Job Application
and Resume Writing
Job application letter are written when someone needs a
job. It serves as a covering letter for the enclosed resume. The application
letter concentrates on why the applicant in interested in the position applied
for and the applicant’s special fitness for the job. The main purpose of the
application letter is to attract the employee’s attention, create interest in
the positive action. The first objective of an application letter is to obtain
an interview. Whenever we submit our resume, we should enclose a cover or
application letter to let readers know what we are sending, why we are sending,
and how it is beneficial for them.
The purpose of the application letter is to get employer
interested enough to read our application and contact us for an interview.
There are two types of application letters – solicited
application letter and unsolicited application letter. Solicited application
letter are written in response to an advertisement. Unsolicited application
letters are written at the writer’s initiative. In both cases, the writer is
supposed to give all relevant details of his qualifications and experience.
1. SOLICITED
APPLICATIONS
Solicited
applications are sent in response to job advertisements. A solicited application
however, is in direct response to the job advertised. The basic feature and
essentials about a solicited letter are:
- Solicited application letter are written in response to an advertisement of job opening
- The candidate is aware of the qualification and profile which the organization is seeking
- It explains in brief the achievement mentioned in the resume and refers the reader to the enclosure (resume)
- It states the reason for writing and links the writers experience to stated qualification
- It discuss how specific skill apply to the job, showing that you aware of the job and the attached responsibilities
- It is for an interview and facilities action for an interview call
Example of solicited letter……
Dear Ms. Sharma
In the January 31 issue of The Times of India, your
advertisement mentioned ‘proven skills’. I believe I have what you are
looking for in an administrative assistant. In addition to experience in a
variety of office settings, I am familiar with the computer software used in
your office. I recently completed a three-month course on Microsoft Word and
Power Point. I learned how to apply those programs to speed up letter and
report-writing tasks. A workshop on “writing and editing with the Unix Processor”
gave me experience with other valuable applications such as composing and
formatting sales letters, financial reports, and presentation slides.
These skills
have been invaluable to me as assistant to the chief nutritionist at our
campus cafeteria (please refer to my resume). I am particularly proud of the
order confirmation system I designed, which has sharply reduced the problem
of late shipments and depleted inventories.
Because proven
skills are best explained in person, I would appreciate an interview
with you. Please phone me any afternoon between 4 and 8 pm. At 044-234156 to
let me know the day and time most convenient for you.
Yours
sincerely,
(signature)
Name (Typed)
Enclosure: Resume
|
2. UNSOLICITED APPLICATIONS
Unsolicited
applications are written at the writer’s initiative without any announced job
opening. It points out personal qualities, qualification and experience that
writer would found suitable for particular job position in the organization.
Example of unsolicited letter…..
Dear Mr. Mohanty
From reliable sources, I have come to know that your
company is looking for retail clerks and managers who are accurate,
enthusiastic, and experienced. You want someone who cares about customer
services, who understands merchandising, and who can work with others to get
the job done. When you are ready to
hire a manager trainee or a clerk who is willing to work toward promotion,
please consider me for the job.
Working as a
clerk and then as an assistant department manager in a large department store
has taught me how challenging a career in retailing can be. Moreover, my BA
degree in retailing (including work in such courses as retailing marketing
and business information systems) will provide your store with a well-round
associate. Most important, I have undergone 6 months special training in
Retail Management & Store Keeping organized by Big Bazaar at New
Delhi. You will find that I am interested in every fact of retaining, eager
over my resume to see how my skill can benefit your store.
I understand
that your organization, Wal-Mart prefers to promote its manager from within
the company and I would be pleased to start out with an entry-level position
until gain the necessary experience. Do you have an associate positions
opening up soon? Could we discuss my qualification? I will phone you early
next Wednesday to arrange a meeting at your convenience.
Enclosed is
my resume for your consideration. If, after reviewing it, you would like more
information, my credentials are on file at the Educational Placement Office
at F. M. University and I would be happy to furnish them. A personal
interview can be arranged at your convenience. Thank you very much for your
time and consideration. I look forward to hearing from you soon.
Your sincerely,
(signature)
Name (Typed)
Enclosure: Resume
|
- Position title and job description – provide your title, plus a detailed explanation of your daily activities and measurable results. Since job titles are often misleading or their function may vary from one company to another, your resume should tell the reader exactly what you have done.
- Clarity of dates and place – document your work history accurately. Do not leave the reader guessing where you were employed or for how long. If you have had overlapping jobs, find a way to pull them apart on paper or eliminate mentioning one, to avoid confusion.
- Detail – specify some of the more technical or involved aspect of you past work or education. Have you performed tasks of any complexity or significance? If so, don’t be shy; give a one or two sentence description.
- Proportion – give appropriate attention to jobs or educational credentials according to their length or importance to the reader. For example, if you wish to be considered for a position at a bank, do not write one paragraph describing your current job as a loan officer, followed by three paragraph about your high school summer job as a lifeguard.
- Relevancy – confines your curriculum vitae to that which is job related or clearly demonstrates a pattern of success. For example, nobody really cares that your hobby is spear fishing or that you weight is 137 pounds or that you belong to an activist youth group. Concentrate on the subject matter that addresses the needs of the employer.
- Explicitness – leave nothing to the imagination. Don’t assume the resume reader knows, for example, that the Fakir Mohan University you attended is in Balasore or that a P.G. is a post Graduate degree or that your current employer, Info System Inc., is a leading consultancy firm.
- Length – fill up only a page or two. If you write more than two pages, it sends a signal to the reader that you cannot organize your thoughts or you are trying too hard to make a good impression. If your content is strong, you will not need more than two pages.
- Spelling, grammar, and punctuation – create an error-free document that is representative of an educated person. If you are unsure about the correctness of your writing (or if English is your second language), consult a professional writer or copy editor. At the very last, use a spell-check program if you have access to a word processor, and always proofread what you have written.
- Readability organize your thoughts in a clear, concise manner – avoid writing in a style that is either fragmented or long-winded. No resume ever won a Nobel Prize for literature.
- Overall appearance and presentation – select the proper visual format, type style and stationary. If you deviate too much, or your resume takes too much effort to read, it will probably end up in the trash, even if you have a terrific background.
[For extra reading…
- Keep one or two pages depending on experience
- Describe your main functions, not what you did incidentally
- Emphasize those duties that are most relevant to your present application
- Include any special recognition, accomplishments or projects you were involved with
- Describe your former/current employer, including size of company, type of industry etc.
- Write about yourself in a positive light
- Strive to be concise and target your information to the employer]
DRAFTING OF RESUME, BIO-DATA, AND CURRICULUM VITAE
1. Resume: - a resume I suited
for any position in an organization. Personal information such as date of
birth, marital status, nationality, and genders are generally not included
in a resume. It is suitable for almost all types of organizations. It can also
be modified according to the skill sets required by a particular job. For
instance, if engineering students wish to apply for the post of a software
executive post, they may highlight their skill sets in software.
o
Summarizes your professional profile
o
Focuses on your skills, achievements and professional
roles
o
Ideal length: 1-3 pages
o
Best weapon to target industries across the globe
2. Bio-data – a bio-data is
shortened form of biographical data, and has now become an obsolete term. In
this format, the emphasis is on personal details such a date of birth,
nationality, marital status, gender and address. The applicant’s hobbies may
also find a place in a bio-data. These details are followed by the educational
qualification, work experience and skills for the job.
o
At best describes your personal information including
contact details, father name, mother name, location, current position, salary
and so on and so forth.
o
Focuses on nothing but your personal information. Not a
good idea to send to a recruiter
o
Ideal length: not more than one page
o
Best place to use a Bio-data: Matrimony and in
some rare cases: Government Jobs
3. A curriculum vitae: - it
contains all the elements of a resume but it is more detailed in terms of the
academic credentials. It is generally used for a position in a research
organization or when the candidate applies for a research fellowship. A CV
contains a detailed account of all the papers published, papers presented at
the conferences, and research projects carried out. On the other hand, a resume
may just mention the number of conferences attended/number of papers
published/a brief summary of the project carried out. We van say that a CV is
more knowledge-oriented whereas a resume is more skill-oriented.
o
Descriptive document of your professional summary
o
Focuses on your academia, research publications,
scientific papers, achievements to name a few
o
Ideal length: No restrictions
o
You would have already inferred that it is suitable for
research scholars, academicians, and fresher’s (some job opportunities ask
specifically for a CV)
Resume
|
|
Skills & Competencies
Employment history
Academic credentials
|
Targets a
specific position
|
Curriculum vitae
|
|
Skills and Competencies detailed
Extensive details of employment
Academic credentials - detailed
|
Does not
necessarily target a particular job
|
Bio-data
|
|
Resume or Curriculum Vitae + personal Details
Gender
Date of Birth
Nationality
Hobbies
|
Example of Bio-data
Shruti Sharma
52, Satara Market, Jaipur.
E-mail: shruti***@gmail.com Cell: +91-99********
Career Snapshot
Technical Skills
Set
Programming Languages : Core Java and J2EE
Operating system : Windows XP, 2003, Unix ORM : Hibernate, DAO Packages : MS-Office Application Development : Tomcat and GlassFish Server Side : Struts Database : MySQL, MS Access, Oracle IDE : NetBeans, Eclipse Framework : Spring
Projects
Undertaken
Project Name: Supply Request
for quotation(SRFQ) LIVE project
Environment: Windows 2003, JSP, Servlet, DAO, Tomcat, Hibernate, Struts Front End: Java and J2EE Back end: MySql Description: The modules covered include: Security request specification, Configure supplier, Quotation posting technical analysis, Financial Analysis, Admin approval, Simple request supplier, Sampling confirmation, Sample technical approval, Sample operational approval, Admin sample approval for order. Project Name: Payroll Management System Environment: Windows 2003 , JSP, Servlet, JDBC, Tomcat Front End: Java and J2EE Back end: SQL Server 2000 Description: This project takes efficient care of employee’s salary records using SDLC for efficient performance. Project Name: Human Resource Management System Environment: Windows 2003, JSP, Servlet, JDBC, Tomcat Front End: Java and J2EE Back end: MySql Description: This project efficiently takes care of overall HR functions from job advertise to candidates joining and salary to leave records. Project comprises of more than 22 forms and efficient modular structure so that updating one does not disturb another. A Software Development Life Cycle has been used for efficient development of the software.
Trainings
Educational
Qualifications
Personal Details
Date of Birth: 22nd April 19**
Languages known: English, Hindi, Oriya |
Amit Prakash
Phone: +91-9121212254
Email: amit212@gmail.com
OBJECTIVE
To pursue a Challenging Professional Career, where my education,
experience, skills and abilities would enhance me and my organization through
continues improvement.
CAREER SUMMARY
EDUCATIONAL
BACKGROUND
----
---- ----
WORK EXPERIENCE
ABC Services Pune Jan 11 –Till date
Worked as a QA Engineer and assisting in the quality improvement of various in-house and client products. The major projects handled are the following. Project : Self Service Banking (SSB) Domain : Retail Banking Client : Sun Trust Capital SVB Summary : The project provides a solution for Retail Banking. It mainly consists of three interfaces Personal Banking, Business Banking and Application Manger. Role
Project Bank Of America (BOA)
Domain: Trade Finance Client: Bank of America Merill Lynch (BAML) Summary: The project provides Investment and Purchase Order solution for Trade Finance Applications. Role
Project Development Bank of Singapore (DBS or SPARK
Domain: Corporate Banking, Retail Banking and Trade Finance. Client: Development Bank of Singapore. Summary: The project provides a solution for Retail Banking, Corporate Banking and Trade Finance. The project development consists of two phases Corporate Banking and Trade Finance. Role Trade Finance Product
DBS Retail Product
Certification: Diploma in
Software Testing
Project: Orange HRM 2.5 Domain: HR Management. Summary: Orange HRM is a modular web based application for Human Resource management. Our work is to design test cases and perform their execution. We handled the functionality, usability and basic security testing on Orange HRM by designing the test cases. The application is then evaluated against the designed test cases. Selenium IDE, Test link, Bugzilla and QTP are used during the designing and evaluation process. Role
SOFTWARE SKILLS
Programming Languages : C/C++
Scripting Language : Basics of Java Script Databases : Oracle 9i Platforms : Windows XP/7, DOS Tools and IDE : QTP, Sahi, HPQC, JIRA, Selenium IDE, Test link, Bugzilla, Visual Studio 2008
PROFESSIONAL
SKILLS
ACHIEVEMENTS
EXTRA CURRICULAR
ACTIVITIES
PERSONAL
INFORMATION
DOB : XXXXXXXXX
Hobbies : Painting and Listening Music. Languages known : Hindi, English Addesss : XXXXXXXXX |
Example of CV…
Curriculum Vitae Format Example
Your Contact Information
Name Address Telephone Cell Phone
Optional Personal Information
Date of Birth Place of Birth Citizenship Visa Status Gender Marital Status Spouse's Name Children
Employment History
List in chronological order, include position details and dates Work History Academic Positions Research and Training
Education
Include dates, majors, and details of degrees, training and certification High School University Graduate School Post-Doctoral Training
Professional Qualifications
Certifications and Accreditations
Computer Skills
Awards
Publications
Books
Professional Memberships
Interest
|
Personal Letter
Letter
of Appointment:
Letters
given by the employer to the employee are legal documents. In case of disputes
about seniority, retirement benefits like Provident Fund, Gratuity, Pension,
etc. these letters can be produced as proof of claim. Dates of appointment, of
taking charge of the post, of confirmation, promotion, resignation, termination
of service, etc. are an important deciding factor in computing the amount due
to the employee when the appointment comes to an end.
Young person’s on their first job are often
unaware of the significance of the details contained in the letters given to
them by their employers. It is advisable have the details of the appointment
letter examined by a knowledgeable and experienced person before signing it.
Once the acceptance is signed, both parties have to abide by the conditions of
the letter.
The employee’s signature is taken on two
copies of the letter and the copies are filed in the office, one in the office
records file and the other in the particular employee’s service record file.
The personnel department has to be careful in preparing employment letters since
the company which gives the letters is bound by the conditions stated in them.
Most companies have pro forma letters so that uniformity is maintained, and no
detail is forgotten; only the details applicable to each individual case need
to be filled in.
These letters are printed out (or typed) on
the official letterhead of the employer. The inside address must begin with the
full name of the receiver since this letter is a proof that the particular
person was given the terms of service mentioned in the letter. The salutation
is by name, and the complimentary close is “Yours sincerely”. The signature
must be followed by the name and designation of the person who signs.
An appointment letter must contain the
following details:
- Name of the post
- Scale of pay and rate of increment. (this is written as Rs. 5000-100-7000-200-10,000 which means that the starting basic pay per month is Rs. 5000, the annual increment is Rs. 100 till the basic reaches Rs, 10,000/-. After that, there will be no further rise in the basic salary of the particular post.)
- Basic salary to be given to the particular person; a person who has previous experiences often given a higher start.
- Allowances applicable: these are: D. A. (Dearness Allowance), CLA (City Living Allowance), TA (Travelling Allowance for jobs involving travel), HRA (House Rent Allowance), Commissions, and so on.
- Date on which the persons expected to take charge of the post.
- Provident Fund, or pension and Gratuity benefits applicable to the post.
- Period of probation if the appointment is on probation. The letter must indicate if the appointment is temporary or permanent or in a leave vacancy etc.
- Period of notice required for termination by either side.
Dear Miss Kamal Mehta,
With reference to your
interview on (date) for the post of Office superintendent, I am happy to
inform you that you have been selected for appointment to the post of typist.
Your starting basic salary will be Rs.5400/- in the scale of Rs.
5000-100-10,000/- and DA at state Government rates. The appointment is on
probation for one year and will be confirmed on satisfactory completion of
probation. Contributory Provident Fund benefits become applicable on
confirmation. The appointment is terminable by a month’s notice from either
side during probation.
You are requested to take
charge immediately. Please intimate your acceptance of the appointment.
Yours
Sincerely,
|
Dear Mr. - ,
You have been appointed to
the post of Sr. Clerk in the scale of Rs. 4000-75-8000/-. Your starting basic
salary will be Rs. 4100/- plus D. A. at state Government rates. You will be
on probation for one year and will be confirmed if your services are found
satisfactory.
The post carries the
benefits of pension and gratuity which become applicable on confirmation.
During the probation period the services can terminated by either side on
giving a notice of one month.
You are requested to take
charge on 1July, 20xx.
Yours Sincerely,
|
A conformation letter is given at the end of the probation
period if the person’s work is found satisfactory, or even earlier if the
person is found very efficient. Confirmation is important because certain
benefits like leave, provident Fund, Pension etc. become applicable only after
confirmation. Once confirmed, the appointment cannot be terminated by either
side unless the required notice is given.
Since
this is a binding, an employee who hopes to find a better place, or is not sure
that s/he wants to continue in the post may request that confirmation should be
delayed. Usually, the person concerned is informally interviewed before being
given a confirmation letter, in order to find out his/her views and attitude to
the job.
- Brief reference to satisfactory completion of probation (or to good and efficient service) and decision to confirm.
- Date from which the appointment is confirmed.
- Benefits applicable after confirmation
- Request for signature on copies, in acceptance
Dear Ms __
,
In
appreciation of your good service during the last four months, your
appointment as register is being confirmed from 1 November 2016, two months
before the completion of the usual probation period. You will be eligible for
P. F. and other benefits of the post from the date of confirmation. Please
sign and return the attached copy in acceptance of the confirmation.
Yours sincerely,
Manager
|
Dear Mr.
__ ,
Your
appointment to the post of __ is confirmed from 1 December 2016, on
satisfactory completion of your probation. The benefits of pension, gratuity
etc., according to the service conditions, will now be applicable to you.
Please sign and return the attached copy of this letter.
Yours
sincerely,
Xyz
|
A promotion letter is given
when a person is selected for a higher post. The letter should contain the
following:
- Date of promotion
- Name of the new post and scale of pay
- Basic salary to be given to the person
- Reference to extra benefits, if any
- Request for acceptance
Congratulatory expressions, as in the
confirmation letter, may be included.
Dear Ms
___ ,
I am happy
to inform you that you are promoted to the post of Office Registrar with
effect from 1 March 2016. You basic salary will be Rs… in the scale of Rs…
which I applicable to the post. The post carries the benefit of Leave Travel
Allowance in addition to Dearness allowance. You will be entitled to all the
benefits of the post according to the service conditions.
Please
intimate your acceptance immediately.
Your
sincerely,
Manager
|
Dear __,
I am
pleased to inform you that you have been promoted to the challenging and
demanding position of ____. This promotion is in recognition of the fine work
you have done for this firm. I am quite confident that you will meet the new
responsibilities which accompany the position of ___ with the same level of
enthusiasm and enterprise which you have shown since you joined this firm.
Please
accept my congratulations on your promotion.
Your
sincerely,
Xyz
|
When candidates are
short-listed for interview, the employing organization needs to verify the
claims that applicants make about themselves. Enquiries are made with reference
provided by the applicants; information and opinions may also be sought from
persons in the institutions and organizations in which the applicant has been
before. A reference is written in reply to an enquiry about a candidate or
applicant. It is addressed to the person who has signed the enquiry.
Dear Mr.
___ ,
Mr. J. R.
Kavil who has applied to us for the post of assistant accountant, has given
your name as reference. I would be grateful if you could give your opinion of
his character and intellectual ability. Whatever information you may give or
opinion you may express will be treated as strictly confidential.
Yours sincerely,
Xyz
|
A formal resignation letter documents the fact
that you are leaving. It also provides your employer with the date of your
departure and other information they may need to finalize your termination from
employment with the company. The main items to include in the letter are:
- The fact that you're leaving the company
- Your last date of work
Roberta Jones
[Date]18 Hillside Road | Sometown, MA 55555 | Phone: 555-555-5555 | jones@somedomain.com Ms. Joyce Michaels CEO ABC Company 15 Main St. Sometown, MA 55555 Dear Joyce, Please accept this letter as notice of my resignation from my position as staff accountant. My last day of employment will be June 22, 2015. I received an offer to serve as senior accountant of a Fortune 500 company, and after careful consideration, I realize that this opportunity is too exciting for me to decline. It has been a pleasure working with you and your team over the last three years. One of the highlights of my career was collaborating with you to automate ABC Company’s accounting, financial and balance systems and setting up your accounting infrastructure. Your company is poised for continued growth and I wish you much success with your upcoming acquisition of XYZ Company. I would like to help with the transition of my accounting duties so that systems continue to function smoothly after my departure. I am available to help recruit and train my replacement, and I will make certain that all reporting and records are updated before my last day of work. Joyce, thank you again for the opportunity to work for ABC Company. I wish you and your staff all the best and I look forward to staying in touch with you. You can email me anytime at jones@somedomain.com or call me at 555-555-5555. Sincerely, Roberta Jones |
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