PERSONNEL LETTERS
Shirley Taylor
LETTERS OF APPLICATION
(SURAT LAMARAN)
A letter of application for a job is essentially a sales
letter. In such a letter you are trying to sell yourself.
The general principles of writing sale letters will
therefore apply:
Your letter must
1. arouse interest in your qualifications
2. carry conviction by your past record and testimonials
3. bring about the action you want the prospective employer
to take - to grant an interview and eventually give you the
job.
Style of application
(Gaya lamaran)
Unless an advertisement specifies that you must
apply in your own handwriting, or the post is
purely clerical or bookkeeping, your application
should be typed. A well-displayed, easy-to-read
letter will attract attention at once and create a
favourable first impression.
Some applicants write a long letter containing lots
of information about education, qualifications
Your curriculum and experience - this is not
advisable as the information is not easy to locate
and it can sound rather
Points of guidance
Remember the purpose of your application is not to get the
job, but to get an interview.
1. Ensure your application looks attractive and neatly presented;
make it stand out from the rest.
2. Be brief; give all the relevant information in as few words as
possible.
3. Write sincerely, in a friendly tone, but without being familiar.
4. Do not make exaggerated claims or sound boastful; simply show a
proper appreciation of your abilities.
5. Do not imply that you are applying for the job because you are
bored with your present one.
6. If your main interest is the salary, do not state the figure you
expect. Instead mention what you are earning now.
7. Do not enclose originals of your testimonials; send copies with
your application but take your originals along to the interview.
Checklist
A busy employer has little time for long rambling correspondence.
Avoid the temptation to include details in which the recipient is unlikely
to be interested, no matter how important they may be to you. You
should also avoid generalising, and instead be quite specific in the
information provided. For example instead of saying 'I have had several
years' of relevant experience in a well known firm of engineers', state
the number of years, state the experience and give the name of the
firm. When you have written your letter, read it carefully and ask
yourself these questions:
(a) Does it read like a good business letter?
(b) Will the opening paragraph interest the employer enough to prompt
the rest to be read?
(c) Does it suggest that you are genuinely interested in the post and the
kind of work to be done?
(d) Is your letter neatly presented and logically structured?
If your answer to these questions is 'Yes', then you may safely send
your letter.
Application for an advertised post
(a) Application letter
When your application is in response to an
advertisement in a newspaper or journal,
this should always be mentioned in the
opening paragraph or in the subject
heading.
APPLICATION
LETTER
Application for an advertised post
(b) Curriculum vitae
Your curriculum vitae (sometimes called a resume)
should set out all your personal details, together
with your education, qualifications and working
experience. It should be displayed attractively so
that all the information can be seen at a glance. It
should not extend to more than 2 pages. Wherever
possible, the information should be categorized
under headings and columns.
CURRICULUM
VITAE
Application using an introduction
Sometimes your application will result from
an introduction by a friend or colleague. In
this case such| an introduction should be
mentioned in the opening paragraph as a
useful way of attracting attention.!
APPLICATION USING
AN INTRODUCTION
APPLICATION FOR POST
OF SALES MANAGER
Application for a teaching post
This letter of application is sent by a trainee
teacher to the Chief Education Officer of her
local authority enquiring about suitable
teaching posts.
APPLICATION FOR
A TEACHING POST
Application for post of Data
Processing Trainee
In this letter the writer gives details of his
education and qualifications in his letter
instead of separate curriculum vitae. This
style is useful when the applicant does not
have a lot of previous wi ing experience to
warrant a CV.
APPLICATION FOR
POST OF DATA
PROCESSING TRAINEE
Sales appeal to comfort
An unsolicited application is the most difficult
to write since there is no advertisement or
introduction to tell you anything about the work
or indeed whether there is a vacancy. In
such a situation must try to find out
something about the company's activities
and then show how your qualificat and
experience could be used.
SALES APPEAL
TO COMFORT
TESTIMONIALS (SURAT
KETERANGAN)
As well as sending a copy of your curriculum vitae with an application
letter, it is useful to send copies of any testimonials you may have from
previous employers. The originals of such open testimonials are
addressed TO WHOM IT MAY CONCERN. They are generally given by
your previous employers if requested; you should always retain the
originals and send photocopies only to prospective employers.
There is no legal obligation for anyone to give a testimonial, but if one
is written it must state only what is true otherwise the writer may
become legally liable, either to the applicant for libel2, or to the employer
if the
testimonial is at all misleading.
Any testimonial should follow the following 4-Point Plane:
1 state duration of employment and post(s) held
2 give details of the duties carried out
3 mention work attitude and personal qualities
4 finish with a recommendation.
Formal testimonial
This testimonial was requested by an
employee who worked at a company for a
period of 8 years unless she took up teacher
training.
FORMAL TESTIMONIAL
FOR SECRETARY
Testimonial for Head of
Department
Here is another very favourable testimonial
which was issued to someone who left a
privati after completing a 2-year contract as
Head of Department.
TESTIMONIAL FOR
HEAD OF DEPARTMENT
FAVOURABLE REFERENCES
Even if testimonials are provided at the time
of sending an application letter, it is usual to
state (either on your CV or covering letter)
the names of one or two people who have
consented to act as referees. Prospective
employers may contact such referees either
by telephone or letter to obtain further
information about an applicant's work
performance and character.
Letter taking up a reference
1. Ask for information about his work
2. Include specific details regarding ability
3. Give an assurance of confidentiality
LETTER TAKING
UP A REFERENCE
Favourable reply
The writer recommends the employee, very
highly and without hesitation, feeling
confident that he can carry out the duties
required in the post stated.
FAVOURABLE REPLY
Cautious reply
The writer is very cautious, implying that
the applicant lacks the experience needed:
control of a department.
However the writer is very careful not to
come straight out and say this in so many
words.
CAUTIOUS REPLY
Enquiry letter requesting
a reference
In this letter another prospective employer
requests information about the work and
character of an applicant.
ENQUIRY LETTER
REQUESTING A
REFERENCE
FAVOURABLE REPLY
Applicant's thank you letter
Those who have provided references will
naturally be pleased to know how the
applicant has fared 1 and whether
successful or not. Applicants should
therefore always inform and thank those
who supported them.
APPLICANT’S THANK
YOU LETTER
Enquiry using numbered points
In this enquiry the writer is looking fof
certain qualities. To make sure that each one
is covered in reply, numbered points are
used.
ENQUIRY USING
NUMBERED POINTS
Reply
Favourable reference:
Former Student
Favourable reference :
Department Manager
UNFAVOURABLE REFERENCES
If an employer is asked for a testimonial by an
employee whose services have not been entirely
satisfactory, the safest course of action is to tell the
employee that their name may be given as a
referee.
There is always a danger that unfavourable reports
may be seen by unauthorised people so it is safer!
to make such comments either over the telephone
or in person instead of in writing. If an
unfavourable I reference is put in writing, it
should be worded with caution and restraint and
with as little detail as| possible
A reference such as this would almost
certainly prevent this prospective employee
from getting a good post anywhere, but if
the writer sincerely believes in what is said
• then they should not fear to send it
UNFAVOURABLE REFERENCE
Alternative unfavourable reference
Perhaps a safer and wiser course would be to write in
more general terms and to be less specific in
criticism, as in this letter
INTERVIEW LETTERS
If a lot of applications are received for a
post it is unlikely that all applicants can be
interviewed, such cases a shortlist will be
drawn up of those applicants thought to be
most suitable for interne Letters should also
be sent to the unsuccessful applicants.
Invitation to attend for interview
A letter inviting an applicant for interview
should first acknowledge receipt of the
application, and then go on to give a day,
date and time for the interview. The name of
the person the applicant should ask for
should also be stated. Confirmation is often
requested.
INVITATION TO ATTEND FOR
INTERVIEW
Confirmation of attendance
Letter of rejection before interview
It is courteous to write to the applicants who
have not been included on the shortlist. It
can be worded in such a way so that it does
not cause offence or negative feelings.
LETTER OF REJECTION BEFORE
INTERVIEW
OFFERS OF APPOINTMENT
Letters appointing staff should state clearly
the salary and any other conditions of
appointment. If the duties of the post are
described in detail on a job Description and
enclosed with the letter, it will not be
necessary to duplicate such details in the
letter itself.
Letter confirming offer of
employment
If an appointment is made verbally at the
interview, it should be confirmed by letter
immediately afterwards.
LETTER CONFIRMING OFFER OF
EMPLOYMENT
Job Description
A job description gives details of the duties
and responsibilities involved in a post,
including any supervisory duties, specific
authority and any special features of the
post.
JOB DESCRIPTION
Letter offering appointment
When the appointment is not made at the
interview, the offer will be made by letter to
the selected applicant as soon as possible.
LETTER OFFERING
APPOINTMENT
Acceptance of offer of employment
Any offer letter should be accepted in writing immediately
Declining an offer of employment
If you do not wish to take up the offer of
employment you should put this in writing
immediately and it is courteous to give a
reason for declining the offer. In this way
the employer may make a second choice as
soon as possible.
ACCEPTANCE OF OFFER
OF EMPLOYMENT
Letter to unsuitable applicants
As soon as an offer of employment has been
accepted by the selected applicant, it is
courteous to write letters to the remaining
applicants who were interviewed telling
them that their application was
unsuccessful.
LETTER TO UNSUITABLE
APPLICANTS
TERMINATION OF
EMPLOYMENT
Employee's letter of resignation
A Contract of Employment made for a stated
period comes to an end when the period is
completed unless both parties agree to an
extension. If the contract is for an unstated
period
it may be ended at any time by either of the
parties giving the agreed period of notice.
EMPLOYEE’S LETTER
OF RESIGNATION
Employer's letter terminating employment
By the Employment Rights Act 1996 employees
who feel they have been unfairly dismissed have the
right to appeal to an Industrial Tribunal. An
employer must be able to show that the dismissal
was justified by referring to the employee's conduct
or inability/failure to do the job satisfactorily.
Where it is decided to terminate the employment of
a person whose services have been unsatisfactory, it
is advisable to do so verbally in the first place. The
confirmatory letter should be worded carefully and
tactfully.
EMPLOYER’S LETTER
TERMINATING EMPLOYMENT
EMPLOYER’S LETTER
TERMINATING EMPLOYMENT
Warning letter
As a general rule an employee must have received a
warning before he or she may be dismissed. The company's
rules regarding warnings and dismissal should be laid down
in the Conditions of Employment or in the Employment
Contract.
In the first place it is good business practice to speak to the
employee personally to discuss unsatisfactory work or
attitude. A letter should follow as confirmation of what was
discussed.
Grounds for dismissal must be specific and if possible
measured against the company's general conditions and
terms of employment or against the job description. The
period of notice served on an employee will depend on the
contract of employment. Legal minimum periods of notice
for long-serving staff will vary from country to country.
These formal requirements should be investigated and
considered.
Termination of employment
Second warning
Summary dismissal
Letter giving an employee one
month's notice
SUNDRY PERSONNEL MATTERS
Transfer of employee to other work
Where it is necessary to transfer an employee from work
which has been enjoyed, the reasons for the transfer must
be clearly explained and any advantages must be
emphasized. Perhaps there will be the prospect of more
interesting and responsible work, more experience, better
pay, improved prospects. With tact it should be possible to
convey what may be unwelcome or disappointing news to
an employee without causing hurt feelings or offence. In
this way what might otherwise be received as unwelcome
news may almost be turned into good news
In this case a long-standing employee is happily settled into a
routine with no wish to change, but this has been made
necessary due to technological changes within the
company.
TRANSFER OF EMPLOYEE
TO OTHER WORK
Recruitment of staff through an
agency
Employers in need of office staff frequently
make their requirements known to
employment agencies. Such agencies will
introduce either full-time, part time or
temporary staff in return for a commission
related to the amount of wage or salary
paid.
RECRUITMENT OF STAFF
THROUGH AN AGENCY
Request for an increase in salary
Any letter requesting an increase in salary
should be worded very carefully. You
should explain tactfully the reason why you
feel a salary increase is justified.
REQUEST FOR AN
INCREASE IN SALARY
Letter of resignation
When you decide to leave a company you
must hand in your notice. It is usual to do so
with a formal letter of resignation in
accordance with the company's conditions
of employment.
LETTER OF RESIGNATION
USEFUL EXPRESSIONS
Application letters
1 I wish to apply for the post ¼ advertised in the ¼ on ¼
2 I was interested to see your advertisement in ¼ and wish to apply for this
post.
3 I am writing to enquire whether you have a suitable vacancy for me in your
organization.
4 I understand from Mr ¼ , one of your suppliers, that there is an opening in
your company for ¼ .
5 Mrs ¼ informs me that she will be leaving your company on ¼ and if her
position has not been filled, I should like to be considered.
Closes
1 I look forward to hearing from you and to being granted the opportunity of
an interview.
2 I hope you will consider my application favorably and grant me an
interview.
3 I look forward to the opportunity of attending an interview when I can
provide further details.
Favourable references
Openings
1 Mr ¼ has applied to us for the above post/position of ¼ We should be
grateful if you would give'; us your opinion of his character and abilities.
2 We have received an application from Miss ¼ who has given your name as
a reference.
3 I am very glad of this opportunity to speak in support of Miss ¼ 's
application for a position in your j company.
4 In reply to your recent enquiry Ms ¼ has been employed as ¼ for the past 2
years.
Closes
1 Any information you can provide will be much appreciated.
2 Any information you are kind enough to provide will be treated in strictest
confidence.
3 I am sure you will be more than satisfied with the work of Mr. ¼
4 I shall be sorry to lose ¼ but realize that her abilities demand wider scope
than are possible at this| company.
Unfavourable references
1 I find it difficult to answer your enquiry about Mr ¼
He is a very likeable person but I cannot
conscientiously recommend him for the vacancy you
mention.
2 The work produced by ¼ was below the standards
expected and we found it necessary to release him.
3 Her poor time-keeping was very disturbing and
caused some disruption to the work of the
department.
4 We found her attitude quite a bad influence on other
staff within the department.
5 Although ¼ possesses the qualifications to perform
such work, I have seen no evidence that she has the
necessary self-discipline or reliability.
Offers of employment
Openings
1 Thank you for attending the interview last ¼ , I am pleased to
offer you the position of ¼.
2 I am pleased to confirm the offer we made to you when you
came for interview on 1/4.
3 Following your interview with ¼ , I’m pleased to offer you the
position of ¼ commencing on ¼ .
Closes
1 Written confirmation of your acceptance of this post would be
appreciated as soon as possible.
2 Please confirm in writing that you accept this appointment on
the terms stated and that you can commence your duties on ¼
.
3 We look forward to welcoming you to our staff and hope you
will be very happy in your work here.
Termination of employment
Opening
1 I regret that I wish to terminate my services with this Company with effect from
¼
2 I am writing to confirm that I wish to tender my resignation. My last date of
employment will be ¼.
3 As my family have decided to emigrate I am sorry to have to tender my
resignation.
4 It is with regret that I have to inform you that your position with this Company
will become redundant on 1/4.
5 There has been no improvement in your work performance and attitude despite
our letters dated ¼ and ¼ . As a result we have no option but to terminate
your services with effect from ¼ .
Closes
1 I have been very happy working here and am grateful for your guidance during
my employment.
2 I am sorry that these circumstances make it necessary for me to leave the
Company.
3 We have been extremely satisfied with your services and hope that you will
soon find another suitable post.
4 I hope you will soon find alternative employment, and extend my best wishes
for your future.
Testimonials (Surat keterangan)
Openings
1. Mr Jenar has been employed by this Company from __ to __.
2. Miss worked for this company from leaving college in _March 19—.
until she emigrated to Canada in __
Central section
1 Miss __ enjoys good health and is a good time-keeper.
2 She uses her best endeavors at all times to perform her work expeditiously and has
always been a hard-working and conscientious employee.
3 Miss ¼ made a substantial contribution to the work of the ¼ department, and
always performed her work in a businesslike and reliable manner.
4 Mr ¼ gave considerable help to his colleagues in improvements of teaching
methods and materials and also produced many booklets of guidance which are
proving valuable to other teachers.
Closes
1 I have pleasure in recommending ¼ highly and without hesitation.
2 We hope that ¼ meets with the success we feel he deserves.
3 I shall be sorry to lose his services but realise that his abilities demand wider scope
than are possible at this company.
4 I can recommend Miss ¼ to you with every confidence.