7C’s of Business Communication

CONCISE
Being concise means being able to convey your messages in shortest possible words. But this
doesn’t mean that you provide the information less but articulating in such a possible way that you get
to spread the message across everyone and that too in fewer words. 
It is a necessity for business communication as this C does not involve the vague words and this the
message is clearly sent to everyone. Because of conciseness, you save time as well as you save a lot of
costs.
As this C excludes the needless and excessive words it makes the main idea or the message more
understandable. For audience also this form is more convenient and appealing.
CLEAR
Clear or clarity is very important in business communication. Through this, you are able to emphasize a
specific message or a goal at that time. In a business communication, you cannot achieve too much in
one go. That is why you need to clear about your ideas.
Because of clarity, the understanding of ideas becomes easier. As the clarity is achieved for ideas and
thoughts, the meaning of the words is enhanced. The message becomes more appropriate and exact.
 
CORRECT
The understanding of your audience is directly proportional to the correctness of your ideas. Because
correct communication of thoughts and ideas is also an error-free form of communication. There are
many ways to achieve this correctness in your sentences.
One is through a technical understanding of your thoughts and ideas. Further, the names and titles that
you have mentioned should be correct. Because of correctness the confidence level of yours as well as
your audience increases. It has more impact.
 
CONCRETE
 
Concreteness refers to the idea of being clear and particular. It avoids the basic fuzziness and general in
your ideas and thoughts. Often, concrete communication is fortified by facts, figures, illustrations and
examples – anything that can help clarify a message so that it is not misinterpreted. It leaves nothing to
chance and less to the imagination. 
 
COMPLETE
A message or an idea is complete when the audience has everything that they want to be informed.
Also, this gives an authority to them to move to call of action.
The complete communication generally involves the call to action, which helps the readers understand
what you want to imply to them. It also includes all the facts and figures in the sentences.
COURTEOUS
Courtesy is the respect that we show to others and in business communication also it means the same
thing. You should show respect to your reader by having courteous communication. The individual while
sending the message should be polite, sincere, enthusiastic, and reflective.
Being courteous means that you have taken into consideration the feeling receiver as well as your own.
It also shows that you are positive and your focus is on the audience.
COHERENT
 
The messages that you send should be logical and that is why coherent communication is important. The
message involves certain ideas and thoughts and thus when they are coherent than only they are able to
convey the main idea of the message. All the points that you have mentioned should be relevant to the
topic and connected.

DIRECTIONS OF COMMUNICATION

Vertical Communication
Vertical communication can be broken down into two categories: downward communication and
upward communication.
Downward Communication
Downward communication can be defined as a transmission of information
and messages from the top level executives to the low-level employees. This
means that the communication is initiated by the highest level of management
in the corporate ladder, to convey orders, instructions, warnings or
responsibilities to the subordinates working in the organisation.
Downward communication might be used to communicate new organizational strategy, highlight tasks
that need to be completed, or they could even be a team meeting run by the manager of that team.

Upward Communication
When the flow of information in an organisation, is from lower levels of the
corporate ladder to the upper levels, is named as upward communication. Often,
this type of communication provides feedback to organizational leaders about
current problems, or even progress on goals. On the other hand, this form of
communication can also help employees, to express their views, ideas or
grievances with the top management.
If properly utilized, upward communication is potentially one of the most useful managerial practices.
Upward communication keeps managers aware of how employees feel about their jobs, co-workers and
the organization in general. Managers also rely on upward communication for ideas on how things can
be improved.

Horizontal Communication
In lateral communication, the sender and receiver(s) are at the same level in
the hierarchy. Formal communications that travel laterally involve employees
engaged in carrying out the same or related tasks.
This type of communication can be seen taking place between persons operating at the same level or
working under the same executive. Functional managers operating at the same level, in different
departments, through their communication, present a good example of lateral communication. The
main use of this dimension of communication is to maintain coordination and review activities assigned
to various subordinates.
BUSINESS LETTERS

 Business is an act of buying and selling.

 Any written report done on this commercial act inside or outside the place of business becomes
a technical written work called a Business Report.
 the content of this technical reports refers mainly to a special area of knowledge called
business.

PARTS OF A BUSINESS LETTER

 A normal business letter has eight parts. In the order of their appearance, they are:  Letterhead,
Date Line, Inside Address, Salutation, Body, Closing or Complimentary Close, Signature Line, and
Notations.
 The Letterhead  is found at the uppermost part of the letter.
o topmost part of the letter gives these pieces of information: full name, complete
address, contact numbers, and the nature of the company sending the letter. The
secondary information is: names of one or more offices, telefax number, logo, and
corporate subsidiaries.

 The Date Line, which is type two or four spaces below the letterhead. There are two standard
ways of writing the date: The American way (May 8, 2011) and the British way (May 2 2012).

 Inside Address, is written four or eight spaces below the date line on the left margin. Normally,
if this consists of three to four lines, the first line presents the name of the person or company
and the individual or official corporate title of the like: Miss, Mrs., Atty., Dr., President, Manager.

 Salutation or Greeting. This is written on the left margin, two or four spaces below the Inside
Address. Since its purpose is to cheer up or greet the addressee with the use of positive words
like Dear, Dearest, My dear, it is also called the Greeting. However, you cannot just use any
greeting you want. The degree of formality tells you which greeting to use. The most formal
salutations for top-ranking government officials are Sir and Madam. Lower than these are Dear
Sir or Dear Ma’am, and for friendly, intimate and informal relationships, you may use My dear
Cora, Dear Peter, and so on.
o Salutation is followed by a colon; informal or friendly letters, by a comma. These two –
colon and comma – are the only punctuation marks used after the Salutation of a
business letter.

 Attention Line, a letter part considered as an extension of the Inside Address and can be placed
between the Inside Address and the Salutation or opposite the Salutation.
 Subject Line placed two spaces below the Greeting. In a modified block letter, it is usually
centered, and in a full block style, it is at the left margin. Serving as the title of the letter, the
Subject Line states the purpose or topic of the letter in a short sentence. Here are examples of
the how the Subject Line is written.
 Body of the business letter. This begins two spaces below the Salutation. The spacing is double
between the paragraphs of the letter. It is in this part where you may convey all the messages
you want your reader to understand.
 Closing or Complimentary Close. It is typed two or four spaces below the body. Unlike the
Salutation that uses two punctuation marks, comma, and colon, the closing uses only one marl,
the comma. If the closing is of several words, only the initial world should be capitalized.
Choosing the kind of complimentary close also considers the degrees of formality.
 Signature Line. In business letter, two signatures are needed – the printed or typewritten
signature, and the penned signature. The printed signature is typed four spaces below the
Closing. It is four spaces because the other two spaces are for the penned signature of the writer
and for the fully capitalized name of the company represented by the writer. If the name of the
company is in the letterhead, you may do away with your typewritten signature.
 Notations. Identification Initials. These are the initials of the writer or dictator and the typist or
transcriber. A colon, a slash mark, or a differentiation in letter size used to separate the two
kinds of initials. (e.g. KM:LY, KM/LY, KM ly)
Enclosure. Sometimes, there are some important documents or papers that the
writer would like to attach to the letter. This inclusion of papers in the letter would
eventually be discovered by the reader through the explicit statement of these
documents in the body of the letter and in the Enclosure. Enclosure is a notation written
two spaces below the initials of the dictator and the typist and appearing in full word.
Enclosure or in an abbreviated form, Enc.
 Carbon Copy. This notation is found two spaces below the last line of the signature. Its purpose
is to let the reader know that a copy of the letter is sent to another person or recipient whose
name is not mentioned in the address. The term Carbon Copy or the symbol CC may then be
written for this kind of notation, and the written after CC or Carbon Copy is the full name and
official corporate position of the other recipient.
 Blind Copy. If the writer, in confidence, decides to give a copy of the letter to a person not
referred to in the address, he may note this as “blind carbon copy” or “bcc” on the copy for the
“secret” recipient. This “bcc” is not reflected in the original. Actually, though they are not noted
as carbon copies, they may not be, at all times, carbon, but may be photographic or Xeroxed
copies.
 Postscript or PS. This may be added after the last notation. It serves as a device for emphasis.
Two spaces below the Identification Initials or two spaces below the Enclosure or CC is where
you can write the symbol PS.
FORMAT OR STYLES OF A BUSINESS LETTER

FULL BLOCK STYLE MODIFIED BLOCK STYLE

SEMI-BLOCK STYLE INDENTED OR TRADITIONAL STYLE

HANGING STYLE MEMORANDUM STYLE

There is however one disadvantage of the Full-block form. This is the lopsided or imbalanced
appearance of the letter due to the concentration and beginning of all parts at the left margin. Looking
at the layouts well and depending on these criteria for evaluating letter forms: time for typing, need for
space, nature of the message, kind of occasion, and the position of the write, you may conclude that
some patterns are good or bad.
  Types of Business Letters
Source:  Rosales (2019) and Egipito (2005)
1.      Letter of Inquiry
     This type of business letter is considered as the simplest business letter. This is used
when one writes a letter to ask, seek or inquire for particular information. It may be written
to seek information about people, services, products, prices, catalogue, policies, personnel,
and the like of a certain agency which demands some specific response.
      Remember that this type of letter is direct and the questions are constructed to get the
information straightforwardly.
      An inquiry letter according to QS study (2020) has one of the following objectives below:
1.      To ask for a catalog,
2.       To know payment terms,
3.       To know the past records of a job applicant,
4.       To know the creditworthiness of a firm or a person,
5.       To know the financial strength of a firm or a person,
6.       To know the business reputation of a firm,
7.       To obtain information about the social status of a person or a firm,
8.       To evaluate the performance of a person or a firm
9.       To learn about the quality of a product, etc.
Take note: The  first paragraph  begins with the most important question or a summarizing statement.
The  second paragraph  may contain the explanation or lists of questions. Lastly, the  third
paragraph  should tell the reader what you want to be done and when.

2.       Letter of Reply or Response

      A letter of reply or response letter is written when one responds to a letter of inquiry.
It directly answers all the inquiries regarding the company’s products or services.
      In writing this letter, you have to express your appreciation for the interest shown by
the sender, and state cheerfully the information requested.
 
Take note of the following when writing this letter:
       Acknowledge the inquiry by mentioning important details from the letter of inquiry
you received.
       Build goodwill and pave the way for future contacts by using a cordial or friendly
tone.
       Answer the questions fully and send prompt replies

3.    Letter of Order
      Letter of order is simply written for the purpose of purchasing items that are for sale.
      Below are the usual contents of the letter of order (Rosales et al, 2009):
1.       Name of the item ordered
2.       Description of each item, giving size, style, finish, quality, material, weight, or
whatever will help in identifying the article wanted
3.       Catalog number of the item, if it is available
4.       Quantity of each item wanted
 5.       Price of each item and the total price of the order
6.       Method of shipment desired by the buyer
7.       Address where the goods are to be shipped or delivered
8.       Date of shipment
9.       Credit references, if payment is made from an account
10.       Mode of payment
Take note: The writer should not forget to include important details or the complete descriptions about
the product. This is to have a purchase that is satisfying, specific and complete.

4.      Letter of Complaint and Adjustment

      Letter of Complaint – It is written for any grievance regarding goods and services. The
primary purpose of this letter is to settle or solve a problem.
     Letter of Adjustment – It is written in response to the letter of complaint. Its primary
purpose is to handle the problems and dissatisfactions of customers fairly and
objectively.
      The issues or complaints may be addressed though reimbursement, replacement or
refund.
According to Romero, et al. (1997), claims made by customers generally involve any of the following:
1.       Merchandise claims which involve orders incorrectly filed, merchandise whose quality
is unsatisfactory and goods damaged or delayed in shipment.
2.       Amounts of money claims which involve errors in statements and invoices and
misunderstanding with regard to price or terms of payment.
3.      Service claims which include delays in filing orders or requests for service,
discourteous treatment by employees and failure to make a follow-up of an earlier
incomplete service.
Tips in Writing a Letter of complaint:
1.       Describe or explain tactfully the circumstances. Do not be overpowered by your
anger.
2.       Mention details of your claim.
3.       Suggest a solution.
4.       State your immediate solution.
Tips in writing a Letter for Adjustment:
1.      Thank the writer for writing you by making a conciliatory statement.
2.       Assure him that he did the right move.
3.       Express regret over the incident.
4.       State the policy of the company when it comes to complaints.
5.       Explain briefly the possible reasons.
6.       Specify the action to be done to solve the problem.
7.       Assure the customer that it will not happen again.

5. Letter of Transmittal or Cover Letter

      It is a letter that accompanies an item or document sent to a client and identifies
what is being sent, the person receiving it, and the reason the item or document is being
delivered to the recipient (Baugh, Frayrs and Tomas, 1996).
      It has the same function with the preface of the book.
       Transmittal letters usually use the term “herewith” which means the writer is
enclosing something with the letter.
Most transmittal letters (Bradley, 2020):
      Establish goodwill
      Present the information clearly and in an easy-to-read format
      Are only one page
      Include important deadlines or other dates
      Explain the content of the accompanying document or package
      Answer any questions that may arise
      Be promotional for the product, contract, manuscript or other document
      Clarify the desires or instructions of the sender

Some of the main types of documents that are sent with a transmittal letter (Bradley, 2020):
      Proposals, quotations or bids
      Contracts
      Manuscripts for publication
      Formal reports of analytical studies
      Shipments of merchandise
      Applications

A Step-by-Step Guide to the Job Application Process

Get your Resume Ready
o Many companies require a resume and a cover letter in addition to a job application. When you
submit a resume with your job application, it is important that your resume is well-organized
and polished.
o You also want to be sure that your resume is a match for the job you are applying for.
Personalize your resume for every job application.
Write a Cover Letter
o A cover letter is a document that explains why your skills and experiences make a good
fit for a job. This document may be required as part of the job application process. If it's
optional, including a cover letter is the best way to pitch your case for an interview.
Again, make sure that your cover letter is tailored to the specific job listing.
Job Applications
o You can apply for jobs online, via email, or in person. No matter what job you are
applying for, be sure to follow the company's specific directions for filling out the
application.
Job Application Screening
o Companies often use applicant tracking software (ATS) to recruit, screen, hire, track, and
manage applicants for employment. Therefore, your application is likely to be screened
to determine if you are a match for the job.
o The software will match up the information in the job applications that are submitted
with the position requirements for the job. Those candidates who are the closest match
will be interviewed.
Employment Tests
o Employers often use pre-employment tests and other selection procedures to screen
applicants for hire. The types of tests and selection procedures utilized include talent
assessment tests, cognitive tests, personality tests, medical examinations, credit checks,
and background checks.
o Some tests are conducted as part of the job application process, and others will take
place further along in the hiring process, after the interview and prior to a job offer.
Interview Process
o If you are selected for an interview, you will be invited to talk to a recruiter, hiring
manager, or employer on the phone or in person (or both). The company may conduct
several interviews prior to offering the leading candidate the job.
o Some interviews are one-on-one, while others are in small groups.
Hiring Process
o From the time you apply for a job until the time you accept a job offer, you will go
through a series of steps as you progress through the hiring process.

o The first step in the hiring process is, of course, to apply for jobs and to get your
application into contention for the jobs you are interested in.
o Depending on the organization and the job, you may apply online, email a resume and
cover letter, or apply in-person.
Job Offers
o When you receive a job offer, you're close to the end of the process. However, you don't
need to accept the job, at least right away, if you're not sure whether it is the best
opportunity for you.
o It's important to take the time to evaluate the offer carefully, so you are making an
educated decision to accept, decline, or renegotiate the offer.

What Are Supporting Documents?

Supporting documentation for a job application can include a resume, a cover letter, educational
transcripts, writing samples, Veterans' Preference documents, portfolios, certifications, a reference list,
letters of recommendation, and other documentation as specified in the job posting. The information
that is required varies depending on the job and the employer's hiring requirements.
Note: Generally, employers will specify which documents they would like you to include with your
application.
(For example, official transcripts would usually be sent directly from the school or
institution concerned.) 
Why Do Employers Request Supporting Documentation?
Getting supporting documentation from candidates helps companies evaluate applications. For
many employers, a resume (or a resume and cover letter) provides all the information they require.
 Other employers need more information to determine which applicants they will interview and
eventually hire.

            The reason for requesting information is to get a full picture of you as a candidate, or to provide
confirmation of the details listed in your resume or job application. For instance, requiring a transcript as
supporting documentation allows employers to confirm that you graduated, as well as your GPA.
 
List of Supporting Documents
Below is a list of supporting documents that you may need to submit along with an employment
application:
 Resume
 Cover Letter
 Reference list
 Letters of Recommendation
 Transcript
 Portfolio
 Writing Sample (Essay, articles or other writing samples)
 Employment Certificate
 Certifications (e.g. Teaching or computer certifications)
 
How to Submit Supporting Documentation
Gathering up all this information at one time, whether it’s during the application process or after
an initial interview, is hugely helpful to employers. It allows the hiring manager to have all the pertinent
information about candidates to hand, and cuts back on follow-up emails and phone calls to request
more documents.
 
Bringing Documentation to a Job Interview
If the company asks for supporting documentation to be brought to the interview, bring a
photocopy of each of the requested documents with you to leave with the hiring manager.
Also be sure that you have everything else you need ready to bring with you to the interview.
 
DOs and DON’Ts in Job Application
Do’s
1.  Prepared with what you will need
o Resume, social security card, driver’s license, etc
o Names and addresses of previous employers, as well as starting dates and salary information
o Names, addresses, and phone numbers of references
o Black and blue pens (have extras)
2.  Read and follow instructions carefully
o Review the entire application before you begin
o Be sure to write your answers on the correct lines and in the right spaces
3.  Complete the application thoroughly and neatly
o Print clearly – do not be in a rush
o Think about your answers before you write them in
o Keep your information consistent with your resume
4.  Answer truthfully, but don’t provide negative information
o Turn “negatives” into “positives” (such as “job ended” instead of “got fired”)
 
Don’ts

1. Don’t leave blank spaces.

2. Don’t be unclear. If a question requires specific information, don’t try to dodge it by being vague.
3. Don’t write in scripts.
4. As much as possible, do not use correction fluid.

 WHAT IS A RESUME?
- It is an Advertisement selling a product….YOU! (skills, experiences, and attributes.)
- It is your first meeting between you and the employer
- Overall, it’s your FIRST STEP towards employment.
 
BASIC CONCEPTS:
 Key skills are employability  skills that you need for the world of work
 By developing employability skills, you'll improve your chances of getting a job and thriving in your
career.
Top 10 Skills Employers Seek in College Graduates

1. Leadership
2. Ability to work in team
3. Communication skills (written)
4. Problem solving skills
5. Analytical skills
6. Oral communication skills
7. Flexibility/ adaptability
8. Strong work ethics
9. Technical skills
10. Initiative

Top 10 Skills Needed for a Job in Business Administration

1. Financial Management
2. Marketing, Sales and Customer Service
3. Oral communication and negotiation
4. Leadership
5. Project management and planning
6. Delegation
7. Writing skills
8. Problem solving
9. Time management
10. Networking
 SOFT SKILLS: skills required of applicants regardless of the industry; they are personal attributes and
social abilities. Soft skills refer to  capabilities that are either naturally present in certain people or
are developed through relations and experience more often than through official courses. Also known
as social skills, these abilities are considered personal attributes which are positive for jobseekers to
bring to a professional situation.
 HARD SKILLS are the more tangible skills you need to succeed in a particular job or industry. Technical
and computer skills are examples of hard skills that employers look for in recent graduates.
How long do you think an employer looks at each resume? (The average employer looks at a resume
between 10-15 seconds. This is the time they decide to either KEEP IT or TOSS IT.)
TYPES OF RESUMES :
Chronological
 Presents your education followed by our work experience
 Ideal for people with extensive experience and no gaps in work history
 Shows a steady job progression
 Works well for those obtaining a similar position doing similar work
 Includes dates
 Functional
 Highlights relevant skills and accomplishments
 Used when you have a variety of work experience
 Includes skills and no dates
 Combo/Hybrid
 A balance between the functional and chronological resume styles
 It highlights your skills, followed by a list of relevant experience and education
 Works well for those with little formal experience
 The most commonly used resume
 
SECTIONS OF A RESUME:

1. Header  (Name; Address; Telephone/Cell phone Number; E-mail address)

2. Objective
 Introduces you to the employer
 Provides focus by telling the employer what you want
 States clearly to employer what you have to offer
Note: To make it through this step, it is essential to include in these few lines the most important skills
that candidates will bring to the position, making sure to use keywords from the job description, a
reference to their relevant experience and if applicable, their credentials.
Example:
To apply the knowledge that I have accumulated from the experience and training offered in our school;
to achieve advanced skills regarding new technologies applied in our industry.

     3. Summary of Qualifications 
 What makes you the best person for the job?
 List the top four or five skills & qualifications here.
 Include skills mentioned in the job posting if applicable.

Example:
o Proven working experience in business administration
o Excellent knowledge in sales, marketing, and Customer Service
o Experience in Financial Management
o Experience in project management and planning
     4. Skills and Attributes
In entry-level resumes, the skills section is vital. It helps to market a candidate and allows
potential employers to understand each individual profile. It is essential to make this part of an
entry-level resume because an applicant needs to highlight his/her suitability for the position
through his/her abilities.
 
In this section, entry-level candidates can showcase their technical and practical skills including
IT programs, languages and ‘soft skills’ which allure more to the individual character,
professional manner and their working methods.
  
          5. Education and/or Certificatio
o Tertiary
o Post-secondary (senior high)
o Secondary (Junior High)
o Certificates (e.g. computer programming; TESDA certification)
o Professional Development (e.g. Workshops, seminars, trainings)
In an entry-level resume the education section plays an important role as the candidate may
have little to no professional experience and thus relies more heavily on their academic
achievements.
 
Each degree, course or diploma should be separated and detailed individually with
corresponding names, dates, awarding bodies and grades, beginning with the most recent and
following a chronological order. (Reverse chronology)
  
        6. Employment / Volunteer/ Work Experience (summer jobs, internships, volunteer work) 
Within the Work Experience section of an entry-level resume,  candidates should detail any paid
or unpaid previous jobs they have held, whether full or part-time, temporary or permanent
contracts as well as internships and voluntary positions, indicating the dates, roles, companies
and locations for each.
 
Additionally, an entry-level applicants should include in their resume any leadership positions
they have undertaken and describe the responsibilities, achievements and improvements
accomplished through their participation.
 
          ACCOMPLISHMENT STATEMENTS
o  Written proof of what you have accomplished (use numbers if applicable)
o A success story from your past work experience
o Shows how you are unique or what value you can bring
        HARD ACCOMPLISHMENT STATEMENT
o Uses numbers, percentages and facts
E.g. Managed a team of six sales associates and increased store sales by 25% for the
month of December
 
        SOFT ACCOMPLISHMENT STATEMENTS
o Uses words and descriptions
E.g. Implemented new employee training program that dramatically increased productivity
and morale.
         VOLUNTEER EXPERIENCE
            Example: 
Golden Press
March 2017 - Present
Responsibilities: Web site design and maintenance, image editing, and content creation.
 
 University of St. Louis’ Publication
June 2017 - Present
Responsibilities: Web site management, newsletter and email communications with staff,
volunteers, and applicants.
 
Deleon Hospital
June 2017 - March 2018
Responsibilities: Volunteering in the Maternity Unit - assisting nurses with medical duties and
daily tasks, watching over infants in the nursery, filing and chart work, stocking nursery supplies,
compiling necessary paperwork for patients, bringing infants to and from patient rooms and
checking for correct identification.
 
         7. References
 Provides employer with background information
 3-4 references are enough

 Types of References:
o Work – most recent job (supervisor or manager)
o Academic – professor or teacher who knows if you are capable
o Personal/Character – adult who is able to vouch for your good character and desirable personality traits

 Example:
 
ALICIA S. TULIAO, MBE
Academic Dean
School of Accountancy, Business and Hospitality
University of Saint Louis, Tugegarao City, 3500
Cagayan Valley
Phone: 09171234567
 Your resume is your most important job search tool.  It is meant to leave a lasting impression on a
prospective employer.  It must be able to highlight your achievements in a compelling and concise
manner.  In most cases, having the best resume often gets you hired.
Writing Job-Application Letters :

Although the job-application letter (sometimes called a cover letter) may seem obsolete, many experts
agree that it is still important. Applicants can explain more clearly in a letter than in a résumé how their
qualifications match the employer’s requirements. They can explain their professional relationship with
someone in the employer’s organization or gaps in their employment history. Perhaps most important,
applicants can show that they can write well.
At a minimum, the cover letter serves as the applicant’s introduction to the hiring manager, identifying
the position being applied for and providing an overview of qualifications. The letter can’t include as
 many details as the résumé, but it can emphasize a few key points. It can also include a specific request
for an interview. 
Parts of Application Letter:

1. Sender's information
          - address of the writer 
2. Inside/ letter address
         -name of the employer, position, company
3. Salutation
         -known as the greeting
 4. Body
       -there are four basic parts
Paragraph 1
                -identify the purpose of your letter
                -be specific
                -tell the employer what job you want
Paragraph 2
                -Briefly describe your professional and academic qualifications that are relevant to the
                 position.
Paragraph 3
                 -Emphasize what you can do to the company.
Request Action
          - indicate your desire for a personal interview and that you're able to meet  with the employer
                  at their convenience.              

5.       Closing
               - Finish your letter with an appropriate complimentary closing
6. Name and Signature