copyright 2013 by arthur fricke job letter / email advice and assignment tips a step-by-step guide...

Copyright 2013 by Arthur Fricke

Job Letter / Emailadvice and assignment tips

A step-by-step guide for writing GREAT job application letters or emails

This slideshow will help you if:

You could use a step-by-step guide for creating resume cover letters/emails that are persuasive, professional, and HELPFUL for the folks doing the hiring (hey, who couldn’t use this?!)


Job letters & emails both achieve the same goals

Whether it is an email or a printed letter, the resume cover “letter” does these things:

It proves that you DID SOME RESEARCH and are not sending out generic cover letters and resumes

It HELPS THE READERS to stay organized and saves them time & effort

It uses STRATEGIES THAT APPEAL to the readers

It shows that you are an EFFECTIVE professional who would be easy and helpful to work with


Job letters & emails understand the exact goals

#1 – prove you’ve at least DONE SOME RESEARCH by including info not in the job ad

#2 – help the readers stay organized by saying EXACTLY what you’re applying for

#3 – help the readers save time and effort by using some CONCRETE DETAILS that clearly connect your skills and/or experience to EXACTLY what their organization needs

#4 – PROVE you’re an effective professional by doing all these things in a clear, well written, well edited, easy to scan letter or email

Seems like a lot, but you CAN do ALL this in FOUR paragraphs !


Job letters & emails ¶ ONE

Reader MUST know: Who are you? Not your name – WHAT are you? What do you want? Use the EXACT job title, code, etc Why do you want this, or Why are you asking them for it?

For solicited: why did you choose THIS company? For unsolicited: why are you writing to THIS person?

Reader also WANTS to know: Where or how did you find out about the opportunity?

(Why?) What will you talk about in the rest of the letter/email?

(Why?)



Weak:

Dear Prometheus Recruiter,

As a student at RPI, I understand how imperative an online infrastructure is within the education system. Recently, I came across a Monster.com advertisement for a Sales and Marketing Assistant at Prometheus. I found the job description to be extremely intriguing, as it left me wanting to learn more. Having only two years of undergraduate work completed, I cannot fulfill a permanent position at this time. Instead, I am greatly interested in seeking a summer internship with your organization.



Better (just ANSWER THEIR QUESTIONS!):

Dear Prometheus Recruiter,

I am a junior-level technology management student at Rensselaer Polytechnic Institute (RPI). I would like a summer internship with your organization. I know that you are not currently advertising for this position, but I think that I could help whomever you hire for your recent “monster.com” advertisement (job code #34665) for a Sales and Marketing Assistant. I am very interested in and excited about how internet software can help students learn, and I think that Prometheus develops the best teaching products. The rest of this email explains how my academic background and experience could benefit your company.



Reader MUST know: Who are you? Not your name – WHAT are you? What do you want? Use the EXACT job title, code, etc Why do you want this, or Why are you asking them for it?

For solicited: why did you choose THIS company? For unsolicited: why are you writing to THIS person?

Reader also WANTS to know: Where or how did you find out about the opportunity?

(Why?) What will you talk about in the rest of the letter/email?

(Why?)



Just ANSWER THEIR QUESTIONS:

Dear BLAH,

I am a BLAH. I am applying for BLAH (exact title, plus job code if this is given in the ad) advertised at BLAH. I would like to work for [company name] because BLAH (or for unsolicited: I am writing to you because BLAH). The rest of this email describes BLAH.


Job letters & emails ¶ TWO

Reader wants to know something SPECIFIC that you can do for them

Use DETAILS and be CONCRETE

Understand what will MOST appeal to them

CONNECT your details to their organization and WHAT THEY WANT



Weak:

As a student at Rensselaer, one of the best technological institutions in the nation, I have been exposed to a myriad of real-world biomedical engineering application experiences. I am intrigued by the improvement of physiological systems within the body through the use of automated systems like ventilators. I am sure I would be an asset to your company.



Better (be CONCRETE and CONNECT to them!):

Your company does research to improve automated hospital systems like specialized ventilators. Since I already have practical design experience, I can contribute to these research and development efforts. Classes at Rensselaer cover real-world applications of biomedical engineering principles. For example, I worked in a five-person group in my “Biomedics Design” course to create a ventilator design that uses an automatic oxygen-sensing feedback and control loop. This design is now being reviewed by Troy General Hospital for use in their post-operative care ward. This shows that I have the practical design experience to support your efforts even as a summer intern.



Just be FOCUSED, CONCRETE, and CLEARLY CONNECT to what they need or want:

You are looking for BLAH. I have BLAH (something that connects with a specific thing they need or ask for). For example, BLAH BLAH BLAH (one or two CONCRETE EXAMPLES that prove you have this thing that they need or ask for). This shows that I can BLAH (clearly restate in a single sentence how this clearly connects to the specific thing they need or ask for).


Job letters & emails ¶ THREE

What’s something ELSE that you can do for their organization?

Or, how is a seemingly BAD thing on your resume actually NOT a problem (or maybe even GOOD)?



Weak:

Trying to HIDE problems or issues that they are likely to notice and wonder about

Not talking about these issues at all

If there is something on your resume that they will think is a problem and you DON’T say anything about this, then they will conclude the worst – it’s a BIG problem



Also weak (not explaining potential problems in a convincing way)

As you can see from my resume, my overall GPA is not very high. But your job opening really appeals to me. If given the chance, I’m certain that I could excel in this position.



Better (just be matter-of-fact and convincing!):

This job opportunity truly appeals to my career interests. As you can see from my resume, I don’t have the 3.0 or above overall GPA that you ask for. However, this is mainly due to the many unrelated course requirements that Rensselaer requires. I have earned a 3.2 average in my management degree courses and a 3.5 GPA average in the technology management classes I’ve taken that directly relate to the specific work described in your job advertisement. If given the chance, I’m certain that I could do well in this position.


Job letters & emails ¶ FOUR

End with a CALL TO ACTION

What EXACTLY is going to happen next?

Who is going to do it?

How and When will it happen?



Weak:

Thank you for your time and consideration. I hope we can arrange an interview.

Sincerely,

Pandora Dog



Best (for solicited entry-level):

Thank you for your time and consideration. I hope to hear back from you by the end of March.

Sincerely,Pandora Dog



Best (for unsolicited):

I will plan to call your office (at 576-8888) on Tuesday, September 13th, to talk with you about a possible internship. If this isn’t convenient for you, then you can email ([email protected]) or call me ([212] 555-5555) to set up a different day to talk.

Thank you very much for your time and consideration, and I look forward to speaking with you.

Sincerely,Pandora Dog



CALL TO ACTION etiquette: Be polite (literally say “thank-you”)

Give them time to respond (generally two months for solicited entry-level job callback)

Remember that you’re doing them a favor by being proactive – it makes their life easier

Make certain the contact info is correct if your call to action involves a phonecall, email, etc


the process Step 1

Research the organization:

Be creative – use internet resources (ex: yahoo finance), institutional resources (ex: TTU career

center), or go old school (use the telephone!)

Try to find who you’re writing to, what the hiring process likely is, what additional things they’re probably

looking for that aren’t mentioned in the job ad, and generally HOW YOU CAN GET THEIR INTERST


the process Step 2

Brainstorm a Strategy:Decide what 1-4 concrete details/examples will clearly connect to what they want the most

Decide if there’s anything you need to explain to prevent from being tossed right out of the application pile

Outline the letter/email:¶1: Who you are, what you’re applying for, what you’ll talk about

¶2: Details that CLEARLY CONNECT to something they’re looking for

¶3: Another category of details that connect to them, OR a clear and logical explanation for an apparent weakness

¶4: A thank-you and politely concrete “call to action”


the process Step 3

Write the draft:Use short, simple, clear, declarative active-voice statements

Use clear focused simple wording to save them time and effort (DO NOT “wow” them with creative semicolon use)

Remember that this is NOT AN ENGLISH ESSAY !

EDIT VERY CAREFULLY!

A single careless typo will blow everything!

Just a few “minor” grammar errors will get you tossed!

Remember that the entire application is an audition, so act the part of a capable, diligent, and helpful professional colleague


remember THIS

No resume or cover letter can do MAGIC, but . . .

1. Most people’s resumes are generic, unfocused, vague, and/or have clear sloppy-looking errors

2. A lot of people don’t take the time to write any kind of job letter

3. Even those who do mostly create letters that are generic, unfocused, poorly written, and that therefore actually hurt them

So, do the opposite and stay on the island!

Having a really helpful, specific, focused, well-written, well-edited resume and job letter combination is like

having a free quarter-mile head start in a half-mile race!

copyright 2013 by arthur fricke job letter / email advice and assignment tips a step-by-step guide...

Documents

job ad

job description

great job application

advertisement job code

exact job title

generic cover letters

dear prometheus recruiter

printed letter