Features and Requirements in Composing Professional Correspondence

FEATURES AND
REQUIREMENTS IN
COMPOSING
PROFESSIONAL
CORRESPONDENCE
ICE BREAKER
CORRESPONDENCE:
1. The act, fact, or state of agreeing or conforming.
2. Any written or digital communication exchanged by two or
more parties. Correspondences may come in the form of
letters, emails, text messages, voicemails, notes, or postcards.
3. (Communications & Information)
a. Communication by the exchange of letters
b. The letters so exchanged
APPLICATION FOR COLLEGE/SHS
ADMISSION
College application refers to the process by which individuals apply
to gain entry into a college or university. Although specific details
vary by country and institution, applications generally require basic
background information of the applicant, such as family
background, and academic or qualifying exam details such as grade
point average in secondary school and standardized testing scores.
Components of the College Application Every college and
university has its own admissions requirements based on their
academic standards, school structure and the types of programs
offered. General admissions application requirements can include
the following elements to help colleges learn more about who you
are:
Application form
Carefully read and fill out the application form. Do
not be afraid to ask questions about anything that is
unclear. A simple mistake can mean the difference
between getting into a college or not.
Essay (or other writing sample)
The essay is one of the most important parts of your
application, and your chance to shine. Colleges are
interested in how well you express yourself in
writing. Be sure to think about the impression you
want to make. Leave plenty of time to do your essays
-- you will probably have to write many drafts before
 Transcript
Your transcript shows the high school(s) you attended, courses taken
and your grades, as well as your Regents exam grades, cumulative
grade point average (GPA), SAT, SAT subject tests and ACT scores,
and school attendance. Colleges use this information to determine if
you satisfy admissions and eligibility requirements. It is also used to
determine if you met high school graduation requirements.
 School profile
If your high school has a school profile (ask your high school
guidance counselor), it is a good idea to attach it to your transcript
before sending it to the college. The profile paints a picture of your
school for the admissions advisers and offers information about your
school's environment.
 Recommendation forms
Ask for recommendations from people who know you well --
teachers, guidance counselors, employers or any adult who can
comment, favorably and in depth, on your skills, maturity,
integrity and personality. Be sure to give them the forms well in
advance of the application deadlines.
 List of activities
This list should include all the extracurricular activities you
participated in throughout high school. There are websites that
can help can help you craft a professional résumé to submit with
your application.
 Fee or fee waiver form You will need to submit a check or
money order for the application fee. If you are requesting a
APPLICATION FOR
EMPLOYMENT
COVER LETTER / APPLICATION LETTER:
This is what you send to an employer explains why you are
qualified for the position and should be selected for an
interview.
How to write COVER LETTER / APPLICATION LETTER:
1. Write the contact information at the top.
2. Address the letter with a name or title.
3. Express your interest in the first paragraph. State where you
found the position, and how you'll benefit the employer.
4. Summarize your strengths, qualifications, and
experience in the second paragraph.
5. Conclude with a one-sentence summary of why
you’re the perfect candidate.
6. Invite the hiring manager to contact you.
7. Sign off appropriately, and write your name.
TEMPLATE / SAMPLE
VARIOUS FORMS OF OFFICE
CORRESPONDENCE
SOME OTHER FORMS FOR EMPLOYMENT LETTERS
 Recommendation Letter
 Job Offer Letter
 Rejection Letter
 Resignation Letter
 Termination Letter
 Letters of Complaint
 BUSINESS
LETTERS
EMAIL MESSAGES
 One of the most frequently used means of communication
in the job search is e-mail, and its advantages are many.
Delivery of an e-mail is prompt and assured (as long as
you have the individual's correct e-mail address). Another
positive is that e-mail is less intrusive than a phone call;
the recipient can read the message at his or her leisure.
Often, e-mail will be an employer's preferred method of
communication.
 When you're sending an inquiry about a job or applying for
a job, it's important to format your email as professionally
as you would any other BUSINESS LETTER.
EMAIL MESSAGE FORMAT
Subject Line
The subject line should concisely convey your purpose for writing.
Your subject line can be as simple as "Thank You" or "Request for
Recommendation“
*If you forget to include one, your message probably isn't even going to get
opened.
Salutation
If you have a contact person, address your email to Dear Mr./Ms. Last
Name. If you don't, address your email to Dear Hiring Manager.
Another option is to not include a salutation and to simply start with the
first paragraph of your message.
 Body of the Message
When you're applying for a job via email, copy and paste your cover
letter into the email message or write your cover letter in the body of
an email message. If the job posting asks you to send your resume as
an attachment, send your resume as a PDF or a Word document.
*When you're inquiring about available positions or networking, be clear
about why you are writing and the purpose of your email message.
 Format Your Email Message
Your email message should be formatted like a typical business letter -
with spaces between paragraphs and with no typos or grammatical
errors.
Proofread it, just like you would any other correspondence.
Include an Email Signature
It's important to create an email signature and to include your signature with
every message you send. Include your full name, your email address, and your
phone number in your email signature, so the hiring manager can see, at a
glance, how to contact you.
SAMPLE TEMPLATE
REFERENCES:
 http://www.businessdictionary.com/definition/correspondence.html
 http://www.thefreedictionary.com/correspondence
 https://www.slideshare.net/siddharth4mba/types-of-correspondence
 http://www.engr.utexas.edu/ecac/students/interviews/email
 https://www.thebalance.com/how-to-format-an-email-message-2061888

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