Employment Letters and Other Employment Documents

transcript

Writing a Persuasive Letter

of Application

Types of Letters of Application• Solicited versus Unsolicited

• Traditional versus Electronic

Formatting

• Use your letterhead or include a return address at the top.

• Use standard letter parts; don’t forget the date.• Address the letter to a named person in a

specific company (unless specified otherwise).• Include an appropriate salutation (name of

individual).• Include enclosure (s) notation.

Letter Format• Letterhead

– Make a letterhead for your information– No letterhead--your street address, city state zip,

current date

• Styles– Block style letter (all information at left margin)– Modified block letter (return address,

complimentary close, and typed name begin at midpoint of margins)

Letter Format

• Receiver’s Address– Mr. or Ms. Full Name– Company Title– Company Name– Company Address

• Salutation– Dear Mr. or Ms. Last Name– Use a colon after name :

Letter of Application Content

• General Suggestions– Avoid overuse of personal pronouns: I, me, my.– Use active voice.– Avoid obvious flattery.– Avoid saying “your company.” Use the organization’s

name.– Include reference to resume.– Include research about the company.

Outline

• AIDA Approach for Persuasive letters– Attention– Interest – Desire– Action

• Opening (Attention)

– Mention the job you want.

– For advertised jobs, name the source; include job title, date, and publication.

– If someone referred you, name that person.

– Tell how your qualifications fit the job specifications, show knowledge of the reader’s business, or describe how your special talents will be assets to the company.

Since I have focused my education and training on retail management, your advertisement for a management trainee, appearing October 7 in Section F of the Los Angeles Times, captured my attention.

As a recent graduate of Middle Tennessee State University, I am interested in a ________ position with ________ Company.

• Body (Interest and Desire)

– Demonstrate how your background and training match the job requirements.

– Summarize your principal assets from education, experience, and special skills.

– Avoid repeating specific data from your résumé.

Recent sales and management experience at Rike’s Department Store enabled me to develop the interpersonal and supervisory skills specified in the XYZ advertisement. I started as a salesperson and was soon promoted to assistant manager, a position demanding initiative and responsibility.

In addition, courses at Valley Community College helped me develop computer and communications skills. Please examine the enclosed résumé for details of my qualifications.

• Closing (Action)

– Ask for an interview (not a job). Consider hooking the request to a statement reviewing your strongest points.

– Be enthusiastic, optimistic, and assertive.

– Make it easy to respond. Tell when you can be reached (during office hours).

– (Some recruiters prefer that you call them.)

At your request, I would be pleased to provide the names of individuals who could verify my education, skills, and performance. Please call me at 615-555-5555 to arrange an interview so that we can discuss how my background and training could contribute to Home Depot Stores.

Including References???

References

• Separate sheet• Your letterhead with contact

information at top• Three to five references

– Name, title, company name, company address, company phone number, and perhaps e-mail address.

– Supervisors, Professors, Peers at work

Writing the Letter of Appreciation for

the Interview

Letter of Appreciation Outline

• Appreciation for interview– Mention job you are seeking

• Specifics from interview– Briefly mention qualifications– Convey continued interest

• Look to future– Politely ask for decision

• Pages 556-557

Letter of Appreciation Suggestions

• Use typical business letter format.

• Address to interviewer.

• Avoid overuse of I; use “you” attitude.

• Take extra care in wording and appearance.

• Send within two days.

Completing the Application Blank

Application Blank

• Carry resume and a card summarizing employment information not included on resume.

• Look over form before beginning.• Write neatly.• Be prepared for salary question.• Ask to submit resume along with

application blank.• Pages 557-558.

Writing Other Employment Letters

Pages 555-557