Business Letters

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Business Letters
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Letter Formats

• Full-block format
• All parts flush left single-space paragraphs
  with extra return between paragraphs
• Block format
• Writers address dateline complimentary close
  and signature line indented to center
• Semi-block format
• Same as above but with paragraphs indented 1/2
  inch

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Inquiry Letter

• Used to obtain information about something
• You are gathering information not selling
  yourself
• The letter should be short and precise

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Inquiry Letter

• Might be able to avoid this type of letter with a
  phone call
• But with large companies this may be the best
  approach
• Send it to the human resources department if you
  cant locate a contact

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Format Inquiry Letter

• Opening Paragraph
• Why are you writing
• What is your interest
• Call to Action
• Brief Close

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Networking Letter

• What is a networking letter
• Written to someone you dont know
• Typically someone referred you to them
• NOT applying for a job with this type of letter

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Networking Letter

• Asking for advice/suggestions
• You probably want to follow-up this type of
  letter with a phone call

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Cover Letter

• Answers three questions
• What is this about (hook)
• What does it have to do with the employer
  (benefit)
• What should the employer do about it (call to
  action)
• SIGN IT!
• Use only black or blue ink.

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Letter Components

• Heading
• Includes address and the date of writing (if not
  on letterhead)
• Date Line
• Used on papers that have letterheads. Separate
  from heading
• Inside address
• Name of person addressed persons title name of
  organization and full address.

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Letter Components

• Salutation
• Formal greeting end with colon informal with
  comma
• Dear Dr. Professor Mr. Ms Mrs.
• Body
• 1st paragraph
• Tell why you are writing letter. Include how you
  found out about job internship etc.
• Middle paragraphs (1-2)
• Use positive statements
• Stress what you can and will do for the company
  business etc.

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Letter Components

• Body cont.
• Last paragraph Call to Action
• Politely request something
• Tell them what you would like them to do
• Please contact me
• I look forward to speaking with you

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Paper

• High-quality
• Light colors
• White gray cream etc.
• Watermark
• Résumé and letter on same stock
• Design your own letterhead

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Some tips

• Sell yourselfhow the company benefits not how
  you would benefit.
• Dont thank the recipient. He/she hasnt done
  anything yet. Preferred is I would appreciate
• Avoid Enclosed is Rather use the word
  enclosed as an adjective when possible The
  enclosed résumé
• Do more than spell-check.

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Employment Skills

• Interpersonal skills
• Teamwork skills
• Analytical skills
• Oral communication skills
• Flexibility
• Computer skills
• Written communication skills
• Leadership skills
• Work experience
• Internship experience

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After the interview

• Send a thank-you letter within one or two days
  after the interview.
• Any written correspondence should be responded to
  in writing.

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Thank-You Letters

• Should always be sent following an interview
  face-to-face meeting or possibly a phone
  conversation
• Can be a business letter or might be good in
  e-mail format
• Use the letter to reiterate topics discussed
  during the interview

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Thank-You Letters

• Place emphasis on those things that make you most
  qualified for the positionbe specific
• Try to send your thank-you note within 1-2
  business days
• If you interviewed with more than one personsend
  a note to all of them

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Final Thoughts

• DO NOT use a standard form cover letter for all
  job applications Why
• Write each letter from scratch and personalize
  them
• Always follow the rule ProofProofLet someone
  else Proof.PROOF!!!