Language Matters: Genre Analysis - Cover Letters for Job Applications

Look at the three cover letters for job applications which you will find here. Cover letters are a genre within the general category of transactional written text. 

a) What is the communicative purpose of the genre?  

b) How many typical genre features can you identify? Think about:

  • Content and organisation
  • Layout
  • Linguistic features including style. Which of these linguistic features are typical specifically of this genre, which ones are typical of written discourse in general, and which are typical of transactional letters in general?

Then scroll down for the suggested answer.



The Suggested Answer

Ø   The communicative purpose: To persuade

Ø   The text type:  Persuasive

Ø   The layout

1.  The writer's address is top right, and the receiver's name and address top left, starting on the same line as the final line of the writer's address. NB: These would not be included if the correspondence were by email.

2.   The letter starts with an opening salutation - Dear  + receiver's title + surname - and ends with the closing salutation Yours sincerely. If the receiver's name is unknown, the opening salutation is Dear Sir or Madam, and the closing salutation Your's faithfully. Both the opening and closing salutations are followed by a comma. After the closing salutation, there is  a space for a handwritten signature, after which the writer's name is typed and a note of any enclosures is added.

3. Despite the comma after the opening salutation, the first sentence (on the following line) starts with a capital letter.

4. The text is divided into paragraphs.


Ø The content and organisational structure of the content:

1.  Each paragraph of the text covers a specific topic

2. Clear organisational progression from introduction – middle – conclusion : 

a) Introduction: Where the writer saw the advertisement; plus an optional statement of suitability and/or reference to an  enclosed CV

b)  Middle : the applicant's current/past experience and its relevance to the post; reason for wanting the new post

c)   Conclusion : invitation to contact; thanks

 

Various "moves" are evident within these three sections. The following analysis of the moves contained in the letters draws on Bhatia’s (1993) analysis of sales  letters. In a job application letter the writer is effectively trying to “sell” him/herself, and not surprisingly there is a certain amount of overlap in the move structure.

  • Establishing credentials (ie why the writer has the right to apply) – eg  letter 1 paras 1+2.
  • Introducing candidature – eg letter 1 para 3 sentence 1
  • Offering the candidature – eg letter 1 para 3, sentences 2 + 3
  • Essential detailing of the candidature – eg letter 1, para 4
  • Indicating the value of the candidature – eg letter 1, para 5
  • Enclosing documents - eg letter 1 para. 2
  • Soliciting response - eg letter 1 para. 6
  • Ending politely -  eg letter 1 para. 6
(see : Bhatia, V.K. 1993: Analysing Genre: Language Use in Professional Settings. Longman)

Ø   The typical linguistic features of the genre include

1. Constant use of first person singular/second person personal pronouns and possessive adjectives : I have researched your excellent record... ; I am attracted to Lewis and Holton by your recent rapid growth...; Please contact me if you should require...

2. Predominance of present tense verbs (simple, continuous and perfect): ... the new challenges which I am seeking...; The position relates clearly to my practical knowledge and experience; I have seen your advertisement...

3. Use of adjectives with positive connotations : excellent, superior, enthusiastic, meaningful, significant


Ø Typical features of written discourse include :

1) Syntax: variation in sentence length and construction. Eg letter 1, para 3: sentence 1 = complex; sentence 2 = simple; sentence 3 = compound-complex.

2) Lexis: occurrence of heavily pre-modified noun phrases - MiniCo’s Human Resources career strategies; a very strong and competent in-house advertising team; significant customer service experience

 

Ø Typical linguistic features of transactional letters include :

1) Style 

    a) use of semi formal lexis such as wish rather than want, and Latinate vocabulary – require, consideration, relate, concluded, fundamental etc 

    b) use of full forms rather than contractions : I have seen... I am  enclosing

2) Use of fixed lexical chunks, such as I look forward to hearing from you; with reference to...; Please do not hesitate to ...