1. LETTER WRITING

2. Letter Writing - Intro Part of total job search process
Communication skills indicator
No single correct way, but generic impersonal form letters don’t cut it

3. Types of ‘Job Search’ Letters
Application/cover – to apply for a specific position
Appreciation/thank you – to follow up
Prospecting – to inquire about general availability of positions
Networking – to arrange an informational interview/meeting
Acceptance – to accept and confirm a job offer
Withdrawal – to remove your job application from consideration
Rejection – to decline a job offer

4. Examples of NON Job Search Letters in Business
Purposes:
To present a sales proposal to a customer.
To present a financial proposal to a customer.
To set up a committee meeting.
To set up a business meeting.
To offer a position to a new employee.
To communicate to fellow employees a new company policy.
To write a letter of recommendation in support of a colleague for a new job.
To request and justify company support of a specific departmental proposal (e.g. new equipment, additional funding).
To request information or additional information.
To respond to an inquiry.

5. Letter Writing Principles (apply to all letters)
Identify purpose, at the beginning
Organize material into paragraphs
Be professional
High quality paper
Error free
Address to specific individual
Be succinct, get to the point

6. Letter Writing Principles (apply to all letters)
Be positive
(optimistic, productive, reasonable, responsible)
Cater to reader’s interests
Sign and keep copy

7. Letter-writing principles also apply to letters:
Handwritten
Sent via

8. Other Technical Suggestions on Letters
Center letter (side to side, top to bottom)
Capitalization
Don’t overdo it (e.g. no need to cap job titles, seasons of the yr, courses taken, senior, agriculture, etc.)
Punctuation
Don’t overuse commas, semicolons; use periods to avoid run-on sentences; no need to use period after two-letter abbreviation of state or street
Spelling
No mistakes (use spell check); pay attention to hyphenated words (e.g. in-depth, two word adjectives preceding noun).

9. Other Technical Suggestions on Letters
Small words better than big words
Examples: try vs endeavor
end vs terminate
begin vs commence
Short sentences better than long sentences
Example: ‘That’s one small step for man, one giant leap for mankind.’ – Neil Armstrong
Use consistent verb tense (active preferred)
Example: don’t write ‘consistent verb tense should be used’

10. Other Technical Suggestions on Letters
Use conversational style
Example: ‘There has been an affirmative decision with regard to program termination’ vs ‘The company is ending the program’.
Example: ‘Enclosed herewith is the aforementioned and requested information’ vs ‘I am enclosing the information you requested’

11. Q. What do the following have in common?
indepth
first hand
alot
all around
midwest
coop

12. A. They all contain an ‘error’.
in-depth
firsthand
a lot
all-around
Midwest
co-op

13. Application Letter Paragraphs (e.g.)
1st – purpose, interest, position, source
2nd – qualifications, evidence, refer to resume
3rd (+) – sell yourself
4th – suggest action (interview, meeting, phone call). Show appreciation.

14. Thank You Letter Paragraphs (e.g.)
1st – purpose (express appreciation, follow up)
2nd – reemphasize qualifications, reiterate interest
3rd – provide supplemental information (if any)
4th – reiterate thanks

15. Acceptance Letter Paragraphs (e.g.)
1st – Purpose
2nd – Confirmation of terms, action to be taken
3rd – Express appreciation, reiterate interest