Bank correspondence

Banking Correspondence is also a type of business communication as banks are

business houses and play a vital role in business field. Whether private or public and local or
foreign, banks face tough competition just like business firms among themselves. In various
business transactions like lending loans for business, credit transactions and in others, banks
are relevant and essential. Moreover banking correspondence is of a special nature as it
deals with finance and one must be vigilant and must maintain confidentiality while
composing banking letters.

“Any letter exchanged between bank and its clients or any other letter written by
bank to any other party else for performing its banking activities” is known as banking
correspondence.

This banking correspondence happens between a bank and its customers or

between a bank’s head office and its branches and employees or between a bank and other
banks through printed letters or through hand written letters.

Characteristics:-

Banking correspondence must have these following characteristics –

1. Brevity
2. Clarity
3. Accuracy
4. Tactfulness and courteousness
5. Secrecy:

Brevity: letters should be brief, to the point but not ambiguous

Clarity: should be clear, complete and precise

Accuracy: carefully worded to be accurate in figures, dates, names of parties as small

mistakes may result in serious consequences

Tactfulness and courteousness: especially when reminding about loans, overdraft or

replying to complaints, will help to maintain good relationship with customers.

Secrecy: utmost secrecy should be maintained about customer’s transactions and

cash and credit dealings, letters to the customer should be kept secret from others, should
not disclose any information about his financial position over phone to himself.

Functions of banks:

1. Primary Functions
The service of accepting deposits from public or institutions
 a. Savings bank deposits
Most common deposit by any customer or private institutions, colleges etc. Pays
3% or 4% interest. Customer has to maintain 500rs as minimum balance if he needs a
cheque book. Main purpose: to save money for future expense, to keep money safe
from theft, fire or other damages, to earn more money from interest for a minimum
period of 16 days.
b. Current deposit
Opened mainly by business customers to use bank as a medium of transaction.
Bank do not provide any interest. Customer can withdraw money any time, even
within one or two hours
c. Period of deposit fixed by banks-
One month to many years. Customer can choose the time period from these. Bank
pays more interest (5-8%) because bank can use the money to earn a higher interest
rate through:

I. Recurring deposits and time deposits

II. Deposit credits like cash credit, over draft, loans
III. Discounting bills of exchange
IV. Carrying out secondary functions

2. Secondary functions
a) Services rendered to borrowers and depositors
b) Ancillary deposits

i. Collection of cheques, demand drafts, bills of exchange, letters of credit, Hundi,

promissory notes
ii. Purchasing local and foreign currency at exchange rates, negotiation of bills,
carrying out standing instructions.

Ancillary services
1. Provision of safe deposit vault
2. Personal tax assistance in preparing tax returns, providing credit cards
3. Providing travellers cheque, gift cheques, giving financial guarantees
4. Purchase and sale of securities, accepting them as valuables for loans
5. Sending funds through bank draft, mail transfer
6. Collection of interest from securities, pension bills
7. Acting as executors, trustees, and underwriters of shares
8. Sale of units issued by UTI

Levels of Bank Correspondence

Banking correspondence happens at three levels.

 1. Letters written between bank and its customers
2. Letters written between the head office and the branches
3. Letters written between one bank and another like the Reserve Bank of India(RBI)

Letters written by customer to bank

Letter from a customer to a Bank for opening an account

1. Earn more money from savings interest

2. To save regularly through monthly savings
3. To safeguard money from risks
4. To use bank as a medium of transaction
5. To avail other services

The bank allows a customer to open an account only after verifying his identity,
signature and after introduction. Writing a letter a customer can reduce his trips to bank
and get the details and forms needed for opening an account. The letter should include
these details:

1. The desire to open an account and type of account

2. Details like name, address, profession etc.
3. Details like other formalities like introduction
4. Ask about rates of interest and various services
5. Other documents needed for account opening
6. Type of deposit account needed
Letter from customer to a bank asking for overdraft facility

Overdraft means the amount drawn above the credit balance. In times of emergencies, a
bank provides overdraft facility to a longstanding, financially sound customer after an
coming to an agreement. The customer has to pledge his assets and pay an interest to
the bank. It is treated as a temporary loan and is issued after the bank inspects the
assets. Overdraft can be drawn one or many times up to the limit fixed.

Letter for stopping payment

The customer can stop payment to a cheque by writing to the bank. If the cheque is
issued to a wrong payee or for a higher amount or if a duly filled cheque is lost, payment
can be stopped by immediately writing to the bank. The letter should include these
details:

1. Whether the cheque is lost

2. The cheque number, account number, type of account

3. Name of the payee

 4. Whether it is a crossed cheque, a bearer cheque or a self-cheque

Letter from a customer to a bank regarding non-payment (dishonour of a cheque)

The bank makes payment to a customer if there is sufficient balance in the account
and there is no mistake in the drawing of the cheque. Issuing a check without
sufficient balance in the account is a punishable offence. Whenever a situation arises
that causes the bank to refuse payment to a cheque, the bank returns it with the
memorandum mentioning the reason for it. This is called the bouncing of a cheque.
The reasons may be:

1. Insufficient balance

2. post-dated cheque/ date is wrong

3. Cutting or correction not attested by drawer’s signature

4. The amount written in words and figures are different

5. Drawer’s signature is different from specimen signature

6. Validity period has expired (six months for pay order)

7. Cheque is torn or crumbled

The drawer may take corrective measures if he is convinced of the reasons given, if
not he should write to the bank inquiring in to the reason for dishonouring a cheque. In
case of insufficient funds, bank returns the cheque and the reason ‘Refer to Drawer’ is
given by the bank.

Letter from a customer to a bank regarding loss of cheque (cheque book)

A customer who opens an account can get a cheque book if he so wishes, he will
have to keep a minimum balance in the account, Rs.500 for savings account and Rs.1000
for current account. A cheque book may contain 50 leaves (current account) or 20 leaves
(savings account). MICR (Magnetic Ink Character Recognition) cheque books contain the
details like a serial number to identify the cheque and related transactions, and a
requisition slip for a new cheque book. The details of the customer are entered in a
cheque issue register before issuing the cheque book. A cheque book should be kept
safe. If a bearer cheque with the account number of the customer or a signed cheque is
lost the customer should call and inform the bank about it to prevent enchasing of the
cheque.

A letter informing the bank about loss of cheque book includes:

1. Account number and type of cheque

 2. The fact of the loss

3. The serial number of the cheque

4. Name of payee, amount and date on the cheque

5. Whether crossed or bearer cheque

Letter from a customer to a bank issuing standing instructions

Standing instruction means instruction which will be in force until it is changed.

Banks offer services like making a regular payment to a third party (like LIC policy
payment or rent) on behalf of the customer before the due date. The customer has to
give standing instructions and maintain sufficient balance; the bank will make payment
and issue an interim receipt. The payee will send the pucca receipt to the customer.

Letter from customer to bank regarding instruction for transfer of funds from one
account to another

The customer who already has an account may open another account and ask the
bank to transfer a specified amount regularly to that account. If a customer opens a
Recurring Deposit Scheme or a Janta deposit scheme, he will have a second account. To
avoid going every month to the bank for depositing cash in it, he can give a standing
instruction. The letter should contain:

1. Name and address

2. Name of account

3. Number of both accounts

4. Amount to be transferred and the date

5. The period for which amount is to be transferred

6. The length of the period

Sufficient funds should be maintained in the account to carry out standing

instructions

Letters written by bank to customers

Letter from bank to customer regarding advice on consignment

When a buyer places an order with a seller living in a different place, the goods will
be send on credit. One way to ensure payment is by depositing the Railway Receipt or
Railway Parcel Bill in the bank. The goods are safely packed and deposited at the parcel
office in the railway station. The parcel clerk, after getting all the details will issue a RR. It
 is of two types, ‘paid’ and ‘to pay’ and is made in three copies. The original is given to the
consignee. It is a negotiable instrument, and only the holder can get the parcel. The
consignor sends the RR by post to the consignee or if he needs money immediately,
deposits it with the consignee bank. The bank makes the payment to the consignor and
sends a letter to the consignee asking him to deposit the money and to collect the RR.
This letter is known as consignment advice.

An RR contains the following information:

1. Name and address of the consignor and the consignee

2. The place of booking and destination along with the distance in kilometres.

3. Weight of the parcels

4. Value of the goods inside

5. The nature and types of goods inside

6. The total freight charges

7. Whether the freight is paid or to be paid

2. Letters written between the head office and the branches

These consist of

1. Letters from Head office to the Branch office, and

2. Letters from Branch Office to the Head Office

1) Letters from Head Office to Branch Office

These include letters from the Head office to the Branch, which deal with matters of
administration, and convey
The decisions and policy of the head office to its network of branches. The Head
Office should serve as a model for the branches to follow both as regards to its mode of
administration and its methods of correspondence. Therefore, the letters from the Head
Office to the Branch should serve as a model in all those qualities such as accuracy,
clearness, courtesy etc. They should be drafted carefully and precisely.

2) Letters from the Branch Office to the Head Office:

Letters from branch office to the head office, generally consist of
 Various monthly, quarterly, half yearly or annual reports submitted by the branch
manager.
 Reports from branch managers giving suggestions for further development of business
in the branch.
 Letters recommending appointment of staff, promotion and transfer.
 Letters containing the date of advances granted to the customer.
  Letters which explain some unconventional decisions.

In short a branch manager is a trusted subordinate writing to his superiors. His letters must
be courteous, polite and full of definite facts.
3. Letters written between one bank and another like the Reserve Bank of India(RBI)

These relate to status enquiries, negotiations of bill exchange, clearance of cheques

etc., Here technical terms normally used in the banking business can be freely used but
should not be used in letters to the customers.

 Letter is written to other banks for supplying information about an approaching

customer
 Letter regarding issuance of L/C info our of any expectant customer
 Letter relating to acceptance of any bill of exchange on behalf of a client

Import and Export Correspondence

It is a good bet to claim that you have a decent idea of what Import and Export are about.
Importing and Exporting supports the development of national economies and extends the
global market.

Importing and Exporting

Importing and Exporting are means of Foreign Trade. Foreign trade is carried out in goods
and services – which includes imports, exports, and the balance of foreign trade – is presented
separately for goods and for services. The total imports, exports, and balance of foreign trade
are presented as summaries of goods and services.

Exporting refers to the selling of goods and services from the home country to a foreign
nation. Whereas, importing refers to the purchase of foreign products and bringing them into
one’s home country. Further, it is divided in two ways, which are,

i. Direct
ii. Indirect
Every nation is blessed with certain resources, assets, and abilities. For instance, a few
nations are rich in natural reserves, for example, petroleum products, timber, fertile soil or
valuable metals and minerals, while different nations have deficiencies of these resources.

Advantages of Import and Export

 It is one of the simplest routes of entering into the global trade and import and export
generate huge employment opportunities.
 Requires less investment in terms of time and money when contrasted with other
methods of entering into the global trade.
 Is comparatively less risky when compared with different routes of entering in
international business.
 As no nation can be 100% self-sufficient, import and export are very crucial for the
functioning and growth of that nation.
 Can help Countries to access the best technologies available and best products and
services in the world.
 It gives better control over the trade than setting up a market and the risk is considerably
low.

Limitations of Import and Export

 It includes extra packaging, transportation and protection and insurance costs which build
up the total cost of items.
 Exporting isn’t doable in the event that the foreign nation prohibits imports.
 Domestic organizations which are closer to the client could serve them better than firms
outside their national borders.
 Merchandises are subject to quality standards any low-grade merchandise which is
exported will result in Country reputation and remarks on countries.
 Obtaining licenses and documentation for foreign trade is a difficult and frustrating task.
 If you are not careful, you can lose grip on the domestic market and existing customers.

Export Procedures and Documentations

Import and Export is the most favoured mode of entering into International Business.
But are the procedure and documentation required to suffice this mode are as smooth as it
seems? Let’s understand the Export Procedures and Documentations.

Export Procedures

1. Exporter gets a request from the potential buyer asking for data with respect to cost,
standard and different terms & conditions for transportation of merchandise. The
exporter answers with a citation known as a proforma invoice.
2. In the event that the purchaser approves of the parts of terms and conditions, he puts in
the request or ‘indent’ for the merchandise.
3. In the wake of getting the request or indent, the exporter attempts an inquiry with
respect to the financial soundness of the importer to evaluate the danger of non-payment
by the importer.
4. As indicated by customs laws, the exporter or the export firm should have a fare permit
before continuing with export. The following steps are taken after for acquiring the export
license.
  opening record in any approved bank
 To acquire import export code (IEC) number from Directorate General Foreign
Trade (DGFT) or Regional Import Export Licensing Authority (RIELA).
 Register with suitable export promoting committee.
 To get enrolled with Export Credit and Guarantee Corporation (ECGC).

5. After getting the export license the exporter meets with his banker to get pre-dispatch
finance for carrying out production.
6. Exporter, after getting the pre-shipment fund from the bank, looks at to prepare the
merchandise according to the importer.
7. The law of India ensures that very selective and incredible quality products are exported
out of India. The exporter needs to introduce pre-shipment examination report along
with various papers at the time of dispatch.

Furthermore,
8. As demonstrated by the Central Excise Tariff Act, excise duty on the material used as a part
of creating the merchandise is to be paid. For a similar cause, exporter applies to the
concerned Excise Commissioner in the area with a receipt.

9. Remembering the ultimate objective to get Tariff concessions or diverse exclusions the
importer may ask for the exporter to send an authentication of origin.

10. The exporter applies to the logistics organization for the plan of transportation space. He
needs to give full information as for the merchandise to be dispatched, conceivable date of
shipment and port of destination. The logistics organization issues a transportation course of
action. Which is a guideline to the captain of the ship, after accepting an application for
dispatching.

11. The merchandise is stuffed and set apart with crucial data like name and address of the
importing person, gross and net weight, port of shipment and destination etc. After this, the
exporter makes the strategy for the transportation of merchandise to the port.

12. To protect the merchandise amid the ocean travel, the exporter gets great guaranteed with
the insurance agency.

13. Before stacking the merchandise on the ship they must be cleared by the client. For this
reason, the exporter makes the bill and submits 5 duplicates of the bill along with:

i. Certificate of origin
ii. Commercial Invoice
iii. Export Order
iv. Letter of credit
v. Certificate of Inspection, where essential.
 vi. Marine Insurance Policy.
On presenting the mentioned documents, the director of the concerned port trust approaches
to obtain to be sent order which is the guideline to the staff at the entryway of the port to
allow the cargo within the dock.

Also,
14. After the merchandise have been stacked on the ship, the captain issues mate’s receipt to
the port administrator which contains data with respect to the vessel, bill, information about
the merchandise, date of shipment denotes, the state of the merchandise.

15. The clearing and forwarding specialist (C&F operator) hands over the mate’s receipt to the
transportation organization for analyzing the cargo. On accepting the cargo the transportation
organization issues a bill of lading.

16. The exporter readies a receipt for the outgoing merchandises. The receipt contains data
with respect to the quantity of merchandise sent and the sum to be paid by the importer. It is
properly confirmed by the customs.

17. After dispatching the merchandise, the importer is given details by the exporter. Different
reports like an attested duplicate of the receipt, bill of lading packing list, Insurance
arrangement, certificate of origin, and letter of credit are sent by the exporter through his
bank. These records are required by the importing merchant for getting the products cleared
from customs.

Documents Used in Export Transactions

A. Documents Related to Goods

 Seller Bill: It is a seller’s bill data about products like amount, a number of packages,
blemishes on packing, the name of the ship, port of destination, terms of delivery and
payment and so on.
 Certificate of Inspection: For guaranteeing quality, the government has made an
inspection of specific products necessary by some approved organization like trade
Inspection board of India (EICI) and so forth. In the wake of reviewing the merchandise,
the organization issues a certificate of inspection that the merchandise has been
reviewed as required under the export (Quality Control and Inspection) Act, 1963.
 Packing List: This document is with respect to the number of cases or packs and the
details of products contained in these packs. It gives finish insights with respect to the
products sent out and the condition in which they are being sent.
 Testament of Origin: This authentication indicates the nation in which the merchandise is
being produced. This authentication empowers the importer to claim levy concessions or
different exemption. This declaration is likewise required in the event that when there is a
prohibition on imports of a few products in specific nations.
B. Documents Related to Shipment

 Transportation Bill: It is the basic document based on which consent is allowed for the
export of merchandise by the customs office. It contains details of as to whom the
merchandise being sent, the name of the vessel, exporter’s name and address, a nation of
definite goal and so on.
 Mate’s Receipt: This receipt is issued by the captain or mate of the ship to the exporter
after the merchandise are stacked on board the ship. It contains the name of the vessel,
quantity, marks, condition of the freight at the time of receipt on board the ship and so
on.
 Bill of lading: It is a record issued by the shipping organization. It goes about as a proof
with respect to the acknowledgment of the delivery organization to convey the
merchandise to the port of destination. It is additionally referred to as the title to the
merchandise and is openly transferable by underwriting and delivery.
 Airway Bill: Similar to a shipping bill, it is a record issued by the airline organization on
getting the products on board.
 Cart Ticket: Also known as cart chit or gate pass, it is established by the exporter. It
contains insights with respect to sending out payload like a number of items, shipping
charge number, port of destination and so forth.
 Marine Insurance Policy: It is a document containing contract between the exporter and
the Insurance Company to reimbursement the safeguarded against the misfortune
brought in regard to products presented to the risks of the ocean travel in light of an
instalment called premium

C. Document Related to Payment

 Letter of credit: It is an assurance letter issued by the importer’s bank expressing that it
will respect the export bills to the bank of the exporter up to a specific sum.
 Bill of exchange: In export and import exchange, exporter draws the bill on the importer
requesting that he pay predefined money to someone in particular or the owner of the
instrument. The records required by the importer for guaranteeing the title of exported
merchandise are passed on to him just when the importer acknowledges this bill.
 Bank Certificate of Payment: It is a declaration that the required documents identifying
with the specific export deal have been arranged and payment has been gotten related
with the exchange control regulation.
Import Procedures and Documentations
Import is a very important function of our economy. It is one of the most regulated sectors of
our economy. Let us understand the in-depth import procedures and their important
documentation.
Import Procedure

1. The initial step engaged in importing a product is to accumulate information about the
nations and firms which send out the item required by the exporter. It can be
accumulated from trade directories, trade organizations, and associations. The exporter
readies a quotation otherwise called Performa Invoice and sends it to the importer.
2. The Importer Consults the export-import (EXIM) Policy in power, all together to know
whether the merchandise that he/she needs to import are subjected to import licensing
or not.
3. In the situation of an import transaction, the provider resides in a foreign nation and
subsequently requests the instalment of foreign cash. This includes the trade of Indian
Currency into foreign money. The Exchange Control Department of the Reserve Bank of
India (RBI) manages foreign trade exchange in India. According to rules, each merchant
needs to secure the sanction of foreign trade.
4. The importer puts in an import request or indents with the exporter for the supply of
merchandise. The request contains information with respect to cost, quality, quantity,
size and grade of goods instructions with respect to packaging, delivery shipping, a
method of payment and so on.
5. At the point when the payment terms concur between the importer and the overseas
provider, the importer gets the letter of credit from its banker and forwards it to the
overseas provider.
6. The importer arranges for money in advance to pay the exporter on arrival of goods at
the port this empowers the importer to avoid huge penalties on the imported goods lying
nucleated at the port for the need of payment.
7. The overseas supplier after loading the merchandise on the ship dispatches the
“Shipment Advice” to the importer. It gives information with respect to the shipment of
goods like receipt number, bill of lading/airway bill, the name of the ship with date
description of merchandise and amount and so forth.

Furthermore,
8. After dispatching the merchandise, the abroad exporter hands over the different
documentation like an invoice, bill of lading, insurance certificate of origin to his banker for
their forward transactions to the importer when he receives the bill of exchange drawn by the
provider. The acknowledgment of a bill of exchange by the importer to get a confirmation of
delivery is known as the retirement of import documents.

9. At the point when the sent merchandise comes in the importer’s nation, the individual
accountable for the merchandise conveys the officer in control at the dock or the airport about
it. The individual responsible for the ship or airway gives the report with respect to import.

10. Imported merchandise are subjected to customs which is an exceptionally extensive

process and includes a considerable time to complete. The importer more often than not
appoints a C&F operator for completing these customs.
Essentially, the merchant acquires a delivery order which is otherwise called an endorsement
for delivery. This order allows the importer to take to take the delivery of merchandise
subsequent to pay the cargo charges.

Importer likewise needs to pay dock dues for getting port trust dues receipts for which he
submits two duplicates filled in the form is known as “application to import” to the Landing and
“Delivering Dues Office”. Subsequent to paying dock dues the importer gets back one copy of
the application as a receipt which is called as ‘port trust levy receipts’.

At long last, the importer fills in a frame known as ‘bill of entry’ for appraisal of customs import
duty. An inspector inspects the merchandise and gives his report regarding the bill of entry.
This bill is then introduced to the port administration which on getting the important charges,
issues the discharge arrangements.

Documents Used in an Import Transaction

 Proforma Invoice: It is a record that contains points of interest with regards to the
quality, review, design, mass, weight, and cost of the exported merchandise and the
terms and conditions on which their transportation will occur.
 Import order or Indent: It is a documentation in which the importer orders for supply of
imperative merchandise to the supplier. The order containing the data, for example,
amount and nature of merchandise value, a technique for sending the merchandise,
packing process, method of payment and so forth.
 Shipment counsel:– The exporter sends shipment advice to the importer for telling him
that the merchandise has been dispatched. It contains invoice number, bill of
lading/airway bill number and date, the name of the vessel to date, the port of export,
description of products and amount and the date of cruising of the vessel.
 Bill of lading:– It is readied and marked by the captain of the ship recognizing the receipt
of merchandise on board. It contains terms and conditions on which the products are to
be taken to the destination.
 Bill of entry:– It is a form provided by the customs office to the importer who filled it at
the duration of getting the merchandise. It must be in triplicate and is to be submitted to
the customs office.
 Letter of credit:- It is a document that contains a certification from the importer bank to
the exporter’s bank that it is attempted to respect the payment up to a specific sum of
the bills issued by the exporter for transportation of the products to the importer.
 Trade Enquiry: It is a written request made by a logistic firm to the abroad provider for
giving data in regards to the cost and different terms and conditions for trading
merchandise.
 Application Letter
Application Letter Meaning of job application letter, Job application may be the first
important business letter after in a person has got graduation from a college or
university. There is always though competition in the job market and the prospective
employers will from their first impression about the job seeker from his application. A job
application letter is a letter which is written by the job seeker to a prospective employer
for a position is his organization. In fact, a job application letter is written to sell one’s
qualities and services to an employer.

According to Quible and Others, “A letter of application is a message designed to

inform the reader of your desire for a position in his or her organization and to request
an interview for that position.”

Types of Job Applications Letters

There are two types of job application letter, such as Solicited application letters and
unsolicited application letter-

1) Solicited Application Letter:

Solicited application letters are written in response to an advertisement for hiring or

recruitment. Here the job seeker knows the vacancy and can tailor his application as per the
requirements of the said post. If you’re sending a solicited application letter, you will usually
know what qualifications the organization is seeking. In this case, highlight the chief
qualifications and mirror the requirements specified in the advertisement. You should grab
the attention by focusing on the phase Proven Skills, sometimes used in the advertisement.
An example of solicited job application letter is given below:

2) Unsolicited Application Letter:

Unsolicited applications letters are written at the writer’s own initiative to the
organization. Who has not advertised for recruitment? Unsolicited application letter is also
called prospecting letter. But in case of writing an unsolicited letter, you have a better
chance of being read and receiving individualized attention. You can gain attention by
focusing on the needs of the employers and how they will be gained by employing you. An
example of unsolicited job application letter is given below:
 Tips for writing Cover Letter:

A bit of research and organizing gets you off to a good start when writing a cover letter.
When you have a clear idea of the company's needs, it makes it easier to prepare a
document that shows how you can meet those needs.

 Familiarize yourself with the company, and consider how your skills fit into the role you are
applying for by studying the job ad. Then, begin your message with a sentence in
the opening paragraph that explains how your skillset will meet the company's needs.
 Keep it short and precise. The Harvard Business Review recommends making your cover
letter brief in order to make it easier for the recruiter to scan your letter and ascertain your
qualifications quickly.
 Be positive and upbeat, but don't try to be funny. It's okay to show your enthusiasm for the
job, but be sure to keep the language in your cover letter professional. Also, avoid using any
words or phrases with negative connotations.
 Use a bold font or bullet points, when appropriate, to draw attention to key points.
The Society of Human Resource Managers (SHRM) recommends this as a way to capture a
recruiter's attention. It also makes the document easier to review.
 Name drop fairly early in the document if someone from within the company referred you
or directed you to contact the HR manager.

Parts of a cover letter:

While cover letters can vary when it comes to content, all cover letters need a few key
elements to serve their purpose effectively and showcase the top reasons to hire you. They
should also follow a consistent format to make your information well-organized and
accessible to employers. A great cover letter uses a logical progression of ideas to advertise
your skills.

There are seven sections that every cover letter should include to fit employer expectations
and highlight your best qualities:

1. Header
2. Greeting
3. Introduction
4. Qualifications
5. Values and goals
6. Call to action
7. Signature

1. Header
All cover letters start with a header that includes your contact information. People often use
the same header for their cover letter as they use for their resume to create consistency
across their entire application. Regardless of the exact format you use, a header should start
with your name and include your email, phone number and address on separate lines. Some
people include links to their portfolio or social media if that information is relevant to the
position.

2. Greeting

The salutation or greeting of your cover letter is your first chance to differentiate yourself
from other applicants by addressing the correct person. Research the name of the hiring
manager for each position to show that you have put thought and effort into your
application. You can often find this information within the job listing, on the company
website or by calling their office and asking.

If you can't find a specific name to address your letter to, you can personalize the greeting
by referencing the specific department you would be working with. "Dear Hiring Manager"
is a standard greeting that is acceptable when their name is not available. Keep your
greeting short and professional, using the appropriate honorifics or titles when applicable.

3. Introduction

The first paragraph of your cover letter should provide the basic details about who you are
and why you want the job. Include the title of the job you are applying for, provide a general
overview of why you would excel at the position and the reasons you are excited about the
job. You can mention how you heard about the position and why you decided to apply,
which is an especially good strategy if another employee referred you to the position.
Review the job posting for the core strengths required for the job and use your introductory
paragraph to explain how you exhibit those qualities.

4. Qualifications

After the introduction, focus on your history and qualifications. This allows you to attract the
employer's attention by immediately sharing how you can benefit their team. Provide more
details about the information you include on your resume, and focus on how your
experiences specifically apply to the job. Include stories about relevant projects or situations
that give insight into how you solve problems and do your work well. Explain how you
contributed to the success of past projects and draw attention to the impact of your actions.

5. Values and goals

The next paragraph should demonstrate that you understand the company's mission and
have done research on the position. Focus on how your goals align with theirs and connect
to the elements you like about the company culture. Explain how the work you do can
mutually benefit your future and the needs of your prospective employer. This section of
your cover letter allows you to show that you can not only do the job well but can fit in with
a team and bring a positive attitude to the workplace.
6. Call to action

The final paragraph should summarize your interest and suggest the next steps for
proceeding with the application. Thank the hiring manager for taking the time to review
your application, and express interest in speaking more about the position or scheduling an
interview. Your cover letter should cater to how you can benefit the company, so focus on
the skills and talent you hope to bring to their team.

7. Signature

Sign off with a professional closing phrase and your signature or typed name. If you're
emailing your cover letter, be sure that you do not include an unnecessary email signature.
Some appropriate closing phrases are:

 Sincerely
 Best regards
 Respectfully
 Thank you
 With thanks

Advantages And Disadvantages Of Cover Letter

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