FILE APPLICATION
WRITING
By Miarisoa RANESA R.
GENERAL ORGANIZATION
• INTRODUCING ONESELF ( 30 mn)
- activity: the 3 most important things in life
• Setting rules and dividing groups ( Reporter, time keeper,
entertainer, understanding evaluator, Flipchart carer, reminder)
• TOPIC INTRODUCTION ( 5 mn)
- future civil servants, High school principals…
- other fields….
- participative method
RULES: D0s
• We should respect one another
• We should be on time
• We should listen carefully and speak clearly
• We should try to understand
• We should participate actively in tasks
GROUP TASKS
Day 1 Day 2 Day 3 Day Day
4 5
Reporter G1 G5 G4 G3 G2
Time keeper G2 G1 G5 G4 G3
Entertainer G3 G2 G1 G5 G4
Understanding G4 G3 G2 G1 G5
evaluator
Flipchart carer G5 G4 G3 G2 G1
Reminder G6 G6 G6 G6 G6
GENERAL OBJECTIVES:
– To know what application files are .
– To know what administrative correspondence is.
– To differ formal to informal communication.
– To master human resources administration.
– To familiarize with writing and persuading technics.
Part 1: File application
writing
Objective: to know how to write
application file accurately
Task 1: According to you, what is
an application file?
Task 2: What is it for?
Strategy: 1/2/4/8
Duration: 15mn
Expected answer N°1:
• Is a crucial tool of communication when you search for job or
training. A well –prepared folder which will make the
difference and open future doors .
• A set of documents collected by a candidate for him to apply
for a job.
• Formal written request used in offices or institutions to
request, transfer, or submit files for official purposes.
Expected answer N°2:
1. Allows a candidate to show his/her competence and
professional experience.
2. Gives an overview of the motivation of a candidate and
his/her compatibility to the position.
3. Identifies and selects the best candidate for the position.
Task 3:What can we say about the
format?
Strategy: group work
Duration: 30mn
Expected answer N°3:The format
• a) Heading: ( To: ( recipient’s name/ designation); From:( applicant’s name
/designation); Date: DD Month YYY)
b) Subject line: Short, clear statement of purpose
Example : Application for Transfer file N° 245/B
c) Salutation: « respected Sir/Madam, »; or « Dear (title+last name)
d) Body:
Opening: state your purpose directly
Details: give necessary background, file reference numbers, or reasons
Request: state exactly what you need done
Politeness: end with a courteous closure.
e) closing: « sincerely », or « yours faithfully, », signature, full name and designation
Task 4:Exercise
• Find each detail below in the letter
• a) Heading
• b) Subject line
• c) Salutation
• d) Body (Opening; Details;Request;Politeness)
• e) closing
duration : 7mn
Strategy: group work
EXPECTED ANSWER N°4:
a) heading:
To : The Administrative officer
From : Anil Kumar, Clerk – Accounts Department
Date : 11th August 2025
b) Subject line
• Subject : Application for Retrieval of Archived File
c) Salutation
Respected Sir,
d) Body
• Opening: I am writing to request the retrieval of File No. 202/Fin/2021 from the archives.
• Details: The file contains payment records required for the annual audit scheduled next week.
• Request: Kindly arrange for the file to be made available by 14th August 2025 so that necessary
preparations can be completed in time.
• Politeness: Thank you for your cooperation.
e) closing
Yours faithfully,
Anil Kumar
Clerk-Accounts Department
Task 5:What language tone should
and shouldn’t be used?
Strategy: group work
Duration: 10 mn
Expected answer N°5
• Formal and concise ( avoid slang and unnecessary details)
• Passive voice
• No contractions
Task 6:What is an application file made of?
Give a short explanation for each item
( definition, use).
Strategy: group work
duration: 20 mn
Expected answer N° 6:
• Your resume (curriculum vitae) giving details of your professional cursus and
competence
• Cover letter explaining why :
-you are interested in the position or the training
- You are the ideal candidate
• Degrees (university),Diplomas (vocational school) and certificates copies
• Mark transcript (grade)
• Letter of recommendation from a University teacher or a former boss
• Portfolio containing samples of what you have accomplished so far.
• other documents
Task N°7:
[Link] should be seen in a good
resume? Write a sample resume.
2. How to write a cover letter?
Write a sample cover letter.
[Link] should a letter of
recommendation include? Write a
sample letter of recommendation
Strategy: group work
Duration: 45mn
Expected answer N°7:
A- Resume
• Contact information: include your name, phone number,
professional email address, and location ( city, state)
• Summary of objective: a brief overview that highlights your key
skills and career goals.
• Work experience: detail your previous roles, emphasizing
accomplishments and quantifiable results rather than just listing
responsibilities.
• Education: include your degrees, certifications, and relevant
academic achievements.
• Skills: list both hard or soft skills relevant to the job( awards,
achievements, certifications, volunteer experience, languages)
B- cover letter
[Link]:
• your contact information( name, address, phone number,
email)
• Date
• Potential employer’s contact information.
2. Salutation:
• Address the hiring manager by name if possible ( e.g. « Dear
Mr. Smith, » or « Dear Hiring Manager, »)
3. Introduction:
• State the position you’re applying for and where you saw the
job posting.
• Express your enthusiasm for the role and briefly introduce
yourself.
4. Body paragraphs:
• Highlight two or three key qualifications that align with the job
description.
• Provide specific examples of your accomplishments in past
roles, using the STAR method (Situation, Task, Action, Result)
• Demonstrate your understanding of the company and the
role.
5. Conclusion:
• Reiterate your interest in the position and the company.
• Include a call to action, such as requesting an interview.
• Close with a professional closing ( e.g. « sincerely, » or « Best
regards »
C- Letter of recommendation
1. Introduction and relationship:
• Date
• Recipient information (e.g. Dear Hiring Manager)
• Introduction:start by clearly stating who you are, your position,
and your relationship to the applicant
e.g. I am John Smith, Professor of Computer Science at Example
University, and I have known (applicant name) for three years.
• Statement of recommendation: clearly state that you are
recommending the applicant for the specific position or
opportunity.
2. Body paragraphs
• Highlight key skills: Identify the applicant’s key skills and
strenghts relevant to the position they are seeking
e.g. strong analytical skills, excellent communication abilities
• Provide specific examples:
e.g. During the (project name) project, (applicant name)
demonstrated exceptional problem-solving skills by …
3. Closing statement:
• Strong recommendation: reiterate your strong
recommendation for the applicant
• Offer further assistance: provide your contact information
( email, phone number) and offer to answer any further
questions the recipient may have.
• Professional closing:
e.g. Sincerely, or Best regards
Task N°8: How to make a portfolio?
Explore the document and list out what should be seen in a
teacher’s portfolio.
Strategy: group work
duration: 15 mn
Expected answer N°8
• Cover page
• Preliminary evaluation grid
• Introduction
- Personal information ( self introduction, why he chose to
teach, how he sees the career of teaching)
- Challenge and objectives
• Content
- Accomplishments and creations ( self-training sheets, lesson plans,
teaching tools manufacturing sheets, students marks and grades
evolution)
- Research done ( investigation, interview,discussions, document
analysis, observations, tests, experiments)
- Students’production ( exercises,homework, photos, mind mapping )
- Final evaluation grid
• Conclusion
Task N°9:What should be done to make
your application file have high impact ?
Strategy: group work
Duration: 20 mn
Expected answer N° 9
• Adapt your resume ( curriculum vitae) and cover letter to the
position you apply for.
• Be honest and authentic.
• highlight your unique value.
• Write a structured, easy to read and attracting letter.
• Choose convincing people as reference.
• Show your passion for the position and how much you can
contribute for the success of the company .
• Proofread carefully: ensure there are no grammatical or spelling
errors .
Production
1. Write your own resume
2. Apply for the position of English High School teacher in your
hometown
3. Write a recommendation letter from one of your trainers at
ENS.
4. Write your cover letter
5. Give a draft outline of your portfolio
QUESTIONS?
DAY 2
Part 2: Administrative
correspondence
Task 1: What do administrative
correspondence and
administrative writing refer to?
Strategy: 1/2/4/8
Duration: 20 mn
Expected answer N°1
• Administrative writing refers to the formal written
communication used within organizations to convey
information, instructions, or decisions.
• Administrative correspondence refers to official written
communication within and between organizations, particularly
within government or public administration.
Task N°2: What are the key
aspects of administrative
correspondence?
Strategy: group work
Duration: 15 mn
Expected answer N°2
• Purpose: it serves to request information, provide directives, report on
activities, and manage official business.
• Scope: It includes communication related to the formulation, planning,
implementation, and modification of programs, services, or projects.
• Characteristics: Administrative correspondence is typically formal,
concise, and objective in its language, aiming for clarity and precision.
• Management: It is often managed through specific systems and
procedures to ensure proper handling, storage and retrieval of
information.
• Importance: It is a primary source of information for senior
management and influences key decisions.
Task N°3: What are the common types
of administrative documents? Explain
Strategy: group work
Duration: 30 mn
Expected answer N°3
1. Memos (memorandum): Internal communication used to
convey information (specific problem/solution or event) ,
request action, or provide project updates or directives. You may
send a memo as a paper letter, fax or PDF attached to an email.
Memo structure:
• Heading ( To:/From:/Date:/Subject:)
• Body (opening statement/context/Call to action/ Discussion)
• Closing
[Link]: Formal documents that present information, analysis, or
findings on a specific topic ( activities, projects, situations). It includes:
- a title page (report title,the author’s name, the date, and the
recipient of the report)
- an abstract (a concise overview of the report’s purpose, key findings
- an introduction ( sets the context for the report, the scope, the
objectives and methodolo
- a body (the detailed findings, analysis, and evidence)
- a conclusion (summarizes the main findings and draws conclusions)
- recommendations ( suggestions based on the conclusions)
- references/bibliography ( lists all sources cited in the report)
[Link]: Official announcements or instructions to
a large group.
Structure:
• Heading: company letterhead (name, address,
contact information), date, circular number, subject,
« for » or « to »
• Body: introduction, explanation, instructions
• Closing : signature, contact information
[Link] letters: these are letters sent to or from an
administrative office on official business.
The format includes the sender’s address, date,
recipient’s address, subject, salutation, body
paragraphs, closing
[Link]: Official records of meetings, summarizing
discussions, decisions, and action [Link] should
include:
- the meeting’s type, date, time, and location.
- List attendees and absentees, the agenda, a
summary of dicussions for each item, decisions made
and action items assigned
- signature line for the person responsible for taking
the minutes and the person who approved them.
Task N°4: What key aspects should
be seen in administrative writing?
Strategy: group work
Duration : 20mn
Expected answer N°4
1. Purpose and importance:
Clarity and precision: convey information accurately and
unambiguously, minimizing the potential for misinterpretation.
Efficiency: well-written documents save time and resources by
ensuring that information is readily understood and acted upon.
Record-keeping: administrative documents are official records of
organizational activities, decisions, and communications.
Policy implementation: guide employee behavior and ensure
consistency in operations
2. Key principles of Effective Administrative writing
Know your audience: understand the reader’s background,
knowledge, and thee purpose of the document.
Be concise and clear: use simple; direct language and avoid
jargon or technical terms that the reader may not understand
Organize information: structure documents logically
Proofread carefully: ensure accuracy of grammar , spelling, and
punctuation
QUESTIONS?
DAY 3
Part 3:Formal
communication
Task N°1: What is formal
communication?
Strategy: Group work
Duration: 20 mn
Expected answer N°1
It is a structured and official method of exchanging information
within an organization, adhering to established channels, rules,
and protocols.
Task 2: What are the key characteristics
of formal communication?
Strategy: group work
Duration: 7mn
Expected answer N°2
• Structured and official: it follows established procedures and
hierarchies within an organization.
• Predefined channels: Formal communication uses specific,
pre-determined routes for transmitting information
• Professional and documented: it is often written, documented,
and recorded, making it a reliable source of information for
future reference.
• Clear and concise: it strives for clarity and precision in its
messaging.
Task N°3:Give examples of formal
communication
Strategy: group work
Duration: 7mn
• Scheduled meetings: board meetings, team briefings and
presentations are all examples of formal communication.
• Official announcements: press releases, company-wide
emails, and policy updates are considered formal
communication channels.
• Reports and proposals: formal reports, business proposals,
and project updates are also part of formal communication.
• Business letters and memos: these are traditional forms of
formal written communication used for official
correspondence.
Task N°4:What are the importance
of formal communication?
Strategy: group work
Duration: 10mn
Expected answer N°4
• It removes the chances of misunderstanding.
• It fosters professionalism at all levels.
• It helps sharing information promptly.
Task N°5: What are the 4types of
formal communication?
Strategy: Individual
Duration: 10 mn
Expected answer N°5
1. Downward communication: from top management to lower-
level employees (e.g. instructions, policies, goals)
2. Upward communication: from employees to higher
management ( e.g. reports, suggestions)
3. Horizontal communication: exchange of information among
peers at the same level, promoting teamwork and
coordination.
4. Crosswise or diagonal communication: interaction between
departments and levels, improving interdepartmental
collaboration.
Task N°6: How is it different from
informal communication?
Strategy: pair work
Duration: 15 mn
Expected answer N°6
Feature Formal communication Informal communication
structure Structured, follows Unstructured; no predefined
predefined channels channels
Tone Professional, objective, Casual, friendly, spontaneous
precise
Purpose Official information, policies Social interaction, relationship
and decisions building
Language Formal, uses proper Less formal, may include
grammar and vocabulary slang and colloquialisms
Feature Formal Informal
communication communication
Examples Emails, reports, Chats, phone calls, social
presentations media interactions
reliability More reliable and Less reliable, can be prone
accurate to rumors and gossip
speed Slower due to Faster due to direct
structured process interaction
evidence Generally documented Often undocumented
Flow of Follow hierarchical Moves freely in all
information chains directions
QUESTIONS?
DAY 4
Part 4: Administration
and Human resources
management
Task N°1: What is administration?
Strategy: 1/2/4/8
Duration: 12 mn
Expected answer N°1
Administration focuses on the overall operational and logistical
aspects. It encompasses:
• Facility management: overseeing the physical workplace,
equipment, and resources.
• Office management: ensuring smooth day-to-day operations
of the office environment.
• Information Technology support: managing IT systems and
infrastructure.
• Record keeping and documentation: maintaining accurate and
organized records.
• Purchasing and procurement: managing the acquisition of
goods and services.
• Travel and logistics: coordinating travel arrangements and
logistics for employees.
Task N°2:What is human resources
management?
Strategy: 1/2/4/8
Duration: 10mn
Expected answer N°2
HRM specifically deals with managing the human capital of the
organization. It focuses on the people aspect of the
organization, including:
• Recruitment and selection: attracting, hiring, and onboarding
new employees.
• Training and development: providing employees with the skills
and knowledge they need.
• Performance management: evaluating and managing
employee performance.
• Compensation and benefits: managing employee salaries,
wages, and benefits packages.
• Employee relations: addressing employee concerns and
fostering a positive work environment.
• Compliance: ensuring compliance with labor laws and
regulations.
Task N°3: What is the relationship
between administration and HRM?
Strategy: group work
Duration :15 mn
Expected answer N°3
• HRM is a specialized area within the broader field of
administration.
• HRM reliess on administrative support functions to carry out
its tasks.
• Both administration and HRM are essential for the overall
success of an organization.
• Administration provides the framework and resources for the
organization to operate, while HRM focuses on managing the
people who contribute to that operation.
Task N°4: What are the key
functions of administration?
Strategy: pair work
Duration: 7 mn
Expected answer N°4
• Planning
• Organizing
• Staffing
• Directing
• Coordinating
• Reporting
• And budgeting
QUESTIONS?
DAY 5
Part 5:Writing and
persuasive techniques
Task N°1: Persuasive techniques
These techniques include using rhetorical questions, emotive
language, evidence, and appeals to authority, reason, and
emotion.
• Appeals to logic and reason:
Logos: this involves usind facts, statistics, data, and logical
reasoning to support your claims.
e.g. citing research findings or presenting a well-structured
argument with clear evidence.
Evidence: Providing credible evidence, such as expert opinions,
research, or anecdotes, strengthen your arguments
Addressing objections: aknowledging and refuting opposing
viewpoints demonstrates a thorough understanding of the issue
and can build trust with the reader.
• Appeals to emotion:
Pathos: using language that evokes emotions like happiness,
sadness, anger, or fear can make your argument more impactful.
Emotive language: choosing words that carry strong emotional
connotations can influence the reader’s opinion.
Anecdotes: short, relatable stories can help readers connect with
your message and make your argument more memorable.
• Appeals to Authority and trust:
Ethos: demonstrating knowledge, expertise
Appealing to authority: citing respected sources, experts, or
authorities on the topic can lend weight to your claims.
Rhetorical questions: asking questions that don’t require a
direct answer but encourage the reader to think about the issue
in a certain way.
Repetition: repeating key phrases or ideas can reinforce your
message and make it more memorable.
[Link]
RULES OF CAPITALIZATION
A- First word of a sentence: every sentence begins with a capital
letter.
e.g. The quick brown fox jumps over the lazy dog.
B- Proper Nouns: these are specific names of people, places,
things or events.
e.g. John, London, Christmas, Google, the Eiffel Tower
C- Titles:
• titles before names: capitalize titles when they precede a
person’s name.
e.g. President Biden, Professor Smith
• Titles after names: do not capitalize titles when they follow a
name or are used as a general description
e.g. the president; Dr Jones, the professor
• Direct address: capitalize titles when used in direct address.
e.g. Excuse-me, Doctor, could you help me?
• Titles of works: capitalize the first word, last word, and all
important words ( nouns, verbs, adjectives, adverbs) in titles
of books, articles, songs,etc.
• Lowercase articles (a, an, the), prepositions ( in, on ,at) and
conjuctions (and, but, or) unless they are the first or last word.
e.g. Pride and Prejudice, Gone with the Wind
• First word of a quoted sentence
• Days, months, and holidays
• Geographical locations and points of compasses: e.g. the
South
• I: the pronoun « I » is always capitalized
• Acronyms and abbreviations e.g. NASA
• The opening/ salutation and closing of a letter:
e.g. Dear Sir, Sincerely,
2-Word splitting
• Words should be divided between syllables and preserving the
natural flow of pronunciation.
• Contractions and abbreviations, and one-syllable words should not
be split.
• Single-letter syllables: Do not create single-letter syllables at the
beginning or end of a line.
• Two-letter endings: avoid ending a line with a two-letter suffix or
carrying over a two-letter suffix to the next line except with « -ly »
• Compound words: Divide compound words at the hyphen or where
the words join. e.g. self-control
• Prefixes and suffixes: divide words at prefix and suffix
boundaries
e.g. « un-kind », « kind-ness »
• Pronunciation: ensure the split does not create misleading
pronunciations
e.g. « therapist » should be split as « ther-apist » not « the-
rapist »
Punctuations
• Period (.): the period is used to indicate the end of a sentence.
It is also used in abbreviations such as Mr., Dr., etc
• Comma (,): commas help separate items in a list, to separate
clauses in a sentence, and to separate adjectives that modify
a noun.
e.g. I bought apples, bananas, and a pineapple.
• Question mark (?): the question mark helps indicate a
question.
e.g. Who are you talking to?
• Exclamation mark (!): the exclamation mark is used to indicate
emphasis or strong feelings.
e.g. I love this movie!
• Colon (:): the colon helps introduce a list or to emphasize a
point.
e.g. There is only one rule: there are no rules.
• semi-colon (;): a semi-colon helps connect two independent
clauses that are closely related or separate items contain
commas.
e.g. We could visit Bill; he has a boat.
• Parantheses (()): parantheses are used to provide additional
information that is not essential to the sentence.
[Link] robber (that blonde guy)was caught this Saturday.
• Hyphen (-): Hyphens are used to connect two words to create a
compound word. They are also used to indicate a word break at the
end of a line.
e.g. When’s the check-in?
• Dash (-): a dash is used to indicate a sudden break or change in
thought. It is also to provide emphasis.
e.g. These women – mother and two daughters – are all excellent at
sports.
English writingl skills1 P7
• Pré requis : technique d’expression écrite, grammaire.
• Travaux dirigés : production de discours sur objectif spécifiques, compte-rendu
des correspondances.
• Eléments de pédagogie :
• Démarches : dialectale, participative
• Méthodes : entretiens, écriture, rédaction formelle, rédaction sur objectif
spécifique.
• Outils pédagogiques : polycopie, vidéo projecteur, médiathèque.
Professional letters
• Tips for writing high impact letters
• Letter of inquiry
• Letter of application
• Pre- interview and pre-sreening letter
• Interview confirmation letter
• Post interview Thank you letter
• Job offer clarification or aknowldgement letter
• Job offer acceptance letter
• Job offer declination letter
• Structure of effective letters
• Networking or informational Interview letter
QUESTIONS?
THANK YOU!