Writing Job Correspondence

Writing Job Correspondence Career Services Nova Southeastern University

Overview • Discuss the importance of correspondence • Share the types of correspondence • Discuss proper business letter formatting • Share the content of each type of correspondence • Email correspondence • Tips for successful correspondence

“Poor grammar, bad punctuation, and misspelled words suggest that the applicant is either poorly educated or simply doesn’t care about the impression created . . . The chances are high that the employer is going to forgo reading the accompanying resume and quickly move on to the next job applicant.” Richard H. Beatty, The Perfect Cover Letter

The Importance of Correspondence • Typically the “first” impression you make • One of three opportunities to showcase and prove your qualifications • A key component of a unified presentation to the employer • It should create and maintain interest in you as a candidate • Successful correspondence focuses on your understanding of and ability to meet the employer’s needs

Types of Correspondence • Letter of Application – written in response to a specific job within an organization which may have been advertised or identified through networking • Letter of Inquiry – written to explore employment opportunities with an organization that interests you • Thank you letter – used to thank the interviewer for his/her time and the opportunity to interview; should be sent within 48 hours of the interview

Types of Correspondence • Letter of Acceptance – written to express your enthusiasm about joining the organization and to confirm specific terms and conditions of your employment (start date, salary, benefits, bonus, negotiated benefits) • Letter of Refusal – used to decline a job offer; be appreciative and polite and thank the employer for the offer

Before You Begin • Understand proper business letter format • Research the employer and find out who to address your letter to • Carefully consider what you want to say and the impact of the letter – what do you want to occur as a result of the letter, how will the reader react to it, develop an outline • Determine your relevant qualifications, strengths, accomplishments, work experiences, etc.

Business Letter Format • Decide whether you want to use block or semi-block format • Use resume paper • Include your complete address and date • Address the letter to a person, including their name, title, employer, and employer address • Sign the letter • Indicate “Enclosures”

Letters

Letter of Application • Paragraph 1 Hook the reader with creativity. State the reason for the letter. Identify the specific position you are applying for and how you heard of the position. Mention information about the company or the industry. Try to make the connection as personable as possible. • Paragraph 2 Discuss your strongest qualifications that match the position requirements. Provide evidence of related experiences and accomplishments. Explain why you are interested in working for the employer. Refer to your enclosed resume.

Paragraph 3 (Optional) Convince the employer that you have the personal qualities and motivation to succeed. Sell yourself. • Paragraph 4 Request an interview and indicate how and when you can be contacted. You can also state that you will call on a specific date to arrange a convenient interview time. Thank the reader for his/her consideration. Be sure to provide your phone number and email address.

Letter of Inquiry • Paragraph 1 Hook the reader with creativity. State the reason for the letter. Identify the specific position or the type of work you are applying for. Mention information about the company or the industry. Try to make the connection as personable as possible. Mention past conversations or mutual acquaintances. • Paragraph 2 Highlight your strongest qualifications. Provide evidence of related experiences and accomplishments. Explain why you are interested in working for the employer. Target the employers needs. Refer to specific aspects of the organization’s work that interest you.

Paragraph 3 (Optional) Convince the employer that you have the personal qualities and motivation to succeed. Sell yourself. • Paragraph 4 Request an interview and indicate how and when you can be contacted. You can also state that you will call on a specific date to arrange a convenient interview time. Thank the reader for his/her consideration. Be sure to provide your phone number.

Thank You Letter • Paragraph 1 Thank the interviewer for his/her time. Express your enthusiasm in the employer and the position. • Paragraph 2 Re-emphasize your strongest qualifications. Recall aspects of the interview that were helpful or enlightening. Draw attention to the good match between your qualifications and the job requirements. Restate what you can contribute if offered the position. • Paragraph 3 Reiterate your interest in the position. Give a phone number where you can be reached.

Job Offer Acceptance Letter • Express your pleasure at receiving the offer and your enthusiasm about joining the organization • Confirm terms and conditions of your employment – salary, starting date, benefits, etc. • Request a written confirmation of the offer

Job Offer Decline Letter • Thanks the employer for the offer and the opportunity to interview • State that your decision is based on careful consideration of your current interests and goals • Be cordial, appreciative and polite • Be brief and direct • Goal is to maintain goodwill

Email Correspondence • Must be in a different tone – a professional, businesslike tone • Necessary to use an appropriate subject header • Address recipient as Mr., Ms., or Mrs. and spell recipient’s name correctly • Be brief • Never use slang or symbols - :) , LOL, etc. • Avoid wallpapers, multicolored backgrounds, and strange fonts • End with your full name • Proofread and check for spelling errors • Cut and paste application letter and resume in message; never send attachments unless asked to do so

Successful Correspondence Tips • Address letters to an individual; include correct title • Again be brief – one page • Discuss your qualifications and meeting the needs of the employer – work-centered and employer-centered, not self-centered • Customize each letter; no form letters • Keep the reader in mind • Use quality paper and envelopes for hard copies • Include work experiences where appropriate • Thank the reader for their consideration • Proofread, checking for spelling and grammar errors

Resources • Cover Letters That Knock ‘Em Dead, Yate, Martin, 2002 • The Perfect Cover Letter, Beatty, Richard, • Cover Letters for Dummies, Kennedy, Joyce Lain, 2000 • Dynamic Cover Letters, Hansen, Katharine and Hansen, Randall H., • Quintessential Careers – quintcareers.com

Career Services Division of Student Affairs Looking For A Career? The Job Search Correspondence presentation was a combined effort of the Career Team @ Nova Southeastern University: WHAT ARE YOUR QUESTIONS? Career Services @ Nova Southeastern University 3301 College Avenue, Ft. Lauderdale FL 33314 Web Site: http://www.nova.edu/career/ Phone: (954) 262-7201 and Fax: (800) 541-6682 x7201

Writing Job Correspondence