The Art of Letter Writing

In Context

• Assess your abilities.

• Research & evaluation jobs.

• Define your objectives.

Writing Style - Create A Positive Impact

• Act of communication (says who you are as a professional.)

• Understand needs & requirements of employer.

Basic Principles• Plan your purpose supported by facts.

• Group items into logical paragraphs.

• Keep letters personal, warm & formal.

• Hold jargon -- clear & simple.

• Be positive in context, tone, & word choice.

• Use action verbs.

• Vary sentence length & structure -- keeps the reader’s interest.

• Reduce uncertainty & doubt with facts.

• Stress benefits to the reader.

Tips & Guidelines

• Design should be work/employer centered.

• Take responsibility & follow up.

• Address to named individual.

• Use high quality stationary & paper.

• Error free, clean copy.• Tailor each letter.• Keep reader in mind --

easy to read.• Be timely.• Be honest -- show

evidence.

Types of Letters• Remember every communication act (including

cover letter) is a message about you.

• Application -- Generates interest & demonstrates qualifications.

• Prospecting -- Long distance search - focus on broad objectives.

• Networking -- Uncovers opportunities & generates information interviews. Must be sincere & genuine.

Types of Letters - Cont.

• Thank you -- Rule of thumb -- Say Thank you to everyone -- within 24 hours.

• Acceptance -- Confirm the terms of offer to generate a record & paper flow.

• Withdrawal -- Ethical to withdraw all active applications -- Better fit not better job.

• Rejection -- Don’t burn bridges -- Reject promptly, thoughtfully in a courteous manner.

Cover Letter Sample 1 -- Modified Block Style

000 Stalnaker Hall 1 West Virginia University Morgantown, WV 26506 2 October 14, 20XX

Ms. Susan Miller 3 Recruitment Coordinator 4 American Steel Corporation 5 100 Fifth Street Charleston WV 43399-2349 6 Dear Ms. Miller: 7 8

I am writing with regard to the American Steel Management Employment Program. Having read about the tremendous opportunities available for business majors in the ABC Employment Guide, I have enclosed my resume for your review and consideration. 9

I am currently a junior, majoring in accounting at West Virginia University. I have

successfully completed 36 credit hours in accounting and business management and would welcome the opportunity to test my classroom learning with practical work experience in your 20XX Summer Internship Program. 10

My resume reflects my work experience. Through my previous part-time and

summer employment, I have gained skills which will enhance my overall ability to work for American Steel as an accounting aide. My education is important to me and securing a career-related summer position will not only provide me with first-hand experience in accounting, but will also permit me to continue to meet at least 80% of my senior year college expenses. 11

I would like to become a part of your program, I am very eager to discuss my career

goals and will telephone you on October 24, 20XX, to confirm an interview date. At that time, I would also be glad to answer any questions you have and provide additional information as needed. Thank you very much for your time and consideration to my employment request.

12 Sincerely, (Handwritten signature) 13 Anita Job 14 Enclosure 15

1. Current address where you can be reached at the time of correspondence

2. Date letter was written 3. Contact person

4 Title of contact person 5. Company

6. Company address; include complete ZIP code

7. Salutation

8. First paragraph – Include a brief introduction and identify how you first became aware of the employment opportunity. This could have been identified through a resource guide, magazine, individual, career services opening.

9. Second paragraph – Include why you are interested in the particular employer. Is there something unique about the employer? Tell why you want to work for them.

10. Third paragraph – Include our strongest skills, strengths, and qualifications. Do you have transferable skills? Can you demonstrate this in a clear brief statement? Go ahead and highlight what you have to offer!

11. Fourth paragraph – Include your follow-up plans. Take control of your inquiry! Include the date when you will telephone. Offer to provide further information and confirm your interview date!

12. Complimentary closing 13. Written signature

14. Typed name

15. Enclosure line – Means ENCLOSURE! Do not forget to include your resume!

Cover Letter Sample 2

Standard Business Letter Format

3334 Arnold Hall West Virginia University Morgantown, WV 26506 January 31, 20XX

Ms. Margaret Shaffer Recruitment Coordinator International Cosmetics Corporation 35 Main Street Fort Wayne, IN 22233 Dear Ms. Shaffer:

I am currently a senior business administration student at West Virginia University. Having read about the tremendous opportunities available at International Cosmetics Corporation in the ABC Employment Guide, I am interested in obtaining employment in your public relations division.

As my enclosed resume indicates, I have had extensive practical experience in public relations. My summer employment with Jones and Jones provided me with the opportunity to prepare fifteen press releases and to develop copy for five brochures in addition to working as part of a team, talking to clients and performing other public relations duties. This experience, combined with my academic performance, can benefit International Cosmetics Corporation in its continuing efforts to maintain and improve its position in the cosmetic industry.

I plan to visit Fort Wayne during the week of March 4-10 and would welcome the opportunity to meet you personally. I will telephone you on February 9 to arrange a meeting time.

Thank you for your consideration of my employment request.

Sincerely, (Signature)

Mary L. Adams

Enclosure

Thank you for the Interview Sample

Street Address City, State, ZIP code Date of Writing

Mr./Ms. Blank, President Giant Engineering Consultants, Inc. 900 State Street Chicago IL 00000 Dear Mr./Ms. Blank: It was a pleasure to visit with you and to meet the members of your staff. I was pleased with the opportunity to get a closer look at your organization and to hear of the many ventures being undertaken. 2nd paragraph – (See suggestions below for possible applicable paragraphs.) I was most impressed with your organization and handling of employees, especially in the area of quality control. As I understand, you will be in touch with me within a month concerning further consideration. I look forward to hearing from you. Thank you again for the interview.

Sincerely, (Handwritten signature) Your name typed

1. Paragraph to add information not covered in interview— (In reviewing the interview, I was aware that we did not discuss the area of… I failed to mention that my summer employment provided an opportunity for development of some expertise in the…aspect of…)

2. Paragraph to cover information unsatisfactorily presented in the interview— (In reviewing the interview, I feel that I did not accurately answer your question about travel, schedule requirements, etc… I may have conveyed hesitancy about (travel or extra working hours or other special considerations). Your later explanations and descriptions of the job revealed to me the fact that I would find the situations mentioned to be of no real obstacle to me…)

Enclosure

• As soon as possible after the interview or company visit, a letter should be sent to express your appreciation for the time the interviewer spent with you.

• Use this as an occasion to add information, not covered in the interview, that you feel the employer needs to know about you and/or your qualifications for the position.

• Use this as an occasion to clarify any information you feel was not accurately shared during the interview.

• Use this as an occasion to supply additional information that was requested by the employer during the interview.

• Enclose your resume!

Written correspondence with a potential employer is one of the most effective ways to display your communication skills. Take advantage of this opportunity by sending a thank-you letter after you have had a campus interview and especially after an interview associated with a company visit. Sending a thank-you letter is also a simple matter of courtesy.

Additional Resources• Additional resources may be found in the Career

Services Center’s Resources Library.– Some resources available are:

• Cover Letter Almanac• Cover Letters for Professionals• Dynamite Cover Letters• 101 Best Cover Letters

• Career Counselors are available to review your letter and discuss your job search. Schedule an appointment today!

Come visit the Career Services Center!

Finally

• Express your individuality.

• Practice good business writing skills.

• Good letter writing skills will enhance and support your career.