Employment Letters and Other Employment Documents

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Employment Letters and Other Employment Documents
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Writing a Persuasive Letterof Application
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Types of Letters of Application

• Solicited versus Unsolicited
• Traditional versus Electronic

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Formatting

• Use your letterhead or include a return address
  at the top.
• Use standard letter parts dont forget the date.
• Address the letter to a named person in a
  specific company (unless specified otherwise).
• Include an appropriate salutation (name of
  individual).
• Include enclosure (s) notation.

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Letter Format

• Letterhead
• Make a letterhead for your information
• No letterhead--your street address, city state
  zip, current date
• Styles
• Block style letter (all information at left
  margin)
• Modified block letter (return address,
  complimentary close, and typed name begin at
  midpoint of margins)

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Letter Format

• Receivers Address
• Mr. or Ms. Full Name
• Company Title
• Company Name
• Company Address
• Salutation
• Dear Mr. or Ms. Last Name
• Use a colon after name

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Letter of Application Content

• General Suggestions
• Avoid overuse of personal pronouns I, me, my.
• Use active voice.
• Avoid obvious flattery.
• Avoid saying your company. Use the
  organizations name.
• Include reference to resume.
• Include research about the company.

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Outline

• AIDA Approach for Persuasive letters
• Attention
• Interest
• Desire
• Action

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Letter of Application Content

• Opening (Attention)
• Mention the job you want.
• For advertised jobs, name the source include job
  title, date, and publication.
• If someone referred you, name that person.
• Tell how your qualifications fit the job
  specifications, show knowledge of the readers
  business, or describe how your special talents
  will be assets to the company.

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• Since I have focused my education and training on
  retail management, your advertisement for a
  management trainee, appearing October 7 in
  Section F of the Los Angeles Times, captured my
  attention.
• As a recent graduate of Middle Tennessee State
  University, I am interested in a ________
  position with ________ Company.

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Letter of Application Content

• Body (Interest and Desire)
• Demonstrate how your background and training
  match the job requirements.
• Summarize your principal assets from education,
  experience, and special skills.
• Avoid repeating specific data from your résumé.

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• Recent sales and management experience at Rikes
  Department Store enabled me to develop the
  interpersonal and supervisory skills specified in
  the XYZ advertisement. I started as a
  salesperson and was soon promoted to assistant
  manager, a position demanding initiative and
  responsibility.
• In addition, courses at Valley Community College
  helped me develop computer and communications
  skills. Please examine the enclosed résumé for
  details of my qualifications.

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Letter of Application Content

• Closing (Action)
• Ask for an interview (not a job). Consider
  hooking the request to a statement reviewing your
  strongest points.
• Be enthusiastic, optimistic, and assertive.
• Make it easy to respond. Tell when you can be
  reached (during office hours).
• (Some recruiters prefer that you call them.)

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• At your request, I would be pleased to provide
  the names of individuals who could verify my
  education, skills, and performance. Please call
  me at 615-555-5555 to arrange an interview so
  that we can discuss how my background and
  training could contribute to Home Depot Stores.

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Including References???
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References

• Separate sheet
• Your letterhead with contact information at top
• Three to five references
• Name, title, company name, company address,
  company phone number, and perhaps e-mail
  address.
• Supervisors, Professors, Peers at work

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Writing the Letter of Appreciation for the
Interview
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Letter of Appreciation Outline

• Appreciation for interview
• Mention job you are seeking
• Specifics from interview
• Briefly mention qualifications
• Convey continued interest
• Look to future
• Politely ask for decision
• Pages 556-557

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Letter of Appreciation Suggestions

• Use typical business letter format.
• Address to interviewer.
• Avoid overuse of I use you attitude.
• Take extra care in wording and appearance.
• Send within two days.

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Completing the Application Blank
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Application Blank

• Carry resume and a card summarizing employment
  information not included on resume.
• Look over form before beginning.
• Write neatly.
• Be prepared for salary question.
• Ask to submit resume along with application
  blank.
• Pages 557-558.

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Writing Other Employment Letters

• Pages 555-557