Application letter (Cover letter), Resume and CV:

You have skills that employers want. But those skills won’t get you a job if no one
knows you have them. Good résumés, applications, and cover letters broadcast your abilities.
They tell employers how your qualifications match a job’s responsibilities. If these paper
preliminaries are constructed well, you have a better chance of landing interviews and,
eventually, a job.
There are two types of communiqués. One is official and other is personal. In this
lesson you will study the correspondence spread to employees which is official. The
language, structure and purpose of this type of communication are quite different from that of
personal communication. There are so many issues as employees working in an organisation.
These are application letters, appointment letters, joining letters, interview letters, promotion
letters, warning letters, resignation letters, transfer letters, job acceptance letters, job refusal
letters, confirmation letters etc. Each of these letters has different purposes, languages and
structures.

IMPORTANCE AND FUNCTION OF APPLICATION LETTER

An application for a job may be the first important letter you will write when you
graduate from an institute or university. That letter is a personal letter incorporating a few
features of a business letter. There is always stiff competition for any job and a prospective
employer will form his first impression about you from your application. Since the applicant
seeks to sell his services, an application letter is a kind of sales letter and all the guidelines
useful in writing sales letter are applicable here. In fact, if the employer finds marks of
tomato sauce on the envelope or the name of his company miss pelt, he will not hesitate to
reject you outright. But if your application is neatly typed, well-framed, and mailed in a clean
envelope of proper size, the chances are that he will go through your application. A letter of
application should, therefore, have all the qualities that are required in the sale of any tangible
product.
Before applying you should analyse carefully the job requirements and your own
achievements. The job analysis will help you picture the kind of man the organization is
looking for and self-appraisal win enable you to prepare an inventory of your personal details
and achievements.
Match the two and if they agree, go ahead and put in your application. The exercise
will also enable you to decide where not to apply. In presenting your achievements you
should highlight the traits he is looking for. Remember, that no amount of skill in
presentation and display will secure you a job if you do not possess the requisite
qualifications and experience. It is essential to be honest and sincere about yourself and to say
only what is true and can be supported by documents. Do not make exaggerated claims;
modesty serves better than conceit.
There are two types of letters of application. In the first, all information about
qualifications, experience and personal details is given in one letter. In the second, there are
two parts. Part one is a short covering letter, containing reference to the advertisement in
response to which you are applying and featuring your most significant qualifications for the
post. Part two consists of the resume-a sheet which lists details about you and your
qualifications. It generally includes the following:
i) Personal details: age, fitness and marital status.
ii) Educational qualifications.
iii) Specialised training, if any.
iv) Experience and achievements.
v) Special honours and distinctions, if any.
vi) Special personal qualities which make you suitable for the job.
vii) References: Names and address of persons who can vouch for your achievements.
It needs mention that the second type of letter of application is more effective; the
applicant gets a chance to reveal his personality and display his most precious merchandise,
without tiring the employer with unnecessary details. It catches the attention and induces the
employer to go through the resume. Certainly you have better chances if your application is
read. This is the first step towards success.

DRAFTING THE APPLICATION LETTER

Since an application letter is a sales letter, it must be written on the principles of the
‘you’ attitude. Remember that the letter of application is a special covering letter; it must be
something more than a note forwarding an enclosure. It should be informative, to the point
and short. Its tone should be friendly but not familiar.
The introductory paragraph should attract the employer’s attention besides saying whether
you are applying in response to an advertisement or at somebody’s suggestion or on your
own initiative. Some of the routine ways of beginning a letter are as follows:

• I wish to apply for the post of Financial Manager advertised by you in The National Herald
of 4 July, 2004.
• Please refer to your advertisement No. 40/92 in The Hindustan Times of 12 September,
2004 for a Marketing Manager. I wish to be considered for this post.
• I should be grateful if you would kindly consider me for the post of a Chemical Engineer,
advertised by you in The Times of India, dated 1 September, 2003.
But if you wish to stand out from the rest, you may write something on the following lines:
• My qualifications and eight years’ experience as a Sales Representative of Steel
Manufacturing Corporation, Calcutta makes me confident that I can do the job of sales
executive advertised by you in The Hitvada of 21 August, 2003.

After writing an effective opening paragraph, make an attempt to show with evidence
how you are the person he is looking for. This would need emphasizing those aspects of your
qualities and achievements which the post requires. If the advertisement says, “Wanted an
experienced Office Manager to take independent charge of our office at Nagpur”, the
employer will be most interested in knowing whether you have any experience of office
management. If you apply in response to this advertisement, you should highlight this aspect
of your achievements.
In the end you should try to motivate the employer to respond favourably. Your immediate
aim should be to secure an interview. If you are able to do so, you will have won half the
battle. Some ways of closing the application are given below:
• I look forward to hearing from you soon.
• I hope that my qualifications will merit your consideration.
• I trust you will favour me with an interview.
• I would very much appreciate if an opportunity is given to me for providing further details.
• I would appreciate an opportunity of attending an interview.

STRUCTURE OF AN APPLICATION LETTER

The structure of the application letter consists of the following parts:
i) Address of the applicant and the date
ii) Employer’s name and address
iii) Salutation
iv) Body
v) Complimentary close
vi) Signature
vii) Enclosures
(i) Address of the applicant and the date
These are written at the top of the letter flush with the right margin. Two spaces are left
between the address and date:
34, Bapunagar
Jaipur-302001
14 June; 2001
(ii) Employer’s name and address
The name and address of the employer is usually given two spaces below the level of the date
and aligned with the left margin. If the address is a post box or a newspaper box number, it is
written as follows:

The Advertiser GPO Box No. 342

GPO Box No. 342 or Bombay-600002
Bombay-600002

The Advertiser or Box 412

Box 3412 The Hindustan Times
The Hindustan Times New Delhi-110001
New Delhi-110001
(iii) Salutation
In applications addressed to business organizations usually Dear Sir or Dear Sirs is used. If
however, you are applying for a government job and addressing your application to an officer
in the government, the use of Sir is preferable.
(iv) Body
We have discussed in lesson line, the points to be borne in mind while writing the covering
letter.
(v) Complimentary Close
Yours faithfully goes with all types of salutations namely Sir, Dear Sir and Dear Sirs. If, you
wish to make your subscription more formal and respectful, you may use Yours respectfully.
Some applicants prefer to use Yours truly instead of Yours faithfully.
(vi) Signature
It should be distinct and the name of the applicant should be typed below it.
(vii) Enclosures
The documents you are sending with the application should be specified. If the list is long,
prepare a list of enclosures and-in the letter write: ‘Encl. See list attached’.

What is a Cover Letter?

A cover letter introduces you and your resume to an employer. With every resume
that you submit, it is imperative that you send a tailored cover letter paper clipped or attached
to it.
A cover letter is also important because it provides a sample of your written
communication skills. Showing you can write well will demonstrate your intelligence and
help to establish your credibility. Always write cover letters with care, because, like resumes,
cover letters create an image of who you are as a professional.
You should plan to write a new cover letter for every position you apply for, because
cover letters should be tailored to the needs of your readers. Always bear in mind that the
content of your cover letter should change, although you can keep a generalized draft to work
from each time you create one.

RESUME, CV (CURRICULAM VITAE) :

A résumé is one of the most important tools to assist you in getting an interview for a
job. It brings together your education, work experience, interests, and skills into one
comprehensive but brief outline for the employer to read. A résumé should be a good
reflection of who you are, since it is the first impression a potential employer has of you, so
take your time when preparing your résumé.
Writing a résumé can be a confusing and long process, but with the right guidelines
you can create a résumé that does what it is made to do: catch an employer’s eye. It is
important to think of your résumé as your own personal sales pitch. Ask yourself, ‚Why
should he/she hire me? When you write your résumé keep in mind all of your experiences,
education, and qualifications. Here are a few guidelines we hope will assist you in that
process:

Basic Elements of a Resume

Choose the headings that best reflect your experience. Your headings do not have to come
directly from this list, as it is not comprehensive.
• HEADING
• OBJECTIVE (optional)
• EDUCATION
• EXPERIENCE
• HONORS AND AWARDS
• SKILLS /HIGHLIGHTS
• REFERENCES (on a separate page)

HEADING:
This section of a résumé is one of the most important. It should include your name,
address, email address and phone number. Make sure to let your name STAND OUT by
using bold and enlarging the font size of your name. Use a professional email address.
OBJECTIVE:
The objective is a one‐sentence declaration of the type of job that you are seeking. It
appears beneath the heading and is as specific as possible, noting the company you are
applying to, the job title you are seeking and skills you would like to use in that job. This
should only be in clued if you can be specific about the position you are seeking. Otherwise,
omit.
EDUCATION:
This section of a résumé lists all the colleges you have graduated from, along with
their addresses and any degrees you have earned with the date you attained them. If you are
in the process of attaining a degree, list the expected date that you will receive it. Do not list
your high school unless it is of importance to the employer that you are applying to (i.e.
applying to be a teacher at the same high school you graduated from).
EXPERIENCE:
An experience section on a résumé can refer to paid or unpaid jobs and should include
your job title, the name of your employer, city and state, followed by dates of employment.
Next, summarize your contribution to the position, achievements, and/or responsibility
assumed. Give numbers when applicable. Make sure to use action verbs to begin your
statements. Use a present verb tense only when describing a current position. This should not
be a job description, but instead should illustrate your accomplishments and results.
HONORS & AWARDS:
This is an optional section of your résumé and should include scholarships and other
related honours. These can be school or non‐school related. Make sure to include the date you
received the honour or award.
For clarification it may be necessary to give short descriptions of the nature or purpose of
some of the organizations, awards, honour societies or service organizations. Only include
scholarships that are based on merit, not financial need.
SKILLS / HIGHLIGHTS:
In this section you should inform the reader of any unique, relevant or necessary skills
that you have but are not reflected in the other sections of your résumé. For example: foreign
languages (conversational, fluent, and bilingual), computer applications, certifications, etc.
REFERENCES:
This section should be on a separate sheet of paper that matches the font/format of
your resume and cover letter. The heading on this page should also match your resume. You
should always secure the permission of anyone you choose to use as a reference before giving
his/her name.
Good references might include professors, advisors or employers. Never use relatives for
references. Give a copy of your resume to these references so they can speak highly of your
when your potential employers speak with them.
Employers might ask your references questions such as: “How reliable was this
individual?” “What was it like to work with this individual?”, and “What kind of
contributions did this individual make in his/her job?” Be sure to list your references in order
of how well they know your qualifications and include their name, title, company, city, state,
zip, phone, and email address if appropriate.

TYPES OF RESUMES
CHRONOLOGICAL RESUME:
The chronological resume lists your work experience from the most recent backwards.
This is the simplest of resumes, and it is a useful format if used properly. This resume format
is preferred by most employers and works bests when you’ve had a long, steady work history
and promotions that you want to showcase.

FUNCTIONAL RESUME:
The functional resume is arranged around your skills and abilities. For example, if
you are strong in communication skills, under that major heading you would list variety of
supportive experiences from different jobs, school or volunteer situations. This format is
sometimes used by those with little or no work experience, or those who are career changers.

COMBINATION RESUME:
The combination resume combines elements of chronological and functional resume
improving the clarity or presentation of a resume. For example, if you have a good work
history that supports your current job objective, you could start with a skills section that
supports the skills needed in the job you want, then include a shorter work experience.

The curriculum vitae (CV)

Curriculum vitae is a Latin term which means course of life. You must send
curriculum vitae (CV) along with your internship application letter to inform the prospective
company of your education, qualifications and past work experience.
In the United States of America, a CV is more commonly known as a résumé. The word
résumé means summary in French. It is also sometimes written resume.
The purpose of a CV is to get you an interview so make it short and snappy. It is
supposed to advertise your skills and accomplishments; it is not supposed to be an
autobiography. It must always cover the qualifications and qualities needed by the employer.
If you are responding to a job advertisement, these are generally outlined. As the demands of
different jobs and employers are different, this implies that your CV should be changed
according to its purpose.

What’s the difference between a resume and curriculum vitae?

Curriculum vitae (often called a ‘CV’) are a special type of resume traditionally used
within the academic community, and sometimes in the medical and legal communities. It is
useful not only for a job search, but also for tenure review, grant applications, fellowships or
consulting. Academic hiring is frequently a long process done by a committee. Thus, the CV
may be reviewed by many individuals.
The CV need not be confined to one page, like the typical business resume, nor does it
has to be any longer than necessary to highlight your strengths and achievements. It generally
includes degrees, teaching and research experience, publications, presentations and related
activities. When applying for positions outside of academia, a resume will represent you
better than a CV. The details of your teaching and research will probably be of less interest to
the reader. Converting your CV to a resume will usually require major revisions.
Like your resume, your CV is a work in progress. Instead of merely keeping your CV
current, you should delete items that no longer relate to your objective, create new categories
to show your achievements, and reorganize sections to emphasize strengths related to the job
you seek.
Application letter:

Ashok Kunj
193, Wisheswar Marg
10 June, 2004

The Personal Manager

Jiwan Aluminium Corporation
203/ A, Bharati Nagar
Chennai- 600 001.

Dear Sir,
Thirteen years of experience as Assistant Office Manager of Triveni Earthmovers Limited,
Bangalore have given me enough experience to qualify for the post of the Office Manager
you advertised in The Indian Express of 4 June.
Since 1986 I have been assisting the Office Manager in the supervision of all work: drafting,
filling, receipt and despatch of letters, etc. When a new section for export promotion was
created in 19961 was made its incharge and in that capacity I have been handling
independently correspondence with organisations in foreign countries.
Our office is moving to Delhi from the next financial year and my private affairs are such that
I cannot keep myself very far away from my hometown, Coimbatore and hence I am looking
for a suitable position here in a progressive organization like yours.
Details of my educational career, experience, etc. are given in the enclosed resume.
I hope you will give me an opportunity to be interviewed and then shall be glad to give you
any further information you may wish.
Yours faithfully,

Encl.: Resume Rakesh Ranjan