Better English Writing - Geddes Grosset Webster’s Word Power 2014
Applying for a job
Writing for work or business
This section focuses on improving your writing skills to help you apply for a job. It also gives advice on how to write a reference for somebody who is applying for a job.
How to write an effective CV
A CV, or curriculum vitae, is a brief description of your personal details, education and work history. Most employers will ask for your CV as part of your job application. It needs to be concise, clear, organised and well presented, because you will probably be competing with lots of other people. A good CV is more likely to get you an interview.
In this section, we’ll go over how to create your own CV and show you an example of a finished CV.
Personal details
You need to provide your:
✵ name
✵ address
✵ day and evening telephone numbers
✵ age.
Be honest about this information - if an employer discovers you’ve been lying, you definitely won’t get the job.
Education and qualifications
This is where you give details of your education and any qualifications you have. Put these in reverse chronological order - most recent first, and oldest last.
Work experience
List all the jobs you have had in this section. Again, put this information in reverse chronological order (most recent first). You need to provide:
✵ the starting and finishing date for each job
✵ your work title
✵ who you worked for
✵ where you worked and a description of what you did.
✵ Keep sentences short, concise and relevant.
Further information
In this section, put down any other skills, qualifications or information that you think will make a good impression and help you to get the job. For example, if you have a clean driving licence, and this is relevant to the job, then include this information.
Interests
This is where you can describe what your interests or hobbies are. You can also use it to give a glimpse of your personality, but try to bear in mind whether mentioning it will put you in a positive or negative light. Ag ain, you need to be honest here, but not too honest.
For example, if you are a computer games addict, and do nothing much else in your spare time, you could express this in a more positive way by saying: “I have an encyclopedic knowledge of gaming and video games.” Sounds a bit geeky but, then again, geeks are usually intelligent. You might love parties - instead call it ’entertaining at home’ but don’t go into too many details.
Some outside interests might not appear to be immediately relevant to the job but show you to be friendly, sociable, good at organising etc. Clubs, societies, choirs and sports clubs, especially those in which you have a role, all show positive characterstics that will be useful in any job.
Referees
Choose two people who can provide references for you. One should provide a personal reference (usually somebody you have known for a long time) and one a professional reference (usually somebody you have worked for).
Your referees must not be related to you. Remember to ask their permission and check their details before you include them.
Example of a CV
Curriculum Vitae
Personal details
Anne Other
The Cottage
Elm Street
Goldenvalley
GO13 7AN
telephone: 01337 888 888
mobile: 07777 999999
email: anne.other @wordsolutions.co.uk
date of birth: 07/04/60
Education and qualifications
National School of Journalism (2010-2012)
Freelance and Feature Writing Course (distinction)
Goldenvalley College of Education (1987-88)
Postgraduate Certificate in Primary Education (distinction)
Newtown College of Commerce and Technology (1982-83)
Diploma for Graduate Secretaries
Cowper University (1978-82)
MA Hons in Medieval History (2:1)
Work experience
June 2011 - present
Director: Word Solutions Ltd, Goldenvalley
Word Solutions (formerly Publishing Solutions Ltd) offers professional writing and research services.
January 2004 - June 2011
Director: Publishing Solutions Ltd, Goldenvalley
Publishing Solutions offered the following services:
✵ researching and writing original material
✵ carrying out in-field research and writing evaluations
✵ rewriting existing material
✵ editing and proofreading
✵ project management.
September 1992 - December 2003
Head of Publishing: Goldenvalley Education Council, Goldenvalley
I had responsibility for:
✵ acting as editor-in-chief
✵ building up a list of freelance designers, editors and proofreaders
✵ publishing curriculum material
✵ writing and publishing corporate literature.
May 1991 - August 1992
Professional Officer: Goldenvalley Education Council, Goldenvalley
I had responsibility for:
✵ helping with curriculum initiatives
✵ researching, writing and publishing education material
✵ initiating promotional material.
September 1988 - April 1991
Primary Education Officer: Goldenvalley Design Council, Goldenvalley
I had responsibility for:
✵ researching and writing copy for the design newsletter
✵ providing inservice on design and technology for primary schools in Goldenvalley
✵ writing and publishing inservice material
✵ liaising with sponsor bodies to write and publish case study materials on design and technology.
Further information
I am a member of the Society for Editors and Proofreaders.
I hold a clean driving licence.
Interests
Music is a passion. I play the violin in an amateur orchestra and go to concerts regularly.
I am interested in all aspects of the arts.
I am an avid reader.
Referees
Referee 1
Title
address
telephone number
email address
Referee 2
Title
address
telephone number
email address
How to write an effective covering letter
Role of the covering letter
A covering letter builds on the information you provide in your CV It is your chance to say why the company should employ you. This letter should tell the reader that you are the right person for the job.
Do your research before you write
Before you write your letter, do some research on the company and the job for which you are applying. If you do this, you will show that you have used your initiative and that you are genuinely interested in the job. Research will also help you to find out whether the company is formal or relaxed, new or established. You can then pitch your letter using the appropriate style of language and terminology.
Format
Put your address at the top right hand corner of the letter. Miss a line and then put the date. The address of the person you are writing to goes on the left hand side after the date.
Date
This is usually written as 10 July 2012 rather than 10th July 2012.
Address
Put in the person’s name, title, address and postcode. You don’t need commas after each line in the address, or full stops after people’s initials.
Greeting
✵ If you are on first name terms with the person, use ’Dear Anne’.
✵ If not, then use ’Dear Mr Other’ or ’Miss Other/Mrs Other’.
✵ If you are writing to a woman and don’t know what her title is, then use ’Ms’.
✵ If you don’t know the person’s name, then use ’Dear Sir’ or ’Dear Madam’.
✵ If you don’t know whether they are male or female, use ’Dear Sir or Madam’.
✵ You don’t need a comma after the greeting.
Headings
If you feel a heading would be useful, then put it in bold and upper and lower case.
Don’t use ’re:’.
Main body of the letter
Make sure you are writing in plain English and keep your writing clear and concise.
Use bold type to emphasise any points - lots of capitals or italics are hard to read.
The opening paragraph should be short, sharp and effective.
The second paragraph should describe the professional and academic qualifications that you have that are relevant to the job.
The third paragraph should emphasise what you can do for the company. You should expand on the relevant points in your CV.
The fourth paragraph is where you can say that you would welcome an interview.
Ending
If you used the first name of the person in the greeting, then sign off with ’Yours sincerely’.
If you used the formal title of the person in the greeting, then sign off with ’Yours faithfully’.
If you know the person well, then you can sign off with whatever you think is most appropriate - for example, ’Best wishes’ or ’Yours truly’.
You don’t need a comma after the ending.
Enclosures
If you have attached any material, put ’Enc’ or ’Encs’ at the end of your letter. This stands for ’enclosure’ or ’enclosures’.
Check the letter over before you send it off.
Example of a covering letter for a job application
Anne Other
The Cottage
Elm Street
Goldenvalley
GO13 7AN
James Brown
Head of Education
Goldenvalley Architecture and Design
Market Street
Goldenvalley
GO11 6BQ
Dear Mr Brown
I am writing to apply for the post of writer for goldenvalleyarchitecture.com magazine, which was advertised on the Architecture and Design News website.
I have an Honours degree in Medieval History. This has enabled me to develop skills in researching, synthesising and analysing information, and to write clearly and concisely. In addition, I have a diploma with distinction from the National School of Journalism, and understand the styles and techniques required for magazine writing.
I believe that professional writers should be able to apply their skills to any subject. For example, I have been asked to research and write about subjects as diverse as Watt’s steam engine and sustainable development education in Sweden. However, I do thoroughly understand the general principles of design, and the importance of the design brief, because I worked for the Goldenvalley Design Council for two years.
I have enclosed a portfolio of some of my work. I hope that this convinces you that I have the experience, skills and enthusiasm to write high quality copy for your web magazine.
I would be happy to bring examples of my work to an interview. My contact details are on my CV.
Yours faithfully
Anne Other
Encs
How to write a reference
You might be asked to write a reference for somebody who is applying for a job.
A reference letter should provide information on who you are, your position, your connection with the person you are recommending, why they are qualified for the job, and the specific skills they have. You should also provide contact information for any follow-up.
Refer back to the ’How to write a covering letter’ section to remind yourself of how to lay out your address, date, reader ’s address and ending.
Greeting
If a named person has requested the reference, then use ’Dear Mr’, ’Dear Miss’, ’Dear Mrs’ or ’Dear Ms’ depending on what is appropriate.
If you are writing a general letter, then use ’To whom it may concern’ or leave the greeting out altogether.
Main body of the letter
The first paragraph should explain your connection to the person you are recommending. How do you know them, and why are you qualified to write a reference for them?
The second paragraph should contain specific information about the person you are recommending. What qualifications and skills do they have that will contribute to the job? You might have to split this information into several paragraphs.
The third paragraph should relate the candidate’s qualifications, skills and experience directly to the post. Look at the job description to help you do this.
Summarise why the candidate is suitable for the job, and why you are recommending them. You can state that you ’highly recommend’ or ’thoroughly recommend’ the person, or something else along those lines.
Conclusion
Offer to provide the reader with more information, and provide your contact details (phone numbers and email address).
Example of a reference
Anne Other
The Cottage
Elm Street
Goldenvalley
GO13 7AN
10 July 2011
Ms Jane Nother
HR Department
Cowper University
Aberford
AD16 7NN
Dear Ms Nother
Sandra Wilson worked for me as Publications Assistant from 1993 to 2003 while I was Head of Publishing at AAA Publishing Ltd.
Sandra was a valuable asset to the publications team. She helped me to set up the processes and systems necessary for a very busy publishing department, and provided excellent administrative support. Sandra had to work under considerable stress and I relied upon her heavily.
Sandra has studied an HNC in Business Administration and a Diploma in Management. She has also taken courses to improve her skills in Microsoft Excel, Word and Project.
Sandra is a self-improver, and is always willing to learn new things. She would be able to fit in immediately to the role of Secretary, because she has the necessary skills and qualifications. Sandra has all the skills that you are looking for. She:
✵ is an extremely organised, reliable and efficient person, and can manage her own workload without supervision
✵ can answer the phone and deal with enquiries effectively and diplomatically
✵ keeps a cool head under stress - Sandra’s patience was tested many times while I was Head of Publishing, but she always remained calm and diplomatic
✵ can keep a diary and timetable appointments effectively - she not only did this for me, but also set up a very successful and efficient spreadsheet for the department
✵ can deal with correspondence efficiently and effectively because of her knowledge of the Microsoft Office suite of software
✵ can be trusted with confidential information - she is discreet and loyal.
I would thoroughly recommend Sandra for this post. Her efficiency, organisational and administrative skills, reliability and initiative make her an ideal candidate.
Please do not hesitate to contact me if you need any further information.
Yours faithfully
Anne Other
Director, Word Solutions
anne.other@wordsolutions.co.uk
01337 888 999
07777 999999
Presentations
If your CV and covering letter are successful, you’ll be invited for an interview. This can sometimes involve making a presentation to an interview panel. Lots of people shake in their boots at the thought of this, but if you prepare a simple, clear and concise presentation, then it will be an excellent prop and a tool for helping you to get the job. We have covered presentations later on in this chapter.