ITK 191 Job Search Letters

1

ITK 191Job Search Letters

Is letter writing obsolete??

• Much of the job search is done on-line, but…o Not always “fill in the blank” – still need writing skillso Frequently you will be required to upload documents

• Many employers will require submission of “cover letter and resume” – even if by email

• Written communication skills are increasingly important to employers

2

3

Types of Job Search Letters

• Cover Letter / Letter of Inquiry• Application Letter• Follow up thank you letter• Letter to accept an offer• Letter to decline an offer

4


• Letter of Inquiry (Cover Letter)• Application Letter

o Not the same – purpose and construction are different

o Think about which you want to send for your situation

5


• Letter of Inquiry (Cover Letter)o Introduction or request for info/interviewo Not necessarily in response to a specific opening

Internship programFrequently do not know specific job or even team

o “I am writing to inquire about your summer internship program as I am seeking an internship for the summer 2013 session. I have enclosed my resume for your review. My area of interest and study is….”

6


• Application Lettero Applying for a specific position that is open

In response to specific job listing

o “Please accept this letter and enclosed resume in application for the position of….”

Sometimes you do know the specific internship position

7


• Other job search letterso Follow up thank you lettero Letter to accept an offero Letter to decline an offer

8


• Follow up thank you lettero Used following an interview / contacto After job fair?o Make a good impression o Remind them of your contact

9


• Letter to accept an offero Make sure everyone understands what has been

offered and what is being acceptedo Get off on the right foot with new employer

10


• Letter to decline an offero Handled well, it may open a future door

11

Before you apply….

• Take every application seriously – it just might be the one that gets you a job offer.o Make sure you want the job before you apply

Don’t just “spam” jobs you are not serious aboutPick a job/internship that appeals to you and target it

o Appearing to not be a serious candidate can come back to haunt you

Industry people sometimes know each otherEspecially in campus recruiting

o Or hurt somebody elseStudent’s Calif. opportunity

12

Overall Letter Considerations

• Overall considerations for job search letterso Many of these apply to business/professional

communications in generalAnd email!!

13


• Email o Becoming commonly accepted communicationo Email letters should be in business

communication format – letter/memoSalutation, greeting, your contact info/sig

Student emails – no subject, no greeting, no sig…Construct message as you would if printingIn job search, recipient may print it for distribution to interviewers – make the right impression

14


• Email o Email is becoming an issue with recruiters

Employers suggest we add exercise on proper email etiquette for business emails to curriculumDifferent companies have different cultures on email

Some are fairly informalSome are very formalRemember, you don’t know how high up the corporate ladder your email may go

Assigned readings – “email manners” “email etiquette”

http://www.itk.ilstu.edu/staff/parmenter/ITK191/email_manners.pdf

http://www.itk.ilstu.edu/staff/parmenter/ITK191/email_ettiquette.pdf

Email tips

• Be concise. Longer messages are difficult to read, and most people will put them aside.

• Avoid sarcasm and too much humor. It can come across as rude or abrupt because the recipient can't gauge your body language.

• Use a descriptive subject line that's no more than four to five words. o One of the keys in email marketing

15

Email tips

• Don't send an email when emotional or angry. Sit on it for 24 hours.o Once you hit send, it’s GONE!

• Avoid emoticons or textese. This should be reserved for personal email.

• Remember, email is not private. Don't put anything in email that you wouldn't "want the whole world to know about."

16

Email tips

• Think twice before hitting reply all. Ask yourself, "Do all these other people really need to hear my reply?" If not, reply only to the original writer.

• Don't send a thank-you email in reply to a thank-you email. "What I find is people are thanking someone for a thank you, and it just doesn't make sense."

• Proofread, proofread, proofread. Check for spelling, typos and word usage.o Turn on spell check! Check on send.

17

Email tips

• Respond within 24 hours. If you require more time, let the sender know you're reviewing the email and when you'll get back to that person.

• Never use all caps or all lowercase. • Start with hi, hello, good afternoon, good morning or

an appropriate salutation. Avoid dear; it's too formal.

18

Email tips

• The proper closing would be thank you or regards. o Sign your full name when emailing recruiters, etc.

After multiple email exchanges first name is OK.

o Your first name is fine with colleagues.

• The ideal font is Arial. • The ideal font size is 12.

19

20


• Make sure that your letter makes the right impression – it does matter!o Professional language & phrasingo Well organized

Beauty of word processingOrganize on the fly - cut & paste

o A person they would want to have represent their company

Consulting, system installs?You are intelligent and educated – convey itFirst look at your communication skills

21

More letter issues

• Pay attention to neatness, grammar, etc.!o First impressions are important

May not get chance to overcome a bad impressionNeatness, correct grammar, etc conveys the idea of competency and attention to detail

Lack of neatness, correct grammar, etc often perceived as indication that work habits may be lacking

22

More letter issues

• Pay attention to spelling and accuracy!o Spell check is your friend!!

Many of us are poor spellersSome people perceive us as less than genius

23

More letter issues

o Use correct words!Spell check doesn’t know it’s the wrong word if it’s spelled right

Pizza Hut “shit manager” vs “shift manager”Proof Read!!!

24

More letter issues

• Use terms and language appropriate for the situationo How you communicate creates an impression

– right or wrong!Use proper business language – no slang

Riley “Has tooken.”

25

More letter issues

• Remember, communication skills are increasingly important to employerso Employer presentations and job listings

emphasize….o This will be their first evaluation of your

communication skills

o **

26

More letter issues

• When writing a letter, it is far more effective to address the letter to the recipient by name.o Contact info in job listing?

e-Recruiting infoInternship/career fair contact

o Might have to dig (web site, contacts, etc.) or call the company to get name

o Never “To whom it may concern”“Dear Personnel Director”“Dear Madam or Sir”

27

More letter issues

• Be decisive—use active rather than passive verbs/phrases. o Trying to earn a B.S. degree…o Pursuing a B.S. degree…o Want to convey action/motivation on your part

• The thesaurus is your friend!!

28

More letter issues

• Be positive about yourself, don’t mention negativeso You’re selling your good pointso We all know nobody’s perfect – buyer scrutinizeso Be optimistic – recognize & strive to overcome

negatives in future position

29

More letter issues

• Avoid semi-negative phrases such as:o “I hope” “I think” “I wish” etc.o They lack confidence and initiative - conditional

• Use phrases that convey confidence and initiative:o “I am certain …” “I am confident …” “I believe …”

• Reader is more likely to have confidence in your abilities if you show confidence in yourself

30

More letter issues

• The physical documento 8 1/2 X 11, heavy, white bond paper, crisp black

print o type font: conservative font (Times, Times New

Roman) o 12 or 14 point

31

More letter issues

• The visual qualityo Proper top and side margins o Position on pageo Standard letter format

MS Word, Open Office, etc. templates?

o Signed in dark ink (black or blue typically)Original signature not photo-copy

32


• Cover Letter / Letter of Inquiry• Application Letter• Follow up / Thank you letter

o Used following an interview• Letter to accept an offer• Letter to decline an offer

33

Cover Letter / Letter of Inquiry

• A networking letter to generate an informational interview with an individual in the field/company in which you are interested.

• Introduction – make connection/impressiono Different from application letter – less specifico Kind of like a salesman’s “cold call”

34


• Research the organization before writing the cover or networking lettero Demonstrate your knowledge of their operation to

the readero Highlight your skills / experience /

accomplishments that match up with themo Roni - landscapers

• Target every letter to a specific type of work.• Something you know they value• Something you want to do

35


• A cover letter / letter of inquiry should always be accompanied by a resume

• Cover letters highlight your experiences and stress previous accomplishments. o Brief, but generate some interesto Movie teasers – resume is the movie

36


• Letters should not just repeat information verbatim from your resume!o Draw attention to certain items in resumeo Entice them to look for more in the resume

37


• Always personalize your correspondence by sending it to a specific person within the organization. o Do the research to get a name—call the

company, know someone who can get the name?Career Center

o A letter addressed to the recipient is much more effective than generic address

38

More on Letters of Inquiry

• If you have a referral, USE IT!!o Referral? Drop a name.o John Doe suggested I contact you to express my

interest in employment with ABC corp. …

• Referral by trusted party is best leg up

• Sample 1 Sample 2

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_Letter_Inquiry.pdf

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_letter_referral.pdf

39




40

Letters of Application

• Always accompanied by a resume. • Except in very unusual situations, is never

longer than one page. • Expands on key elements in the resume. • Follows a conservative, standard letter

format, such as left-justification.

41


• Customizes the accompanying resume to match a specific job. o Directs attention to those specific abilities/skills

that you have identified as key qualifications for this specific job

42

More on Letters of Application

• Generally contains 3-4 paragraphs as follows:o Opening - An introductory paragraph that

references the ad and applies for the jobo Body - One or two middle paragraphs that

highlight specific elements from your resume that make you especially qualified for the job

o Closing - A paragraph that asks for an interview or specific action step.

43

Letters of Application - Body

• Make sure that you obtain a job description or review it if it is included in the advertisemento Make a call if you need too Identify key elements in job descriptiono Identify your skills/qualities that fit

44


• When composing the letter keep sentences reasonably short o “cumulative life experiences..”

• Try to begin paragraphs with a different starting word.o Interesting for reader

45

Letters of Application - Opening

• Opening paragraph – Applies for the job!o Right up fronto Use active language

• “Please accept this letter and enclosed resume in application for the position of …”o Politely commands “Please do this”o Specifically identify the positiono Mention referral as lead-in if applicable

46


• Make sure all the information included in the letter is relevant to the job.o Stay focused and avoid unrelated personal

informationo Probably not important that your mother’s second

cousin’s brother-in-law’s ex-girlfriend lived in the town where their company is located

47


• Be conciseo Say it in as few words possible

This will be read quickly

o Choose words carefullyRead it – how does it sound?

Professional?Thesaurus – find the best word.

48


• Refer to resumeo Mention resume items that match upo Highlight related accomplishmentso Generate interest to encourage reader to review

resume more thoroughly

49

Letters of Application - Closing

• Thank reader for his/her consideration• Express your enthusiasm• Make a clear active statement that asks for

an interview or specific action step.o Please contact me if you think …… NOo I will contact you …… YESo exampleo Remember, examples illustrate both “how to” and “how not to”

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_Letter_Application.pdf

50

Proofreading Your Letters - Style

• Avoids unnecessary subjunctiveso I wish that, I hope thato Relays a contingent mood – be more definiteo I can … I am confident …

• Avoids unnecessary passiveso You know how to reach me…o Call when you're ready to discuss ... o Be active – I will call you …

51

Proofreading Your Letters - Style

• Readability ?o Have proofreader read it aloud to you without pre-

reading.o Note the places where the reader stumbles.o The phrasing in those places is awkward; rewrite

the sentence?

52

Proofreading Your Letters - Content

• Does it have the content that the reader expects?

• Does it include:o A first paragraph that references the job and

applies for the jobo Middle paragraphs that amplify the points in the

resume which will be most important to the addressee, and

o A final paragraph that asks for an interview?

53

Proofreading Your Letter - Content

• Do your words convey the meaning you intend?o Sometimes you know what you want to convey –

but does the letter convey the idea you want?o I already know, but reader doesn’t

More difficult for reader to grasp

54

Proofreading Your Letter - Content

• How to tell:o Have a proofreader write one-sentence

summaries of the middle paragraphs and compare those summaries with ones you have written.

o Did the proofreader receive the same message you are trying to send?

o Any discrepancies between the two show lack of clarity

• It’s corny, but it works!

55

Proofreading your letters – Grammar and mechanics

• Each sentence ends with a period • Subjects and verbs agree • Avoids run-ons and fragments • Proper names spelled correctly

Spell check

• Spell check doesn’t know it’s the wrong word if it’s spelled right!• Site - sight• they’re - there - their

•Proof read!!56

57




58

Follow Up Letters

• A follow-up letter is written to thank the person who interviewed you. o Good etiquette makes a good impressiono Not done as often as it should be

Who sends “thank you” notes anymore?

o May make you stand out in their mind

59

Follow Up Letters

• How many have had a formal interview for an internship or other position?

60

Follow Up Letters

• How many sent a follow up letter after?

61

Follow Up Letters

• The letter serves to remind the interviewer of who you are and what position you are seeking.o Keeps you in their mindo Unobtrusive but effective

Phone call could be inconvenient – letter is notLetter is tangible – will probably keep it

Won’t be forgotten by busy people, like a phone call can

62

Follow Up Letters

• Recruiters say:o It is not done often

It may be unexpected

o It makes a very good impression when it is doneParticularly when it is unexpected

o It is likely to make you stand out and be remembered.

May be the thing that sets you apart, all else being equalAITP pres – only one sent – made the diff. in close call

63

Follow Up Letters

• Remind & reinforceo We’re not just polite , we’re also shrewd!o Mention the date and place of your interview. o Refer to details of your conversation.

Something that stands out?

o Restate your interest in, and strongest qualifications for the position.

o If you are excited about the opportunity after the interview, say so

64

Follow Up Letters

• Multiple interviewers?o One letter to primary contact should be sufficiento Be sure to refer to others in lettero You can expect him/her to pass info on

65

Follow Up Letters

• Via e-mail?

66

Follow Up Letters

• Via e-mail?o Previous correspondence via email?

If so, Yes.Remember it’s a business communication

o Follow up with mailed printed letter?HR people say yesMakes good impressionShows good business etiquette

• Example Example Example

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_letter_thankyou.pdf

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_letter_thankyou1.pdf

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_letter_thankyou2.pdf

67




68

Acceptance Letters

• Accept the offer in first sentence.o Do this even if a verbal acceptance has been

given over the phone• Restate the position, starting salary, and

starting date.o Can feel a little awkward, work on phrasingo This insures there are no misunderstandings of

what was offered and accepted

69

Acceptance Letters

• Express gratitude and enthusiasm.o Get off on the right foot

• Indicate arrangements you will be making.o Giving notice at current positiono Preparing to relocate

Stevie

70

Along with acceptance letters

• Withdrawal letterso Send to every organization where you are still

under considerationAssume you are still under consideration unless you have been told otherwiseMay pay off in the future – strange things happen

71

Along with acceptance letters

• DON’T ACCEPT ANOTHER INTERVIEW• DON’T ACCEPT ANOTHER JOB

o May be exceptions in unusual circumstanceso Needs to be handled gracefully

Chris

• Example acceptance Example withdrawal

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_letter_acceptance.pdf

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_letter_withdrawal.pdf

72




73

Declining an Offer

• Decline the offer clearly• Be truthful, but tactful• Leave a good impression

o You don’t know the futureTeri, Vince

• Example

http://www.itk.ilstu.edu/staff/parmenter/ITK191/letter samples/Sample_letter_decline.pdf

ITK 191 Job Search Letters

Documents

Transcript of ITK 191 Job Search Letters