PERSONNEL LETTERS Shirley Taylor LETTERS OF APPLICATION SURAT

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 your self. 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 whethere is a vacancy. In such a situation must try to find out something about the company's activities and then show 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 employ ers 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 libel 2, 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 after wards.

LETTER CONFIRMING OFFER OF EMPLOYMENT

Job Description A job description gives details of the duties and responsibilities involved in a post, including any super visory 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 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 tact fully 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 redun dant 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 suit able 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 possi ble at this company. 4 I can recommend Miss ¼ to you with every confidence.