Sunday, 9 December 2012

 Application Structure

An application is a form of a letter. Many of its parts are similar to those in a letter. An application comprises the following main parts:
  • Application's Address:

Like the sender's address in a letter the application's address is also written on the top right-hand corner. Some applicants, write their name and address at the end of the application after the words ''Yours faithfully''. But this looks too formal and should be avoided.
Putting a comma after each line in the address has become outdated and is generally not followed these days. In this book also we have used the latest style method of writing the address for example:
Jumeirah Beach Road
Beach Road Dubai
If you are using a prescribed or printed performa for writing your application, then you must write your address in the column meant for this purpose.
If you are attaching your curriculum vitae (bio-data} with the application or giving it below the introductory remarks in the application itself, then address can come at both the places that is one the top right-hand corner as well as in the bio-data. Te address should be correctly and clearly written.
  • Date:

The date should be written in either of the two ways:
November 21, 26..........
or
21st November, 26...........
But never write the date as 21-7-26...........or 21/11/26...............
The date should be written beneath the applicant address on the right-hand corner, For example:
Brooklyn
386.6, Rockefeller Complex
New York.
November 21, 26..........
Never use the word Date or Dated while writing the date, For example it is wrong to write Date: November 21, 26..........
  • Recipient's {or  the Employer's} Address

The employer's address is written a little below the date, but on its opposite that is on the left side, leaving some margin on the paper. Here again, the use of commas after each line is not in vogue. For example:
The Managing Director
Shivalik Breweries Pvt.Ltd.
Bangalore
If the application is to be addressed to a box number, then the address should be written as:
The Advertiser
Box No. 1446-CB
The Hindustan Times
New Delhi.
  • Salutation {or Opening Greeting}

This is one of the important parts of an application. The salutation should be written a little below the employer's address.
(a) The word 'Sir' can be used both in case of government officers or heads of public institutions and the business houses.
(b) But it is advisable to use the words 'Dear Sir' when the recipient is concerned with a business house (General Managing Director, Proprietor, etc.).
(c) If the application is addressed to the business concern and not a person holding a post the words 'Dear Sirs' should be used.
The following examples will make these points clear:
(a) The District Collector jallandhar District {Punjab}.
sir,
(b) The Managing Director  Potteries Ltd.
Colombo.
Dear Sir,
(c) M/S. Kopran Ltd.
U.K.
Dear Sirs,
  • Body of the Application:

This is the most important part of the application. This part of the application can be styled in three ways:
(a) When the whole application is like a continuous piece of writing with different paragraphs giving your different qualifications, experience etc.
(b) When after an introductory paragraphs or two, you give your bio-data or the curriculum vitae in the main application itself.
(c) When your application is a sort a covering letter and you attach your bio-data or curriculum vitae separately.
But in case you mention your particulars in the body of the application itself the following points should be kept in mind:
(i) The date and name of the newspaper in which you saw the advertisement for the post should be mentioned.
(ii) If it an unsolicited application you must clearly mention this.
(iii) The first paragraph of the application should be direct and precise. There should be no circumlocution. Directly come to the point, mentioning the job you are applying for.
(iv) The body of the application can begin in a number of ways. Different kinds of openings have been used in the samples letters given in this book.
(v) The body of the application should contain sufficient number of paragraphs, with each paragraph dealing with a different aspect of your qualification and experience.
(vi) Your application should be self-sufficient. It should contain all the necessary facts about your abilities.
(vii) As said earlier, the body of the letter should be clear, precise and to the point. You should not beat about the bush.
(viii) While mentioning your educational qualifications, give adequate weight age to those degrees which are specifically required for the job you are going to apply for. If you have a degree or diploma which is not relevant to the requirements of the job, it is better not to mention it.
(ix) While writing about your experience, a mention of the following must be made:
(a) Your previous employer.
(b) The post held previously.
(c) The specific duties you were called upon to perform.
(d) The period of service.
(e) Reason for leaving the job, and
(f) In the same way, if you are still in employment, mention the name of your present employer; the nature of your job; your present salary; and the reasons of your wishing to leave this job.
(x) It is always good to write something about your hobbies, for example, horse riding, philately music, reading, collection, etc.
(xi) If you have to give the names of references, it is advisable to first contact them and apprise them of the fact that you are going to mention their names as references.
(xii) Always make a mention of your special aptitude achievement, etc. in the field related to that of your potential job for example, if you are applying for the job of a teacher, you may point out that you are a good writer also (if you really are!) and that you have certain publications to your credit.
  • The Concluding Paragraph:

(xiii) The concluding paragraph is as important as the opening one. The application should end with your assurance to your potential employer that if you are selected you will discharge your duties diligently and to the entire satisfaction of your superiors.
(xiv) The body of the application may end in a number of ways. These different endings have been illustrated in the different sample applications given in this book. There is no hard rule as which kind of letter ending should be used. It is entirely a matter of your personal liking or choice.
  • Complimentary Close (or Subscription):

The complimentary close should match the opening greeting.
The most common form of subscription is to write ''Yours faithfully''. which is appropriate in nearly all the cases. But if the application is for a high post and you consider that the recipient of the application is not much higher to you in job stature you may use the words ''Yours sincerely.''
Important: Don't use the fawning or slavish words such as ''I beg to remain, Sir, your most obedient servant.......A person ''begs'' when he wants something without giving anything in return. So in your application don't ''beg'' or ''remain your most obedient and humble servant.''
  • Signatures:

The signature should be put neatly in link and not in pencil. Sign your name as you generally sign in your day to day transactions. Never use initials in place of the full signature. For example if your name is Asif Khan you may sign in full name or you may may sign yourself ''A.K. But never write A.K, This will convey the impression that you are either a careless person or you are always in haste.
Enclosures
If you are enclosing some documents with your application, you should make a mention of this fact in the application. You can do in either of the following two ways:
(a) You may write it as a new paragraph at the end of the body of the application.
(b) You may make a mention of this thing in the following manner:
Enclosures: Copies of certificates and testimonials.
or
Enclosures:
(a) Copy of Matriculation certificate.
(b) Copy of my M.A. certificate........and so on.

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