Unit 7: Formal Letters

ING 600 COURSE BOOK ACADEMIC READING & WRITING UNIT 7

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FORMAL LETTERS

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Read the article below and then answer the questions given

NEXT WEEK the leaders of North America’s two most populous countries are due to meet for a neighbourly chat in Washington, DC. The re-elected Barack Obama and Mexico’s president-elect, Enrique Peña Nieto, have plenty to talk about: Mexico is changing in ways that will profoundly affect its big northern neighbour, and unless America rethinks its outdated picture of life across the border, both countries risk forgoing the benefits promised by Mexico’s rise.

The White House does not spend much time looking south.

During six hours of televised campaign debates this year, neither Mr Obama nor his vice-president mentioned Mexico directly. That is extraordinary. One in ten Mexican citizens lives in the United States. Include their American-born descendants and you have about 33m people (or around a tenth of America’s population). And Mexico itself is more than the bloody appendix of American imaginations. In terms of GDP it ranks just ahead of South Korea. In 2011 the Mexican economy grew faster than Brazil’s—and will do so again in 2012.

Yet Americans are gloomy about Mexico, and so is their government: three years ago Pentagon analysts warned that Mexico risked becoming a “failed state”. As our special report in this issue explains, that is wildly wrong. In fact, Mexico’s economy and society are doing pretty well. Even the violence, concentrated in a few areas, looks as if it is starting to abate.

Mañana in Mexico The first place where Americans will notice these changes is in their shopping malls. China (with more than 60 mentions in the presidential debates) is by far the biggest source of America’s imports. But wages in Chinese factories have quintupled in the past ten years and the oil price has trebled, inducing 4

manufacturers focused on the American market to set up closer to home. Mexico is already the world’s biggest exporter of flat-screen televisions, BlackBerrys and fridge-freezers, and is climbing up the rankings in cars, aerospace and more. On present trends, by 2018 America will import more from Mexico than from any other country. “Made in China” is giving way to “Hecho en México”.

The doorway for those imports is a 2,000-mile border, the world’s busiest. Yet some American politicians are doing their best to block it, out of fear of being swamped by immigrants. They could hardly be more wrong. Fewer Mexicans now move to the United States than come back south. America’s fragile economy (with an unemployment rate nearly twice as high as Mexico’s) has dampened arrivals and hastened departures. Meanwhile, the makeup of Mexican migration is changing. North of the border, legal Mexican residents probably now outnumber undocumented ones. The human tide may turn along with the American economy, but the supply of potential border-hoppers has plunged: whereas in the 1960s the average Mexican woman had seven children, she now has two. Within a decade Mexico’s fertility rate will fall below America’s.

Undervaluing trade and overestimating immigration has led to bad policies. Since September 11th 2001, crossing the border has taken hours where it once took minutes, raising costs for Mexican manufacturers (and thus for American consumers).

Daytrips have fallen by almost half. More crossing-points and fewer onerous checks would speed things up on the American side; pre-clearance of containers and passengers could be improved if Mexico were less touchy about having American officers on its soil (something which Canada does not mind). After an election in which 70% of Latinos voted for Mr Obama, even America’s “wetback”-bashing Republicans should now see the need for immigration-law reform.

No time for a siesta The least certain part of Mexico’s brighter mañana concerns security. This year has seen a small drop in murders. Some hotspots, such as Ciudad Juárez, have improved dramatically. A third of Mexico has a lower murder rate than Louisiana, 5

America’s most murderous state. Nevertheless, the “cartels” will remain strong while two conditions hold. The first is that America imports drugs—on which its citizens spend billions—which it insists must remain illegal, while continuing to allow the traffickers to buy assault weapons freely. American politicians should heed the words of Felipe Calderón, Mexico’s outgoing president, who after six years and 60,000 deaths says it is “impossible” to stop the drug trade.

The second black spot is that Mexican policing remains weak. If Mr Peña is to keep his promise to halve the murder rate, he must be more effective than his predecessor in expanding the federal police and improving their counterparts at state level. That is just one of several issues that will test Mr Peña. He cannot achieve his ambition to raise Mexico’s annual growth rate to 6% by relying solely on export manufacturing. Upping the tempo requires liberalising or scrapping state-run energy monopolies, which fail to exploit potentially vast oil and gas reserves. Boosting Mexico’s poor productivity means forcing competition on a cosy bunch of private near-monopolies—starting with telecoms, television, cement and food and drink. That means upsetting the tycoons who backed his campaign.

This newspaper gave Mr Peña a lukewarm endorsement before July’s election, praising his economic plans but warning that his Institutional Revolutionary Party (PRI), which ran Mexico in an authoritarian and sometimes corrupt manner for most of the 20th century, has not changed much. Facing down interests within his own party may be Mr Peña’s hardest task.

The head of the oil workers’ union is a PRI senator. The teachers’ union, which is friendly with the party, is blocking progress in education. A new labour reform has been diluted by PRI congressmen with union links.

Mr Peña, a good performer on the stump, should appeal beyond the PRI to a broad consensus for change among Mexicans. Time will tell if he measures up to the task. But the changes in Mexico go beyond the new occupant of Los Pinos. The country is poised to become America’s new workshop. If the neighbours want to make the most of that, it is time for them to take another look over the border.

Source: The Economist. (2012, November 24). The Rise of Mexico: America needs to look again at its increasingly important neighbour. The Economist.

Retrieved from http://www.economist.com/news/leaders/21567081-america-needs-look-again-its-increasingly-important-neighbour-rise-mexico

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1. Define the bolded terms within the context of the article.

2. What is the author’s thesis about Mexico?

3. Why is the author so optimistic about the future of Mexico’s economy?

4. What does he recommend to the U.S.?

5. For what two reasons does the author believe Mexican cartels will remain?

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The following pages explain how to write a cover letter in English. Students should read the explanations and ask questions to the professor.

What is a cover letter?

A cover letter is the “letter” that introduces a potential employee to a potential employer.

It generally makes up part of a package in the job/career application process, along with, inter alia, a curriculum vitae and an interview. A cover letter provides the opportunity for potential employees to describe themselves in writing in a much more free way than curriculum vitae.

What is the goal of a cover letter?

The goal of a cover letter is to leave the impression with a potential employer that you are a qualified – and ideally the most qualified – candidate for the position being solicited and that you deserve further consideration, most likely through an interview process. A cover letter looks to sell the potential employee to the potential employer.

What should a cover letter say?

A cover letter should identify your experience, education, and skills that are most directly related to the position being solicited. A cover letter will be a more personal statement of items covered by a curriculum vitae. Only the most important and relevant items of your curriculum vitae should be the foundation of your cover letter.

Important characteristics of cover letters Cover letters should be written and tailored specifically for the position being applied for. You should not have a “one size fits all” cover letter that is overly general. Employers want to think that you took the time to write a cover letter specifically for the position that you are applying for.

Cover letters need to be concise. The general rule is that a cover letter should be no more than one page, single spaced.

Cover letters should be formatted like a letter. It should have your name and address at 8

the top, as well as the date and the name and address of the potential employer. It should begin with “Dear (name)” or “To Whom It May Concern,” if the name of the potential employer is not known.

Cover letters must state what position is being applied for.

Cover letters should state your motivation. (Why do you want to work in this particular position for this particular company?) Your motivation should be more inspiring than simply “money and benefits.” Specific experience is generally a good motivation.

Cover letters should convey why you are an appropriate candidate for a particular position. This may include anecdotal evidence of your experience. A cover letter is much like a short argumentative essay, with your thesis being “why I am the best candidate for the job” and your evidence being your education and personal experience.

Cover letters should describe your education. Here you want to say how what you have learned through a formal education has prepared you for a particular position. You may want to talk about some specific courses that you have taken that have taught you relevant knowledge and/or skills.

Cover letters should describe your work experience. Here you want to say how your past work experience has prepared you for a particular position. You may want to talk about past positions or internships that you have held that demonstrate your dedication and work ethic (particularly positions held for a significant period of time), or relevant knowledge and skills (particularly in closely related fields to the position being applied for). If you lack work experience, then you may use anecdotal evidence, such as a story of a life experience that made you a better person.

Cover letters should be generally three to five paragraphs long, which are well structured on the basis of the above themes. They should begin with an introduction paragraph (perhaps describing your motivation), followed by a few paragraphs of evidence (perhaps one on education and one on work experience), and end with a concluding paragraph (perhaps arguing why all of this makes you an ideal candidate).

Cover letters can use informal pro-nouns (i.e. the first person). Nevertheless, this sort of language should be used at an absolute minimum. You should not begin every sentence with “I.”

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Model Cover Letter Your Present Address City, State, Zip Code Date Mr./Ms. Name of Individual Job Title of Individual Company or Organization Name Street Address or P.O. Box Number City, State, Zip Code Dear Mr./Ms./.________________: The first paragraph indicates why you are writing. State the position you are applying for and how you learned of it. Emphasize what you offer to the employer related to the position you are seeking (not what they can do for you).

The middle paragraphs highlight the most significant information the employer will find when they read your resume. Briefly state your qualifications. Describe your education, highlighting your specialized training, related courses, and class projects.

Describe your work experience, activities, and skills which are related to the job you are seeking. Provide specific examples of accomplishments and situations where you demonstrated job related skills. You may also add information about your experiences or personal work characteristics not listed on your resume.

Summarize your qualifications and interest in the employer. Close the letter with an appropriate request for action. (Ask the employer to contact you and provide your phone number, OR indicate when you will contact them to arrange a mutually convenient time to meet.) Thank the employer for their consideration.

Sincerely, (Your signature in ink) Printed Name

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The following link explains, in detail, how to write a curriculum vitae in English. Students should read the explanations and fill in the CLUE PUZZLE below to find the hidden word.

Source University of Kent. (n.d.) How to Write a Successful CV. http://www.kent.ac.uk/careers/cv.htm

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They are a kind of transactional letters. They are formal or informal in style as it depends on the audience.They consist of Greeting: Introduction: Main body: Conclusion: Closing:

(Dear Mr. Jones) (The purpose of the letter) (Important facts / Information required) (A suitable ending) (According to the opening)

Read the following statements about a letter of request and then write T (true) F (false) next to the given sentences.

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In a letter of request you include the name and title of the person you are writing to (...........)

If you begin a letter: Dear Sir, you finish it with best wishes (...........)

You use contractions and connectives in formal letters of request (...........)

In a letter of request you can begin the letter with Dear + the addressee’s title; for example, “Dear Secretary”, (...........)

Letters of request can be formal or informal (...........)

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3.

4.

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Assignment Instructions: Correct the mistakes if needed. Use the spaces provided.

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Dear Miss Helen Jackson,

…………………………………..

2.

Dear Sir Stevens,

…………………………………..

3. Dear Gill, …………………………………..

Yours love, …………………………………..

4.

Dear Madam Sutton,

…………………………………..

5.

Dear Mr. Stratton, Best wishes,

………………………………….. …………………………………..

6.

Dear Miss Laura,

…………………………………..

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Lots of love,

…………………………………..

7.

Dear Mr. Main, Yours sincerely,

………………………………….. …………………………………..

8. Faithfully yours, …………………………………..

9.

Dear Mrs. Spielberg, Yours faithfully,

………………………………….. …………………………………..

10.

Fred, …………………………………..

Yours faithfully, …………………………………..

Writing an Effective Petition Letter Format The elements of a typical business letter are the following: - date - name and address of person to whom you are writing - subject line - salutation - body of letter (the message) - complimentary closing - signature line (be sure to sign your letter) - name and contact information of sender - list of enclosure(s) (e.g., documentation, receipts, copies of earlier correspondence, etc.) and names of other persons receiving a copy of your letter.

A petition letter can either accompany a formal petition or request a change in the status of a particular situation. A letter may be the most effective way to give all the details, express personal opinion and recommend or request a solution. Talking to the concerned individual, sending an email or filling out required forms all have their limitations, but a formal business letter lends professionalism and weight to the petitioner.

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NEVER ALIENATE THE READER! To have the best chance of success, the content and tone of the letter needs to be accurate and polite. The petitioner may be upset, but this letter is not the place to express anger. It will not help them if they threaten, beg, flatter, cajole or make extravagant promises. This will only result in alienating the reader.

For example, they should not say they promise to do well if their request is granted, or if their request is denied, it will kill their aged mother or that they have always admired the receiver of the letter. However, the petitioner can honestly and briefly express emotions such as I was extremely upset when I was informed about my grade, but not say, when I saw my grade I wanted to kill myself.

The petitioner should find out the policy of the institution they are petitioning before they write the letter. They should also find out what information the person receiving the petition needs in order to act on the request or appeal. If the relevant information is not included, it could, at best, delay a response or, at worst, may cause the receiver to deny the request.

The petition letter should be typed, as free of spelling and grammatical errors as possible and meet any deadlines required by the institution.

Petitioners should only include facts and documents that directly relate to their situation.

They should not include information that has no connection to their main issue. Busy administrators appreciate it when a petitioner makes the effort to write a brief and to-the-point letter. This shows respect for the receiver and may help put him or her in the frame of mind to grant the request.

Source: Sample resignation letters. (2015, August 19). Writing a petition letter. Retrieved from http://www.sample-resignation-letters.com/p383327-writing-a-petition-letter-with-sample.cfm

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Petition for action Letters Senders Name] [Address line 1] [Address line 2] [State, ZIP Code] [Letter Date] [Recipients Name] [Address line 1] [Address line 2] [State, ZIP Code] [Subject: Normally bold, summarizes the intention of the letter] -OptionalDear [Recipients Name], These past few years, homeless individuals sleeping at Golden View Park have increased by leaps and bounds. On a given night, one can see around ten to twelve homeless individuals sleeping on the benches or even under the trees. What is worse is that the restrooms at the park are locked at night, and these homeless people have no toilet to use. In view of this, I am presenting you a petition signed by over 300 residents asking the city to place and maintain a temporary toilet at the park. Without a doubt, this is not the answer to our city’s problem with homeless individuals, but this will lessen the sanitation problem that afflicts our park. You will clearly see that this request is logical and we believe that this can be implemented until we can properly and fairly address the issue of homelessness in Gluckwood.

Sincerely, [Senders Name] [Senders Title] -Optional[Enclosures: number] -Optionalcc: [Name of copy recipient] -OptionalSource: Sample Letters World. (n.d). Sample Letters. Retrieved on August 10, 2015, from http://www.samplelettersworld.com/sample-letters/requisition-letters/3240-request-government-service-or-action-sample-letter-3

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10 MOST FREQUENTLY ASKED QUESTIONS IN A JOB INTERVIEW 1. Tell me about yourself You are expected to give information related to previous education, work experience and/or personal qualities: My name is‌ I have done ‌ I have 2 / 3 years of experience.

2. Why should we hire you?

Think of reason why you are important for the company you are applying for. I found that my skills are matching your requirements: I can showcase my technical skills to contribute to the company growth.

3. What do you consider your greatest strength?

Think of a word that describes you well: Adaptability, hard work, honesty, self motivation, persistence, learn quickly 4. May I ask what your greatest weakness is?

Straightforward, I trust people quickly, sensitive, impatient 5. Why do you want to work here?

Gain experience, do something related to your career/personal growth, financial growth 6. Could you tell me why you left your last job?

I am thankful to my previous organization but ...Schedule, no opportunities for promotion, etc.

7. What is your greatest accomplishment?

Think of something you feel proud of.

8. Describe a difficult work situation you had and how you overcome it.

If nothing, the most important thing is to tackle the problem and find a solution for it.

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9. Where do you see yourself in five years?

Never say you want to be a CEO (chief executive officer) unless you are applying for that position. My long term goal is to be in respectable position in the organization 10. Do you have any questions for me?

Express thanks: Thank you for giving me this opportunity. I would like to know about the job timings? Is there overtime allowance? What is the salary scale for this job?

Adapted from: The Interview Guys. (2013, May 24). Top 10 job interview questions and answers [video file].

Retrieved from http://www.youtube.com/watch?v=I2IDGXX5-YY

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References Sample Letters World. (n.d). Sample Letters. Retrieved on August 10, 2015, from:http://www.samplelettersworld.com/sample-letters/requisition-letters/3240-request-government-service-or-action-sample-letter-3 Sample resignation letters. (2015, August 19). Writing a petition letter. Retrieved from http://www.sample-resignation-letters.com/p383327-writing-a-petition-letter-with-sample.cfm

The Economist. (2012, November 24). The Rise of Mexico: America needs to look again at its increasingly important neighbour. The Economist. Retrieved from http://www.economist.com/news/leaders/21567081-america-needs-look-again-its-increasingly-important-neighbour-rise-mexico The Interview Guys. (2013, May 24). Top 10 job interview questions and answers [video file].

Retrieved from http://www.youtube.com/watch?v=I2IDGXX5-YY

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Universidad de las Américas - Ecuador Teléfono: +593 (2) 3981000 Ext: 168

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