LETTER%20WRITING - PowerPoint PPT Presentation

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LETTER%20WRITING

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Title: LETTER%20WRITING


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
  1. Application/cover to apply for a specific
    position
  2. Appreciation/thank you to follow up
  3. Prospecting to inquire about general
    availability of positions
  4. Networking to arrange an informational
    interview/meeting
  5. Acceptance to accept and confirm a job offer
  6. Withdrawal to remove your job application from
    consideration
  7. 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
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