Instituto Guatemalteco Americano -IGAComputación Prof. Eddy Barrios
Employment Correspondence
Karla Azucena Fino Rivera 05 Ingrid Estefanía González Barrera 07 6o. Secretariado “C” Salon: 305
INDEX 
Employment Correspondence The Resume Application Letter Follow-Up Letter Reference Letter Recommendation Letter Declining a Job Offer Letter Rejecting a Job Offer Letter Resignation Letter
Of all the different kinds of business letters, perhaps the most important for your personal career are the letters you write to apply for a job. Your letter of application and accompanying resume can help you get the job of your choice if they are well planned and written. Before you write your resume or cover letter, you must think about yourself because your employment correspondence must give a prospective employer a positive-and desirable-picture of your personality, background and experience. A good way to start is to make a list. In any order, as you think of them, list such facts as:
jobs held schools attended areas majored in special courses you have taken extracurricular activities you have participated in memberships you have held awards or honors you have received sports you enjoy languages you speak special interests you have special skills you have
Try to include on your list any fact that could help an employer see your values as an employee. After you are satisfied with your list, rewrite it, arranging the facts into categories. This will serve as your worksheet you are ready to write your resume and letter of application.
The Resume The resume is sometimes called a data sheet or vita. It is an outline of all you have to offer a new employer. It presents your qualifications, background, and experiences in a way that will convince a business person to grant you an interview. Your resume is the first impression you make on an employer. For that reason, it must look professional. The resume must have an overall neat appearance: Margins are wide and balanced. Headings should stand out and should be parallel. The information contained on your resume must be accurate and complete. Because you are presenting these facts in outline form, the information is expressed in short phrases rather than whole sentences. Nowadays, it is preferable to keep a resume to one page. Therefore, you must be efficient in selecting the facts to include and clever in arranging them. At the top, type your name, address, and telephone number (including your area code). This information can be centered or blocked along the left margin. The word resume is unnecessary. The rest of the resume consists of the facts from your list, categorized, some recommended headings are:
Employment (or Career) objective Education and/or Training Awards and Honors Work Experience Related or Extracurricular Activities Special Skills Personal Data References
You do not need to use all of these categories. You may list your strongest section first, or you may list first the section that is most relevant to the job in question. EMPLOYMENT OBJECTIVE: This be included and listed first, immediately after your name and address. Mentioning a clearly defined job goal creates the favorable impression that you are a well-directed, motivated individual.
EDUCATION: List, in reverse chronological order (that is, most recent first), the schools you have attended. Include school names, dates of attendance, and degrees or diplomas awarded. You should list, as well, any job-related courses you have taken. WORK EXPERIENCE: Part-time and summer jobs, as well as volunteer work, should be included. Each job experience should be listed (the most recent jobs listed first) with your position or title, employer’s name and address, dates of employment, and a brief description of your responsibilities. EXTRACURRICULAR ACTIVITIES and SPECIAL SKILLS: Under these headings you may list any facts that don’t fit under education or work experience but that demonstrate your value to an employer. PERSONAL DATA: Essential FACTS, such as any licenses or certifications you hold, should be included; however, it is not necessary to list such facts as age, height, weight, health, and marital status. REFERENCES: In this last section you have to list people willing to vouch for your ability and experience. Former employers and teachers are the best references. Each reference should be listed by name, position or title, business address, and telephone number. A minimum of three names is recommended. Be sure to ask permission of each individual before you list anyone as a reference. Also, while some employers prefer to contact your references directly, it is a good idea to get a general letter of reference from each to keep for your own files.
Ingrid Estefania Gonzalez Barrera First Avenue 12-09, Zone 16 (501) 5776-0412
Career Objective To obtain a position as an executive secretary with a large corporation to put in practice all my skills. Education 2010-2012
High School Bilingual Secretary Instituto Guatemalteco Americano -IGARuta 1, 4-05, Zona 4, Guatemala
2007-2009
Junio High School Liceo Evangelico Horeb El Progreso, Jutiapa
2001-2006
Elementary School Liceo Evangelico Horeb El Progreso, Jutiapa
1999-2000
Home School Escuela Nacional de Parvulos El Progreso, Jutiapa
Work Experience Secretary Assistant
Envios de America Jutiapa, Jutiapa November 2010
Skills Shorthand – 70 w.p.m. Typing – 70 w.p.m. Language – English Computer – Microsoft Office References Mr. Ovidio Lopez, Accountant Envios de America Jutiapa, Jutiapa (501) 7843-5212 Ms. Samantha Hernandez Jutiapa, Jutiapa (501) 4916-8979
Letter of Application A letter of application is a sales letter in which you are both salesperson and product. Besides, it serves as the Cover Letter of your resume. And it has two types: 1. Solicited Letter: It is sent in response to a help-wanted ad; remember that this letter will compete with other many others, so it must be composed with distinction and it must refer to ad and specific advertised job. 2. Unsolicited Letter: It is sent to a company for which you would like to work even though you know of no particular opening. The advantage of this type of application is that there will be little competition. You can personally define the position you would like to apply for. Your letter of application should look as good as your resume, prepared with the same care on plain business-size bond. An application letter must sell your qualifications, so it must do more than simply restate your resume in paragraph form. While the resume must be factual, objective, and brief, the letter is your chance to interpret and expand. Besides, this letter should demonstrate that you know both yourself and the company. Also, it must communicate your ambition and enthusiasm for the job. When you begin to write your letter of application, keep in mind the principles of writing sales letter: 1. Start by attracting attention: You must say that you are applying and mention both the specific job and how you heard about it. But try to avoid a mundane opening. 2. Continue by describing your qualifications: Highlight your strengths and achievements and say how they suit you for the job at hand. Provide details and explanations not found on your resume. 3. Assure the employer that you are the person for the job: list verifiable facts that prove you are not exaggerating or lying. In some way distinguish yourself from all the other qualified applicants. 4. Conclude by requesting an interview: Make it easy to contact you. Mention your telephone number, and the best hours to reach you, or state that you will call the employer within a few days. A complete application should contain both letter of application and a resume. Do not include copies of your letters of reference or of your school transcripts. These can be provided later if you are granted an interview. When you go on an interview, you should be prepared to mention a salary range, for this reason, you should investigate both your field. You don’t want to ask for less than you deserve or more than is reasonable.
April 24, 2012
Mr. Harry Thompson Personnel Manager G&B Corporation Las Americas Avenue, Zone 10 01010 Guatemala Dear Mr. Thompson: I would like to apply for the position of Executive Secretary that you advertised in Presa Libre on April 20. As you will see from my enclosed resume, I graduated from Instituto Guatemalteco Americano -IGA- in 2011 as bilingual secretary. And I did my supervised practices in Taca Airlines, where I put into practice all my knowledge and skills. I will appreciate the opportunity to have an interview to discuss my qualifications. You can reach me at 2459-0100. Sincerely yours,
Ingrid Gonzalez Bilingual Secretary Enclosure
Follow-Up Letter This letter is send after an interview. For this reason alone, it can be highly effective. A follow-up letter should be courteous and brief. And it should merely thank the employer for the interview and restate your interest in the job.
1st. Avenue 12-99, Zone 16 01006 Guatemala April 25, 2012
Mr. Harry Thompson Personnel Manager G&B Corporation Las Americas Avenue, Zone 10 01010 Guatemala Dear Mr. Thompson: Thank you for taking the time to interview me to discuss my qualifications in person last week. After I have met you, and seen your corporation in operation, I was sure that I would like to have the opportunity to put my skills and experience to work for you. I look forward to hearing from you soon. Please feel free to contact me at anytime if further information is needed. You can reach at 2459-0100. Sincerely yours,
Karla Fino Bilingual Secretary
Letter of Reference The reference letter should mention how the letter writer is connected to the employee. For example, it should say whether the person who is recommending the employee was the employee's supervisor or boss or some other close acquaintance. The recommendation letter should also contain contact information such as the writer's phone number and e-mail address.
TACA AIRLINES Hincapie Avenue, Zone 13 01010 Guatemala
May 7, 2012
Mr. Patrick White G&B Travel Agency La Reforma Avenue 12-04, Zone 9 01009 Guatemala Dear Mr. White: I am happy to provide the information you requested regarding Karla Fino, with the understanding that this information will be kept confidential. She was employed by this agency as an Executive Secretary from 2009 to 2011. She has a broad range of skills. In addition, she is reliable, honest, courteous, and responsible with her work. She is always flexible and willing to work in any project that is assigned to her. I would like to assure you that she would be an excellent worker. If you need further information, please do not hesitate to contact me. Sincerely yours,
Ingrid Gonzalez Manager
Letter of Recommendation A recommendation letter is needed when an employee changes or shifts jobs. The recruiter in the new organization would take an employment recommendation letter into consideration to see if the person applying for the job is suitable for the new job or not. The employment recommendation letter will indicate the time period for which the employee was working in the old organization. The recommendation letter is meant to praise or commend the employee for his background. It will mention all the skills and also lists the functions, which the employee undertook in the old firm.
May 8, 2012
Dear Mr. Smith: Karla Azucena Fino Rivera was a student in four of my translation courses during the 2011 school year. She was an excellent student. Ms. Fino demonstrated her interested in learning new things of the subject every day. Her assignments were executed with punctuality, and they always were great. Moreover, she was an enthusiastic participant in class discussions and helped her classmates in anything that they needed. Therefore, I can recommend Mr. Fino, without hesitation, for the position of executive secretary in your agency. Cordially yours,
Ingrid Gonzalez Teacher
Declining a Job Offer You may find yourself in the fortunate position of choosing from several job offers, or you may be offered a job that does not meet your needs or expectations. In such situations, you should send a courteous, discreet letter declining the job. If you do it, you will preserve a potentially valuable business contact and leave open the possibility of future employment.
1st. Avenue 0-89, Zone 16 01016 Guatemala May 14, 2012
Mr. Harry Thompson Personnel Manager G&B Corporation Las Americas Avenue, Zone 10 01010 Guatemala Dear Mr. Thompson: Thank you very much for offering me the position of Executive Secretary. However, after careful consideration, I have accepted a position with other company that fit the path I am taking to achieve my career goals. I appreciate you taking the time to interview me and to share information about my qualifications. Besides, I am glad for your confidence in my ability to handle the many challenges of this position. Again, thank you for your consideration. It was a pleasure meeting you and learning more about your organization. Sincerely yours,
Karla Fino Bilingual Secretary
Rejecting a Job Application A letter explaining specific reasons for an applicant’s rejection is professional and preferable, but a form letter is more often used to reject, in general terms, all the unsuccessful candidates. Tips
Also known as a "thanks, but no thanks letter," candidate rejection letters tell the candidate that he or she was not selected for the position. If you believe that the candidate would qualify for other roles in your company, and that he or she appeared to also fit your culture, you can also encourage the person to apply again in the future. Always end your candidate rejection letters on a positive note and wish the person success. Make sure you thank your candidate for the time invested in the application and interview process. Personalize your candidate rejection letters with the candidate's name, the position, and possibly a remark about the interview time. You do not want your candidate to feel as if he or she received a form rejection letter - even if it basically, is. Make your candidate rejection letter business-like, but gracious. After all, you are puncturing a person's hopes and dreams. Do so with respect and consideration. Remember, the candidate rejection letter is your last opportunity to build a relationship with the candidate that will cause him or her to think favorably of your company.
G&B Corporation Las Americas Avenue, Zone 10 01010 Guatemala
May 14, 2012
Ms. Estefania Gonzalez Bilingual Secretary 1st. Avenue 0-89, Zone 16 01016 Guatemala Dear Ms. Gonzalez: We regret to inform you that we have filled the position of Executive Secretary for which you recently applied. We appreciate you for taking the time to come to our company to discuss your qualifications, and please be sure that they are excellent. But we have offered the position to the candidate whose experience and career goals were most compatible with our objectives. Thank you very much for your interest in working for our company. We wish you success in your career.
Harry Thompson Personnel Manager Ingrid G.
Letter of Resignation The resignation letter is a written statement of the intention to leave a job, as with refusals, resignation must convey a negative message as positively as possible. Your letter of resignation should express regrets, not anger. You may mention a reason for leaving, such as an opportunity for advancement, but doing so is optional. Leaving a job on good terms is in your best interest. Even if you plan never to return, you may need references in a future job search. Keep the resignation letter positive and brief. Be sure to: 1.
State that the letter is your resignation, mentioning the date on which you would like to leave. 2. Express appreciation for your old job and/or regret at leaving. 3. Offer assistance with any work that you will be leaving undone or with helping the person who will replace you.
1st. Avenue 0-89, Zone 16 01016 Guatemala May 14, 2012
Mr. Patrick Newton Manager Cementos Progreso, S. A. 1st. Avenue 12-89, Zone 6 01006 Guatemala Dear Mr. Newton: It is with regret that I must submit my resignation from my position as Assistant Manager, effective May 28, 2012. An opportunity has presented itself that will help me to pursue my career goals. I appreciate the support and encouragement you have shown me, and the opportunities for professional and personal development that you have provided me during the last three years. Thank you very much for everything. If there is anything I can do to be of assistance during the transition, please let me know. Sincerely yours,
Ingrid Gonzalez Bilingual Secretary
Employment Correspondence