INTRODUCTION
Rationale
Business letters serve as a crucial communication tool for businesses, engaging stakeholders such as customers, suppliers, employees, shareholders, management, government, and the public Among the various types of business letters, the application letter stands out as particularly significant for career advancement In today's global landscape, the importance of application letters has only increased, making them essential for job seekers.
As I see it, there is a need for young people graduating from universities to be prepared for job and future that the majority of the students can master With application letter, I wish to stress the importance of cohesive devices in writing and realize the role and contribution of cohesive devices to successful application letter Moreover, cohesive devices can make application letter which is clearer and more logical
Based on my research and findings, I have decided to focus my graduation paper on the use of cohesive devices in writing application letters My aim is to enhance understanding and practical skills for myself and other learners, ensuring we are better prepared for our future careers.
Aims of the study
This subject is to improve the using cohesive devices in writing application letters properly by:
- Analyzing words, phrases and some cohesive devices in writing application letters
- Discussing some possible problems occurring in writing application letters such as: presenting without a purpose, not informing enough detailed information for company
Methods of the study
The combinations of quantitative and qualitative approaches are applied:
- To search for what the cohesive devices in application letter are
- Then to work out the links how such cohesive devices can help to improve the application letter writing
I have collected theories from another sources, from reference books, websites, sample application letters sent to international companies by both English speakers and Vietnamese
The data are described in the form of figures and then analyzed by data transforming Attention is focused on the frequency of cohesive devices usage in application letters.
Scope of the study
This study analyzes 15 application letters submitted to international organizations and companies both abroad and in Vietnam, emphasizing the use of cohesive devices categorized into grammatical and lexical cohesion.
Design of the study
The study is divided into 3 main parts:
This article introduces the chosen topic by highlighting its significance and relevance, outlines the study's objectives, defines the scope of the research, and describes the methodologies employed in the investigation.
- The second part is the development which consists of three chapters
1 The first chapter deals with the theoretical background which provides readers with the knowledge of business letter, cohesive devices in writing business letters, application letters
2 The second one focuses on the performance of cohesive devices
3 The third chapter provides readers the findings and appropriate suggestion in using cohesive devices properly in application writing
In conclusion, this study encapsulates the key findings from earlier sections, providing a comprehensive summary of the research Additionally, it offers valuable suggestions for future investigations to enhance understanding in the field.
DEVELOPMENT
An analysis of cohesive devices in writing application letters 1 Application Letters
An application letter serves as a specialized communication tool designed to attract an employer's attention and secure an interview It functions as a sales letter where the applicant is both the product and the salesperson To be effective, the writer must express themselves clearly and courteously, using straightforward language that is easy to understand Successful job applications hinge not only on correct English but also on the appropriate tone; it is essential to strike a balance between being overly aggressive or colloquial and avoiding impractical rhetorical phrases.
Application letters should adhere to key linguistic features to ensure effectiveness and success They must be clear, concise, complete, correct, courteous, and concrete These principles aim to create a communicative, personal, and friendly tone while fostering goodwill with the reader.
1.2 Some characteristics of application letters
Application letters are crafted to win the reader's favor, showcasing unique personal traits that set the writer apart They serve as a platform to present a positive image of the sender's personality, background, and experiences to potential employers This type of writing demands a specialized style characterized by a distinct register and genre, while also being communicative in nature, which helps establish its internal structure.
A letter of application sells the sender‟s qualification, it belongs to business correspondence genre, and therefore it attempts to sound
Business letters, whether familiar or formal, maintain a natural tone and are crafted to engage the reader effectively Application letters, in particular, focus on capturing the attention of Personnel Managers or similar decision-makers through persuasive language.
Register of Application Letter: Application letters are registered by mixture of language: official, formal and expressive All of these make it a unique kind of text as mentioned above
Field: The field of application letters is nothing than the field of business For this, the language used in application letters tends to be standard, regular but flexible
Mode: The mode of application letters is in the form of formal written discourse
The tenor of application letters focuses on the interpersonal relationship between the writer, typically a job applicant, and the reader, usually the Personnel Manager of a company or organization This dynamic is essential in written discourse, as it shapes the way applicants communicate their qualifications and intentions to potential employers.
The appearance of a letter significantly influences the reader's first impression, making it essential to ensure proper formatting While word processors can simplify the formatting process, it is crucial to maintain control over the organization of the message and take responsibility for the letter's final look Key elements to consider include typing style, paragraph structure, and the effective use of white space.
A model letter includes 7 compulsory parts in the blocked style:
The sender's address should be positioned at the top right-hand corner of the letter, and it is uncommon to include the sender's name before the address.
The dateline should be positioned below the sender's address or the addressee's details, with a space separating it To avoid confusion, the date and month must be written in full words rather than figures, and the month should not be abbreviated to maintain a neat appearance.
The addressee, located below the sender's address and on the opposite side of the page, includes the name and address of the recipient in a specific order.
(1) The person‟s title and name
(2) The person‟s position in the company
(3) The name and address of the company
However, in some case (1) and (2) can be left out
Salutation: while “Dear Sir”, “Dear Madam” or “Dear Sir or
Using "Madam" is acceptable, but it is preferable to use an individual's name when known If the reader's name is not available, addressing them by their title is the next best option for a salutation.
Body: this is the actual message of the letter We will analyze its structure deeply in the later part of this chapter
Complimentary close: if the begins with “Dear Sir”, “Dear
Madam” or “Dear Sir or Madam”, it will close with “Your faithfully” If the begins with a personal name “Dear Mr Tames” it will close with
“Your sincerely” Americans tend to close formal letters with “Yours truly” or “Truly yours” And the complimentary close tends to be put on the left
In a letter, the sender's name should be typed after the handwritten signature Including the sender's given name or title enhances clarity While general punctuation rules apply within the body of the letter, only the salutation and complimentary close require a comma outside the body.
8 Albion Road London SW7 1 ST
Ms Harriet Finlay Grayling Communication Ltd
I was excited to come across your advertisement for a secretary in the Daily Telegraph this morning I am confident that my qualifications and experience align well with the requirements for this position, and I have attached my curriculum vitae for your review.
While I enjoy the job I am doing at present, I haven‟t very much opportunity to deal with people from outside the office, as I had in my previous job, and the post you advertise seems very attractive to me for this reason
Although the office where I work has not yet installed word processors, I have been taking evening classes for the past three months to gain experience with them and feel that I have made significant progress.
I hope that you will take my application into consideration, and look forward to hearing from you
Figure 7: Conventionalized Format and Style of an Application Letter
There are two types of application letter: A SOLICITED letter and
1.4.1 : A SOLICITED letter is sent in response to a help-wanted advertisement Because such a letter will be in competition with many, perhaps several hundred others, it must be composed with distinction
I wish to apply for one of the positions described in your advertisement „Work in Bermuda‟ in this week‟s Daily Planet
I am 25 years old and a Fredonian citizen I am at present working for Fredonian Enterprises, and as you know, we have been doing business with ACME Atlantic for a number of years
In my recent role within the export department, I have gained valuable experience collaborating with a team and have significantly enhanced my confidence and skills in communicating with foreign buyers, both verbally and in writing, primarily in English.
My Fredonian is fluent, I speak and write reasonably good English and I can also handle business correspondence in German and Italian
Suggestions for improving application letter writing 1 Application letters
Despite extensive research on job application letters, understanding the essential elements remains crucial Cohesion is a key factor in crafting effective application letters This article emphasizes the importance of Grammatical and Lexical Cohesion, leading to valuable findings and suggestions for improvement.
1.1 The characteristics of Application Letters in English
Application letters in English typically consist of seven key components: the sender's address, date line, inside address, salutation, body, complimentary close, and signature, all formatted in a standard business letter style Most letters adopt an open punctuation style, where only the salutation and complimentary close are followed by punctuation marks, making it a time-efficient choice The language used is standard, clear, and concise, allowing the reader to quickly grasp the candidate's suitability for the job.
Application letters are categorized into two types: solicited and unsolicited The primary distinction lies in the opening paragraph, where the reason for applying is stated Solicited applications respond to advertised job openings, while unsolicited applications are submitted without a specific job opportunity being advertised, targeting potential employers directly.
Application letters should ideally be concise, typically limited to one page while ensuring they are comprehensive and informative The body of these letters predominantly features complex and compound sentences, structured into four to five paragraphs, each focusing on a distinct idea.
1.2 Cohesion in English Application Letters
Application letters utilize various forms of grammatical and lexical cohesion, as outlined by Halliday, with the exception of substitution These letters prioritize clarity, conciseness, and completeness to effectively engage the intended reader The key to crafting successful application letters lies in the strategic combination of these cohesive elements While the language used in application letters has distinct characteristics, it should also leave a unique and personal impression on the reader.
In application letters, personal references such as "I," "my," "me," and "you," "your," "yours" are predominant, emphasizing the writer's perspective and addressing the reader, typically a hiring manager or personnel officer In contrast, third-person pronouns like "he," "him," "his," "she," "her," and "hers" appear infrequently, with only seven instances across 15 selected letters Furthermore, pronouns such as "it," "its," "they," and "them" are rarely used, occurring just four times in total.
- Demonstrative reference : this kind of reference frequently occurs
- Comparative reference : the reference of this group seldom appears in application letters, with the total of 3 occurrences for general comparatives and 8 for specific one among 15 collected letters
Substitution is largely absent in application letters, with only a few instances of nominal substitution identified, totaling just six occurrences However, according to Halliday and Hasan's perspective, these do not constitute complete substitution Notably, there are no examples of verbal or clausal substitution found in the analyzed application letters.
- Conjunction : the additive conjunction of “and” appears the most in all selected application letters, while adversative, causal and temporal count for a small number of occurrences
- Reiteration : In every application letters, we can find a lot of repetitions, synonyms, near- synonyms, superordinates, and general words
In some letters, there are no synonyms or near-synonyms, but these mark a small proportion of some application letters
In application letters, the collocations of "employment" and "job" are prominently featured, highlighting their importance in the job application process Additionally, collocations can be organized not only within individual letters but also across multiple applications Following closely is the term "resume," which, when paired with a cover letter, forms a comprehensive application package for employment opportunities.
1.3 Suggestions for application letter writing
Cohesive devices play a crucial role in crafting a successful application letter By effectively utilizing these tools, we can enhance the clarity and persuasiveness of our employment application The following suggestions will guide you in implementing cohesive devices to create a compelling letter.
Before writing or dictating a letter, it's essential to outline your main points to ensure a coherent flow and effective sentence endings Planning your letter in advance helps prevent unnecessary repetitions that may bore readers and ensures that all vital information is included.
To create a coherent article, it's essential to organize all relevant points in a logical sequence, ensuring that each idea smoothly connects to the previous one This approach facilitates easy comprehension for the reader It is crucial to present each distinct idea in its own section, avoiding any repetition of concepts.
When writing application letters, it is important to use short, simple words that are easy to understand However, the language should remain respectful and not overly simplistic Therefore, focus on using complex and compound sentences connected by conjunctions to convey your message effectively.
Courtesy and tact are sometimes achieved by what is called a
“you approach” In other words, the letters should be reader oriented, although “I” should not be avoided referring to the writer or signer of the letters
The last step is to relax: this helps to select the right natural tone within the limits of standard English, the attempt to sound too
“businesslike” is a sure sign of an inexperienced writer making the letter stilted and stiff
This article aims to evoke emotions and understanding in readers, encouraging them to respond positively to application letters It provides valuable insights for individuals preparing to write employment application letters, ensuring they are well-informed and equipped for the task.
CONCLUSION
After spending time reflecting on my experiences, I've realized that each application letter must be meticulously crafted, as even the shortest letters hold significant importance Rather than being just a standard document in a job application, a well-written letter serves as a crucial key that unlocks opportunities This understanding is the motivation behind my choice of topic: "An Analysis of Cohesive Devices in Writing Application Letters."
The first part of the study outlines the rationale, aims, methods, scope, and design, providing readers with a comprehensive overview of the research.
Part two consists of three chapters: theoretical background, an analysis of cohesive devices in writing application letters and the suggestions for improving application letter writing
This graduation paper provides a comprehensive overview of general communication, covering key aspects such as definitions, types, and structures of application letters It also explores grammatical cohesion in English application letters and discusses various types of business letters, offering practical suggestions for their effective application.
Finally, from the study of cohesive devices in writing application letters, some suggestions are given with the purpose of helping the learners to overcome these problems
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17 Princes St Edinburgh Sales Recruitment and Training Manager
In reply to your advertisement in today‟s “Daily Telegraph”, I am interested in becoming a salesman for your company
With extensive experience in the competitive pharmaceuticals and cosmetics sectors, I am eager to transition into industrial products, which I believe offer greater potential I am confident that your six-month training program will enable me to contribute effectively to your company, especially given that my educational qualifications exceed your requirements.
My present position is subject to one month‟s notice, after which I would be able to train in London and, if necessary, relocate to any part of the country
As you request in your advertisement, I shall telephone you shortly to make an appointment for a personal meeting Meanwhile I thank you for considering my application
25-92 Queens boulevard Bayside, new York 11202
This month I completed a two-year course of study in Travel and
Tourism at the Bowker Business Institute, and my placement counselor,
Mr Robert Feiner Suggested I apply to you for a position as assistant travel agent
My resume highlights my comprehensive education in the travel industry, including coursework in various key areas I have also engaged in workshops that simulate computer and telephone operations, along with gaining substantial hands-on experience in ticketing and reservations.
My work experience has equipped me with strong customer service skills, making me an asset to any travel agency Whether as a sales assistant or stock clerk, I have learned that being customer-oriented, along with courtesy and a friendly smile, is essential for maintaining smooth business operations.
I am eager to apply my skills at your travel agency, Ms Vasquez I am available for an interview during business hours, Monday through Friday, and can be reached at 884-7788.
25-92 Queens boulevard Bayside, new York 11202
This month I completed a two-year course of study in Travel and Tourism at the Bowker Business Institute, and my placement counselor,
Mr Robert Feiner Suggested I apply to you for a position as assistant travel agent
My resume highlights my comprehensive training in various facets of the travel industry, including participation in workshops focused on computer and telephone operations Additionally, I possess significant hands-on experience in ticketing and reservations, further enhancing my expertise in this field.
My work experience has equipped me with strong public interaction skills, making me a valuable asset for a travel agency Whether as a sales assistant or a stock clerk, I have consistently prioritized customer orientation.
I have found that courtesy and a smile keep business flowing smoothly
I am eager to apply my skills at your travel agency, Ms Vasquez I am available for an interview Monday to Friday during business hours and can be reached at 884-7788.
88 Nowhere Drive, Mc Kinley Park, Taguig City Tel: 456-5678; 0 (917) 717-0855; Email: relena@yahoo.com
I am writing to apply for the nursing trainee position advertised at the Kengkay Medical Center's Human Resource Office.
I am a BS Nursing graduate of Bluepanjeet University, Class of 2008 I have also just recently passed the Nursing Board Examinations in 2008
I would appreciate hearing from you
Box 999, Capital University Columbus, OH
I am eager to apply for the Auditor position listed in the January 13th edition of The Columbus Dispatch I will complete my Bachelor of Arts in Accounting from Capital University this May The role requires accounting experience and leadership skills, both of which I possess; I have worked as a student accountant at the University bookstore during my junior and senior years and have held leadership roles in Student Government and as a Resident Assistant in the residence halls For a detailed overview of my qualifications, please refer to my enclosed resume.
I am eager to learn more about this opportunity with Ernst & Young, and look forward to interviewing with you I can be reached by phone at 236-
0000 or by e-mail at college@yahoo.com Thank you for your time and consideration
I will be graduating from MIT in June with a bachelor‟s degree in computer science and I am interested in opportunities at Atria
I have interned at Loral Infrared and Imaging Systems for two summers, where I developed data stream emulation software for the NASA AIRS weather satellite on UNIX and Macintosh platforms Additionally, at MIT's Earth and Planetary Science Department, I created a graphic user interface for data from the Magellan space probe orbiting Venus This experience is relevant for developing the GUI for the upcoming version of Clearcase revision control tools Alongside my general computer science coursework, I have also pursued additional studies in media arts, systems design, algorithms, and artificial intelligence.
I am eager to discuss my qualifications for a position at Atria, as I believe my training has equipped me with the skills necessary to make a meaningful contribution to your team I look forward to your response.
Ref: Application for Sales Executive
I am applying for the Sales Executive position advertised in The Guardian on February 6, 2009 I am eager to leverage my experience as a Sales Representative to contribute to DG's success.
Investment realize excellent clothing sales