Technical writing

1. Technical writing October 10th , 2012

2. Letters of Application (Cover Letters) • The letter of application is a cover letter you send to a prospective employer to supplement your résumé. It should be: • Personable – about you. • Professional – demonstrates your professionalism. • Persuasive – sells yourself to the prospective employer.

3. Letters of Application (Cover Letters) Different from résumés: • A résumé is a compilation of facts only. A LoA is much more personal. • A résumé includes all details. A LoA includes only the most relevant details. 3. A résumé includes personal data, specific course data, and may include references. A LoA does not.

4. Letters of Application (Cover Letters) • Résumé facts to exclude: • - Personal data, including license or certificate numbers. • - Specific names of courses. • - Names and addresses of all your references.

5. Letters of Application (Cover Letters) • This document can be the difference between getting an interview or having your résumé go here:

6. Letters of Application (Cover Letters) Main purpose: Convince the prospective employer that you can use the experience and education listed on your résumé in the job.

7. Letters of Application (Cover Letters) Guidelines: 1. Supply contact information as part of your letter head.

8. Letters of Application (Cover Letters) Guidelines: 2. Make the letter look attractive. - Wide margins. - Short paragraphs(max. 4 – 5 sentences). - Double space BETWEEN paragraphs.

10. Letters of Application (Cover Letters) Guidelines: 3. Send your letter to a specific person. - Avoid “To Whom it May Concern,” “Dear Sir or Madam,” “Dear HR Director,” - Get an individual’s name (check company website, call the company). - Make sure the recipient’s name is complete and spelled correctly!!!!!!!!!

12. Letters of Application (Cover Letters) Guidelines: 4. Emphasize YOU. - Imagine if you were the employer; what would you want to see in a LoA? - Do not boast too strongly.

13. “I am the most efficient and effective safety engineer.” “I will sell the most units.” “I am the best writer I know.” “I was the best student in my school.” “I am the king of management.” “I am AWESOME!”

14. Letters of Application (Cover Letters) Guidelines: 4. Emphasize YOU. - Convince the prospective employer that you will be a valuable addition to their organization: - Personal attributes. - Your accomplishments. - Your professional manner.

15. Letters of Application (Cover Letters) Guidelines: 5. Close with a polite salutation.

16. Letters of Application (Cover Letters) Guidelines: 6. Don’t send your first draft. - Write, re-write, re-write, re-write. • Make sure to revise and edit carefully. • The average employer spends 9 seconds looking at LoAs. One mistake…and you can guess what happens.

17. Parts of a LoA Letter Head (name and contact info). Opening paragraph. Body. - education - experience Closing. Relate these to the job

18. Opening paragraph This is your introduction and should indicate why are you writing, where you found out about the vacancy or company, and what is your most important qualification for the job.

19. Opening paragraph Do not begin with a question: “Are you looking for a dynamic, young, and talented accountant?” Be more professional:

20. Opening paragraph

21. Body This provides evidence from your résumé to prove you are qualified. - Keep sentences short and readable. • Don’t begin each sentence with “I”. I have good management skills. I gained relevant experience through my recent internship. I learned from prominent professionals. I was involved in many decision making processes.

22. Body This provides evidence from your résumé to prove you are qualified. • Highlight your qualifications by citing specific accomplishments. • Mention that you are enclosing your résumé.

23. Body Highlight your qualifications by citing specific accomplishments: • Tell the reader exactly how your schoolwork and experience qualify you to perform and excel at the job. • Show how you can make a positive contribution to the organization.

24. Body Highlight your qualifications by citing specific accomplishments: • Don’t simply say “I’m a great salesperson.” Instead: • Demonstrate your accomplishments by stressing that you increased sales volume in your department by 15 percent within the last six months. • You won an award for customer service. • You reduced costs by 15 percent.

25. Body Discussing education: Emphasize marketing WHY and HOW your most significant educational accomplishments- - course work, degrees, certificates, training, etc. are relevant for the job.

26. Body Discussing education: Poor example: I will graduate with a degree in IT.

27. Body Discussing education: Better example: Talk about 36 credit hours in software security. 12 credit hours in global business. Show exactly how you are qualified!

28. Body Demonstrate that your education, experience, skills, etc. are RELEVANT to the job.

29. Body Mention you are enclosing a résumé. Also put: Encl. résumé At the bottom of the page.

30. Body • - talks about necessary education and • applies it directly to the employer’s business.

31. Body • Talks about relevant work experience. Uses words like: - responsible for… - creating - designing - executing Also mentions his enclosed résumé.

32. Closing This provides a conclusion and should emphasize once again your qualifications, ask for an interview or phone call, and indicate when you are available for an interview.

33. Closing • Keep it short (2 – 3 sentences). following functions: • Emphasizes once again briefly your major qualifications. • Asks for interview or phone call. • Indicates when you are available for interview. • Thanks the reader

34. Closing • Mentions qualifications. • Asks for an interview. • Indicates availability. • Thanks employer.

35. Closing End gracefully. “Please give me an interview.” “I would like an interview at your convenience.”

36. Closing End with a closing salutation

37. Before you send it CHECK IT AGAIN!

38. Assignment 3 • Find a job advertisement for a job you would like to apply for. • Write a résumé for that job (a real résumé). • Write a letter of application. Deadline: Oct. 19th (Friday). See website for information sheet.