LETTER WRITING

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 dont 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 readers interests
• Sign and keep copy

7
Letter-writing principles also apply to letters

• Handwritten
• Sent via e-mail

8
Other Technical Suggestions on Letters

• Center letter (side to side, top to bottom)
• Capitalization
• Dont overdo it (e.g. no need to cap job titles,
  seasons of the yr, courses taken, senior,
  agriculture, etc.)
• Punctuation
• Dont 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 Thats one small step for man, one
  giant leap for mankind. Neil Armstrong
• Use consistent verb tense (active preferred)
• Example dont 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

16
(No Transcript)