- If it is a letter, put your address, the date and the company's address at
the top left-hand side of the letter.
- Write a salutation: e.g. Dear Sir or Madam, OR Dear Ms Wong. It is better if you know the name of
the person you are writing to.
- Write a subject heading; e.g. Request to interview you about your company
In a letter, this subject heading goes below the salutation. In an e-mail it
goes in the Subject box.
- Write a paragraph about your situation; e.g. I am a student at the Hong
Kong Polytechnic University, studying ...
As part of my course I need to find out about a company in our field.
- Describe your problem; e.g. I need to get first-hand information from an
expert in the industry.
- Say why you selected this company; e.g. I am especially interested in your
company because of its leading position in the field of ... AND / OR My
university lecturer, Dr... , recommended that I contact you.
- Suggest a solution; e.g. I would therefore be very grateful if you could
grant me a short interview of about ... minutes.
- Tell the reader what questions you want to ask; e.g. I would like to ask
you about the organisation of your company, how you market your products and
services, and your opinion on why your company is successful.
- Describe what the information will be used for; e.g. Your answers will
help me in my presentation on your company to my classmates and teachers.
- Describe how this would be good for the company; e.g. This would advertise
your company to my classmates, who are potential members and employees in our
industry, and to my teachers. It would therefore advance your company's
reputation in the field.
- Describe the action you want; e.g. I will telephone you on Monday next week to
arrange an interview time. OR I would be grateful if you would contact me at
the above address to arrange a suitable time.
- Write a polite ending; e.g. Thank you in advance for your kind cooperation. I look
forward to meeting you. OR I look forward to hearing from you.
- Sign off; e.g. Yours sincerely OR Yours faithfully
- Add your name, 'Student of ' and your subject, 'The Hong Kong Polytechnic
University', and any other contact details not already included.
Here is an example letter:
PolyU Student Halls
Attn: Mr L.M. Wong
P.O. Box 1234
Dear Mr Wong
Request to interview you about your company
I am a student at the Hong Kong Polytechnic University, studying English.
As part of my course I need to find out about the English language
requirements of a company.
I need to get first-hand information from an expert in the industry, and
my university lecturer, Dr Smith, recommended that I contact you.
I would therefore be very grateful if you could grant me a short
interview of about 20 minutes. I would like to ask you about the standards
of English you expect from fresh graduates starting work in your company,
what English language training you provide or support, and what kinds of
documents you write in English in your company.
Your answers will help me in my presentation on your company to my
classmates and teachers and will enable me to advertise your company to
I will telephone you on Monday next week to arrange a convenient interview time. Thank
you in advance for your kind cooperation. I look forward to meeting you.
Student of English
The Hong Kong Polytechnic University
8 September 2005.
Thursday, 15 December 2016
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