BUSINESS LETTERS

Covering letter

A letter serves as a permanent record of

a communication
There is a variety of different business
letters used in the business world. Each
kind requires a different form and layout.
It is important that you are familiar with
the various types of letters and can use
the appropriate forms when necessary.
(self study exercises)

 Effective business letters:

Write simply, briefly and clearly

concise language usage
Write as you speak it should sound
natural, tone is business-like and
professional
Check twice edit
 THE LETTER OF APPLICATION

The letter of application for a job is

usually accompanied by your CV as
this contains the most important
information that a potential employer
needs.
The letter serves to catch the eye of
the potential employer and convince
her/him to take the time to read your
CV and to grant you a job interview.
Principles of the Application Letter

It should be brief but carefully and skillfully

prepared.
Correct style, Grammar and Spelling are
absolutely essential as this will be seen as a
reflection of your competence.
It is important not to be emotional. You need to
present the qualities, education or experience
that will make you a valuable employee.
The letter should always be concerned with the
needs of the potential employer, not your own
needs.
 Tone of the Letter of Application for
Employment

Remember that you are writing to a

stranger - the tone should therefore
be: professional

Serious, polite and respectful

Confident but not aggressive
Never beg or present yourself as
being desperate
 STRUCTURE of the Letter of Application for
Employment

Opening Paragraph: this should include the following:

The position for which you are applying and a reference
as to how you found out about the potential job e.g.
advertisement in the paper.

Second Paragraph
Give an outline of your qualifications. Remember this is
a summary and should not, for example, contain all
your matriculation marks.
Ensure that you mention that the detailed information
the employer may require can be found in the
accompanying CV.
Expand on the factors that you think qualify you for the
job, e.g. your previous experience.
 Structure continues
Third Paragraph
This paragraph is what we call a goodwill
paragraph. Here you mention personal
qualities about yourself.
State why you would like to work for the
particular company.
Your interests (i.e. what you enjoy doing in
your spare time, your hobbies, any sport that
you play, or club that you belong to).
Watching TV is not an interest.
Your personality (the qualities that make you
who you are. Only mention the positive).
 Structure continues
Concluding Sentence:
Establish the expectation of a response.
It is acceptable to request an interview
as long as this is done politely e.g.:

o I would appreciate it if you could

grant me an interview so that I can
answer any questions you may have
and provide evidence of my work
qualifications.
 Example of Covering letter

24 Smith Street
Hillbrow
JOHANNESBURG
2001

25 March 2010

Mr. W Monyane (Human Resources Manager)

MTN
22 Limpopo Street
MIDRAND
0125

 Example continues
Dear Mr. Monyane

APPLICATION FOR THE POST AS TRAINEE CELLULAR PHONE

TECHNICIAN

I would like to apply for the above position as advertised in The

Star newspaper on Tuesday the 17 March 2010.

I graduated with a National Diploma in Electrical Engineering

(light current) in December 2007 from The University of
Johannesburg.
Detailed information of my qualifications and other particulars can
be found in the accompanying Curriculum Vitae. Whilst studying for
my diploma I completed two blocks of experiential training, one
with Telkom and the other with Cell C. I have learnt many skills in
these organisations specifically related to communications
technology.
 Example Continues

I would like to work for MTN as it is one of the fastest growing cellular
communications companies in Africa. I enjoy reading, hiking and
developing computer games in my spare time. I am a friendly, outgoing
and honest individual; qualities that I think would fit into your corporate
profile.

I look forward to a response from you once you have looked through my
CV.

Yours sincerely
L. Hammersmith
L. Hammersmith
Tel: 546-82901
Cell: 079555521
Email: hammer@gmail.co.za
 Example of advert

The Star newspaper on the 23 March (this is a real example)

Erwat Innovative wastewater solutions are looking to fill the
following position:

Production Manger
Technical Services
The appointee will primarily manage and control the operating
function of the Technical services department to provide
strategic direction on electrical, mechanical, industrial and
chemical engineering matters. He/she will be responsible for
developing and implementing an asset management
system, prepare technical specifications and participate in the
adjudication process for awarding contracts, pursue new
business development opportunities and oversee legislative
requirements. General duties will consist of preparing and
controlling departmental budgets, managing employee well-
being, overseeing appropriate training and managing effective
use of resources.

 Example continues
Requirements
Degree or National Diploma in one of the following engineering

disciplines: electrical, mechanical, industrial or chemical.

Management or business degree

Computer literacy (MS office)

Safety leadership

Excellent Communication skills

Remuneration

Market-related

Note - Must be able to start immediately

The incumbent will not necessarily be bound to one work site and

could be transferred to other company work sites if so required

Own transport and a valid code 08 drivers licence

Applications in a sealed envelope marked Confidential should be

addressed to Sonja Bester, Human Resources Department, PO Box

13106, Norkem Park 1631.
Closing date: May 2010

If you are not contacted within 14 days, please consider your

application unsuccessful.