Formal Business Writing Cover Letters & Thank You Letters 1 Mrs. Georgacopoulos- Language Arts Specialist

What is a Cover Letter? A formal business letter that introduces YOU and your RESUME to an employer “Why are your skills and professional background a perfect match for the position you are applying for?” 2

What is a Thank You Letter? A follow up that expresses appreciation after and interview -Know your audience (Refer to your interview experience) -Typed vs. hand written - ed vs. Mailed Last chance to make a good impression to get the job! 3

Why are these letters important? Both forms of writing are samples of your communication skills communication skills = They create an image of who YOU are as a professional 4 CLICK

Purpose of Cover Letter A chance to emphasize/elaborate parts of your resume An opportunity to connect your skills with employer’s needs You’re providing a reason for the employer to want to read your resume TIP  Always send a cover letter with your resume 5

Purpose of a Thank You Letter Proper business etiquette Less than 10% of interviewees follow up in this manner Giving interviewer a chance to remember you Proof that you pay attention to detail TIP  SEND WITHIN 48 HOURS! 6

Letter Break Downs COVER LETTERS Paragraph 1 I’m interested in ___________ Paragraph 2 Here’s why I’m a perfect fit for the position ! Paragraph 3 I WILL call you to verify the receipt of docs. THANK YOU LETTERS Paragraph 1 Thanks for the interview! Paragraph 2 I’m interested in … Rephrase Cover Letter’s 2 nd paragraph Paragraph 3- ?’s call ME 7

Both should... Be printed on quality paper (unless ed) Customized each time you apply/interview for job Spell/grammar checked Read out loud Proofread by another person 8

Tips to Keep in Mind Concise Writing- Focus on 2 nd PARAGRAPH = your WOW! paragraph!!!!! Address it to a specific person (spell correctly) Tailor info. to the job you are applying for! LEFT Aligned-No paragraph indentation Times New Roman / 12 pt. font Do not overuse the word “I” No slang or text spelling Do not overuse contractions Sign name in blue or black ink 9

General Hiring Steps 1)Complete a job application 2)Send a cover letter with your resume 3)Follow up on the receipt of the documents 4)Interview/interviews 5) Send thank you letter within 48 hours (ALWAYS) 6) Hands-on observation experience ? 7) Wait for that phone call/ 10

11 COVER LETTER SAMPLE October 28, 2011 Ms. Karen Johnson, Human Resource Manager Technology Center of DuPage 301 South Swift Road Addison, IL Dear Ms. Johnson: I am writing this letter in regard to the Learning Resource Center Assistant position. I learned of your opening from the advertisement posted in the Chicago Sun Times. Currently, I am a student in the Travel and Tour Program at the Technology Center of DuPage, and have been trained on the basic computer skills required for data entry. I have been a part of the “A” team for two years now, and have won various awards on my organization skills. I am known as a person who communicates well with others and who enjoys to help when possible. This is why I have volunteered to assist younger students with homework after school. I plan to open my own Traveling office in the future and feel that the experience in the LRC office would help enhance my skills. I am certain that my efficient communication skills and disciplined work ethic will meet and exceed your expectations for the job position. Your institution has an excellent reputation in DuPage County and I would like to be a part of your team. Along with this letter, I have enclosed my resume so you can view my qualifications. Please feel free to contact me for an interview if my skills and background can be of use. I will follow up with you in a couple of days to verify the receipt of my documentation. Thank you very much for your time. Sincerely, Jill Brady 1234 Main Street Lombard, IL Enclosure: Resume Careful with the titles & genders! Formal Business Letters call for a colon following the greeting! All paragraphs are aligned to the LEFT Sign with Blue or Black INK! Is your professional sounding? Enclosure signifies anything else that is attached to the cover letter! Write out the full date!