UNIT 8 MISCELLANEOUS CORRESPONDENCE

UNIT 8 MISCELLANEOUS CORRESPONDENCE

Words & Expressions:

Be sure you know all these words. Click to learn how each word or phrase is pronounced:

condolence [n]	: lời chia buồn
disastrous [adj]	: tai hại
extract [n]	: đoạn trích
hospitality [n]	: lòng mến khách, hiếu khách
innovation [n]	: sự đổi mới
preliminary [adj]	: mở đầu, sơ bộ
subsidiary [adj]	: phụ, phụ trợ
tariff [n]	: bảng giá
thesis [n]	: luận văn, luận án

8.1 Introduction

    In previous units we have looked in detail at different types of business correspondence. We are now going to look at correspondence that is important, but does not merit a complete unit.

     Some of the examples are of a social nature, such as letters of congratulations and seasonal greetings, but the same conventions apply as for other business correspondence. What you say should be concise and grammatically correct, and written in a tone that is appropriate for the relationship between you and the recipient.

8.2 Requesting permission to reproduce material

    If you are writing something such as an academic thesis, especially overseas, you may need to ask for permission to reproduce material in written or illustrated form. Copyright laws differ from country to country and you need to check the rules. In the USA, for example, the Fair Dealing rule allows the use of extracts of a specified number of words without permission, whereas Australia has some of the world’s copyright strictest rules. For the purposes of this section, we will look at permission rules in the U.K., where a large amount of academic literature is published.

     In the U.K., if you reproduce previously published texts or illustrations, it is your responsibility to obtain permission from the original publisher (and sometimes from the original author as well). Read this example of a letter of permission and answer the following questions:

a) Who must a permissions letter be sent to?

b) The letter asks for permission to use publications in which languages?

c) What versions does the letter ask for permission to use?

d) Why is a duplicate letter enclosed?

  

(Your address, etc.) Dear Sir/Madam, I should like to request permission to use the following material from your book/journal: Author/Editor: ............................................................... Book/Journal Title: ............................................................ Chapter/Article Title:....................................................... ISBN:............................................................................ Year of publication:......................................................... Material:........................................................................ The material is to be included in .... (describe what you are producing or writing) Title:........................................................................... Probable publication date:......................................... Estimated number of pages:...................................... Rights required: Non-exclusive world rights in all languages; non-exclusive rights to reproduce this material in electronic and paper versions (or any subsidiary rights in such an electronic version). Full acknowledgement to the source will be made. If it is necessary to apply to the author also, I should be grateful if you could give me the address I should write to. A duplicate of this letter is enclosed for your convenience. Please indicate your approval of this permission by signing the duplicate letter and returning it to me as soon as possible. Yours faithfully, The duplicate letter should contain these words after your signature block: PERMISSION GRANTED FOR THE USE REQUESTED ABOVE: (Type name of addressee) Name & Title: Signature: Date: Company stamp or seal:

Answer Key

8.3 Reservations

    When travelling on business, it is important to confirm the details of your travel arrangements with an agency or directly with the operator. This could include flight or train reservations, car hire and hotel accommodation. Ensure that you provide all the necessary information and add any specific requirements.
    Read this example of an email confirming a hotel reservation, and answer these questions: 
a) What grade of room has been reserved?

b) How many rooms have been reserved?

c) Will Mr Huynh and Mr Ly stay at the hotel on the night of 22 September?

d) How will they get from the airport to the hotel?

e) What is Mr Huynh’s specific requirement?

From:    Vietbuild@hcm.vnn.vn Subject: Reservation Date:     11 September, 2006 10:48:20 GMT+07:00 To:         reservations.palace@thfhotels.com Dear Ms Nhan Thank you for sending the room tariffs and information about the hotel. I would now like to book two standard rooms in the names of Mr Huynh K.V. and Mr Ly T.L. for 3 nights from 19 September. Please note that Mr Huynh would like a non-smoking room. Both gentlemen will arrive in Bangkok on flight VN162 at 12.50, 19 September. As discussed earlier, would you please arrange for a hotel courtesy car to pick them up at the airport. Would you kindly confirm these arrangements as soon as possible. Kind regards Do Thieu Chau Vietnam Building Corporation

Answer Key

8.4 Thanks

    There are numerous occasions when a letter of thanks to a business associate is appropriate. This could include such matters as hospitality, assistance, quick response, and business referral. A brief letter or email will be greatly appreciated by the recipient and will offer encouragement for the favour to be repeated. Here are some examples:
a) Thanks for a business referral.

Dear Karl Mr Akanksha, the managing director of Amrit Industries in New Delhi, recently contacted me regarding agency representation of his company in Vietnam. Mr Akanksha advised me that the recommendation had been made by you, and I am writing to thank you for your kindness and consideration. I hope that I will be able to reciprocate when the opportunity arises. Kindest regards Thanh

b)  Thanks for hospitality.

Dear Ms Nurburg I am writing to thank you for the kindness and assistance you gave Mr Nguyen during his recent visit to Frankfurt. He has written a full report about your requirements in 2007, and spoken warmly about your courtesy and hospitality. I will be in contact with you again shortly with some preliminary proposals for your consideration. Yours sincerely Le Dai Nam Managing Director

8.5 Seasonal or holiday greetings

    Seasonal greetings are a pleasant feature of business relationships but your greeting depends largely on how well you know the addressee.
    A very important point to remember is that not every country and culture shares the same festivals, especially those that have religious significance. Care should be taken before sending a greeting, or you run the risk offending somebody. For example, a Christmas card sent to a Muslim customer could have disastrous consequences.

8.5.1 Cards

    You can either post a card or send an e-card for particular festivals, but the basic business correspondence guidelines still apply, and your greetings message should be grammatically correct and brief. If you are sending a card to a business associate, keep the image professional.
    Whether sent through the mail or electronically, greetings cards to business associates should always be sent to the addressee’s place of work, rather than to a home address. Your company’s name should appear somewhere inside the card, because there’s a possibility that the recipient will not recognise your signature.

8.5.2 Letters

    E-cards or email greetings can give an impression of being rather impersonal, so a brief letter is a nice, personalised touch. You could also use the letter as a friendly way of informing a business associate that your company will be closed for a holiday period. Here are some examples:
a) Western New Year

Dear Boris May I extend my very best wishes to you and your staff for the New Year. I look forward to working with you again in 200_, and to our continued friendship and co-operation. Kind regards

b) Vietnamese New Year

Dear Mr Longman The Tet holiday celebrating the Vietnamese New Year begins on (appropriate date), which means that our office will be closed from (appropriate date) to (appropriate date). During the holiday emails will be checked regularly, and I can always be contacted on my mobile, if the need arises. May I offer you and your staff my very best wishes at this special time or, as we say in Vietnam, chuc mung nam moi! Yours sincerely

8.6 Congratulations

    If a business associate gains a promotion or, perhaps, an award or an honour, a brief letter of congratulation will be greatly appreciated and long remembered. Here are some examples:
a)

Dear Mrs Shah I have just read about the special award you received for technological innovation at the Asian Software Conference in Kuala Lumpur. May I add my congratulations for this well deserved honour, which recognises your contribution to the dynamic progress of our industry. Yours sincerely

b)

Dear Bruno I received the email from the CEO, Mr Jurgen, about your appointment as Regional Director. The promotion comes as no surprise to me because I know how hard you have worked for the company’s best interests. Congratulations from all of us in the Hanoi office. With best wishes

8.7 Sympathy

    Letters of condolence following the death of a business associate are not easy to write, so the best guideline is keep it brief and sincere. A letter is more appropriate than an email, and should be addressed to a senior member of the company. Here is an example:

Dear Mr Samsara I was very saddened and shocked to learn of Mr Delmar’s sudden death, and would like to express my personal sympathy and on behalf of my colleagues. Mr Delmar visited our office on a number of occasions and we always appreciated his advice and support. He was a credit to the company and will be greatly missed. Please offer my condolences to his family. Yours sincerely

     Note that there are no religious references. Unless you knew the person well enough, any mention of religion should be avoided.

8.8 Employment

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

accomplishment [n]	: thành quả, thành tựu
adequately [adv]	: tương xứng, thoả đáng
asset [n]	: tài sản, vốn quý
backhand [n]	: cú đánh trái (thể thao)
bonus scheme	: kế hoạch, chương trình thưởng
dedication [n]	: sự cống hiến
deserve [v]	: xứng đáng
discourteous [adj]	: bất lịch sự, khiếm nhã
fade [v]	: phai mờ
insult [v]	: lời lăng mạ, xúc phạm
integrate [v]	: hoà nhập, hội nhập
irritation [n]	: sự cáu gắt, bực tức
loyalty [n]	: sự trung thành
resign [v]	: từ chức, thôi việc
resignation [n]	: việc/đơn từ chức, xin thôi việc
revenue [n]	: doanh thu
unrivalled [adj]	: không gì sánh được

    In unit 7 we examined the job application process. There are several other areas in which correspondence relating to employment may be necessary, and we will now look at two of those situations.

8.8.1 Asking for an increase in pay

    Asking for a bigger salary is not easy. Much depends on the size of the company you are working for, and whether or not you have direct contact with the person who makes the decision.
    If you feel that you deserve more money, check your employment contract before you do anything else. If there’s a clause covering the process for requesting a pay rise, then follow the instructions exactly. Alternatively, the contract may specify a schedule of periodic salary review. If so, you should wait until the next review date before you enter into negotiations.
    When the time is right to ask for an increase, simply saying I need more money is unlikely to be successful. You should prove that you deserve a pay rise by pointing out your value to the company because of what you have done. Mention specific achievements and, if appropriate, quote supporting figures.
Some of the things you could mention are:
• Increased sales revenue
• Beating revenue targets
• Improved customer service
• Customer satisfaction
• Meeting deadlines
• Examples of initiative
• Extra responsibilities
• Reducing or saving overhead costs
• Unpaid overtime

CORRESPONDENCE EXAMPLE 8/A

     In this example, Mr Hoang is writing to his employer to request a pay rise, which he supports by detailing some of his accomplishments.

Dear Mr Mendoza I enjoy my work with Consolidated Shipping Services, and trust that you will agree that I have accomplished a great deal in the two years that I have been with the company. The Hanoi office has integrated successfully with our worldwide network, and during my time as General Manager I have also been responsible for the following major projects and achievements: • Relocation to new premises • Re-organisation of staff duties resulting in a significant reduction in annual salary costs • Introduction of a new customer service policy • Sales revenue 18% above target in the last financial year The demanding workload has required many hours of additional work outside my contracted hours, and I feel that my loyalty and dedication should be adequately rewarded. I am therefore requesting a salary increase of 10% with effect from next month, to be followed by a performance related bonus scheme commencing in March next year. I have some proposals for setting targets for this scheme and would like to discuss the matter with you in greater detail during the sales conference in Hong Kong in November. In the meantime, I look forward to receiving your confirmation that the requested salary increase has been approved. Yours sincerely Pham Quoc Hoang

    Note that Mr Hoang has proposed the specific increase of 10%, rather than just asking for a pay rise and leaving it to the employer to propose a figure. You should have a reasonable figure in mind and be prepared to negotiate with your employer. If the increase you requested is not granted, you may be able to negotiate other benefits, such as medical insurance, pension contributions or longer paid holiday time.
    If your responsibilities are almost the same as the original job description, you could ask your employer what you can do to earn a pay rise. For example, you could ask for additional responsibilities, or suggest a new project for you to supervise.
    You may prefer to meet your employer to discuss your request rather than putting it in writing first. If so, send a brief letter to your employer to say why you would like a meeting, and propose a convenient time. Here is an example:

Dear Mr Tashaka As you know I have recently been given additional responsibilities, and I greatly appreciate the confidence you have shown in me. I would now like to propose a salary increase that relates to the satisfactory performance of my new responsibilities. I would like to arrange a meeting with you next week in order to discuss the matter. Please let me know a convenient day and time. Yours sincerely Pham Quoc Hoang

Hot tip: Threatening to resign if you don’t get a pay rise rarely works.

8.8.2 Resignation

    Letters of resignation are often quickly written in moments of anger or irritation, and things may be said that are later regretted. As in all business correspondence, however, it is very important to remain polite, because it’s the last formal correspondence you are likely to have with an employer.
    If you leave a company under unpleasant circumstances, do not write a letter of resignation that contains insults or criticism of the company, or individual employees. The letter will be filed as a permanent part of your employment records and can be referred to at any time. A new employer may conduct a background check and will not be impressed to learn that you acted unprofessionally by using discourteous language. People who handle their own difficult situations well are seen by employers as people who can handle difficult situations in business well, and as such your value and potential increases.
    It’s much better to simply state that you are leaving, the date of your departure, and even a brief word of thanks.
    The letter should show your home address and be sent to your immediate superior, or another responsible person, in the organisation that you are leaving. Here is an example:

CORRESPONDENCE EXAMPLE 8/B

Le Thi Minh Loan 123 Nguyen Thien Thuat District 3 - HCMC Tel: 84 8 9233600       E-mail: minhloan@gmail.com 2nd August 2006 Mrs Joan Gilchrist Corporate Relations Manager Benson Hotel 43 Nguyen Thi Minh Khai District 3 - HCMC Dear Mrs Gilchrist I wish to give notice of my intention to resign my position as Events Co-ordinator. In accordance with my contract of employment I am happy to continue to work for the notice period of 4 weeks, and will therefore leave 30th August next. My three years with the hotel has been a rewarding experience and I would like to thank you for the support and guidance you have provided. Yours sincerely Le Thi Minh Loan

    You may, of course, part from your employer on very good terms. You could be leaving to follow another career path, or simply because a better opportunity has arisen, or to return to college or university for further studies. In this case, you may choose to write a longer, more personal letter, and you could mention some of the following:
• Your reasons for leaving
• Your regrets at leaving
• Your friendship with colleagues
• Positive experiences with the company
• Gratitude for opportunities provided and what you have learned
• A wish to remain in contact
• Personal thanks to your boss
• Your best wishes for the company’s future
    When composing the letter, try to the focus on the company rather than on your own hopes and wishes. In this example, Nhan says some very positive things about his employer.

CORRESPONDENCE EXAMPLE 8/C

Nguyen Thanh Nhan 246/10 Nguyen Chi Thanh Ha Noi Tel: 84 4 8745623 12 October 2006 Mr Philip Overton Development Manager Maxim Banking Corporation 34 Ly Thai To Ba Dinh District Ha Noi Dear Philip I am writing to give notice of my resignation from the position of New Accounts Officer, effective 09 November 2006. As you know, I have a degree in Computer Science and an excellent opportunity has arisen in this particular field, and I feel that this is the direction my career should take. Leaving the bank was not an easy decision, and I will be sorry to say goodbye to my colleagues, whose company and friendship I have enjoyed during the past four years. The bank has been an excellent employer and provided staff facilities that are unrivalled in Vietnam. I can truly say that as well as benefiting from the training and educational programmes, I also developed a great backhand on the tennis court! I would like to thank you for the encouragement and support you always gave, and I hope that we can stay in touch. I wish you and Maxim Bank every success in the future. Warm regards, Nguyen Thanh Nhan

    Note that Nhan has not mentioned his new employer. It’s better to avoid talking about another company, especially if a competitor is involved. However, if you are returning to university, you should tell your employer, because you may wish to return to the same company after completing your studies.

Hot tip: If possible, deliver your letter personally.

8.8.3 Requesting letters of recommendation

    If you are leaving on good terms, ask your manager for a letter of reference, even if you already have a new job. You may want to change jobs again in the future and a recommendation from a former employer is a valuable asset.
    Managers also move on, and people’s memories fade, so the reference needs to be written while you are still remembered. Ask your employer to include positive comments about your personality and achievements.

UNIT 7 JOB APPLICATIONS

UNIT 7 JOB APPLICATIONS

7.1 Introduction

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

job seeker	: người tìm việc
legitimate [adj]	: hợp pháp
prospective [adj]	: tương lai, sắp tới
speculative [adj	: tích trữ (hồ sơ xin việc gửi trước, khi cần nhà tuyển dụng sẽ gọi)
vacancy [n]	: vị trí còn trống

    Newspapers, trade journals and magazines are the most common source of job opportunities, although the Internet is becoming an increasingly popular medium. However, many vacancies are never advertised, and are often filled by active job seekers who have made their availability known to prospective employers by submitting a speculative application.

Hot tip: When using the Internet make sure that you send personal information to legitimate sites. Some sites advertise non-existent jobs simply in order to obtain and sell information about applicants.

7.2 Responding to an advertisement

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

grateful [adj]	: biết ơn
recruitment [n]	: sự tuyển dụng
trial [n]	: sự thử nghiệm

    Job advertisements are usually placed by an employer or by a recruitment agency. The application process is the same, and you may be invited to request an application form for completion, or to submit a written application.

7.2.1 Requesting an application form

    You may be asked to contact the employer by phone or in writing to request an application form. If you write, you only need to give brief personal information, unless instructed otherwise by the employer. This should include your address, email and phone number. Make sure that you quote any job references or job descriptions shown in the advertisement, and don’t forget to include an address block if you send an email.
    Here are some examples:

1. Appointment ref. HAN/1044/F

I read your advertisement in this month’s edition of the Saigon Times for the position of Assistant Financial Controller in your Hanoi office. Would you kindly send an application form to the address shown above (or the following address, or the address shown below).

I look forward to hearing from you.

b.    With reference to your advertisement in today’s Vietnam News, I would like to apply for the post of Office Administrator, and would be grateful if you could send me an application form for completion.

I look forward to hearing from you.

Hot tip: Although the term job is used in this unit, the word is not often used in a formal context. It is preferable to use words such as post and position when writing about specific jobs, or vacancies, appointments or opportunities when writing in more general terms.

7.2.2 Applications in writing

    When a job advertisement asks for applications in writing, you should always send a CV (curriculum vitae), which should include your personal information and details of your education, qualifications and employment. (In section 7.4 we will look at CVs, and in section 7.6 we will look at covering letters, which say why you are applying for the job and why you’re the right person.)

7.3 Application forms

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

accurate [adj]	: chính xác
chronological [adj]	: theo trình tự thời gian
conscientious [adj]	: tận tâm, chu đáo
dedicated [adj]	: tận tâm, tận tuỵ
eccentric [adj]	: lập dị, kỳ cục
ethnic [adj]	: (thuộc) dân tộc
initiative [n]	: sáng kiến, sự khởi xướng
merit [v]	: xứng đáng
motivation [n]	: động cơ thúc đẩy, động lực
optional [adj]	: tuỳ chọn
recall [v]	: hồi tưởng, nhớ lại

    Application forms are preferred by some organisations because they want specific information. If you receive a form in the post, make a copy before you do anything else so that you can do a trial completion. You can then transfer the information to the original form, after double checking that you have done everything correctly.
    Here are some examples of headings in a typical application form.

7.3.1 Personal details

    This is usually the first section and the simplest section to complete. You will be asked to provide basic details, which will include your name, address, email, contact number, age and date of birth. Other details are optional, and should be provided only if the application form requests the information. This could include such details as nationality, current salary, marital status and children, but it’s unusual to ask for details of other relatives or ethnic origin. The questions contained in application forms vary according to the laws and social customs of different countries.

7.3.2 Education

    This is another fairly easy section to complete, but make sure you provide the information the employer asks for. You will probably be asked to list the names and addresses of high schools, colleges or universities you have attended, the dates, and the academic qualifications you gained when you were there. The dates should be shown in chronological order, working backwards from the most recent period. At this stage, don’t send copies of degrees, etc., unless instructed to do so.

7.3.3 Other qualifications

    These qualifications may be non-academic, or they may relate to vocational training or courses taken to learn particular skills and knowledge. They might have been gained at university, or when developing interests in your spare time. The information could include such things as:
• A driving licence
• Anything that demonstrates computing skills
• Anything that demonstrates language skills
• Training or qualifications gained in association with a personal activity
• Training or qualifications in safety or first aid
• Voluntary work
• Overseas travel (not for holidays!)
• If you are still studying for a qualification, include it and say when you expect to finish

Hot tip: If you only have academic qualification gained at school or college, do not leave this section blank. Write Not applicable in case the employer thinks you failed to complete the form properly.

7.3.4 Employment

    Read this section very carefully and make sure you provide the information asked for, and make sure that it’s accurate. Read any instructions given and complete it exactly as the employer requests. You will usually be asked for your present employer's name and address, and what they do, as well as your position and duties. You may also be asked to state your salary.
    Some forms may ask for a complete employment history and, again, the dates should be shown in chronological order, working backwards from the most recent period of employment.
     If you have just left school or university, don’t be put off by finding a whole page to fill with previous employment history. Try to write something about work experience. You may have had a holiday or part-time job, but, if not, write a statement to say that you have no work experience but you’re looking forward to the chance to get some as soon as possible.

7.3.5 Hobbies and Interests

    Do not include activities that an employer might consider to be unusual or eccentric. You should include activities that suggests qualities such as commitment, motivation, enthusiasm, physical fitness, and, above all, transferable skills.

7.3.6 Personal statement

    If this section is included, take great care, because what you say will almost certainly determine whether or not you are called for an interview. Each employer will use different words, but here is an authentic example from a well known software company:
• In your own words, say why you are the best candidate for this position. Tell us about your personal objectives and achievements and add any other information that you consider relevant.
    The space on the application form for your summary may be too small, so there may be an instruction to Continue on a separate sheet if necessary. If not, simply write Please refer to the attached continuation sheet.
    Although it’s a difficult task, this is your chance to impress the employer and to stand out from the other applicants. Keep the information concise but interesting. Some important things to mention are:
• What attracted you to the advertised job
• Why you want to work for the organisation
• How your qualifications and experience are suitable
• How your training and skills match the job description
• Why you have the right personality for the job
• Evidence of your personality (as demonstrated by activities)
• Why the job is an important step in your chosen career
• Your long-term career objectives

7.3.7 Questions

    Some application forms may a include a section that asks you about experiences in your life, and how you dealt with them, This another way of finding out whether you have the particular skills the employer is looking for. In effect, you have to sell yourself to the employer to merit an interview. Here are some examples from authentic application forms:
• When on duty, you may have to deal with members of the public in difficult circumstances. Recall a situation when you had to deal with somebody who was angry, upset or threatening. Describe the situation, and what caused the problem. Say how you dealt with it and what the outcome was.
• Recall a time when you were part of a team, either in a sporting environment or in some other activity. Describe what the team did effectively together, and what they did badly. Give your reasons and describe your role in the team.

7.3.8 References

    Employers will expect you to provide references from people who know you in a professional capacity. Previous employers are always appropriate, as are school or university representatives. References from relatives or friends may not be accepted by an employer.
    You must be certain that anybody given as a reference is willing to co-operate, and that they will write a suitable reference. Discuss the contents with the person and encourage them to use positive vocabulary. Employers like to read descriptions that include positive words and phrases, such as:
    • adaptable, punctual, hard-working, dedicated, conscientious, shows initiative

Hot tip: If your application is hand-written, you can’t spell check it, so use a good dictionary.

7.3.9. Review of application forms

     When completing an application form, which of these statements is True, and which is False? Mark T or F in the box.
 1. Do a trial completion before completing the original form
2. It’s not necessary to answer every question
3. Double check the form for spelling and accuracy
4. Use positive words and phrases
5. Employers prefer references from relatives
6. Application forms always want details of your children
7. Don’t mention part-time or holiday jobs
8. Read the job advertisement carefully for key words

Answer Key

7.4 Applications on-line

    Many employers now accept applications on-line, which gives them a number of advantages, including cost savings and speeding up the process. It also demonstrates that an applicant has computer skills. Some employers may only accept on-line applications, so that the information provided can be automatically scanned for key words. The details required will be much the same as a hard copy, but there may be some minor variations.

7.4.1 Entering details

    Don’t complete the form on-line. Copy it onto a document first and do a trial completion. Spell check and double check that you have done everything correctly before transferring the information to the original, and then check the form again before submitting it to the employer. Most forms have mandatory fields which must be completed before the form can be submitted.

7.4.2 Key words

    An automatic scanning procedure for key words may determine whether or not you are called for an interview. Read the advertisement carefully and study the words and phrases used in the job description. If, for example, you see must be able to work independently or must be able to work as part of a team, then use the same key words in your application.
    Here are some examples:
i) In my current position, I work independently...
ii) I enjoy working as part of a team...

7.5 Curriculum Vitae (CV) or Resumé

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

cluttered [adj]	: bừa bộn, lộn xộn
daunting [adj]	: làm nản chí
indication [n]	: sự biểu hiện, dấu hiệu
jargon [n]	: biệt ngữ, thuật ngữ
mandatory [adj]	: có tính bắt buộc

    The term CV is more common in British English, whereas North American organisations tend to refer to a resumé. In this course, CV will be used throughout.
    Unlike an application form, you are free to decide which details you wish to provide in a CV, and which format to use to highlight your particular skills and ability. There is no set format for CVs, but a typical application form gives a good indication of what most employers are interested in, and it’s therefore a good idea to use a similar layout for your CV.

7.5.1 What do employers want to know?

    The basic information will be almost exactly the same as an application form, but different employers will have different specific requirements. Some organisations give detailed advice of what they expect applicants to do. Here is an authentic example of the guidelines provided by a global leader in financial services:

Careers Selection Procedure We recruit a number of graduates each year to join the 140,000 people who work for the success of our clients in 142 countries. Every one of those people is different, but they all have two things in common: dedication to their chosen profession, and a desire to learn. You will have considered your career in the financial services sector and taken the decision to apply to a world leader in this field. This is the first, vital step in your career, so take your time and prepare a CV that is relevant, concise and complete. Your CV must include the following details: • personal details: name, address, telephone number, e-mail address, date of birth, marital status • education • qualifications • language skills • professional experience • personal experiences • interests or activities • two referees In addition, your CV, or a covering letter, should demonstrate: • your motivation to join us • your interest in our professional services activities • your orientation towards teamwork • your desire for continuing education • your communication and language skills • your reasoning skills • your appropriate technical knowledge for the vacancy in question

     The second list of requirements may seem daunting, but they can be summarised in a single phrase: Show us that you can do this job and that you would fit in well. If you can demonstrate that then you will have shown your ability to communicate in an effective and concise way.

     Do note that in these guidelines the employer does not ask about, or for, any of the following:

• Gender
• Number or ages of children
• Health details
• Nationality
• Salaries earned or expected
• Reasons for leaving previous positions
• Photograph
     Don’t feel tempted to include details that you have not been asked to provide.

Hot tip: Don’t just construct one CV and send the same information for each job you apply for. Follow the employer’s instructions or guidelines, read the key words in the job description, and then adapt your basic CV accordingly.

7.5.2 CVs: Important points

Construct your CV to be:
• Accurate - tell the truth
• Relevant - relate your achievements to the position for which you are applying
• Positive - emphasise the things you are good at
• Interesting - get the reader's attention with the CV's content and Layout
DON’T do the following:
• Say why you left a previous job (unless specifically asked to by the employer)
• Criticise a former employer
• Criticise former colleagues
• Use negative language
• Claim skills you don’t possess

7.5.3 Presentation of your CV

    Again, there are no set rules about what your CV should look like. Some guidelines follow, but again you should be prepared to adapt the layout to follow instructions, or if you feel that a different style of presentation would be more effective.
• The document should be no longer than 2 pages
• Use a word processor. If you don't have a computer, borrow one!
• Print on only one side of each page
• Use black ink on best quality white (A4) paper
• Don’t use fancy fonts or change fonts
• Head different sections in bold type and use bullet points and spaces to help the reader find specific information quickly
• Show your name and full contact details at the top of the first page
• Use clear and simple English, and avoid jargon. If you are applying for a technical job make sure that a non-technical person is also capable of understanding your CV
• Don’t use abbreviations or acronyms that the reader may not understand
• Leave lots of white space and wide margins, so it doesn't look cluttered
• Make sure there are no errors

7.5.4 Review of CV construction

    When constructing a CV, which of these statements is True, and which is False? Mark T or F in the box.
  Be frank and say what you’re not good at
It’s better to write your CV by hand
Don’t assume that the employer will understand abbreviations and acronyms
Always explain why you want to leave your current job
Only write on one side of each page
Make your CV look more interesting by using brightly coloured paper
Use plenty of technical language and jargon
Always attach a photograph

Answer Key

7.6 Models and examples of correspondence

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

malaria [n]	: bệnh sốt rét
resourceful [adj]	: có tài xoay xở, tháo vát

7.6.1 Curriculum Vitae

    In this example, Nguyen Thi Thanh is submitting her CV with her application for a position as an Administrative Assistant, with a one year contract, in a project being run by the World Health Organization. The job involves working as part of an international team to promote and introduce malaria control in rural Vietnam.
    Read the CV and answer these questions:
a) Has Thanh previously been in full-time or part-time employment?
b) Which aspect of her work experience is likely to be of most interest to the W.H.O.?
c) Why is Thanh not looking for long term employment?

d) Why does Thanh emphasise her English language skills?

e) Which words or phrases in the CV have these meanings?
1. willing to listen to, or think about new ideas
2. doing work without wanting to be paid
3. expecting good things to happen
4. good at finding ways of doing things and solving problems

CURRICULUM VITAE OF NGUYEN THI THANH PERSONAL DETAILS Date of Birth:   19 January 1982 Address:         123 Ly Tu Trong, District 1, Ho Chi Minh City Tel:                 +84 (0) 8 2910405 Mobile:           0905 211009 Email:              thanhnt82@yahoo.com Marital status: Single EDUCATION 2000-2005  University of Medicine & Pharmacy, HCMC • BSc Pharmaceutical Management 1997-2000  Le Hong Phong High School, HCMC • High School Diploma (grade: Excellent) QUALIFICATIONS 2003-2005   Student representative on Academic Committee 2005            Business Management course - Hoa Sen College, HCMC • Diploma with distinction 2004 Computer Skills course - Hoa Sen College, HCMC • MS Word • Excel • MS Powerpoint • Website design • Inventory & stock control LANGUAGE SKILLS • English: Advanced level General English and Conversation. In addition, I have regular contact with foreign visitors in my voluntary work at Tu Du Hospital, which requires frequent use of spoken English. • Japanese: Sakura School level D (intermediate) EMPLOYMENT HISTORY Jan 2003 - Aug 2004: Data collection staff, TNS Company, HCMC (part-time) Mar 2000 - Nov 2002: Zozo Bakery, HCMC (part-time) • Zozo is a non-profit making organization which raises money to assist the welfare of underprivileged families. I started as a waitress and was then promoted to Assistant Service Manager responsible for organising the daily duty roster for service staff. VOLUNTARY WORK EXPERIENCE 2003 - present: Assistant at Hoa Binh Village, Tu Du Hospital, HCMC • This internationally funded project provides care facilities for young victims of Agent Orange, and undertakes research into the continuing effects of the spraying. 2003: International Visitors’ Guide, South-East Asia ParaGames, HCMC PERSONAL PROFILE • Enthusiastic, open minded, caring and resourceful. I'm optimistic, have a good sense of humour and get on easily with people of all ages and backgrounds. • I intend to return to university for postgraduate pharmaceutical studies, but would like to gain some practical experience of healthcare work first. • I greatly admire the W.H.O., and would welcome the chance to work with an organization in which I can develop the experience gained during my voluntary activities. OTHER ACHIEVEMENTS & INTERESTS • Song composition; 1st prize (popular music) in University competition, 2003 • Playing the guitar • Badminton and table tennis REFEREES 1. Professor Le Hoang, Head of Pharmaceutical Department, University of Medicine & Pharmacy, HCMC Tel: +84 (0)8 8558411      Email: lehoangyds@edu.vn 2. Dr Pham Thi Phuong, Superintendent, Hoa Binh Village, Tu Du Hospital, HCMC Tel. +84 (0)8 8395118      Email: peacetudu@hcm.vnn.vn

Answer Key

7.7 Covering letter

Words & Expressions:
Be sure you know all these words. Click to learn how each word or phrase is pronounced:

convince [v]	: thuyết phục
duplicate [v]	: sao lại, lặp lại
reject [v]	: loại bỏ

    Application forms and CVs should always be accompanied by a covering letter or email. The covering letter is a brief introduction to the rest of your written application, and is the first document that most employers will read. If it doesn’t sound good and look good, your application may go straight to the Reject pile.
    Your aim is to introduce yourself to the employer and encourage them to read on and find out more about you. It is also a demonstration of your written communication skills, because you have to convince the reader that you have valuable skills and the right personality for the job.
    Covering letters are just as important for e-mail applications. Employers comment that many candidates who apply by e-mail don’t take the time to send a covering e-mail and are therefore automatically rejected.

7.7.1 Opening paragraph

    The wording of the first paragraph will depend on whether you are returning a completed application form, submitting a CV or making a speculative application.
i) Returning a completed application form: You should begin by thanking the employer for sending the form. Here are some examples:
a) Thank you for your letter of 12 June in connection with the post of Marketing Manager. I am returning the completed application form for your consideration...
b) Thank you for your letter of 18 September in which you enclosed an application form for the position of Secretary to the Personnel Director. I am now returning the completed form...
ii) Submitting a CV: If you are responding to an advertisement that requests a CV, make sure that your covering letter quotes any job references or job descriptions, and say that you have enclosed a CV. Here are some examples:
a) I am writing to express my interest in the position of Assistant Accountant, which was advertised in the Financial Times yesterday, and am enclosing my CV...
b) Appointment ref. PD/833
I would like to apply for the post of trainee in the Publicity Department, which appeared in this month’s edition of Spotlight, and am enclosing my CV...
iii) Speculative application: These are sent, together with your CV, to companies when there is no advertised vacancy. Their purpose is to to explain why you are writing and to advise an employer of your skills and availability. Here are some examples:
a) I am enquiring about opportunities you may have in the Marketing Department....
b) I understand that you will be opening a new branch in Hanoi next year, and am enclosing my CV for your consideration...
c) I am looking to join a company that values its customer services staff, and with whom I can build a long-term career...

Hot tip: If you send a speculative application, find out the name and title of the person responsible for recruitment in the field you are interested in.

7.7.2 Content of the covering letter

     After the opening paragraph, your covering letter should give extra information about any points that you feel require emphasis or explanation, but keep it concise and try not to use the same words used in your CV or application form.
     Your covering letters should always be tailored to suit the particular job for which your are applying. You must decide what is important, but a typical letter might use this sequence of information:
Dear (courtesy title & name)
(Position applied for and reference number may form a subject heading)
Paragraph 1: Why you are writing
• Conventional opening stating the purpose of the letter
• Where and when you saw the vacancy advertised etc.
Paragraph 2: Set the scene
• Who you are
• What you are doing now or have done recently
Paragraph 3: Why you can do the job
Focus on your qualifications and experience and say why you fit the job profile. Don’t duplicate the information in your CV or application form, but give evidence by mentioning:
• Key skills
• Personal qualities
• Relevant experience
• Achievements
Paragraph 4: Why you want the job
Write about enthusiasm, motivation, confidence and say:
• What attracts you to the job
• What attracts you to the organisation

Hot tip: Employers appreciate applicants who have made an effort to obtain background information about their organisation, so show that you have done some research.

Paragraph 5: Closing (see section 7.7.3 below)
• Confirm what you would like to happen next
• Say when you are available for an interview or meeting
• Offer further information
• Conventional close
Yours sincerely,
{signature}
Print Name
    You should also explain any unusual circumstances. For example, significant gaps in employment history, or a long period of time between the completion of studies and starting work, should always be explained.

7.7.3 Closing

    Your letter should close positively and suggest further contact. Here are some examples:
a) I would welcome the opportunity to discuss my suitability for the position at an interview and can be contacted during working hours on 08 8166554. Thank you for your consideration...
b) I look forward to hearing from you soon. If you require any further information, please let me know...
c) I would be pleased to meet you to discuss how my skills and experience would benefit your organisation...
d) I hope my CV shows that I have the skills and enthusiasm to join your graduate training programme. I am available for interview at short notice and look forward to hearing from you.

7.7.4 Presentation of covering letter

    Use a letterhead that shows your full contact details (address, phone, email, etc.) at the top of the page. Here are some guidelines about the layout:
• Try to limit your letter to one A4 page
• Use a word processor
• Print on only one side of each page
• Use black ink on best quality white (A4) paper
• Don’t use fancy fonts or change fonts
• The paper and font should match those used in your CV
• Leave wide margins
    Above all, make sure there are no mistakes. Don’t rely only on your spell checker as it won’t always pick up on errors, such as correctly spelt words used in an incorrect context. Use a good dictionary and proofread your letter, and then ask somebody to double check. If an employer receives a large number of applications, spelling and grammatical errors increase the chances of your application being rejected immediately.
    After reading your letter, the employer should be impressed by what you have to offer and be encouraged to find out more from your CV or application form. Overall, your letter should make you sound like a person that the employer would enjoy meeting at an interview.