Writing Application Letters

1
Writing Application Letters

• What youre sending,why youre sending it and how
  the reader can benefit from reading your material
• Be specific
• Never volunteer salary information unless an
  employer asks for it
• Keep it short
• Show some personality
• Aim for high quality

2
Solicited versus Unsolicited

• Solicited Application Letter In response to an
  announced job opening, should know requirements
  of the organization
• Unsolicited Application Letter To an
  organization that has not announced an opening.
  Focus on the needs of the employer, start by
  capturing the readers attention and interest

3
Organizing Application Letters

• Getting AttentionUse AIDA (Attention-Interest-Des
  ire-Action) approach, focus on your audience
  emphasize reader benefits gt Opening paragraph
• 1. Clearly state your reason for writing
• 2. Give a recipient a reason to keep reading

4
Organizing Application Letters

• Middle Section Expand on your opening, present a
  more complete picture of your strengths
• Final Paragraph Respectfully ask for specific
  action and make it easy for the reader to respond

5
Application Follow-Ups

• If application letter and resume fail to bring a
  response within a month, write to keep your file
  active
• If kept on file, dont hesitate to send a
  follow-up letter 3 months later to show that
  youre still interested showing that Youve
  continued to add to your skills or that youve
  learned more about the company or the industry

6
Interviews

• Discussion with a purpose
• Include facial expressions, eye contact, gestures
  posture
• May cause misunderstanding confusion gt develop
  strong interviewing skills

7
Understanding the Interview Process

• Employment Interviews have a dual purpose
• Finding the best person available for the job
• Your main objective Finding the best job
  suitable for your goals capabilities

8
Typical Sequence of Interviews

• Stages
• I) Screening Stage Campus, invitation of the
  candidates for further evaluation, similar
  questions, standardized evaluation ,
  Get-to-know-you interviews.
• Follow the interviewers lead keep your
  responses short, differentiate yourself from
  others, emphasize the theme you used in
  developing your CV.

9
II) Selection Stage

• Will talk with several people
• Show interest in the job
• Relate your skills experience to the
  organizations needs
• Listen attentively
• Ask insightful questions
• Display enthusiasm

10
III) Final Stage

• May receive a job offer
• May be invited back for final evaluation
• Underlying objective Selling you on the
  advantages of joining the organization

11
Common Types of Interviews

• 1) Structured Interview Screening
• Asking a series of prepared questions in order.
• Answers noted
• Poor measure of applicants quality
• But create uniformity in hiring process

12
2) Open-ended Interview

• Less formal unstructured with a relaxed format
• Open-ended questions, encourages you to talk
  freely
• Good for bringing out your personality testing
  professional judgment

13
3) Group Interviews

• Meeting with several candidates to see how they
  react
• Useful for judging interpersonal skills
• 4) Stress Interview Help recruiters see how you
  handle yourself under pressure Pause for a few
  seconds to collect your thoughts, then continue
  knowing what the interviewer is up to.

14
5) Video Interview

• Videoconferencing systems to screen
  middle-management candidates
• To interview new recruits at universities
• Speak clearly but not more slowly than normal
• Look up but not down
• Sit straight
• Arrive early enough to get used to the equipment

15
6) Situational (Behavioral) Interview

• Youre asked to explain how you would handle(d) a
  specific set of circumstances
• No correlation exists between how well people
  answer traditional interview questions how well
  they perform on the job
• gt Each job requires different mix of personality
  traits Interviewers task is to find out whether
  you will be effective on the job.

16
What employers look for in an interview?

• Suitability for the specific job is judged on the
  basis of
• Academic preparation
• Work experience
• Job-related personality traits

17
Preemployment Testing

• Integrity tests For ethical or legal issues
• Personality tests Used to assess general
  character or suitability for the demands of a
  specific situation
• Job skills tests Assess the competency to
  perform a job
• Substance tests Drug alcohol testing
• Background tests Verifying credentials in CV,
  learning if you have a criminal history etc.

18
Preparing for a job interview

• Will help you perform better under pressure
• Consider any cultural differences
• Base your approach on what your audience expects
• I) Learn about the organization

19
II) Think ahead about questions

• A) Planning for the Employers Questions Your
  skills, achievements, goals, attitudes toward
  work school, relationships with others, hobbies
  interests or (Table 15-2)
• What was the hardest decision you ever had to
  make?
• What are your greatest weaknesses?
• What didnt you like about previous jobs youve
  held?
• Where do you want to be five years from now?
• Tell me something about yourself

20
B) Planning questions of your own

• You are responsible for deciding whether the work
  and the organization are compatible with your
  goals values. Are these my kind of people.
  Examples
• Can I do this work?
• Will I enjoy the work?
• Is the job what I want?
• Does the job pay what Im worth?
• What kind of person would I be working for?
• What sort of future can I expect with this
  organization?

21
B) Planning questions of your own

• You dont necessarily wait until the interviewer
  asks if you have any questions of your own look
  for smooth ways to work prepared questions into
  the conversation
• Impress the interviewer with your ability to
  organize be thorough by bringing a list of
  questions
• Table 15-3

22
Bolster Your Confidence

• Make a better impression make the whole process
  less stressful
• Emphasize positive traits (warmth, wit,
  intelligence, charm)
• Instead of dwelling your weaknesses focus on
  strengths

23
Polish you Interview Style

• Competence confidence are the foundation of
  your interviewing style
• Enhance these by giving the interviewer an
  impression of poise, good manners good judgment
• Role-playing, videotaping or audiotaping
• Nonverbal behavior Eye contact, sit in attentive
  position, use frequent hand gestures gt alert,
  assertive, dependable, confident, responsible
  energetic U.S.
• Sound of your voice the way you speak
• Avoid You know, like, um etc. Table 15-4

24
Plan to Look Good

• Dress conservatively (dark, solid color) and be
  well groomed
• You DONT need to spend a fortune on new clothes,
  but you do need to look clean, prepared and
  professional.
• One of the best ways to look good is to smile at
  appropriate moments
• Make professional appearance and habits a routine
  part of your day after you had the job Meeting
  times, t-shirts etc. gt sign of mutual respect

25
Be Ready when you arrive

• Take a small notebook, a pen, list of the
  questions you want to ask, 2 copies of CV,
  outline of what you have learned about the
  organization
• May also take your transcript, list of
  references, portfolio containing samples of your
  work, performance reviews, certificates of
  achievement
• Arrive early relax, bring stg. business-related
  to read. If opportunity available, express
  enthusiasm for the job. Checklist

26
Interviewing for success

• Present a memorable headline at the screening
  stage
• Cover all your strengths during selection stage
  touch briefly on all your strengths, but explain
  3 or 4 of your best qualifications
• Emphasize your personality during a final
  interview

27
Every interview has these stages

• I)The Warm-up Most important, 20 sec.
• Body language is important
• Hand shaking
• Seating
• Let the interviewer start the discussion
• Listening cues telling you what the interviewer
  is interested in knowing about you as a potential
  employee.

28
II) The Question-and-Answer Stage

• Questions answers consume the greatest part of
  the interview
• Dealing with questions Let the interviewer lead
  the conversation, NEVER answer a question before
  he/she has finished asking it
• Listening Paying attention to both verbal
  nonverbal messages help you
• Fielding discriminatory questions Related to
  your qualifications, information- personal,
  responding.
• Table 15-5

29
III) The Close

• Concluding the interview with courtesy
  enthusiasm
• Discussing salary Research salary ranges in your
  job, industry geographic region before
• Negotiating benefits may be one way to get more
  value from an employment package
• Checklist

30
Interview Notes

• Keep a written record of your job interviews
• Briefly summarize the interviewers answers to
  your questions
• Evaluate your performance during the interview

31
Following up after the interview

• 1) Thank-you-message Express your thanks within
  2 days
• Acknowledge the interviewers time and courtesy,
  convey your continued interest and then ask
  politely for a decision
• Keep your message brief and organize it like a
  routine message
• Sound positive without sounding overconfident.
  Figure 15-3

32
2) Message of Inquiry

• If not taken an answer by the promised date or
  within 2 weeks
• Appropriate if received a job offer from a second
  firm
• Follow the model for a direct request

33
3) Request for a time extension

• Preface your request with a friendly opening ask
  for more time, stressing your enthusiasm for the
  organization
• Conclude by allowing for a quick decision if your
  request for additional time is denied
• Ask for a prompt reply confirming the time
  extension if the organization grants it
• Direct request, but be careful to show your
  continued interest.

34
4) Letter (e-mail) of acceptance

• When you receive a job offer that you want to
  accept, reply within 5 days
• Begin by accepting the position expressing
  thanks
• Cover any necessary details
• Conclude by saying that you look forward to
  reporting for work
• Be careful Legally binding contract
• Positive letter Should convey your enthusiasm
  eagerness to cooperate

35
5) Letter declining a job offer

• The model for negative messages
• Open warmly, state the reasons for refusing the
  offer
• Decline the offer explicitly close on a
  pleasant note, expressing gratitude
• By taking the time to write a sincere, tactful
  letter, you leave the door open for future
  contact.

36
6) Letter of resignation

• Should always be written in a gracious
  professional style that avoids criticism of your
  employer or your colleagues
• Follow the bad news plan make the letter sound
  positive
• Say stg. favorable about the organization, people
  or what youve learned in the job
• State your intention to leave give the date of
  your last day on the job
• Give at least 2 weeks notice Checklist