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LETTER WRITING. Letter Writing - Intro. Part of total job search process Communication skills indicator No single correct way, but generic impersonal form letters don’t cut it. Types of ‘Job Search’ Letters. Application/cover – to apply for a specific position

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Letter writing intro
Letter Writing - Intro

  • Part of total job search process

  • Communication skills indicator

  • No single correct way, but generic impersonal form letters don’t cut it


Types of job search letters
Types of ‘Job Search’ Letters

  • Application/cover – to apply for a specific position

  • Appreciation/thank you – to follow up

  • Prospecting – to inquire about general availability of positions

  • Networking – to arrange an informational interview/meeting

  • Acceptance – to accept and confirm a job offer

  • Withdrawal – to remove your job application from consideration

  • Rejection – to decline a job offer


Examples of non job search letters in business
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.


Letter writing principles apply to all letters
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


Letter writing principles apply to all letters1
Letter Writing Principles(apply to all letters)

  • Be positive

    • (optimistic, productive, reasonable, responsible)

  • Cater to reader’s interests

  • Sign and keep copy



Other technical suggestions on letters
Other Technical Suggestions on Letters

  • Center letter (side to side, top to bottom)

  • Capitalization

    • Don’t overdo it (e.g. no need to cap job titles, seasons of the yr, courses taken, senior, agriculture, etc.)

  • Punctuation

    • Don’t 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).


Other technical suggestions on letters1
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: ‘That’s one small step for man, one giant leap for mankind.’ – Neil Armstrong

  • Use consistent verb tense (active preferred)

    • Example: don’t write ‘consistent verb tense should be used’


Other technical suggestions on letters2
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’


Q what do the following have in common
Q. What do the following have in common?

  • indepth

  • first hand

  • alot

  • all around

  • midwest

  • coop


A they all contain an error
A. They all contain an ‘error’.

  • in-depth

  • firsthand

  • a lot

  • all-around

  • Midwest

  • co-op


Application letter paragraphs e g
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.


Thank you letter paragraphs e g
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


Acceptance letter paragraphs e g
Acceptance Letter Paragraphs (e.g.)

  • 1st – Purpose

  • 2nd – Confirmation of terms, action to be taken

  • 3rd – Express appreciation, reiterate interest


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