Job Transition Workshop Series

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Job Transition Workshop Series

• Speaker Name

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Todays Topics

• Job Search Correspondence  Cover Letters, Thank
  You Letters
• Using Good Grammar, Language, and Spelling
• Business Etiquette 

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Job Search Letters

• IF you need to MAIL a letter, use a standard
  business style format and 8 1/2" x 11" paper. Do
  not send a hand-written cover letter.
• Even submitting online letters, you should
• Address letters to a particular individual, and
  use his/her correct job title. (NOT To Whom It
  May Concern or Dear Sir or Madam)
• Never photocopy a letter each must be an
  original, signed.
• Make paragraphs average in length.
• Always send a letter with a résumé, never a
  résumé alone.

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Job Search Letters

• Check your work carefully for grammar and
  spelling.
• It is a good idea to have someone else (who is a
  good writer) proofread it.
• Use your computers spell check and grammar
  check! Dont rely solely on that, however.
• Don't plagiarize letters out of books. One
  employer recognized a thank-you letter he
  received had been taken word for word from a text
  he was familiar with.

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Unsolicited Letter

• Letters sent to employers like a cold call
• Not really applying for an opening
• Just sending letter to see if you get a bite
• Not usually effective

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Cover Letters

• Purpose is to get person to READ the résumé.
• Use your cover letter to answer every requirement
  in the advertisement.
• Personalize your response as much as possible.
• Direct your materials to specific individuals,
  not "To Whom It May Concern," or "Dear
  Sir/Madam." If the advertisements do not show a
  persons name, a quick phone call can provide
  that. In a blind ad, address your letter to a
  specific position title, (e.g., Dear HR Manager
  or Dear Hiring Manager).
• Try to write to the person who will make the
  hiring decision.

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Cover Letters

• Sixty percent of executives believe the cover
  letter is either as important as or more critical
  than the résumé.
• Be wary of suggestions to use gimmicky
  attention-getters, overzealous or
  desperate-sounding phrases, and exaggerated
  praise of the employer.

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Cover Letter(aka Letter of Introduction)

• Opening sentence should announce its purpose and
  give the reader a reason to read on. Executives
  and HR professionals get many letters and emails
  everyday. Make sure they know what your letter
  is about right off the bat.
• If someone mentioned the job opening to you, be
  sure to use his or her name in the introduction
  "I am writing to you at the suggestion of John
  Doe, who told me you may be looking for an office
  manager."
• If you're responding to an advertisement for a
  job, say so in your letter "I am applying for
  the marketing manager position advertised the
  Daily News and would like to tell you about my
  qualifications." Recruiters like to know if their
  ads are read and how you heard about the job.

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Cover Letter

• Demonstrate your knowledge of the company. Use
  that employer research!! Not only does this show
  that you have a genuine interest in the job, but
  it also indicates that you have initiativea
  quality that is highly sought after in
  candidates.
• Explain your current situation. Are you
  finishing school or in a full-time job? Can you
  begin work immediately or are you available after
  a planned vacation?
• Explain why this job interests you. Let
  potential employers know what you have to offer.
  Do you have any special abilities or knowledge
  that you could build upon if hired?

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Cover Letter

• Briefly elaborate on one or two key points to
  draw attention to your resume. Give details
  about the most relevant parts of your work
  history for this particular position.
• Don't rehash your resume. The cover letter
  should generate interest in the resume, but not
  reiterate the same points.
• Quality in a cover letter is vital!

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Cover Letter Recap

• 1st paragraph Explain why you are writing
  identify the position and your source of
  information. Indicate in summary form your
  strongest qualifications for the position using a
  series of phrases.
• 2nd paragraph Outline your strongest
  qualifications in more detail and show how they
  match the position requirements. As much as
  possible, provide evidence of your related work,
  community activities, and academic experiences
  and accomplishments. Refer to your enclosed
  resume.
• 3rd paragraph Optional. Convince the employer
  that you have the personal qualities and
  motivation to succeed. Relate your interests and
  qualities to your knowledge of the company.
• 4th paragraph Request an interview and indicate
  how and when you can be contacted. Suggest that
  you will call at a specific time to discuss
  interview possibilities. Thank the reader for
  his/her consideration.

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Cover Letter Samples

• Lets review a sample handout

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Thank You for Interview Letter

• 1st Paragraph
• Show appreciation for interview
• Name names of those with whom you met
• Express continued interest if it exists
• Middle Paragraph(s)
• Provide info not offered in interview or
  re-emphasize material covered
• Supply requested information
• Last Paragraph
• Offer thanks and anticipate future contact

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Thank You Letter Sample

• It was a pleasure to visit with you and to meet
  the members of your staff. I was pleased with
  the opportunity to get a closer look at (name of
  organization) and to hear of the many ventures
  being undertaken.
• (Add information not covered in the interview)
  In reviewing the interview, I was aware that we
  did not discuss the area of ________. I would
  like to add that my latest employment provided an
  opportunity for development of some expertise in
  the ___ aspect of___.

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Thank You Letter Sample

• Paragraph to cover information unsatisfactorily
  presented in the interview In reviewing the
  interview, I feel that I did not accurately
  answer your question about travel, schedule
  requirements, etc. I may have conveyed hesitancy
  about travel, or extra working hours or other
  special considerations. Your subsequent
  explanations and descriptions of the job helped
  me realize that I would find the situations
  mentioned to be acceptable.

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Thank You Letter Sample

• I was most impressed with your organization,
  especially in the area of quality control.
• As I understand, you will contact me within a
  month regarding further consideration. I look
  forward to hearing from you soon. Thank you
  again for the interview.

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Thank You Letter

• If you are interviewed by multiple people, send
  EACH of them a thank-you letter, but NOT the same
  one!
• They will probably compare them, and no one likes
  getting a form letter.

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Letter Layout

• Do not put all of the letter at the top of the
  page like this slide looks center the whole
  letter so there is an equal amount of white space
  all around it.

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Letter Format
Your street addressCity, State ZIPDate letter
is written
Address just the same as it would appear on
the envelope.
Greeting
Body of letter. ______________. Normally, about
three paragraphs. _______________. ___________ .
_________ ______________________ . ______________
. _______.
Closing goes here, Sign Your Name Your Typed
Name
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Follow Up

• No matter what job search strategies you choose,
  follow-up and record keeping are important for
  success.
• Maintain a careful record of all interviews,
  thank-you notes sent, referrals made, and
  follow-up actions.
• Job seekers who fail to maintain this information
  often lose valuable contacts as well as
  credibility with prospective employers.
• Follow up within 24 hours!!

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Proper Dress, Language, Etiquette, and Other
Factors

• Interviewers make judgments about you in the
  first few minutes that could impact their
  decision to hire you.
• Your handshake, eye contact, body language,
  posture, listening skills, clothing, grooming,
  and accessories tell them a lot.

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Language Commonly Mispronounced Words

• Supposedly (NOT supposably)
• Escape (NOT excape)
• Especially (NOT expecially)
• Regardless (NOT irregardless)
• Realtor (NOT real-a-tor)
• Moot (NOT mute)
• Often (of-fen, NOT OFT-en)
• Alzheimer's (NOT Old Timers or All Himers)
• Espresso (NOT Expresso)
• Height (NOT heighTH)
• Hierarchy (NOT hi-archy)
• Sherbet (NOT sher-bert)
• Ask (NOT Axe)

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Language Commonly Misspelled Words

• Congratulations (not congradulations)
• Definitely (not definately)
• Accommodate (not acomodate)
• Privilege (not priviledge)
• Professional (not proffessional)
• A lot (not allot or alot)
• Liaison (not liason)
• Frustrated (not flustrated)
• Separate (a rat)
• Harass (one R)
• Cemetery (no A)

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Language Commonly Misused Words

• Its vs. Its (Its It is and Its is possessive)
• Your vs. Youre (your is possessive and youre
  you are)
• There, Their, Theyre
• That, Which, Who
• Moot vs. Mute (moot point not worth arguing and
  mute silent)
• Effect vs. Affect
• Appraised vs. Apprised (you appraise value and
  keep apprised of situations)
• Too vs. to (too also and to preposition)
• Stationary (still) vs. Stationery (paper)
• Height vs. Heighth (not a word)
• Grateful vs. Greatful (not a word)
• Lie vs. Lay (people lie on a bed and objects lay
  on a table)
• Idea vs. Ideal (you have an idea/thought vs. an
  ideal/perfect version of something)

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Language Commonly Misused Phrases

• Just between you and I (should use me because
  it is the object of a preposition)
• For all intensive purposes (should be intents
  and)
• I could care less (should be couldnt care)
• It would of been nice (should be would have)

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Language Other Misused Words

• _at_ means each apiece do not use the symbol in
  writing except in an email address
• capital refers to a city, capitol to a building
• lose (to experience loss)/loose (not tight)
• supposed to (need the D)
• used to (need the D)
• Using like, you know, or I mean in every
  sentence

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Punctuation

• Colons
• Semi-colons
• Commas
• Quotation marks
• Commas ALWAYS go inside quotation marks

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Etiquette

• Etiquette is about presenting yourself in a way
  that shows you can be taken seriously.
• Etiquette is about being comfortable around
  people.
• You can show your good manners throughout the job
  search process.
• Be courteous and thoughtful to everyone
  regardless of position or company.
• Show your appreciation always follow up with
  sincere thanks.
• Make it a point to arrive ten or fifteen minutes
  early for an interview, but not an event.
• Be very well prepared for interviews and
  meetingsyou are using someone elses time. Use
  it wisely.

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Etiquette

• Always return calls, even if you dont have an
  answer or dont want to talk with the caller.
• Beware of email use (spelling, grammar, and the
  way it comes across).
• A 1997 study by Manchester Partners International
  says 40 of new hires fail in their first jobs
  due to their inability to build good
  relationships with peers and subordinates.

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Introduction Etiquette

• Introduce the more important person first. You
  should address your client and say "Mr. Beta, I'd
  like you to meet our CEO, Ms. Alpha."
• Both men and women should stand for handshaking
  and all introductions.

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Miscellaneous Etiquette

• By listening to others, you flatter them by
  showing that what they're saying is important.
• Wear a name badge on the right shoulder.
• If someone gives you a gift, you should write a
  thank-you note (verbal, email, and phone are not
  acceptable).

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Miscellaneous Etiquette

• During the job search, always answer your phone
  in a professional manneryou never know who is on
  the line!
• At job fairs -- and other professional settings
  -- when receiving a business card from someone,
  take the time to really read the card before
  sticking it in a pocket or briefcase.
• Always turn off a cell phone before heading into
  any interview or meeting.

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Miscellaneous Etiquette

• If a company pays your travel expenses for an
  interview, be sure to only submit receipts for
  legitimate expenses. (Not parking tickets or
  filet and champagne dinners!)

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Mealtime Etiquette

• You may have an interview during a meal.
• The fork goes on the left. The spoon and knife go
  on the right.
• Food items go on the left, so your bread plate is
  on your left. Drinks, including coffee cups,
  should be on the right. Remember BMW (bread,
  meal, water).
• When sitting at a banquet table, you may begin
  eating when two people to your left and right are
  served. If you haven't been served, but most of
  your table has, encourage others to start. Never
  begin eating at a round table until everyone is
  served.
• Reach only for items in front of you ask that
  other items be passed by a neighbor. Offer to the
  left pass to the right. If the bread (or other
  dish) is in front of you, do not take a serving.
  Pass it and take yours last.

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Mealtime Etiquette

• Using a soup spoon, scoop soup away from you.
  Soup is taken from the side of the soup spoon.
• The meal begins when the host unfolds his or her
  napkin. If there is no host, put your napkin
  in your lap when drinks are served. If there is
  already water on the table, place your napkin in
  your lap.
• Starting with the knife, fork, or spoon that is
  farthest from your plate, work your way in, using
  one utensil for each course. The salad (smaller)
  fork is on your outermost left, followed by your
  dinner fork. Your soup spoon is on your outermost
  right, followed by your beverage spoon, salad
  knife, and dinner knife. Your dessert spoon and
  fork are above your plate or brought out with
  dessert.

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Mealtime Etiquette

• Bread/rolls should never be eaten whole. Break
  into smaller, more manageable pieces, buttering
  only a bite at a time.
• Take butter from the butter plate and place it
  onto your bread plate. Dont butter your bread
  from the butter plate.
• Pass salt/pepper as a set.

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Mealtime Etiquette
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Mealtime Etiquette

• As you eat, leave your knife across your plate at
  the top.
• Leave your plate where it is in the place
  setting. When finished, do not push your plates
  away or stack them.
• The common way to show that you have finished
  your meal is to lay your fork and knife
  diagonally across your plate. Place your knife
  and fork side by side, with the sharp side of the
  knife blade facing inward and the fork, tines
  down, to the left of the knife. The knife and
  fork should be placed as if they are pointing to
  the numbers 10 and 4 on a clock face.
• Once used, dining utensils should never again
  touch the table.

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Other Factors Scheduling

• When someone contacts you for an interview, do
  not give excuses about when it is convenient for
  YOU to come in.
• There is always someone else who is eager to meet
  the employers timeline!
• Cancel your personal plans if needed.
• Be enthusiastic on the phone.
• Dont be a no-show!!! Recruiters talk!

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Other Factors Phones

• When talking on the phone with a potential
  employer or other business contact, never put
  them on hold to answer another phone call.

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Sharing Time

• What did you learn today that you didnt know?
• What questions do you have?
• Is this program addressing your needs?