If you've prepared it properly, the answers should be a series of ringing "no's"- your resume should be a mere sketch of your life, a bare-bones summary of your skills, education, and experience.
To the general we must add the specific. That's what your letters must accomplish-adding the lines, colors, and shading that will help fill out your self-portrait This article will cover the kinds of letters you will most often be called upon to prepare in your job search. There are essentially nine different types you will utilize again and again, based primarily on what each is trying to accomplish.
Answer these Questions
Before you put pencil to paper to compose any letter, there are five key questions you must ask yourself:
- Why are you writing it?
- To Whom?
- What are you trying to accomplish?
- Which lead will get the reader's attention?
- How do you organize the letter to best accomplish your objectives?
There should be a single, easily definable reason you are writing any letter. This reason will often dictate what and how you write-the tone and flavor of the letter-as well as what you include or leave out.
Have you been asked in an ad to amplify your qualifications for a job and provide a salary history and college transcripts? Then that (minimally) is your objective in writing. Limit yourself to following instructions and do a little personal selling-but very little. Including everything asked for and a simple, adequate cover letter is better than writing a "knock 'em, sock 'em" letter and omitting the one piece of information the ad specifically asked for.
If, however, you are on a networking search, the objective of your letter is to seek out contacts who will refer you for possible informational or job interviews. In this case, getting a name and address-a referral-is your stated purpose for writing. You have to be specific and ask for this action.
You will no doubt follow up with a phone call, but be certain the letter conveys what you are after. Being vague or oblique won't help you. You are after a definite yes or no when it comes to contact assistance. The recipient of your letter should know this. As they say in the world of selling, at some point you have to ask for the order.
Who?
Using the proper "tone" in a letter is as important as the content you wouldn't write to the owner of the local meat market using the same words and style as you would employ in a letter to the director of personnel of a major company. Properly addressing the person or persons you are writing to is as important as what you say to them.
Always utilize: the recipient's job title and level (correct title and, spelling are a must). If you know what kind of person they are (based on your knowledge of their area of involvement), use that knowledge to your advantage as well. It also helps if you know his or her hiring clout, but even if you know the letter is going through a screening stage instead of to the actual person you need to contact, don't take the easy way out You have to sell the person doing the screening just as convincingly as you would the actual contact, or else you might get passed over instead of passed along! Don't underestimate the power of the person doing the screening.
For example, it pays to sound technical with technical people in other words, use the kinds of words and language which they use on the job. If you have had the opportunity to speak with them, it will be easy for you. If not, and you have formed some opinions as to their types then use these as the basis of the language you employ. The cardinal rule is to say it in words you think the recipient will be comfortable hearing, not in the words you might otherwise personally choose.
What?
What do you have to offer that company? What do you have to contribute to the job, process or work situation that is unique and/or of particular benefit to the recipient of your letter.
For example, if you were applying for a sales position and recently ranked number one in a summer sales job, then conveying this benefit is logical and desirable. It is a factor you may have left off your resume. Even if it was listed in the skills/accomplishment section of your resume, you can underscore and call attention to it in your letter. Repetition, when it is properly focused, can be a good thing.
Which?
Of all the opening sentences you can compose, which will immediately get the reader's attention? If your opening sentence is dynamic, you are already 50 percent of the way to your end objective having your entire letter read. Don't slide into it Know the point you are trying to make and come right to it One word of caution: your first sentence must make mention of what led you to write was it an ad, someone at the company, a story you saw on television? Be sure to give this point of reference.
How?
While a good opening is essential, how do you organize your letter so that it is easy for the recipient to read in its entirety. This is a question of flow the way the words and sentences naturally lead one to another, holding the reader's interest until he or she reaches your signature.
If you have your objective clearly in mind, this task is easier than it sounds: Simply convey your message (s) in a logical sequence. Send your letter by stating what the next steps are yours and/or the reader's.
One More Time
Pay attention to the small things. Neatness still counts. Have your letters typed. Spend a few extra dollars and have some personal stationery printed.
And most important, make certain that your correspondence goes out quickly. The general rule is to get a letter in the mail during the week in which the project comes to your attention or in which you have had some contact with the organization. I personally attempt to mail follow up letters the same day as the contact; at worst, within 24 hours.
When to Write
- To answer an ad
- To prospect (many companies)
- To inquire about specific openings (single company)
- To obtain a referral
- To obtain an informational interview
- To obtain a job interview
- To say "thank you"
- To accept or reject a job offer
- To withdraw from consideration for a job
