truly.” For a
more personal closing, consider using “Cordially” or “Best regards.” Regardless of
what you choose, add a comma to the end of it.
Signature: Skip four lines after the closing and type your name. Skip another line
and type your job title and company name. If you’re submitting a hard copy, sign
your name in the empty space using blue or black ink.

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Enclosures: If you’re including documents with this letter, list them
here.
Another important part of the structure is the layout, which determines
how the text is formatted. The most common layout for a business
letter is known as block format, which keeps all text left-justified and
single spaced, except for double spaces between the paragraphs. This
layout keeps the letter looking clean and easy to read.

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As stated in Business Writing Essentials, revision is a crucial part of
writing. Review your letter to keep it concise, and proofread it for
spelling and grammar errors. Once you’re finished writing, ask
someone to read your letter and give you feedback, as they can spot
errors you may have missed. Also make sure any enclosures are
attached to your document and that any hard copies are signed.
After revising the content, consider the appearance of your letter. If
you’re printing a hard copy, be sure to use quality paper. Also try using
letterhead to give your document a more official look.

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Example of a
Business Letter

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Business memo is a written communication strictly between
the company’s offices to another, or used in internal
correspondence. The difference between a memo and a letter
is that the memo has its title line and series number. The
employees tend to read the if the title line is related to their job
description. It is also used to implement internal guidelines or
procedures that the employees must follow. Some types of
memos are operational memo, financial memo, request for
action, directives, trip report, field report and dress code
memo among others.
2. Business memo

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A business memo is one of the primary ways you can communicate
information to all employees in your organization. Memos are intended to
be a fast and effective way to distribute information, and they may include
an important executive summary that breaks down the memo's vital
points.
Follow these steps to help you write your next business memo:
1. List the purpose of the memo in the introductory paragraph
Readers should know instantly what you're communicating to your audience in the
introductory paragraph. You need to craft the content of your memo to address
questions that employees may have. List the purpose of the memo before expanding
on details about the decision-making or what led to the current situation. This way,
you give a chronological series of events to give more clarity about the actions
employees need to take, if any.

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2. Be concise and keep the language positive throughout
Since you're writing this memo to coworkers and managers you interact with daily, keep
language positive. Short and clear sentences using active voice help you get your purpose
across, which can increase your credibility with your colleagues.
3. Communicate the message of the memo in the subject line
The subject line should tell the reader exactly what they should expect to learn from the memo
and give them direction on where to file it in their email folders. For example, a budget update
for the marketing department helps the readers understand the subject of the memo and
previews potential actions that affect the department and its operations going forward.
4. Use the body paragraph and conclusion to break down your information
The body paragraph elaborates on the decision the company is announcing and how it affects
each employee going forward. You want to address potential feelings for employees, but you
need to do it in a way that's relatable to staff members. Express your gratitude for their hard
work and your plan to work with employees to navigate recurring changes.

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The following is a
sample business memo
you can use as a guide
for your next
document:

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Business e-mail is an office correspondence that can either be
internal or external. There is no required format in writing e-
mail correspondence but it is expected that the writer maintain
a professional tone. Note that the header of the letter is written
on the blank fields including the ‘from’ and ‘to’ fields. ‘From’
contains e-mail from the sender while the field ‘to’ contains the
email of the recipient.
3. Business e-mail

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Why is it important to know how to write a professional email?
Because of its speed and efficiency, you’ll likely use email in some capacity no matter
your role or the industry you work in. Because email and other forms of digital
communication don’t allow us to pick up on natural communication cues like body
language, it’s essential to know how to write professional emails that are clear and
accurate. Knowing how to write a professional email can:
•Save time
•Provide clarity
•Show competency
•Establish a reputation for a person or business

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How to write a professional email?
1. Use a professional email address
A professional email address is one you use for work, oftentimes an email address you
only use for work-related purposes or formal communications. While this is given to you
by the organization in which you work, if you are sending an email before joining a
company, you can still create a polished email address. The typical format is simply
your name@ [the domain]. For example:
•yourfullname@thedomain
•firstname.lastname@thedomain
•firstnamemiddleinitial.lastname@thedomain

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2. Add a concise, informative subject line
This is a short phrase that clearly summarizes the reason for your email message or
the goal of your communication. It’s important you include a subject line when sending
a professional email so your audience knows exactly what to expect and is able to
locate the message again easily, if needed. Here are some subject line tips to keep in
mind for your next professional email:
•Use less than 60 characters.
•Clearly state the email's goal in one sentence.
•Consider starting with the recipient's name.
For example:
Subject: Follow up: Product presentation

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3. Greet the recipient with a proper salutation
This is the first line of your email and generally acts as the greeting. You’ll want this email
greeting to match the tone of the email you’re sending—in this case, a professional tone. Your
greeting can change depending on your relationship with the recipient.
•If you’re writing to someone you’ve never met or a person you have a formal professional
relationship with, such as a hiring manager or a new client, you can start with “Dear.”
•If you’re addressing someone you know or someone you have a familiar professional
relationship with, such as a colleague or manager, you can start with “Hello” or “Hi.”
Tip: When sending a formal email, it’s good practice to use the “Mr.” or “Ms.” honorific and the recipient’s
last name, if you know their preferred gender pronouns. If you’re not sure of the recipient’s gender
pronouns, use their full name.

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4. Write the body of your email
Just like the body of a letter you might write, this is where you’ll share your full
message. No matter the length of your email, which is oftentimes concise and to
the point, the message should be actionable and including a closing remark. For
example:
Thank you for attending the new product presentation this afternoon. I’ve attached
a video file of the full recording so you can share it with your team. Please let me
know if you have any questions.

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5. End emails with a sign-off and signature
The signature is where you identify yourself by name, title and any other information relevant to
your communications. Most email programs allow you to set a fixed signature that’s
automatically added to the end of every email you send.
Typical closing words include:
•Regards,
•Best,
•Sincerely,
•Thanks,
•Kind regards

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6. Proofread your email
An error-free email demonstrates diligence and professionalism. Before you send an email,
take a moment to check for any spelling, grammar or syntax errors. Double-check to ensure
you’ve included any files or attachments you may have referenced in your message as well.
Once you’re done proofing your email, read it over once more as if you were the recipient.
Doing so may help you catch anything you may have missed during an earlier step, such as
when composing or editing.
Tip: If it’s an important email to critical stakeholders, you may ask your
direct supervisor or a trusted colleague to read over it before you send it.

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7. Check your recipient fields
Before sending your email, check your recipient fields to make sure
you’re sending it to the right person, people or group. You also want to
make sure the email addresses are in the correct field. Remember:
To:
The email address of the person or group to
whom your email will be sent.
CC:
Stands for “carbon copy.” Any address in this
field will receive the same email, but not be
directly addressed in the email.
BCC:
This field is similar to “CC,” only the email
address(es) is hidden.

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8. Schedule your email and send
Sometimes you may compose an email ahead of time or during off
hours. Scheduling an email can help you manage your time and ensure
you’re also sending your email at a time that’s appropriate for the
recipient. All email clients have a scheduling feature.
9. Remember to follow up
Finally, most people receive several emails per day, so they might miss
or forget to respond to your message. If the recipient hasn’t replied within
two working days, consider reaching back out with a friendly follow-up
email.

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Tips when writing an email
Here are some things to keep in mind when writing emails:
•Identify your goal: Before you write an email, ask yourself what you want the recipient
to do after they’ve read it. Once you’ve determined the purpose of your email, you can
ensure everything you include in your message supports this action.
•Keep it concise: Your audience might have little time to read your email, so make your
message as brief as possible without leaving out key information. Try not to address too
many subjects at once as this can make your message lengthy and difficult to take action
on.
•Use proper etiquette: Include a courteous greeting and closing to sound friendly and
polite. Additionally, be considerate of the recipient and their time. For example, unless it’s
an emergency, avoid emailing a contact asking for something after-hours or while they’re
on leave.

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Thank you for
listening