Techniques of Letter Writing

In job search, cover letter, resume or curriculum vitae are the messengers you send to future employers to create good impressions of yourself. Job seekers who take pains to write impressive letters will find it is worth all the time and effort when they succeed in getting a good job.

Do put your professionalism, competence and personality in letter writing to increase chances of being taken seriously for a prospective interview. Take note of major and minor matters before sending your messengers.

* Have a clear purpose before writing a letter
* Plan and organize each section
* Convey the most important ideas first
* Consider the needs of the organization
* Opening sentence should be concise and clear
* Communicate purpose in the opening paragraph
* Keep paragraph short and sentences simple
* Write letter that can convince the reader to take action
* Good grammar, correct spelling and punctuation
* Use more "you" than "I" or "we"
* Use assertion rather than negation "not"
* Use active voice in sentence construction
* Use personal rather than formal language
* Cheerful and creative in tone and style
* Courteous and considerate in approach
* Double check mistakes carefully

by Ngeow Yeok Meng

The Magic of Cover Letters

Cover letter is a letter accompanying your resume in job application. It is a tool to project a professional image about yourself before the employer decides to see you face-to-face in an interview.

Sending a resume without a cover letter is like going to a job interview barefoot. It gives an impression that you don't take the employment opportunity seriously and you really don't care about anything concerning the job you apply for.

In real life experience, employers and HR personnel do judge a resume by its cover. A well constructed cover letter can impress the employer to take action on your resume. In other words, the piece of paper covering your resume actually generates prospective interview and increase the chances of you being employed.

A cover letter should be typed and confined to one page to catch the reader's attention.

* You should convince the employer about your strengths, and support your strengths with evidence.

* You should address to a specific person by name and position, and not "ToWhom It May Concern".

* Your cover letter should reflect your personality and style – qualities that are important in the hiring decision.

* Your tone should be professional, personal, positive, upbeat and value neutral throughout the letter.

* You should be career-centered or employer-oriented by indicating your wish to progress with the organization, to be educated and trained on the job etc.

* Avoid using self-centered statements about yourself, or flattering the organization you intend to join.

Wondering what to include in a cover letter?

* Where and when you learned about the position. Employers like to know where candidates learn about the vacancy in order to determine the effectiveness of their advertising strategies.

* What are your special skills and experience directly related to the employer's needs. This will save the employer's time to search for these important elements in your resume.

* Why you're interested in this position and/or the organization. Find out more about the organization so that you can state your objectives in line with the organization's goals.

* Address your gratitude followed by your signature using good quality pen.

That's all.

by Ngeow Yeok Meng

Checklist for Cover Letter Success

While an impeccable resume will definitely stand out, it is only 50 percent of what can get you that job. The other half is an impeccable cover letter.

People often spend long, excruciating hours poring over their resume. Finally satisfied, they send it to the employer and sit back, waiting for good news and often getting disappointed. While an impeccable resume will definitely stand out, it is only 50 percent of what can get you that job. The other half is an impeccable cover letter.

Experts admonish job seekers to always include a cover letter with their resume, even if the want ad may not have specifically asked for it. The cover letter is a powerful marketing medium in which to underscore your suitability for the position, something the resume cannot quite accomplish on its own. A good cover letter allows you to explain how your qualifications, experience and skills can contribute to the company’s goals and growth.

To ensure a results-oriented cover letter, we’ve created a checklist you can use to guide you in writing.

Is your cover letter addressed to a particular person?

Be sure to cite the name of the hiring official in your salutation. Don’t take the easy way out and write “Dear Sir/Madam,” “Gentlemen,” “Sirs,” “Mr. President” or worse, “To Whom It May Concern.” Your letter may just reach a most unconcerned person who’ll throw it in the dust bin. If you don’t know who to write to, find out through research, networking and even calling the company and making discreet inquiries. Warning: Don’t blow it by spelling the name incorrectly.

Is it brief and to the point?

Limit your cover letter to one page of up to five paragraphs at most (each paragraph having from one to three sentences). For brevity and conciseness, use simple language and action verbs. Remove all superfluous words, and be extremely wary about fancy phrases and complex sentence structures if you’ve not perfected the art of writing. Avoid cliches such as “Enclosed please find my resume” which just eat space that can be better utilized.

Is the opening paragraph an attention-grabber?

With the mountain of resumes the recruiter has to dig through, you usually have only 15 seconds to convince him to read through. That said, it’s important that what you say in your first paragraph should be of great interest to the employer. One way to do this is to highlight your main skills as they apply to the job, or to mention your knowledge of the company and tie this information in with the skills or qualities that make you the perfect candidate.

Is your cover letter personalized?

The cover letter is a way to tell the employer you know what he needs and this is what you can do to fulfill those needs. List the qualifications and requirements posted in the ad and indicate how you meet them. Stress that by hiring you, you believe you can help improve company services, enhance efficiency, or increase productivity. Give concrete examples and instances to prop up your claims. For an added touch, find out more about the company and insert this information to impress to the hiring official that you have expended effort to discover more about their organization.

Is the tone positive and confident?

You should never let negative emotions seep through. The cover letter is not the venue for venting frustrations or expressing bitterness or maligning previous employers. Instead it should emphasize your positive points-your skills, talents, capabilities and experiences as they relate to the position on offer. While you should not overstate your qualities, don’t underestimate yourself either. The cover letter is your professional showcase so present yourself the best way you can.

Is your cover letter spotless?

Don’t just rely on your computer’s spell checker. Check and recheck your letter for typos, misspellings, wrong grammar or inappropriate punctuation. If you have the time, set it aside and read it again after a couple of days with refreshed eyes. Request a better writer to critique your letter and catch anything you might have missed. For a professional look, use quality bond paper and letter-quality or laser printer. Avoid dot-matrix printers or manual typewriters.

Is it proactive?

Since you took the initiative to apply, make sure to follow through. Don’t wait for the employer to contact you; state in your letter that you will call within the week--and do so. Include your contact details--phone number, email address, cell phone number--to facilitate communication.

Did you sign it?

Always sign your letter, or the employer may feel slighted that you forgot to affix your personal signature or may assume it’s a form letter. If possible, use a sign pen.

Writing A Cover Letter

A complete job application consists of a cover letter and a resume. The cover letter is meant to highlight your individuality or personality, and to make you stand out from among hundreds of other applicants.

When there are more job seekers around than job vacancies, human resource personnel tend to be more selective when short listing candidates for interview. Hence, you should use the cover letter as a tool to win the heart of a prospective employer. Market yourself to create a positive first impression in the cover letter, so that the person will read your resume, shortlist you for an interview, and offer you a job. A poorly written cover letter is likely to get instant rejection from the employer given the current job market.

As there is no standard format for cover letter, you are encouraged to write a particular cover letter, one at a time, to apply for the position of your interest. Cover letter should not be generic, i.e. you should not use the same cover letter for all the companies you wish to approach. This is because details like where and when you learnt about the vacancy, why you are interested to apply, what you have to offer to the company etc. are different for each of these companies.

Generally, a well written cover letter should provide answers to what the employers want to know:

* Are you the kind of person they are looking for?
* Do you have the relevant education, work experience and skills?
* Can you handle the work demands, based on the job description?
* Have you shown a commitment to this particular field of interest?
* How well can you communicate with others?
* Are you a team player?
* Have you any leadership qualities?

Guidelines for writing a cover letter:

* Organize your thoughts carefully
* Express yourself clearly and reasonably
* Use strong action words to describe your achievements
* Use active rather than passive voice
* Avoid jargon
* Avoid long sentences
* Avoid bad grammar and spelling mistakes
* Limit the length to one page only
* Proof read before you send via e-mail

Layout of a cover letter

1. The opening

* Include your name and address, the date, employer's designation and address, salutation and subject.

2. Introduction

* Nominate the job for which you are applying for.
* Indicate the source and date of the job information.
* Mention briefly your qualifications
* Indicate your interest, career objective or goal.

3. Sales pitch

* Highlight the extent to which you match the requirements of the job.
* State your relevant experience gained from industrial attachments, projects, vacation or part-time jobs.
* Give a brief summary of your educational achievements, experience, qualities, capabilities and skills.
* Outline any further points in your favor related to the job and mention the attached resume.
* Mention your interest in the organization and your reason for applying for that particular position.

4. Request for further action

* Write that you look forward to a call or letter.
* State your availability for interview.
* Thank the person for his or her time and consideration.

5. The complimentary close

* Remember to sign personally and include your name. State your enclosures such as your attached resume, academic results or references.

by Ngeow Yeok Meng

How to Write a Thank You Letter

One of the most underutilized job-hunting tools, the thank you letter when properly wielded packs a mean wallop.

So you thought you’ve done all you can, after going through the interview, and all you can do now is sit and wait.

Not so. You still have one potent weapon in your marketing arsenal to help tilt the odds in your favor: The thank you letter. According to the experts, less than 10 percent of interviewees bother to send one after the interview, not knowing what a great sales opportunity they’ve missed.

The thank you letter serves an array of purposes, all intending to make you look good. Among these are:

* To portray you as courteous and professional.
* To help you stand above the crowd.
* To give you an opportunity to restate your good points.
* To allow you to state important facts not said during the interview.

Points to Remember

So if you haven’t moved beyond first base in the interview process, the thank you letter may just be the missing key. In writing the letter, it is best to keep these guidelines in mind:

* Send your letter promptly-preferably within the first couple of days and no later than a week after the interview.
* Address it to a specific person, and make sure you got the name right.
* Keep it brief: A short page of two or three paragraphs will do.
* Preferably, type your letter, following the standard business letter format.
* Use the letter to reiterate your interest in the job and give a summary of your related skills and qualifications.
* Leverage this opportunity to mention important information left out during the interview. This is your chance to make up if you flubbed your answers.
* Customize your letter. You don’t need to draft a different letter for each company, but do tailor the content to the interviewer’s particular interests and concerns.
* Proofread for misspellings, typos and grammatical boo-boos.

Parts of a Thank You Letter

A thank you letter should contain the following:

First paragraph. Convey how much you enjoyed and appreciated the meeting, and make some positive remarks about the company.

Second paragraph. Let the interviewer know you’re still keen on getting the position. Reiterate your strengths and mention pertinent or new information that you failed to bring up during the interview.

Closing paragraph. Inform the interviewer that you would appreciate hearing from him or her again, and indicate your willingness to come in for a second interview.

Thank You by E-mail

Ideally, thank you letters should be typewritten on clean, high-quality bond paper and delivered by post or courier. But most experts agree that e-mailed thank you letters are now also acceptable. E-mail enables you to send your message instantaneously, which could play a big role if the employer needs to make a quick hiring decision. If possible, follow up your e-mail with a hard copy.

Just like the printed letter, the e-mail version should be short and to the point -- ideally one screen length. It should also adhere to professional business letter standards. In particular, steer clear of informal language devices such as:

* Emoticons (smiling faces, sad faces)
* Lower-case first-person pronouns (i, i’ve, i’ll)
* Lower-case first letter of a sentence
* Shorthand and telegraphic sentences (Sending you more details...)
* Acronyms (BTW for by the way, ASAP for as soon as possible, TIA for thanks in advance)

The 3 Step Cover Letter: How to Write The Letter of Application to Go with Your Resume

What do you do when you see or hear that your ideal job is up for grabs? What you don’t do is just drop in unannounced, leave your curriculum vitae with the company or demand to meet the person in charge. The proper thing to do is to write an application letter first to introduce yourself to a likely employer. This way, you can highlight your qualifications, arrange for an interview and convince the reader to hire you.

The letter should be simple and easy to read, reflecting the professionalism of the sender-you! To write clearly and state your business in the fewest possible words, follow this three-step outline:

Introduction

Begin by announcing your intention to apply for the position. State where or how you learned of the opening.

Body

Document your qualifications and skills. Enumerate accomplishments, significant work and educational experience in logical order.

Conclusion

Affirm your willingness to be interviewed. Thank the reader for considering your application and ask him to look at your resume (which should be submitted with the letter) and other valid documents.

You may follow up an application if your initial letter has not been acknowledged or if you do not receive feedback after an interview. An inquiry would remind the reader of your recent communication, reiterate your interest in the available position and keep your identity alive in the employer’s mind.

In your subsequent letter, mention the date and nature of the previous exchange or meeting. Point out your suitability for the job and talk about your continued interest in the position. End your note by requesting permission to keep in touch and express hope of a response. Offer your contact information (address, telephone numbers and email address) again lest your documents be misplaced and so that company representatives can easily reach you.

by Regina Gozar-Posadas

Get Yourself Covered

In some ways, job-hunting is like walking a tightrope-a wrong step and you could fall flat on your face. But while most job searchers take careful steps in making their resume, they often become footloose in drafting the cover letter.

But a cover letter is just as vital. Think of it as giving a girl you admire a box of her favorite chocolate. Sure, you don’t have to, but it’s bound to earn you pogi points with her.

Specifically, a cover letter is your vehicle to:

- Disclose info that may not fit in your resume (like a large employment gap, why you’re changing careers, etc.).

- Make a personal marketing pitch (highlight relevant skills, talents and experience that may get buried in your resume).

- Give a sneak preview of your desirable traits (“sounds like someone I’d like to interview”).

Dos and don’ts of cover letter writing:

The long and short of it.

Cover letters are like TV commercials: They’ve got to grab attention, sell the product (you) and linger on in memory-and they have to do these in just 30 seconds. So keep it between three and five paragraphs, no more than three sentences each. On paper, keep it under one page. For emailed versions, don’t exceed one screen.

Hello, stranger!

How would you feel if you were addressed as “Dear Sir/Madam,” or “To Whom It May Concern”? Warm up to your reader by making discreet inquiries about the recruiting person’s complete name and title (usually a Human Resources officer). For blind or “we’ll-call-you” ads, use “Dear Hiring Manager” instead.

Customize, customize, customize.

What’s worse than omitting a cover letter? Sending a “free size” one to every company you apply with. Would you wear a large dress if you were petite? Or squeeze into an XS if you’re medium size? Make sure your cover letter fits you perfectly. Find out your particular strengths and accentuate them. Replace generic sentences with “branding” statements. Ensure every word stays true to your goal-convincing the recruiter that he should hire only you.

Write it right.

Unlike the telegraphic style of a resume, the cover letter is written in prose-which will either display your command of English and your writing skills, or lack of them. Use the computer’s spell-check function to weed out misspellings. Proofread your work again and again. Then ask someone competent to edit your work, especially for common Pinoy grammatical pitfalls such as subject-verb agreement and tense usage.

Say it right.

It’s a tricky balancing act: How to lend a personal touch without becoming too familiar? How to catch attention without making a fool of yourself? How to promote yourself without boasting? The secret of a commanding cover letter is keeping to the three S’s-simple, straightforward, and sincere. Write in a professional but conversational manner, with none of the “as per your recent advertisement” stuff. Don’t resort to flattery or cliches. Avoid self-aggrandizement by citing specific incidents and numbers.

So how do you know if your cover letter has accomplished its goal? It’s when it succeeds in impressing others, not you.

by Romelda C. Ascutia

How to Write a Good Cover Letter

1. Keep to only one page

- The cover letter should not be longer than one page, otherwise the interviewer will lose interest.

- Maximum five paragraphs only.

- Use simple words.

2. Address the letter to the Human Resource Manager by name, if possible, followed by company name and address

-Do not write Dear Sir/Madam, Gentlemen, Sirs, Mr President, or To Whom It May Concern.

- If you do not know, find out beforehand. Do not spell the person’s name wrongly.

3. Layout

- The Opening – Include your full name, address, date, employer’s designation and company address, correct salutation and subject.

- Introduction – Indicate position applied for, branch/state position available (if applicable), source and date of job information. Briefly mention your qualifications.

- Sales Pitch – Highlight to what extent you match the job requirements. Summarize your education, experience, capabilities and skills. Mention your interest in the company and the reason you are applying for that particular position.

- Request for further action – Write that you look forward to receive their call for an interview. State your availability to attend interviews. End by thanking the person for his/her time and consideration.