GUIDELINES
- Commonly, the persons who handle this kind of situations will try to solve the issue with explanation and negotiations first, then if these fails, through a lawsuit. Make this letter as a chance to correct factual mistakes and misjudgments to try to resolve the issue.
- Accept the complaint document and quickly run down the relevant contents of the complaint.
- Provide factual information about the issue from your understanding, showing the issue into a new or different side.
- End the letter by explaining your judgment that the case is without basis.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I would like to express my interest in the secretary position that your company has posted in JobForum. I have worked as both a receptionist and secretary for the past two years in a multinational firm. This experience has taught me how to work well under pressure and pay attention to seemingly minute but crucial details.
At this point in my life, I would like to spend more time at home, which is why becoming an online secretary is an intriguing option for me. I believe that what I have learned from working in an actual office where urgent demands must be quickly addressed will work to the advantage of your company. Also, I am quite Internet-savvy and will have no problems adjusting to the different requirements of online work.
I have already sent you my resume. However, I believe that you will be better able to assess my qualifications through an actual interview. Please feel free to send me an email or contact me at 434-3434. I will be more than happy to answer your questions and explain how I can contribute to the success of your enterprise. Thank you very much for your time.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Example cover letter for responding to a job advertisement.
Further things to consider when writing cover letters to human resources
Cover Letters
Cover letters are letters written to explain the contents of other documents. In most cases, cover letters are sent together with resumes to provide additional information on the applicant's' skills and experience. They explain in detail why the applicants are qualified for the job they are applying for. A cover letter creates a critical first impression as it is often the earliest contact you will have with a potential employer. Employees use cover letters to screen applicants for available positions and to determine the ones that they would like to interview.
Cover letters are an essential part of every job application. You, therefore, need to make sure that your cover letter sells your abilities and skills to recruiters. Do not just repeat what is on your resume, rather, explain in details why you feel that you are the best match for the applied job. Do this clearly and concisely, and in such a way that the recipient would want to meet you. Mention the employment position that you are applying for, how you learnt about it and how you are qualified for it. Request the recipient to contact you at the end of the letter.
Letters to Human Resources
Letters to human resources are letters written to the personnel or department that deals with administration, training, and hiring of employees in an organization. The role of human resources personnel is to handle everything from payroll to policy issues and legal grievances. If you have a policy or legal question, a personal issue that affects your work, or a serious problem with a colleague, the first person you may want to contact is a human resources representative. The best way to begin this conversation is by drafting a letter stating your specific problem.
When writing letters to human resources, make sure to follow all the rules of a formal letter. Start by addressing your letter to the right person. Write a clear subject line communicating your problem and indicating that action is needed. Set a formal and professional tone early in the conversation. Keep your sentences short and clear and avoid providing more information than is necessary. Describe the issue precisely giving a timeline of when it started. Explain what you have done or think can be done to address the issue. Request for an in-person meeting. Close on a note of anticipation to seeing the issue resolved.
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