The subject line tells the recipient the purpose of your letter. The subject line should be succinct and it should convey the job title and the reference number of your application. Your name should be in the heading, so there is no need to include it in the Subject Line.

Keep the subject line as simple as possible to avoid confusion. Put the subject line before the salutation. A common structure for the subject line would be:

b. Salutation: "Dear Sirs/Madam,"

Every letter begins with a salutation. To show sincerity, always use "Dear". If you are unsure of the recipient of your Application but know that the recipient is the Human Resources Manager, you may write, "Dear Human Resources Manager,".

1. If you have already mentioned the company name in the heading, do you not need to mention it again in the salutation. You may write, "Dear Manager of Human Resources Office,".
2. If you do not know the position of the recipient you are writing to, then address the person as "Sir/Madam".
3. If you are aware of whom your letter goes to or know the name of the person reviewing your Application, address the person by their last name. For example, if the person's name is John Robertson, put "Dear Mr. Robertson,". It is always preferable to address the recipient directly to show that you have done your research on the company and have basic knowledge of who you would be contacting if a job offer is extended.

Make sure to use the appropriate title when addressing the recipient. For example, the salutation to a professor should be, "Dear Professor X". Some professions have unique titles. For example, a chartered surveyor is addressed as "Sr. Dr. Last name". When encountering special titles, make sure to research on the correct way of address the recipient.

Task 2

Drag and drop the appropriate salutations beside the recipient's name in the following table:

Indicate the job position you are applying for in the first sentence of the Application Letter. Directly express the reason you are writing. Note that hiring managers and employers go through numerous emails daily and may overlook your email. So, be as specific about your purpose as possible at the onset. The Application Letter should begin with statements such as, "I am writing to apply for...". The essential elements in the opening paragraph are the specific job position you are applying for and the company name.

Task 3

Click on the circle to choose the most appropriate opening paragraph :

After you have stated the purpose of your letter, write about your personal information by providing a brief introduction of yourself. Keep the introduction short. The recipient may refer to the attached CV for your full name and address. Elements that are appropriate for this component are your preferred name, your current year of studies or current job position.

e. Body Paragraphs

There should be four to five body paragraphs following the "Personal Information" paragraph. The content and organization of the body paragraphs will be explained in the "Content and Organization" chapter of this worksheet. Following is a summary of the order of the paragraphs:

After expressing your interests and capabilities, state your availability. This paragraph is essential because it provides information about applicant's earliest date of availability if the application is successful. Be specific about the time of availability. A simple sentence stating your availability would suffice. A statement such as, "I would complete my final semester by the end of June, 2021. Therefore, I would be available to report to work on the 1st of July, 2021." Plan ahead so no changes of the date would have to be made if the application is successful.

g. Closing Paragraph

There are three components in the Closing Paragraph: i) a reminder to review your CV; ii) last sentence implying your commitment to the application; and iii) a complimentary close.

i) Reference letters:

The closing paragraph should include a reminder to review your CV, which is attached to the Application Letter. Express gratitude for the manager's time in reading your letter. If you have reference letters from previous work experience, you may not want to attach them to the application letter. Instead, state that the reference letters would be available upon request.

ii) Last sentence:

The last sentence should imply your commitment to this application. The key to a successful application is to be concise, which means that the documents provided should be short and informative. The tone of the writing should be polite and sincere.

iii) Complimentary close:

Remember to complete the letter with a closing phrase such as, "Yours Faithfully" or "Yours Sincerely". If you do not know the name of the recipient, use "Yours Faithfully". If you know the name of the recipient, use "Yours Sincerely".

3) Content and Organization

a. Expressing Your Interest and Qualifications

In order to show that you have researched on the Company prior to applying for the job position, express your interest in the Company and the reason you are drawn to the Company's values and culture. After outlining the reasons of your interests, indicate your relevant qualifications and why you are fit for the post. Qualifications include education background and other professional qualifications you may have. You may refer to the facts mentioned in the CV and describe the degree program you are currently studying in or have previously studied in. Explain how your degree has prepared you with adequate knowledge for the job. A diagram is presented below to illustrate the organization of this section:

b. Work or Internship Experience and Soft Skills

Write about a significant work or internship experience in this section. Use the work or internship experience as an example of your soft skills. Some examples of soft skills are time management, communication skills, and critical-thinking skills. The idea flow of this section is presented in the following diagram:

c. Language Proficiency and Other Related Skills

The third body paragraph should illustrate your language proficiency and other skills that are related to the job. Language proficiency is an asset as every job requires communication skills. As your fluency is already stated in the Business CV, try to elaborate on how your language abilities would facilitate your performance in the job. Start the paragraph by stating your first language. Then, explain why your first language is important. If you are bilingual, start a new paragraph and discuss your second language. Most university students speak English. You may write about the outstanding results of your IELTS test or other internationally recognized language tests.

Following is a diagram showing the basic organization of this section.

d. Personal Strengths

After discussing your qualifications, education background, work experience, and language proficiency, write about your personal strengths.

4) Language Use

a. Avoid Lengthy Sentences

Business writing is different from academic writing. Rephrase complex sentences and remove decorative adjectives like beautiful, amazing, and fantastic.

An example of a lengthy sentence is:

"Although I was busy and stressed, and the City University's Marketing program was intensive, I was still able to organize my time and participate in extracurricular activities."

This sentence is lengthy and could be separated into two sentences. It could be written as:

"The Marketing program at City University was intensive. However, I was able to organize my time and participate in extracurricular activities".

Ideas should be presented concisely and precisely.

b. Use a Positive Tone

Weaknesses and shortcomings cannot be completely avoided in an Application Letter. As you explain your experience, you may come across details about the mistakes you have made in a particular activity. Hiring managers are interested in seeing how you have overcome hardships and learned from mistakes. Illustrating your growth through these memorable events would bring positivity to your writing and show that you are capable of reflecting upon mistakes and is open to improvements.

For example, an applicant may write:

"Although I did not win in the inter-university marketing competition, I obtained valuable feedback from the judges. The feedback helped me improve my business proposal. I applied the feedback to my coursework and my improvements were subsequently reflected in my grades."

As shown in the example, the applicant maintains a positive attitude despite the undesirable outcome of the competition. She writes about how the competition was an important experience for her and how she had benefited from the outcome.