The Structuring Success: Analyzing Job Application Letters Through Genre Theory and Discourse Analysis
Authors
- JINGWEI HUANGFU China University of Mining and Technology ；The Hong Kong Polytechnic University Author
Keywords:
job application letters,, genre theory,, discourse analysis,Abstract
This paper examines job application letters through the lens of genre theory,specifically utilizing Bhatia's (1993) framework of communicative moves in discourse analysis. By analyzing a job application letter from a candidate for a Bank Executive position at Citibank (Hong Kong) Limited, the study identifies the seven generic moves outlined by Bhatia: establishing credentials, introducing candidature, offering incentives, enclosing documents, soliciting response, using pressure tactics, and ending politely. The analysis highlights the importance of adhering to a clear structure to avoid confusion for the reader and emphasizes the need for candidates to align their qualifications with job requirements effectively. The paper concludes that while some sections may be omitted, a coherent and strategic presentation of information is crucial for successful job applications.
Author Biography
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JINGWEI HUANGFU, China University of Mining and Technology ；The Hong Kong Polytechnic University
Introduction
Genre in the field of discourse analysis is defined by Bhatia (1993) as a recognizable communicative event with specific communicative purpose(s), and it can be understood by both sides of the communicator in it. It often takes place between members within the scholarly or professional community. In this paper, the job application letter will be analyzed using genre theory in the perspective of discourse analysis.
As we know, the communicative purpose of a job application letter is to promote the writer himself, that is persuading the reader to offer an ideal job for him. The following passage analyzes the job application letter according to the seven generic moves by Bhatia (1993: 62-68) whose frame work is as follows:
7 parts generic structure by Bhatia
– Establishing credentials
– Introducing candidature
– Offering incentives
– Enclosing documents
– Soliciting response
– Using pressure tactics
– Ending politely
Analysis the application letter by generic structure
- Establishing credentials
There is no doubt that the establishing credentials is essential part of the application letter. Thus this letter is not an exception, it opens with the establishing credentials. In the first paragraph, Pauline who is the job-seeker states that he knew a job vacancy at Citibank (Hong Kong) Limited as Bank Executive，which is the requirements of the prospective employer. Then he demonstrated he has all the qualities that a successful bank executive should have,which means he as a candidate highlights his key strengths.Then both of the reader and the writer of the application letter know each other’s purpose. There needs match perfectly, which means the finish of first stage of the mode raised by Bhatia (1993: 62-68).
It is worth mentioning that in the first paragraph, Pauline also show his experience as ‘Regional and Branch Manager for the American Express in Singapore and Japan’ in order to prove his has the quality to get the job. The description of his experience should be described as Introducing Candidature. . However, he did not mention the place where he found the recruitment. This may lead to the employer's confusion about the source of the job seeker, which could influence the process of establishing credentials.
- Introducing candidature
After Establishing credentials, the job seeker comes into the second stage which is introducing candidature in the second paragraph. According to Bhatia (1993: 62-68), there are three parts in this stage which are
However,Pauline just covers the first two parts in the first 2 paragraphs and the third part about the employer’s value is discussed in the forth paragraph, which will be analyzed in the latter part of this paper.
At the end of first paragraph,his working experience as branch manager in the American Express belongs to the part of introducing candidature, to be more specific,essential detailing of him.
At the beginning of the second paragraph,essential detailing of the candidature is shown by telling his ability of statistical skills which is proved by the later description of his background as commercial and construction manager in different banks. The rest of the second part tells candidate’s details by telling his quality proved by a lot of his experience as regional manager. These experience includes that he has set up a new construction lending department and developed a $40 million industrial and commercial loan portfolio that has delivered steady returns What is more, he also helped a major Japanese bank launch its operations in Singapore.
In the third paragraph, he begins by stating that: he is now living in HONGKONG and want to find a job as a Regional Manager, which is offering the candidature, the first part of Introducing candidature. It is apparently that the order is not strictly with what Bhatia (1993: 62-68) offers. Thus the reader will fell a little puzzled , because when he firstly know a branch manager with such strong background, he does not not what is the purpose of the writer. So, the order of introducing candidature should be offering, details then value.
The rest of the third paragraph belongs to the third part in second move and this part called indicating value of the candidature is the most important and difficult one. A potentially successful candidate must demonstrate a deep understanding of the demands of the vacancy and show that his qualifications, work experience, and character perfectly match the company's requirements. Actually, when job candidates understand the requirement of the job vacancy, he has to choose each qualification he has to match it carefully. The difficult point is that each person especially those who have strong background like sufficient working experience, high degree, qualified skills and so on. Normally, they would like to show more than what the job requires. But most of the time, the job not not need such excellent qualification, then the job-seeker has to sacrifice what he or she think the best quality to fulfill the needs of the boss. But some clever candidate may take another strategy raised by Randazzo, C. (2012), that is to mention little what the candidate think valuable but the job does not need, then put more details in the appendix or CV. At this time, if the HR is interested in it , they will read the appendix or CV to find more about it. However, if HR is not interested, they will not take the time to read further, and the candidate will not risk wasting HR's time or making them feel bothered.
At the beginning of the forth paragraph, the applicant indicates his value to the company which is the Citibank (Hong Kong) Limited. I mark this part in yellow in the appendix. That is to say, the first sentence in the last paragraph belongs to the final part of Introducing candidature, which is indicating value of the candidature. This part consists of two sections: the qualities and potential of the applicant and the requirements of the company. It is essential to skillfully combine these elements with self-appraisal. However, Pauline has written this section separately, resulting in a lack of coherence. To be more specific, this part should be presented in one paragraph to ensure that the reader can understand the content clearly and cohesively. What he did is putting the first section in the front paragraph and the second section in the latter one, which easily makes the reader puzzled. What is more, the separation of the section indicating the value of the candidacy not only makes it difficult for both the writer and the reader to grasp the purpose of the application letter but also hinders the connection with the subsequent sections of the structure which is Enclosing documents.
After demonstrating his value to the company, the applicant, Pauline, continues with the process of soliciting a response, which I have marked in black. She expresses her strong desire to secure an interview, which Lesikar (1984:283) refers to as "action drive.". Lesikar (1984:283) emphasizes that the presentation should naturally guide the reader toward the concluding action of the letter. This action might involve requesting an interview, if feasible, inviting further correspondence to answer the reader's inquiries, or asking for references. Ultimately, the goal should be to promote ongoing negotiations. Pauline demonstrates this by writing that he would greatly appreciate the opportunity to meet with the reader to discuss the work he has done on his innovative lending procedures, which the targeted bank will coincidentally be starting soon. However, the walk of soliciting a response should follow that of enclosing documents. This is due to the fact that after the walk of Introducing candidature, among which the most important parts are essential detailing and indicating value of the candidature. After the reader finishes reading this section, most of them will likely want to find the details of the candidates, which attracts them, in the enclosed documents. However, if they cannot locate the appendix at that moment, there is a chance they may perceive the preceding content as merely self-appraisal, which could lead to a loss of interest in reading the rest of the application letter. At this time, Pauline does not provide curriculum vitae, that is to say, he does not follow the next walk of enclosing documents according to the structure by Bhatia (1993: 62-68). Instead he continue his application letter with Soliciting response, this may lead to confusion for the reader and the possibility of losing interest in continuing to read the rest of the letter.
After the first and second sentences of the final paragraph shows the walk of indicating value of the candidature and soliciting response, the writer continue with the walk of using pressure tactics. I have marked this part in blue. It is shown by the phrase ‘at your earliest convenience’, especially the word ’earliest’ showing the writer want the fastest respond. But this expression is not so appropriate because it sound like an order for the reader but not a request.However, this expression is not very appropriate because it sounds more like an order to the reader rather than a request. As we know, in social activity, the applicant has less power than HR who is the reader, so it is much better for the writer to show respect to the reader in order to balance the power of each other.Thus, a much better approach for this section would be to provide some facts that explain the writer's situation and request understanding. Falbe (1992) provide a good sample for this ‘I really appreciate a response by the end of the week, as I have other opportunities that I am considering. ’
Finally, the last sentence of the final paragraph shows the last walk of the whole structure which is ending politely. It would not bother to write too much in this part, instead expressing your thanks is sufficient by saying thank you for your reading.
It should be noted that this application letter lacks the section of offering incentives, which is not essential. However, if applicants include this section, it could enhance their chances of securing an ideal job.
Conclusion
After analyzing the whole application letter according to the frame work by Bhatia (1993), We can conclude that the process of writing an application letter should follow a structured order; otherwise, it may cause confusion for the reader. Some sections, such as the one offering incentives, can be omitted. Additionally, when writing this type of letter, the writer should understand the dynamics between themselves and the reader in order to effectively employ the appropriate tactics.
Reference
Randazzo, C. (2012). Positioning résumés and cover letters as reflective-reflexive processes. Business Communication Quarterly, 75(4), 377-391.
Lesikar, R. V. (1984). Business communication: Theory and application (3rd ed.). Richard D. Irwin.
Bhatia, V. (1993). Analysing genre: Language use in professional settings. Longman.
Falbe, C. M., & Yukl, G. (1992). Consequences for managers of using single influence tactics and combinations of tactics. Academy of Management Journal, 35(3), 638-652.
Appendix
Dear Sir / Madam,
Application for the position of Bank Executive (Ref. no. HZ627)
- I am interested in applying for the position of Bank Executive at Citibank (Hong Kong) Limited. In today’s fast-changing banking area, adaptability and a goal-oriented attitude are among the most valuable prerequisites a successful bank executive must have to survive and prosper. I have demonstrated these qualities as a Regional and Branch Manager for the American Express in Singapore and Japan.Establishing credentials+ Introducing Candidature+
- I am an experienced financial lending professional with strong analytical and statistical skills in all areas of banking. My background includes credit analysis, commercial and construction lending, management and new business development.Introducing candidature As Regional Manager, I have organized a new construction lending department and established a US$40 million industrial and commercial loan portfolio that achieved consistent returns. I have also assisted a major Japanese bank in opening operations in Singapore. Essential detailing of the candidature
- As I am resettling in Hong Kong, I am now actively seeking a new banking position as a Regional Manager. Offering the candidature I have read about the innovative lending practices of your bank in Hong Kong and have been intrigued with your imaginative solutions to common lending problems.
- I believe I can make a valuable contribution to the continued development of the Citibank (Hong Kong) Limited.Candidature:Indicating value of the candidature I would very much like to meet with you to describe the work I have done in implementing new lending procedures. Soliciting response Please contact me by phone at (+65) 6733 6733 or by email at pauline_cheung622@gmail.com at your earliest convenience. Using pressure tactics Thank you very much. Ending politely
Yours faithfully,
[Signature]
Pauline On-Ling CHEUNG
Enclosed: résumé Enclosing documents
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