#BusEng: How to Write a Formal Email for Job Application

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Today we are going to have a discussion on how to write email for job application. So, for those who are seeking for a job, tonight session might be helpful for you. Technically, a formal email should consist of at least one head, one body, and one tail; just like a crocodile. In terms of language style, some rules govern (but not always) a formal email are as follow.

  1. always use advanced vocabulary e.g ‘to enquire’ instead of ‘to ask,’ ‘to obtain’ instead of ‘to get,’ and ‘to supply’ than ‘to give.’ Don’t use colloquial expressions (bahasa sehari-hari). Expose yourself with synonymous words in English. Thesaurus might help enrich your vocabulary. Check http://www.thesaurus.com for synonymous words and always check their usages in advanced dictionaries.
  2. avoid composing simple sentences; try to use complex sentences instead. Some formal sentence or paragraph linkers you could use are ‘therefore,’ ‘furthermore,’ ‘consequently,’ ‘in addition,’ and ‘finally.’
  3. don’t use imperatives. Remember, you beg a job. LOL. A trick you may consider to avoid imperatives is by using passive voice. e.g instead of saying “you may contact me..,” you can say “I can be contacted..” or simply say “I am available to..”
  4. use full verbs; don’t abbreviate e.g “I would like to…” instead of “I’d like to…”

Enough with the discussion on language style. Now, we move on how to begin a formal email.

  1. begin your email with a proper address. If you don’t know the addressee, use “Dear Sir or Madam,.” Should you know the name, supply a title and only print the surname. e.g the full name is Wisnu Pradana, then you write “Dear Mr Pradana,”
  2. 1st paragraph should convey your intention of writing the email. Some opening sentences you may use are: “I am writing this email to..” or “I am writing in response to your advertisement on..”
  3. 2nd, 3rd, etc. paragraphs are supposed to be the body of your email. Communicate and provide elaboration on your expertise, skills, qualifications, and relevant achievements and experiences. Peruse the responsibilities and requirements of the position. Don’t forget to supply reasons on why the company should hire you. Hint, elaborate how your expertise fulfil the requirements and how you may help for the company advancement in the future.
  4. last paragraph is the place for your final remarks, availability for interview, and statement of attached documents. Some sentences you may use are “I am available at anytime to further discuss about…” or “I am looking forward to touching base with you very soon.”
  5. formal ending. You may type “Yours faithfully,” or “Yours sincerely,” or “Yours truly,” or “Sincerely yours.” Dot forget to give some space for your full name below the formal ending.

Before you hit ‘send,’ overlook your email and make sure that the email address and the subject are correct. #BusEng


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Compiled and written by @wisznu at @EnglishTips4u on October 1, 2015

One response to “#BusEng: How to Write a Formal Email for Job Application

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