Writing Job Correspondence Career Services Nova Southeastern University

Overview Discuss the importance of correspondence Discuss the importance of correspondence Share the types of correspondence Share the types of correspondence Discuss proper business letter formatting Discuss proper business letter formatting Share the content of each type of correspondence Share the content of each type of correspondence correspondence correspondence Tips for successful correspondence Tips for successful correspondence

“Poor grammar, bad punctuation, and misspelled words suggest that the applicant is either poorly educated or simply doesn’t care about the impression created... The chances are high that the employer is going to forgo reading the accompanying resume and quickly move on to the next job applicant.” Richard H. Beatty, The Perfect Cover Letter

The Importance of Correspondence Typically the “first” impression you make Typically the “first” impression you make One of three opportunities to showcase and prove your qualifications One of three opportunities to showcase and prove your qualifications A key component of a unified presentation to the employer A key component of a unified presentation to the employer It should create and maintain interest in you as a candidate It should create and maintain interest in you as a candidate Successful correspondence focuses on your understanding of and ability to meet the employer’s needs Successful correspondence focuses on your understanding of and ability to meet the employer’s needs

Types of Correspondence Letter of Application – written in response to a specific job within an organization which may have been advertised or identified through networking Letter of Application – written in response to a specific job within an organization which may have been advertised or identified through networking Letter of Inquiry – written to explore employment opportunities with an organization that interests you Letter of Inquiry – written to explore employment opportunities with an organization that interests you Thank you letter – used to thank the interviewer for his/her time and the opportunity to interview; should be sent within 48 hours of the interview Thank you letter – used to thank the interviewer for his/her time and the opportunity to interview; should be sent within 48 hours of the interview

Types of Correspondence Letter of Acceptance – written to express your enthusiasm about joining the organization and to confirm specific terms and conditions of your employment (start date, salary, benefits, bonus, negotiated benefits) Letter of Acceptance – written to express your enthusiasm about joining the organization and to confirm specific terms and conditions of your employment (start date, salary, benefits, bonus, negotiated benefits) Letter of Refusal – used to decline a job offer; be appreciative and polite and thank the employer for the offer Letter of Refusal – used to decline a job offer; be appreciative and polite and thank the employer for the offer

Before You Begin Understand proper business letter format Understand proper business letter format Research the employer and find out who to address your letter to Research the employer and find out who to address your letter to Carefully consider what you want to say and the impact of the letter – what do you want to occur as a result of the letter, how will the reader react to it, develop an outline Carefully consider what you want to say and the impact of the letter – what do you want to occur as a result of the letter, how will the reader react to it, develop an outline Determine your relevant qualifications, strengths, accomplishments, work experiences, etc. Determine your relevant qualifications, strengths, accomplishments, work experiences, etc.

Business Letter Format Decide whether you want to use block or semi-block format Decide whether you want to use block or semi-block format Use resume paper Use resume paper Include your complete address and date Include your complete address and date Address the letter to a person, including their name, title, employer, and employer address Address the letter to a person, including their name, title, employer, and employer address Sign the letter Sign the letter Indicate “Enclosures” Indicate “Enclosures”

Letters

Letter of Application Paragraph 1 Paragraph 1 Hook the reader with creativity. State the reason for the letter. Identify the specific position you are applying for and how you heard of the position. Mention information about the company or the industry. Try to make the connection as personable as possible. Paragraph 2 Paragraph 2 Discuss your strongest qualifications that match the position requirements. Provide evidence of related experiences and accomplishments. Explain why you are interested in working for the employer. Refer to your enclosed resume.

Paragraph 3 Paragraph 3 ( Optional) Convince the employer that you have the personal qualities and motivation to succeed. Sell yourself. Paragraph 4 Paragraph 4 Request an interview and indicate how and when you can be contacted. You can also state that you will call on a specific date to arrange a convenient interview time. Thank the reader for his/her consideration. Be sure to provide your phone number and address.

Letter of Inquiry Paragraph 1 Paragraph 1 Hook the reader with creativity. State the reason for the letter. Identify the specific position or the type of work you are applying for. Mention information about the company or the industry. Try to make the connection as personable as possible. Mention past conversations or mutual acquaintances. Paragraph 2 Paragraph 2 Highlight your strongest qualifications. Provide evidence of related experiences and accomplishments. Explain why you are interested in working for the employer. Target the employers needs. Refer to specific aspects of the organization’s work that interest you.

Paragraph 3 Paragraph 3 (Optional) Convince the employer that you have the personal qualities and motivation to succeed. Sell yourself. Paragraph 4 Paragraph 4 Request an interview and indicate how and when you can be contacted. You can also state that you will call on a specific date to arrange a convenient interview time. Thank the reader for his/her consideration. Be sure to provide your phone number.

Thank You Letter Paragraph 1 Paragraph 1 Thank the interviewer for his/her time. Express your enthusiasm in the employer and the position. Paragraph 2 Paragraph 2 Re-emphasize your strongest qualifications. Recall aspects of the interview that were helpful or enlightening. Draw attention to the good match between your qualifications and the job requirements. Restate what you can contribute if offered the position. Paragraph 3 Paragraph 3 Reiterate your interest in the position. Give a phone number where you can be reached.

Job Offer Acceptance Letter Express your pleasure at receiving the offer and your enthusiasm about joining the organization Express your pleasure at receiving the offer and your enthusiasm about joining the organization Confirm terms and conditions of your employment – salary, starting date, benefits, etc. Confirm terms and conditions of your employment – salary, starting date, benefits, etc. Request a written confirmation of the offer Request a written confirmation of the offer

Job Offer Decline Letter Thanks the employer for the offer and the opportunity to interview Thanks the employer for the offer and the opportunity to interview State that your decision is based on careful consideration of your current interests and goals State that your decision is based on careful consideration of your current interests and goals Be cordial, appreciative and polite Be cordial, appreciative and polite Be brief and direct Be brief and direct Goal is to maintain goodwill Goal is to maintain goodwill

Correspondence Must be in a different tone – a professional, businesslike tone Must be in a different tone – a professional, businesslike tone Necessary to use an appropriate subject header Necessary to use an appropriate subject header Address recipient as Mr., Ms., or Mrs. and spell recipient’s name correctly Address recipient as Mr., Ms., or Mrs. and spell recipient’s name correctly Be brief Be brief Never use slang or symbols - :), LOL, etc. Never use slang or symbols - :), LOL, etc. Avoid wallpapers, multicolored backgrounds, and strange fonts Avoid wallpapers, multicolored backgrounds, and strange fonts End with your full name End with your full name Proofread and check for spelling errors Proofread and check for spelling errors Cut and paste application letter and resume in message; never send attachments unless asked to do so Cut and paste application letter and resume in message; never send attachments unless asked to do so

Successful Correspondence Tips Address letters to an individual; include correct title Address letters to an individual; include correct title Again be brief – one page Again be brief – one page Discuss your qualifications and meeting the needs of the employer – work-centered and employer- centered, not self-centered Discuss your qualifications and meeting the needs of the employer – work-centered and employer- centered, not self-centered Customize each letter; no form letters Customize each letter; no form letters Keep the reader in mind Keep the reader in mind Use quality paper and envelopes for hard copies Use quality paper and envelopes for hard copies Include work experiences where appropriate Include work experiences where appropriate Thank the reader for their consideration Thank the reader for their consideration Proofread, checking for spelling and grammar errors Proofread, checking for spelling and grammar errors

Resources Cover Letters That Knock ‘Em Dead, Yate, Martin, 2002 Cover Letters That Knock ‘Em Dead, Yate, Martin, 2002 The Perfect Cover Letter, Beatty, Richard, The Perfect Cover Letter, Beatty, Richard, Cover Letters for Dummies, Kennedy, Joyce Lain, 2000 Cover Letters for Dummies, Kennedy, Joyce Lain, 2000 Dynamic Cover Letters, Hansen, Katharine and Hansen, Randall H., Dynamic Cover Letters, Hansen, Katharine and Hansen, Randall H., Quintessential Careers – quintcareers.com Quintessential Careers – quintcareers.com

Career Nova Southeastern University 3301 College Avenue, Ft. Lauderdale FL Web Site: Phone: (954) and Fax: (800) x7201 Career Services Division of Student Affairs Looking For A Career? WHAT ARE YOUR QUESTIONS? The Job Search Correspondence presentation was a combined effort of the Career Nova Southeastern University: