Business Letters, Correspondence, and Resume Writing

How to Write Business Letters

What is a Business Letter?

• Business letters are written messages to a person or group within a professional setting.
  • Example: Application letter

Types of Business Letters

A. Modified Block Style

• All paragraphs align at the left margin.
• No indentation is needed.
• Margins: 1-1.5 inches on all sides.
• Single-spaced between sentences.
• Leave an extra open line for paragraphs.
• Account for company letterhead when figuring out the margin.

B. Modified Semi Block Style

• Left margin line up.
• The first word in each paragraph is indented.
• Margins: 1-1.5 inches on all sides.
• Single-spaced between sentences.
• Leave an extra open line for paragraphs.

C. Full Block Style

• Left margin line up
• No indenting of paragraphs.
• Single-spaced between sentences.
• Leave an extra open line for paragraphs

Application Letter: How to Write

1. Introductory Paragraph

• Purpose: Introduce yourself and state why you are writing.
• Should capture the reader’s attention and clearly specify the position you are applying for.
• What to Include:
  • A polite greeting (e.g., Dear Hiring Manager or Dear [Specific Name]).
  • State the purpose of the letter and the specific position you’re applying for.
  • Mention how you learned about the job opening (e.g., company website, job portal, referral).
  • Provide a brief, engaging statement about why you are interested in the role.
• Example:
  • "Dear Hiring Manager, I am writing to express my interest in the [Position Title] role at [Company Name]. With my background in [Your Field/Industry] and passion for [Specific Aspect of the Role or Industry], I am excited about the opportunity to contribute to your team. I came across the job posting on [Source] and believe my qualifications align well with your company’s goals."

2. Body Paragraph

• This section presents your qualifications, experiences, and achievements.
• Divide it into one or two paragraphs depending on your experience.
• What to Include:
  • Highlight relevant skills and experiences that match the job description.
  • Provide specific examples of accomplishments or contributions in previous roles.
  • Emphasize how your strengths can benefit the company.
  • If applicable, mention certifications, awards, or specialized training.
• Example:
  • "In my previous role as a [Your Previous Position] at [Company Name], I successfully [Describe an Achievement or Responsibility]. This experience has equipped me with strong [Skill 1, Skill 2, Skill 3] that I believe will contribute positively to your team. Furthermore, my ability to [Mention a Specific Skill or Quality] has consistently allowed me to achieve outstanding results."

3. Closing Paragraph

• Express gratitude, restate your interest, and invite the employer to take further action.
• What to Include:
  • Reaffirm your enthusiasm for the role.
  • Politely request an interview or further discussion.
  • Thank the reader for their time and consideration.
  • Provide your contact information (if not already included in the header).
• Example:
  • "Thank you for considering my application. I am enthusiastic about the possibility of contributing to [Company Name] and would welcome the opportunity to further discuss how my skills and experiences align with your needs. Please feel free to contact me at your earliest convenience at [Your Phone Number] or [Your Email Address]. I look forward to the opportunity to speak with you soon. Sincerely, [Your Full Name]"

Tips for Application Letters

1. Don’t Use a Generic or Overused Template

• Avoid sending the same letter to multiple companies without customization.
• Employers can tell when a letter is not tailored to their specific job posting.
• What to Do Instead:
  • Personalize each letter by mentioning the company name, role, and relevant skills that match the job.

2. Don’t Start with a Weak Opening

• Beginning with a vague statement like “I’m writing to apply for a job” lacks enthusiasm.
• Avoid clichés like “I’m the perfect candidate” without backing it up with evidence.
• What to Do Instead:
  • Start with a strong, engaging opening that demonstrates your interest in the role.

3. Don’t focus solely on yourself

• Avoid writing only about what you hope to gain from the job.
• Statements like “This position will help me grow my career” are self-centered.
• What to Do Instead:
  • Emphasize what you can contribute to the company and how your skills will add value.

4. Don’t Repeat Your Resume

• Your application letter should complement your resume, not copy it.
• Avoid listing job titles and duties without explaining how they make you a good fit for the role.
• What to Do Instead:
  • Use the letter to explain key experiences, skills, or achievements in detail.

5. Don’t Make It Too Long

• Rambling letters lose the reader’s attention.
• Avoid including irrelevant details or personal information.
• What to Do Instead:
  • Keep it clear and concise — one page with 3-4 paragraphs is ideal.

6. Don’t Use Negative Language

• Avoid complaining about previous jobs, bosses, or colleagues.
• Don’t highlight your weaknesses or lack of experience.
• What to Do Instead:
  • Focus on your strengths and express a positive, growth-oriented attitude.

7. Don’t Skip the Call to Action

• Failing to request an interview or further discussion can leave your letter incomplete.
• What to Do Instead:
  • Politely express your desire to continue the conversation and provide your contact information.

8. Don’t Forget to Follow Instructions

• Some companies have specific guidelines for application letters.
• Ignoring them can lead to disqualification.
• What to Do Instead:
  • Carefully read the job posting and follow any formatting, submission, or content instructions.

Business Correspondence

• Business correspondence is commonly known as "business letters."
• This written style of communication is common in the workplace.
• Any professional written communication at a workplace, including transactions between coworkers, clients, and other members of the workplace, might be termed "business correspondence."

Types of Business Correspondence

1. Internal Business Correspondence

• Refers to written communication within a company's departments, employees, units, and branches.
• Internal correspondence can be either formal or informal.
• E-mails are typically used in sending out internal business correspondence as companies usually use a unified system within.

2. External Business Correspondence

• Refers to communications that occur outside of a firm or organization.
• This type of written communication involves a firm employee conducting business with people outside the company.
• An example of this is communication between a company representative and a prospective client.

3. Sales Business Correspondence

• Used to communicate status and other sales-related information.
• Because it contains supporting documentation and records about transactions and marketing, this sort of communication is rigorous.
• Some examples of sales correspondence are invoices, sales reports, proposals, and orders.

4. Personal Business correspondence

• Personalized written communication from anyone in a company.
• This type of business correspondence is written and read privately by the involved people within the company.
• Some examples include request letters, recommendation letters, proposals, appreciation notes, and the like.

Types of Business Correspondence (Specific Examples)

1. Letter of Inquiry - Request information
2. Letter of Complaint - To express dissatisfaction with a product, service, or experience.
3. Letter of Adjustment - To promise adjustments as response to complaints
4. Acknowledgement letter - Sent to confirm the receipt of orders, payments, or other important documents.
5. Cover letter - Typically accompanies a resume when applying for a job.
6. Recommendation letter - Provides a professional reference for a person’s skills, qualifications, and character.
7. Resignation letter - written by an employee to formally resign from a position.
8. Apology letter - Sent to express regret over a mistake, misunderstanding, or poor service.
9. Memorandum - An internal document used for a quick communication within a company.

Importance of Business Correspondence

1. Business correspondence serves as evidence for all of a company's significant transactions.
2. Business correspondence promotes healthy communication among the people in and out of a business.
3. Business correspondence avoids unnecessary and Time-consuming communication between business people.

How to Create a Winning Resume

• A resume is a brief document that summarizes your education, work experience, skills, and achievements relevant to a specific job.
• A CV (Curriculum Vitae) is a comprehensive document that details your entire academic and professional history.

Core Sections of a Resume

A. Contact Information

• Include your full name, phone number, email address, and optionally, your LinkedIn profile URL or physical address.

B. Objective

• A statement outlining your career goals and what you hope to achieve in a specific role, often used by those with less experience.

C. Work Experience

• List your previous jobs in reverse chronological order, starting with your most recent position.

D. Education

• List your educational background, including degrees, diplomas, and certifications.
• Include the name of the institution, degree/diploma, and graduation date.

E. Skills

• Highlight both hard skills (technical abilities) and soft skills (interpersonal skills) that are relevant to the job you are applying for.
• Use bullet point for each section to be easy to read.

Formatting Tips

1. Stick to a Clear Layout

• Use a reverse chronological format (most recent experience first).
• Divide sections clearly: Header, Summary, Skills, Experience, Education, etc.

2. Use Consistent Fonts

• Stick to clean, professional fonts like Calibri, Arial, Helvetica, or Times New Roman.
• Font size: 11–12 pt for body text, 14–16 pt for headings.
• Avoid more than two different font styles.

3. Use Bullet Points, Not Paragraphs

• Use concise bullet points to describe responsibilities and achievements.
• Begin each bullet point with action verbs (e.g., Led, Designed, Initiated, Improved).

4. Bold Strategically

• Bold only important details like job titles, company names, or section headers.
• Avoid overusing bold/italic/underline to maintain a clean look.

5. Save as PDF

6. Prioritize Readability over Design