LETTER WRITING

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

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

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.

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

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

Letter-writing principles also apply to letters: Handwritten Sent via e-mail

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).

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’

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’

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

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

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.

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

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