Basics of Writing an Application or Cover Letter

This presents the basic parts of an application or cover letter as well as some tips on what to remember when writing.

2. By the end of the
technical writing class,
students will be able to:
1)define a business letter
and explain its purpose
in conducting business.

3. By the end of the
technical writing class,
students will be able to:
2)identify the characteristics
of an effective business
letter, including accuracy,
clarity, conciseness, and
neatness.

4. By the end of the
technical writing class,
students will be able to:
3)demonstrate promptness
in responding to
communication to build
goodwill in a business
letter.

5. By the end of the
technical writing class,
students will be able to:
4)apply the principles of
effective business letter
writing to produce a clear,
concise, and professional
business letter that can
secure a favorable
response.

7. LETTER
A business letter may be defined as
a written message used to transact
business that cannot be
conveniently conducted orally.

8. LETTER
It is formal and direct, with no
literary pretensions. A business
letter is effective if it succeeds in
building goodwill and securing a
favorable response.

9. LETTER
Accuracy,clarity,conciseness,
neatness,promptnessin
respondingtocommunication,
andgood-qualitystationeryall
worktogethertomakethereader
likeyoumore.

10. Types of
Business Letters
Cover/Application Letter: This
describes what is enclosed
and provide a description of
what the receiver should do
with it.
Thank You Letter: This is used
for networking and
relationship building.

11. Types of
Business Letters
Resignation Letter: This is
about giving notice that you
are leaving a position.
Complaint letter: This suggest
how the receiver of the letter
might correct the situation.

12. Types of
Business Letters
Acknowledgment Letter: This
is acknowledging receipt of
an item from someone.
Request Letter: This is about
asking for help without being
overly emotional.
Sales Letter: Receiver reads
and discovers the benefits of
whatever you are selling.

13. LETTER
Letters,whichshouldrarelyexceed
onepage,areabasicformof
technicalwriting.Nomatterwho
thereaderisorwhytheletterhas
beenwritten,alettershouldhave
thefollowingeightessential
components:

14. Essential Components
üWriter’s address/Letterhead
üDate
üInside Address
üSalutation
üBody/Text
üComplimentary Close
üSignature
üTyped Name

16. Sender’s Address
a)The sender’s address usually is
included in letterhead.
b)In absence of letterhead, include
the sender’s address at the top of
the letter one line above the date.

17. Sender’s Address
a)Do not write the sender’s name or
tile, as it is included in the letter’s
closing.
b)Include the municipality,
province, and zip code.

20. Date
a)Use the date the letter was
finished in the date line.
b)Write out the month, day, and
year two inches from the top of
the page.
c)Follow prescribed format.

22. Inside Address
a)The inside address is the recipient’s
address.
b)It includes a personal title such as
Ms. Mrs., Mr.or Dr.
c)If you are unsure of a woman’s
preference in being addressed,
use Ms.

23. Inside Address
d)Inside address begins line below
the date.
e)It should be left justified, no matter
which format you are using.

28. Salutation
a)Use the same name as the inside
address, including the personal title.
b)Use only the first name in the
salutation else use the personal title
and followed by a colon, if you
know the person.
c)Leave one line blank after the
salutation.

31. Body
a)Leave a black line between each
paragraph.
b)Start with the main point.
c)Begin the next paragraph by
justifying the importance of the
main point.

32. Body
d)Continue justifying the next few
paragraphs with background
information and supporting
details.
e)Restate the purpose of the letter in
the closing paragraph and, in
some cases, request some type of
action.

36. Closing
a)Begin the closing at the same
vertical point as your date and
one line after the last body
paragraph.
b)Capitalize the first word only.

37. Closing
c)Leave four lines between the
closing and the sender’s name for
a signature.
d)Use a comma for closing as colon
follows the salutation.

41. •Highly Formal
Respectfully yours,
Respectfully,
Very respectfully,
•Polite and Formal
Very truly yours,
Yours very truly,
Yours truly,
Closing examples:

42. •Less formal
Sincerely yours,
Yours,
Cordially yours,
• Informal and friendly
As ever,
Best regards,
Kindest regards,
Regards,
Closing examples:

43. Enclosure
a)It indicates any enclosed
documents along with the letter.
b)It is done by typing “Enclosure”
below the closing.
For example:
Enclosure (1)
Encl. (2)

44. Full Block Format
•The most common layout of a
business letter.
•The entire letter is left justified
and single spaced between
paragraphs.

48. Modified Block Format
•The body of the letter and the
sender’s and recipient addresses
are left justified and single-spaced.
•However, for the date and closing,
tab to the center point and begin
to type.

49. Aline right
Aline left

50. Semi Block Format
•It is the least used style.
•It is much like the modified block
style EXCEPT each paragraph is
indented instead of left justified.

54. Spotting errors:

55. Never capitalize the date
APA format: consistency of style

56. Is not consistent in line spacing
Should not be bold

57. Not aligned
with the date

58. Colon, not comma

59. Formal writing:
Through

60. 2 line spacing
2 line spacing
2 line spacing
1 line spacing
1 line spacing
1 line spacing
1 line spacing
1 line spacing
2 line spacing
4 line spacing
Sentences within the
same paragraph should
have no line spacing. If
space permits, for the
sake of readability, 1.15
spacing for sentences
within the same
paragraph may be
allowed.
If an organizational
heading is available,
there is no need to write
the address again. Begin
with the date, written
one line space below the
heading.
For uniformity and
consistency:
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