Chapter 17

Employment-related Letters

Prepare a Winning Resume

Your Resume Should Be:

A concise and factual presentation of your credentials

Focused on your education, accomplishments, strengths, employment history and goals

An invaluable marketing tool

Your introduction to a potential employer Brief, easy to read, and grammatically well-

constructed

.

Resume Formats

Chronological resumeFunctional resumeCombination Chronological/Function

al resumeTargeted resume

.• Chronological resumes document work experience and

education in chronological order, with the most recent dates first.

• Major categories are: Work Experience, Education, Professional Affiliations, and Awards.

The chronological form is useful when:

Your work history show stability.

You have had steady progression with increasing responsibility.

You have worked for at least one year for all full-time employers that you have had.

If you have gaps in time between jobs or in your education, this may not be the most suitable format for you. However, if you do choose this format, be prepared to account for the gaps during the interview.

Chronological Resumes

.•                                 NAME

•   Present Address Permanent Address  123 S. Washington 7891 Linder Road  Green Bay, WI 54301 Green Bay, WI 54304  (920) 499-3570 (920) 491-3115

•• OBJECTIVE:

A position in personnel utilizing organizational and communication skills. Special interest in training and development.

• EDUCATION:University of Wisconsin- Green Bay, Green Bay, WisconsinBachelor of Arts, May 1999Major in Psychology, Minor in Human DevelopmentGPA 3.4/4.0

• Relevant Coursework: Organizational Behavior, Career Development I & II, Human Resource Management, Organizational Theory, and Management Theory

• RELEVANT EXPERIENCE:Personnel Assistant, Wisconsin Medical Center, Madison, Wisconsin, Summer 1998-Screened applications for clerical positions in hospital-Called references for work performance records on applicants-Observed interviewing process-Developed brochure introducing office’s various programs

• Vocational Counselor, McCambridge Center, Madison, Wisconsin, Summer 1997-Advised individuals on job hunting strategies-Prepared classes on budgeting, filling out applications, and interviewing skills

ACTIVITIES:Treasurer, American Association of Student Personnel, 1997-present-Monitored annual budget of $1,000 for activities throughout term

• Fundraiser, Ronald McDonald House, 1996-97-Organized and developed campus-wide projects raising $3,000 through one-day event

Member, Investment Club, 1995-96

ADDITIONAL EXPERIENCE:Store Clerk, Walgreen’s, Green Bay, Wisconsin, 1997-98Waitress, Café Espresso, Green Bay, Wisconsin, 1996-98

• REFERENCES:Available upon request

•  

Functional Resumes

• Functional resumes intend to highlight your specific skills and accomplishments which have been demonstrated through specific work related achievements.

• Note that your skills do not necessarily have to be presented in the order in which they were accomplished; list them by order of importance as they relate to the job for which you are applying.

• Major categories are:Technical Abilities (skills), Work History, Education, and Professional Affiliations.

The functional form is useful when: Your work experience and career goals do not match.

Your previous work experience and current job requirements do not match. With a functional resume you can emphasize other relevant strengths that you have.

You have gaps in your employment history.  However, employers usually know that an applicant is trying to disguise employment gaps, thus your attempt may be unsuccessful.

Generally employers dislike this format because they assume you have something to hide.

• The functional resume format is best for students who have just graduated from college and have little "real-world" experience,

• those who have been out of the workforce for long periods,

• job seekers who are transitioning from one career or industry to another.

.• MARY A. HOMEMAKER5555 East Main Circle         Elmira, NY 55555     (555) 111-0000

•OBJECTIVE

Clerical/Bookkeeping/Office Support position

SUMMARY OF QUALIFICATIONSOutstanding math skills; enjoy working with figures.

Knowledge of clerical details, record and file maintenance.Strong background in all aspects of customer service and support.

Excellent organizational, planning, interpersonal and communications skills.

SKILLS AND ABILITIES•

Bookkeeping:• Responsible for all accounts receivable and payable functions as auditor for hotel operation.

• Prepared daily, monthly, and yearly balance sheets for auditing purposes. • Oversaw daily cash control, prepared bank and credit card deposits.

• Collected payments for customer billing and posted to general ledger. • Clerical:

• Posted all room, tax, vale, long-distance and restaurant charges to house guests' individual accounts. • Prepared comprehensive housekeeping report for Head Housekeeper.

• Utilized computer to schedule reservations around the work for guests. • Customer Service:

• Handled customer inquiries and complaints in a professional manner. • Adept at handling confrontational situations, resolving them appropriately.

• Communicated with guests and customers via switchboard operation. • Management:

• Scheduled, trained and supervised staff arriving for daily shift. • Supervised and oversaw security of building, including physical plant. • Oversaw all hotel operations and guest relations as management staff.

• EXPERIENCE

• Clerk/BookkeeperElmira Conference CenterElmira, New YorkDesk ClerkHappy Town HotelElmira, New YorkSecretary/Production ClerkElmira Manufacturing CompanyElmira, New YorkJob Cost ClerkBinghamton Mailing (Mail Order Dept.)Binghamton, New York

• EDUCATION/TRAININGBusiness Administration Program - Purdue University Extension, Purdue, New YorkAssociate's Degree, Secretarial Science - Elmira Technical College, Elmira, New York

Graduate - Anywhere High School, Anywhere, New York • ACTIVITIES/INTERESTS

Volunteer: Travel & Tourism (Information Center), Anywhere County Chamber of Commerce;Anywhere Soup Kitchen, Anywhere, New York

Past Instructor of Quilting Program, James Human Resource Center, James, New YorkPast Girl Scout Leader

• REFERENCES AVAILABLE UPON REQUEST

How is a functional resume different from a chronological resume? • Most parts of a functional resume are similar to those in

the chronological resume except for work experience and accomplishments. In a functional resume experiences are divided into general areas of skill. The experience, qualifications, and accomplishments related to each skill are listed in these separate skill sections.

• To determine skill areas, think of skills that you wish to highlight and those that the employer is seeking. Under each skill category you should list four or five of your most impressive accomplishments or abilities. Depending on the position you may wish highlight anywhere from two to five skills.

Combination Chronological/Functional resume

• It is being used increasingly by candidates to highlight special accomplishments while giving employment history in chronological order.

• The combination resume also seems to be popular with employment offices.

Major categories are:Professional Objectives, Education, Honors, Work Experience, and Summary.

.

• A combination resume lists your skills and experience first.

• Your employment history is listed next.

• With this type of resume you can highlight the skills you have that are relevant to the job you are applying for, and also provide the chronological work history that employers prefer.

.• Wendy Jones123 Main StreetAny Town, Missouri 61111636-555-5555e-mail address

•OBJECTIVE

• To obtain a position in the field of marketing in which my creativity and sales experience would greatly contribute to the company.

• EDUCATION • St. Charles Community College, St. Peters, Missouri

Associate of Applied Science, Anticipated graduation: May 2004 Major: Marketing GPA: 3.75/4.00

• QUALIFICATIONS• Extremely self-motivated and able to learn quickly. • Very dependable and goal oriented. • Experienced in Windows, Word, Excel, Access, PowerPoint and Internet. • EXPERIENCE • Kendall Publishing Company June 2003–August 2003

St. Louis, Missouri Marketing Intern

• Developed package insert program for a new product line. • Assisted Creative Services in the redesign of new package insert materials. • Worked directly with advertisers to increase sales of new inserts. • St. Charles Community College August 2000—May 2003

St. Peters, Missouri Student Assistant, Admissions

• Conducted tours of campus for potential students. • Created colorful student recruitment brochure. • Inputted admission information into computer. • ACTIVITIES • Peer Tutor, St. Charles Community College • Student Senate Vice President, St. Charles Community College • Captain of Volleyball Team, High School

•

.Targeted Resume

• It focuses on a specific position that you are seeking.

• Major categories are: Job Target, Capabilities, Achievements, Work Experience, and Education.

• This format should be used when your job goal is clear. Since this type of format is focused on one career field, it may not be useful to you if you are exploring multiple job options and do not have time to develop more than one resume

.• Joseph Ebanks106 N. Rodeo DriveNewlands, Grand Cayman(345) 555-5555

Major Work ExperiencePhotography Staff photographer for magazineDesigned set-up for and photographed food productsCovered trade convention personnel and equipmentPhotographed restaurant interiors and equipmentShot outdoor scenics and nature close-upsIllustrated articles on interior decorationTaught basic photography to salesmenWriting Researched and wrote scientific articles in field of chemistry, mathematics, and physics.Converted scientific data into laymen's languageResearch and develop articles an industrial equipment, plastics, and food service.Wrote instruction manuals on data processing procedures

• Editing Edited technical and semi-technical manuscripts in science fieldSolicited authors for technical articlesEdited trade magazine copyFree-lance-edited science booksEmployers Edifice Magazine Staff Photographer, Assistant editorTexas Academy of Sciences - Associate EditorGarbier, Inc. - Science editor

• Education International College of the Cayman Islands, MBA

Writing a Persuasive Cover Letter

Why writing a cover letter?

A cover letter is an opportunity to tap into an individual employer's aspirations and anxieties.

The cover letter is your opportunity to go beyond the resume and its focus on the past and other employers and talk about what the reader cares most about -- themselves.

It should answer the question - Why should I hire you? It should grab the employers attention and point out why you, above all other applicants, should be contacted for a personal interview

• You should customize the letter as much as possible to the needs of the particular employer you're contacting.

• For any position, there are two types of skills: core skills that any serious applicant will be expected to have, and a much broader range of skills that would be useful to the employer but go beyond the basic requirements. You have to spend some time thinking about both types. Having the first kind gets you in the game; the second will make you stand out from the competition.

• Your letter should be as close to a business proposal as you can get -- not a plea for an interview. What do you offer that's of value? What objectives can you help them achieve? Try to focus on their needs -- what they want to buy rather than what you'd like to sell.

Cover Letter

A cover letter typically accompanies each resume you send out.

Your cover letter may make the difference between obtaining a job interview and having your resume ignored,

It serves as your introduction to an organization.

It should amplify points that you may not have covered in your resume;

It should be brief and informative.

Layout of a Cover LetterOpening paragraph: • State why you are writing; • how you learned of the organization or position,• basic information about yourself.

2nd paragraph: • Tell why you are interested in the employer or type of

work the employer does

• Demonstrate that you know enough about the employer or position to relate your background to the employer or position.

• Mention specific qualifications which make you a good fit for the employer’s needs.

• This is an opportunity to explain in more detail relevant items in your resume.

• Refer to the fact that your resume is enclosed• Mention other enclosures if such are required to apply for

a position.

.3rd paragraph: • Indicate that you would like the opportunity to intervie

w for a position or to talk with the employer to learn more about their opportunities or hiring plans.

• State what you will do to follow up, such as telephone the employer within two weeks.

• If you will be in the employer’s location and could offer to schedule a visit, indicate when.

• • State that you would be glad to provide the employer wit

h any additional information needed.

4th paragraph: • Thank the employer for her/his consideration.

• Sincerely,(Your handwritten signature)

• Your name typed

• Enclosure(s)

.Tips to Make Your Letter Professional

♪ Avoid using too many sentences that start with "I" or writing in the passive voice (ex. "This experience enabled me to..." or "Through my internship, I was responsible for..."); instead, make yourself the subject of each sentence and use active descriptions (ex., "In this internship, I demonstrated sound judgment and problem-solving skills on a daily basis.").

♪ Do not use contractions (I'd, didn't, it's).

♪ Spelling, grammar, or punctuation mistakes are out of the question!

♪ Be sure to sign your letters. (Black ink is suggested)

♪ Keep your letter short and simple.

♪ Use good quality paper that matches your resume paper and envelopes.   

.• April 14, 2006 Mr. William JacksonEmployment ManagerAcme Pharmaceutical Corporation13764 Jefferson ParkwayRoanoke, VA 24019jackson@acmepharmaceutical.com

• Dear Mr. Jackson:

• From your company's web site I learned about your need for a sales representative for the Virginia, Maryland, and North Carolina areas. I am very interested in this position with Acme Pharmaceuticals, and believe that my education and employment background are appropriate for the position.

• While working toward my master’s degree, I was employed as a sales representative with a small dairy foods firm.  I increased my sales volume and profit margin appreciably while at Farmer’s Foods, and I would like to repeat that success in the pharmaceutical industry.  I have a strong academic background in biology and marketing, and think that I could apply my combination of knowledge and experience to the health industry. I will complete my master's degree in marketing in mid-May and will be available to begin employment in early June.

• Enclosed is a copy of my resume, which more fully details my qualifications for the position.

• I look forward to talking with you regarding sales opportunities with Acme Pharmaceuticals. Within the next week I will contact you to confirm that you received my email and resume and to answer any questions you may have.

• Thank you for your consideration.

• Sincerely,___________________

• Lynn A. Johnson5542 Hunt Club Lane, #1Blacksburg, VA 24060(540) 555-8082lajohnson@vt.edu

,• Dear Ms. Range:

• I am a junior at Virginia Tech, working toward my bachelor's degree in family and child development. I am seeking an internship for this summer 2006, and while researching opportunities in the field of criminal justice and law, I found that your program works with juvenile delinquents. I am writing to inquire about possible internship opportunities with the Marion County Family Court Wilderness Challenge.

• My work background and coursework have supplied me with many skills and an understanding of dealing with the adolescent community; for example: I worked as a hotline assistant for a local intervention center. I counseled teenagers about personal concerns and referred them, when necessary, to appropriate professional services for additional help. I have been active at my university as a resident hall assistant, which requires me to establish rapport with fifty residents and advise them on personal matters, as well as university policies. In addition, I develop social and educational programs and activities each semester for up to 200 participants.

• My enclosed resume provides additional details about my background.

• I will be in the Marion area during my Spring break, March 6 - March 10.  I will call you next week to see if it would be possible to meet with you in early March to discuss your program.

• Thank you for your consideration.

• Sincerely,(handwritten signature)Stacy Lee Gimble

• Encl.

.Dear Mr. Cantor:

• I would like to be considered for the Legal Assistant position offered at White, Case & Bothalemule. I learned of this opportunity through the New York Recruiting Consortium at Trinity College.

• My high level of concentration and excellent organizational skills have helped me achieve a strong academic record at Trinity College which reflects my diligence and commitment to success. Rigorous liberal arts courses and a concentration in psychology have provided me with a first rate writing ability as well as sharp analytical, problem-solving and research skills. In my International Politics and Clinical Psychology courses, I have written papers involving in-depth research and analysis in order to prove a specific thesis. I have also developed research skills in a different capacity by compiling and analyzing data in a Research Design and Analysis class. In addition, my studying in England and France as well as taking French and Spanish classes, has greatly expanded my knowledge of different cultures and languages. My language proficiency will be an asset to a law firm with global interests.

• Through challenging leadership positions, I have developed a strong sense of responsibility, effective interpersonal skills and the ability to contribute to teamwork, even in high-pressure environments. As a Resident Assistant, I successfully resolved conflicts among residents, planned social and educational programs while serving as a positive role model for my peers. With my background in liberal arts, business and leadership, I am confident that I can make a profound contribution to White, Case and Bothalemule.

• Enclosed is my resume for your review. I am enthusiastic about the position and look forward to meeting with you at the Consortium in January. Thank you for your time and consideration.

• Sincerely,• Elicia Delombard• Elicia Delombard• • Enclosure•