1

Guest Speaker

Chapter 3

Correspondence

CH 3: Power LettersThis seems to be the biggest challenge in a job search

But the letters you write during a job hunt are the most important

2

CH 3: Power LettersTypes:

• Cover Letter• Thank You Letter – Letter of Appreciation• Network Letter• Acceptance Letter• Rejection Letter• Letter of Resignation

CH 3: Power LettersBasics:

• Minimum of 3 paragraphs• Paragraph 1 – Why are you writing?• Paragraph 2 – Why employer should call you back• Paragraph 3 – Contact information

CH 3: Power LettersTips:

• Write original letters – no form letters• Address it to a specific person, if you do not

know who, call to get name and proper spelling• Utilize appropriate titles• Keep it to one page• Check spelling, language, grammar and

abbreviations• Have someone proofread

3

CH 3: Power LettersTips:

• Eliminate the word I• PS can be effective if used correctly• Typed letters only• Utilize stationary that matches your resume• Date and sign• Type the envelope as well

CH 3: Power LettersBasic parts of a letter– Personal Identification– Date– Inside Address– Salutation– Opening Paragraph– Body Paragraph– Closing Paragraph– Signature– Enclosure– cc – always send to someone who is mentioned

CH 3: Power LettersCover Letter– Is used every time you mail your resume

to an employer, reference, business associate, or friend

– It introduces you, explains the purpose of your writing, and highlights your capabilities.

– Check List (Handout)

4

CH 3: Power LettersGuidelines– Attach an original TYPED letter to every

resume you mail.– Address each letter to a specific

individual and use correct courtesy and job titles. Make sure you spell their name right!

– Establish a bond with the reader in the first paragraph

CH 3: Power Letters– Share your accomplishments. Then

support claims with evidence– Keep the letter short– Date and sign every letter– Mail copies of the letter to everyone

mentioned – Ask for the interview– Include information on how you prefer to

be contacted

Sample Cover letter 3-9

5

CH 3: Power LettersFollow-up Letter/Thank You Letter– After every interview – Especially if you have interest in going to

the next step in the hiring process– Can be hand written or typed– This could make the difference between

getting a second interview or not

CH 3: Power LettersTips– Always send to the key hiring decision-

maker, but you may send to everyone you spoke with in the company

– It is acceptable for this to be written if your handwriting is legible

– Keep your follow-up letter as brief as possible

CH 3: Power Letters– This message must be perfect. Have

someone look at it before sending it.– You will want to sent this so that it will be

received before the next decision is made– Remember: I am interested in your

position or I can do your job is acceptable

6

Sample 3-15

CH 3: Power LettersNetwork Letter– Use this type of letter to enlist friends,

business associates, acquaintances in your job hunt

– The more eyes and ears you have job hunting for you, the quicker a job will be found

– Contact friends and acquaintances and ask them for advise or if they know of any openings

CH 3: Power LettersLetter of acceptance– Protects you and the employer– It can prevent misunderstandings and

hardships later on– It is your opportunity to show your

appreciation and to thank them for the job– Perfect time to verify the terms of

employment in writing

7

CH 3: Power LettersOffer Rejection Letter– You can be offered a job and then later

find out it is not suitable for you– When this happens, handle with care, it is

a very small world and you may face that employer again

– Write that you appreciate the offer and compliment on one or two things about the company

CH 3: Power LettersResignation Letter– Must be handled tactfully– Resigning can be emotional, joyful, or

sorrowful– This is your last opportunity to leave the

company a good note, no matter the circumstances

– DO NOT burn bridges; build and reinforce them!

Edit Each Letter Before Mailing!

Ask yourself the following: (3-20)– Active Voice– Short paragraphs– One Page– Short Simple Words– Nouns, Adjectives, Adverbs– Editorialization– I sentences

8

Page 3-21- 23RedundanciesPretentious and non-conversational expressions Positive ExpressionCorrect Word usageTransitionsReadability

HomeworkCover Letter - for one of the potential employers you identified for one position that you identified in last weeks homeworkThank You Letter- “after the interview”write a thank you letter to the person who interviewed youRead chapter 4 and 5