Fundamentals of writing

FUNDAMENTALS OF WRITING

May 8, 2014

TodayJob applications (continued)

- Letter of application (LoA)/ Cover Letter

Letters of Application (Cover Letters)The letter of application is a cover letter you send to a prospective employer to supplement your résumé.

- This is a type of business letter.

Letters of Application (Cover Letters)The letter of application is a cover letter you send to a prospective employer to supplement your résumé.

It should be:

Personable – about you.

Professional – demonstrates your professionalism.

Persuasive – sells yourself to the prospective employer.

Letters of Application (Cover Letters)Different from résumés:

1. A résumé is a compilation of facts only. A LoA is more personal.

2. A résumé includes all relevant details. A LoA includes only the most relevant details.

3. A résumé includes personal data, specific course data, and may include references. A LoA does not (exceptions: course work).

Letters of Application (Cover Letters)This document can be the difference between getting an interview or having your résumé go here:

Letters of Application (Cover Letters)Main purpose:

Convince the prospective employer that you can use the experience and education listed on your résumé in the job.

Letters of Application (Cover Letters)Guidelines:

1. Supply contact information as part of your letter head.


2. Make the letter look attractive.

- Wide margins. - Short paragraphs(max. 4 – 5 sentences).

- Single-space paragraphs.

- Double space BETWEEN paragraphs.


3. Send your letter to a specific person.

- Avoid “To Whom it May Concern,” “Dear Sir or Madam,” “Dear HR Director,” - Get an individual’s name (check company website, call the company).

- Make sure the recipient’s name is complete and spelled correctly!!!!!!!!!


4. Emphasize YOU.

- Imagine if you were the employer; what would you want to see in a LoA?

Do not boast too strongly, though.

“I am the most efficient and effective safety engineer.”

“I will sell the most units.”

“I am the best writer I know.”

“I am the KING of accounting.”

“I was the best student in my school.”

“I am AWESOME!”

Boasting - examples“I am unequivocally the most unflaggingly hard worker I know.”

“I left Villanova because the work was too easy. Once I realized I could achieve a perfect GPA while holding a part-time job at NYU, I decided to redouble my effort by placing out of two classes, taking two honors classes, and holding two part-time jobs.”

“That semester I achieved a 3.93, and in the same time I managed to bench press double my bodyweight and do 35 pull-ups.”


4. Emphasize YOU.

- Convince the prospective employer that you will be a valuable addition to their organization:

- Your accomplishments. - Your professional manner.


5. Close with a polite salutation.


6. Don’t send your first draft.

- Write, re-write, re-write, re-write.

- Make sure to revise and edit carefully.

- The average employer spends < 10 seconds looking at LoAs.

One mistake…and you can guess what happens.

Parts of a LoA

Letter Head (name and contact info).

Date

Recipient’s informationSalutation

Opening paragraph.

Body. - education - experience

Closing.

Relate these to the position applied for.

LoA: Opening paragraphThis is your introduction and should indicate:

- Why you are writing.

- Where you found out about the position or company.

- What is your most important qualification for the position.

LoA: Opening paragraphDo not begin with a question:

“Are you looking for a dynamic, young, and talented accountant?”

Be more professional:

Special case: KACSurprisingly, KAC is not a well-known school (YET!).

Thus, it would be beneficial for you to include a brief description of this school

i.e.,

I am currently studying for a bachelor degree in international business from Keimyung Adams College, a 4-year honors degree college where all coursework is conducted in English, with faculty from all over the world.

LoA: Opening paragraph

- In this example, the writer mentions the person through whom he heard about the job (personal connection)

- Do this when possible.

LoA: BodyThis provides evidence from your résumé to prove you are qualified.

- Keep sentences short and readable.

- Don’t begin every sentence with “I”.

I have good management skills. I gained relevant experience through my recent internship. I learned from prominent professionals. I was involved in many decision making processes.

LoA: BodyI have good management skills. I gained relevant experience through my recent internship. I learned from prominent professionals. I was involved in many decision making processes.

Revised

My management classes taught me about effective management skills. In addition, I gained 100 hours of management experience through my recent internship at Nike Korea. This internship provided me with an opportunity to learn from prominent professions and I was involved in many decision making processes.

LoA: BodyThis provides evidence from your résumé to prove you are qualified.

- Highlight your qualifications by citing specific accomplishments.

- Mention that you are enclosing your résumé.

LoA: BodyHighlight your qualifications by citing specific accomplishments:

- Tell the reader exactly how your schoolwork and experience qualify you to perform and excel at the job.

- Show how you can make a positive contribution to the organization.


- Don’t simply say “I’m a great salesperson.”

Instead:

- Demonstrate your accomplishments by stressing that you increased sales volume in your department by 15 percent within the last six months.

- You won an award for customer service.

- You reduced costs by 15 percent.


- “I did a great job in my communication skills class..”

Instead:

- I received exemplary grades in my communication skills classes, particularly on presentation and public speaking projects. These are skills I am ready to put to use for COMPANY X.

BodyDiscussing education:

Emphasize marketing WHY and HOW your most significant educational accomplishments

- course work, degrees, certificates, training, etc.-

are relevant for the job.


Poor example:

I will graduate with a degree in IT.


Better example:

- Talk about 36 credit hours in software security. In my current studies, I completed 36 credit hours in software security.

- 12 credit hours in global business. I also took 12 credit hours in global business courses, which provided me with skills to apply my software security knowledge in a business context.

Show exactly how you are qualified!

BodyDemonstrate that your education, experience, skills, etc. are RELEVANT to the job.

i.e.,

If the position requires strong communication skills, you could emphasize the communications classes you have taken (i.e., Comm. Skills, Comm. English 3); you could also emphasize the strong group-project focus of KAC education.

BodyMention you are enclosing a résumé.

You will also write:

Enclosure: Résumé at the end of the document, as well.

Body

- talks about relevant education andapplies it directly to the employer’s business.

Body

Talks about relevant work experience.

Uses words like: - responsible for… - creating - designing - executing

Also mentions his enclosed résumé.

ClosingThis provides a conclusion and should emphasize once again your qualifications, ask for an interview or phone call, and indicate when you are available for an interview.

ClosingKeep it short (2 – 3 sentences). Perform the following functions:

1. Emphasizes briefly once again your major qualifications.

2. Asks for interview or phone call.

3. Indicates when you are available for interview.

4. Thanks the reader.

Closing

- Mentions qualifications.

- Asks for an interview.

- Indicates availability.

- Thanks employer.

ClosingEnd gracefully.

Avoid:

“I want an interview.”

“I expect to hear from you.”

“Please give me an interview.”

“I would like an interview at your convenience.”

Poor closingsI would like to set up an interview with you. Please call me to arrange a convenient time.

Too pushy. The employer will decide on these things.

Better:

i.e., I am available for an interview at your convenience.

I am available for an interview any day after 3:00 p.m.

Poor closingsI don’t live far from your office. Let’s meet for coffee sometime next week.

Too informal. Instead, state that, since you live nearby, you will be available for an interview.

Better:

I live nearby the Corporation X office and am available for an interview at your convenience.

Poor closingsI would like to discuss other qualifications you have in mind for the job.

Introduces a new subject. How do you know what the interviewer might have in mind?

ClosingSafe closing lines:

- “Thank you for your consideration.”

- “Thank you for considering my application.”

Do not, ever, ever, ever, under any circumstances, say:

- “Thank you for reading ”

ClosingEnd with a closing salutation

Before you send it

CHECK IT AGAIN!

Real-life cover letter samplesOpening:

“I promise to keep this short ant to the point. I’m looking for a job, within the fields of advertising and or marketing. As I searched online I stumbled upon your company and thought that I’d drop you a line to see if you had any openings. I have a string background in video production… ”

Real-life cover letter samplesDescribing yourself:

“The colors red, blue, and lavender are those that I identify with the most. I feel they accurately describe my personality. I choose red because I turn red when I get embarrassed ….”

Real-life cover letter samplesEmphasizing Skills:

“[My] proven record of successful brand building … demonstrate[s] my ability to perform in a fast paced environment. Originally from Vietnam, I also offer expertise in the following areas:

- Asian cuisine: I deliver Nem, in-box or out-of-the-box,

- Traditional massage: I satisfy Client above their expectation,

- Karaoke singing: but also a lot of listening, listening and listening to Client.

Would you like to taste any of those, please feel free to contact me on my email address mentioned above.”

Real-life cover letter samplesEmphasizing Skills:

“I also have a degree English which serves me well in editing text for poor grammer or typos.”

Real-life cover letter samplesReally gets to the point:

"Here's my resume. Call me. 555-8503."

DecideKAC graduate

Position she is applying to (including company/organization)

What qualifications (education & experience) she has.

be realistic.

Assignment 3 – A few notes1. Remember to single-space paragraphs (and sender/recipient information)

Harvey Jones

Manager

The Excellent New Corp.

Apple Grove, RI

1-902-638-3277 [email protected]

Too much spacing

Assignment 3 – A few notes1. Remember to single-space paragraphs (and sender/recipient information)

Harvey JonesManagerThe Excellent New Corp.Apple Grove, RI1-902-638-3277 [email protected]

Single-spaced

Assignment 3 – A few notesThe salutation should end with a colon :

Dear Mr. Floppywick:

Dear Ms. Weaver:

- If you absolutely cannot find the person to address your application to, use:

Dear Hiring Manager:

Dear Sir or Madam:

References InformationReferences

Name:Position:Company Name:City & Province:Contact: (phone number and/or e-mail address).

References Information - ExampleReferences

Dr. Tim MeadowsProfessorJones Central UniversityAnytown, South Korea82-53-9874-8503 [email protected]

Harvey JonesManagerThe Excellent New Corp.Apple Grove, RI1-902-638-3277 [email protected]

mailto:[email protected]

References InformationFor Assignment 3:

- Attach 2 references (whether they are real people, or not) as a final page of your application.

Reminders Cover letter draft: Tomorrow (11:59 pm)

Documents

Fundamentals of writing