Chapter XIV Application Documents

1. Chapter XIV Application Documents Learning Objectives: • Understand structure and features of application letters. • Learn to write effective and winning CVs and application letters.

2. 1 Types of Application Letter • Short Letter - accompanies the CV and only makes a formal application for the job • Longer letter - includes extra information from the CV related to the job being applied for and which has a strong promotional or selling function

3. 2. Specimen Documents – Short Application Letter Personnel Department 10 Woodhall Grove IFO Institute for Economic Research Hartburn München Stockton TS17 DR Germany UK 16 April 2012 Dear Sir/Madam With reference to your advertisement in The Economist magazine of 15 March 2012, I would like to apply for the position of graduate economist and enclose my curriculum vitae, together with the names and addresses of three referees. I would be happy to attend an interview at any convenient time, and look forward to hearing from you. Yours faithfully John Smithson Encs: CV, Referees´contact information (3)

4. 2. Specimen Documents – Longer Application Letter Dear Sirs, I would like to apply for the position of graduate economist, as advertised in The Economist magazine of 15 March 2012. From my enclosed CV, you will see that I graduated from Liverpool University in 2009 with a first class M.Sc. (Econ.) degree and have since then worked for the EU Agricultural Commission in Brussels, where my work has involved the handling of statistical data and research work and preparing and writing reports. I am a native speaker of English, am also fluent in French and German and have had several years experience of living and working in Europe. My computing and IT skills are highly developed and I have carried out troubleshooting work in IT for my department. My three years in Brussels have given me the experience of successful team working, a strong research background and the ability to work independently. At the same time, I believe that, at the age of 26, I am young and flexible enough to move to new areas of research, and I am single and prepared to move on to new challenges in the workplace and also to new European cultures.

5. 2. Specimen Documents – Longer Application Letter I enclose my CV for more detailed information on my experience, skills and qualifications, and an open reference from my present employer. From this you will see that I have been a loyal, hardworking and well organized colleague, who has been successful as a team player, but also is able to work independently and bring projects to completion on time. I am very interested in the position advertised and feel I have the potential to contribute very positively to the research project you are involved in. I look forward to hearing from you soon. Yours faithfully John Smithson Enclosures: Curriculum vitae, Open reference

6. 2. Specimen Documents – Personal Statement Personal Statement I am a determined, target‑oriented young woman, who prefers to plan before doing, acting in accordance with my own independent thinking, and not following other people’s opinions blindly. I believe in constantly striving towards self-improvement in a situation of competition and challenge. An inborn preference for numbers, risks and synthesis has aroused a deep interest in finance, an interdisciplinary subject integrating economics, mathematics, statistics, and psychology, with particular attention to the art of decision‑making under conditions of uncertainty. For me, the career of finance researcher is one that I wish to pursue, and which would combine my independent personality, outgoing spirit and instinctive interest in a subject to which I want to devote my whole life. Working as a professional has been my strong point and I am not afraid of the commitment of hard work. With several years in professional education, including four years of a Bachelor’s degree and one and a half years of a not yet completed Master’s degree, both in Finance, and with one year of work experience in the China Construction Bank, Yantai Branch, I have already gained much professional knowledge and substantial work experience.

7. 2. Specimen Documents – Personal Statement With the expert guidance of excellent professional colleagues and the good working environment of your company, I know I will succeed in obtaining the knowledge and skill sets which will prepare me for the future professional field. As a 23‑year‑old young person, I have already gained a lot of confidence in my ability and already experienced academic and professional success. Among my achievements I have published several professional papers in highly ranked international journals, attended international conferences and given academic presentations, visited several international companies as a representative and won many scholarships and honours. These achievements demonstrate my capabilities. I owe my successes to my biggest merit, which is determination. I have completed every goal set by myself up to now according to my whole‑life plan, which proves that I never give up before I achieve my goals. As a Master’s degree student majoring in Finance, and a CFA candidate, I believe that you will also find my professional performance excellent if you grant me the opportunity. I hope that you will give serious consideration to my request for a summer vacation internship in your company and look forward to further contact.

8. 2. Specimen Documents – Chinese student CV Name: WANG Xiao Sex: Female Date of Birth: 20May 1985 Nationality: Chinese Marital Status: Single Address (current): Palosaarentie 60 A, Vaasa, FIN-65200 Tel: +358 504082356 E‑mail: k82350@uwasa.fi Education: 2010 – present: University of Vaasa, Finland Majoring in Finance for M.Sc. degree 2005 – 2009: B.Sc. Shandong University, China Majored in Finance 2001 – 2004: Jinan No. 1 Middle School, Jinan City, China Senior High School student

9. 2. Specimen Documents – Chinese student CV Foreign Language Skills: English: Excellent reading and writing ability, good oral English Swedish: Basic oral Swedish Computer Skills: Proficient in Word, Excel, Powerpoint, Foxpro and E‑View. Have studied SAS. Accomplishments: 2011: CFA (Chartered Financial Analyst) Level-1 candidate 2008: Awarded the title “Excellent Graduate” by Shandong University 2009: Bachelor thesis awarded “Excellent Bachelor thesis” grade 2006 – 2009: Two conference presentations during undergraduate studies 2005 – 2008: Awarded two comprehensive school scholarships, and a third grade scholarship

10. 2. Specimen Documents – Chinese student CV (Cont.) Professional and Academic Interests: Mergers & Acquisitions, Financing, Corporate Finance, Corporate Valuation, Risk Analysis and Control, Financial Analysis, Capital Budgeting, Investments Work experience: Summer 2008: Worked in the China Construction Bank as an intern in the Foreign Exchange Department Summer 2007: Worked in China Communications Bank, Ji´nan Branch as an intern in the Institution Bank Department Other Experience: 2007: Participated a research program on the fluctuation of the Renminbi exchange rate in the Central Bank of China conducted by my university advisor 2005: Performed with an English modern drama group and represented our department in a campus debate competition

11. 3. Useful Expressions • In reply to your advertisement in the China Daily newspaper of 20 March 2012, I am applying for the position of software developer. • I enclose my CV, together with the names and addresses of three referees. • I look forward to hearing from you shortly/soon. • I am familiar with all aspects of economic research methodology and I believe I will certainly meet all your expectations. • I believe I can contribute to the growth and development of your company as an effective and result-oriented manager in sales through innovative working systems.

12. 4. Guide to Writing – Letters of Application • Formality • Short letters • Reference to where/when advertised • State that wish to apply • State CV (+ other documents) enclosed • References/Referees • Suitable ending

13. 4. Guide to Writing – Letters of Application • Longer letters • More persuasive • Not much longer than one A4 page • Should include same as short version, but also: • Summary of relevant experience/qualifications • Other skills relevant to the position • Why you want the job/what you have to offer

14. 4. Guide to Writing – CVs • Chronological vs. Functional • Items to include • Personal: your name/address/telephone number and email, nationality. Also you may include age /date of birth, marital status (married/single/children) • Educational: schools/dates and qualifications • Work experience: dates, places and job titles as well as some details of responsibilities • Skills: e.g. foreign language skills (fluent, good, competent, basic), or computer and IT skills. • Optional information would include hobbies and interests (include them only if you feel they enrich your profile, say something of your personal qualities or include skills related to the position you are applying for).

15. National Differences between CVs • British: lengthy/fully written, holistic profile of applicant • American: focus on what to offer – motivation/skills/goals • Scandinavian: emphasize qualifications/previous jobs

16. CV Writing Techniques • Length of c. 2 pages the norm • Describe duties and skills involved in prior jobs • Explain qualification and grades (education systems different in other countries) • Make CV look good & quick and easy to read • Chronology – sections start with most recent and work backwards • Include interests/hobbies/positions of responsibility if they say something about you/what you can offer

17. 5. Exercises I Fill in the gaps in the following sentences • A prospective employer will often ask a candidate´s previous employer for a ……………. to find out more about their earlier work. • The document giving details of your work history and qualifications is your …… • Jobs that are not temporary are …………… jobs. • The new worker was introduced to all his …………. on the first morning. • Free lunches, subsidized travel and accommodation, a company car, are all examples of ………… benefits. • On being offered a job you have to sign a ………… • A(n) ………… is someone applying for a job. • My current salary is 30,000€ ………… • The …………asks you questions about your previous work and experience. • The company selected five ………… for the shortlist. • There will be an annual ……… of your salary. • Every year there will be a career development……… with your manager. • Your ………… will include office and secretarial work, filing, writing reports, chairing meetings and translating documents. • The salary is not fixed, but …………. • In addition to the salary you will receive an annual ……. based on performance.

18. 5. Exercises II. Complete the following two letters of application by filling in the gaps with the proper forms of words supplied in the box.

19. 5. Exercises III Choose the most suitable word to complete the job advertisement below: Bilingual Personal Assistant wanted for International Publishing House (UK) Salary: 30,000K per annum We are looking for a person with (spoken, oral, fluent) French and English and preferably at least one other language such as Spanish, German, Italian (or other). The right (applicant, interviewee, employee) should have at least three years´ experience of office systems and administration with knowledge of Word, Excel and other programmes (please specify these in your application). Good communication skills, a team oriented approach, fast and accurate word processing skills and ability to write reports effectively are an additional (reward, advantage, benefit) The work (consists, includes, contains) customer liaison, chairing meetings, writing reports and (making, working, acting) as interpreter for the Manager at head office and elsewhere in Europe. The (lucky, successful, merry) candidate will be expected to translate, proofread and edit documents in French, English and other languages as appropriate. (Extra, In addition, Supplementary) to these duties, the person appointed will perform the usual office and administrative duties required on a daily basis. For a(n) (application form, interview, CV) please phone Paul Stein (on, at, in) 012 778653, quoting (number, id, reference) PA 3135.

20. 5. Exercises IV. Read the following job application and list its strengths and weaknesses, correct any errors:

21. 5. Exercises V. Writing Directions: Write your CV in English, in accordance with the structure and layout discussed in this chapter. Remember to 1) mention your personal information, education, work experience and any additional skills, e.g. knowledge of foreign languages, computing skills, etc. and any position of responsibility you have had; 2) keep it within two pages in length. Bring your CV to class and let others read and comment on it as well as your teacher.

22. Model Answers I. 1-reference 2-CV (resume) 3-permanent 4-colleagues 5-fringe 6-contract 7-applicant 8- annum(year) 9-interviewer 10-candidates 11-review 12-development 13-duties 14-negotiable 15-bonus II. 1-advertisement 2-position 3-experience 4-responsible 5-experience 6-CV 7- referees 8-information 9-interview 10–convenient 11-forward 12-hearing

23. Model Answers I. 1-reference 2-CV (resume) 3-permanent 4-colleagues 5-fringe 6-contract 7-applicant 8- annum(year) 9-interviewer 10-candidates 11-review 12-development 13-duties 14-negotiable 15-bonus II. 1-advertisement 2-position 3-experience 4-responsible 5-experience 6-CV 7- referees 8-information 9-interview 10–convenient 11-forward 12-hearing

24. Model Answers III. Choose the most suitable word to complete the job advertisement below: Bilingual Personal Assistant wanted for International Publishing House Salary: 30,000K per annum We are looking for a person with (spoken, oral, *fluent) French and English and preferably at least one other language such as Spanish, German, Italian (or other). The right (*applicant, interviewee, employee) should have at least three years´ experience of office systems and administration with knowledge of Word, Excel and other programmes (please specify these in your application). Good communication skills, a team oriented approach, fast and accurate word processing skills and ability to write reports effectively are an additional (reward, *advantage, benefit)

25. Model Answers The work (consists,* includes, contains) customer liaison, chairing meetings, writing reports and (making, working, * acting) as interpreter for the Manager at head office and elsewhere in Europe. The (lucky, *successful, merry) candidate will be expected to translate, proofread and edit documents in French, English and other languages as appropriate. (Extra, *In addition, Supplementary) to these duties the person appointed will perform the usual office and administrative duties required on a daily basis. For a(n) (*application form, interview, CV) please phone Paul Stein (*on, at in) 012 778653, quoting (number, id, *reference) PA 3135.

26. Model Answers IV. Read the following job application and list its strengths and weaknesses, correct any errors: 5 October 2012 Dr. Leonard Brown Head of Research Unit University of Tampere Finland Job application Dear Sir I want (would like to apply for – polite form needed) the job (position) as researcher (as advertised in the Times of 27 September – need to make reference to the date and place the job was advertised) what you re looking for. I (believe that I – be more modest) fulfill all the demands (criteria mentioned for the position)) and (can be of value to your company – say what you can bring to the company, not the other way around) this job would suit me very well.

27. Model Answers My present occupation is graduate student at the University of Warsaw (currently working in a research project funded by the EU on corporate finance in East European companies – be more specific) and I think is good background for this position job. I’ve (I have) studied optics and programming in a research project for diffractive optical elements and Im (I am) doing my doctoral thesis now where this (work) will be summarized. My doctorate will be finished next year. I got my MSc in Physics 5 years ago. You can see the results in the certificates i’m (I am) sending you now (as an enclosure). I hope that you will find my background and qualifications suitable for the position and consider me for the position (need for a closing phrase). I look forward to hearing from you (need for a suitable ending) Yours sincerely Jan Kopzinska