Contents of the Letter
• Heading
• Addressee
• Greeting
• Introduction
• What I can do for you Professionally
• What I can do for you Personally
• Contact me
• Closing
Heading
• Use the same layout as your résumé. This is very professional looking.
• Use a READABLE FONT
• Make sure your phone number and other contact information is correct.
• Make sure that there is ALWAYS someone to answer the phone– Answering machine– Cell phone with voice messaging
Addressee
• Know the name and title of the person to whom you are writing.
• If not, know the title– If you don’t know, try to find out– If you can’t find out – use something generic
“Human Resources Director”
• Know the address of the company to whom you are writing.
• MAKE SURE THESE ARE CORRECT!
Examples
• Jennifer Leonard, Ph.D.• Dr. Jennifer Leonard• Professor Jennifer Leonard• Jennifer Leonard, Information Systems• Jennifer Leonard, Professor of MIS• NOT!!!!
– Jenny Leonard– Ms. Jenny Leonard– Mr. ****– Brett Smith
Greeting
• Use name if you know it– Dear Dr. Leonard,– Professor Leonard,– Dear Jennifer,
• If not, some suggestions:– Greetings,– Dear Sir or Madame, (I hate this!)– Hello,– Omit it totally
Introduction
• What job do you want?• Where did you hear about it? • Do you have a personal reference?• Short “gotcha” sentence• Be excited!• DO NOT:
– I am writing with respect to… (I know you are writing – I have the letter in front of me.)
– Enclosed please find my résumé…(Gee, I hope so!)
Examples
• I was pleased to see your ad for a Web Master in this morning’s Gazette.
• I would like to thank you for the opportunity to apply for your Web Master position.
• Your ad for a Web Master in yesterday’s Gazette really sparked my interest.
• John Smith recently told me that you are looking for a web master.
Another Example
• I was very excited to find your ad in the Billings Gazette for a Web Master. Your organization will need someone who is results oriented and has extensive managerial and web design experience. I have both!
Professionally
• A few short sentences about qualifications required that you have
• Try to keep “me”, “my” and “I” to a minimum
• Use “You” and “your” as much as possible.
Example
• Your new Web Master will need to have good project management skills. At XYZ Company, I was the project manager for six different projects ranging from being the head web designer to creating the websites from scratch. All of these projects were brought in on-time and on-budget. Additionally, I can bring you highly developed skills in both FrontPage and DreamWeaver.
Personally
• Blow your own horn!
• Tell the truth!
• Don’t tell about the bad things– “Even though I spent 14 years in prison for
murdering my old boss, I have learned how to work well with others.”
• Sell Yourself
Example
• NO
I am very detailed oriented, which is something you need in a wed master.
• YES
In addition to my professional qualifications, you deserve an individual who is on-time, dedicated, and knows how to “think cow”. I am that person!
Contact Me
• Thanks!• Be upbeat!• Don’t put too many limits on contacting
you.– I am available after 5pm to take your call.– Fridays at noon is the best time to reach me.
• Say you will contact them• Make sure that you give your contact
information AGAIN. Don’t make them look for it!
Examples
• If I may, I will call your office on Thursday to see when we may schedule a time to discuss how we may be of benefit to each other.
• I appreciate the time you took to look over my résumé. I hope that I will hear from you soon, as I am very excited about the prospect of joining your team.
More examples
• I am very excited about the prospect of joining your team. You may reach me at 406-256-6057 at any time (just leave a message) or e-mail me at [email protected]. Thank you for your time and I look forward to meeting you.
Closing & Enclosures
• Closing– Sincerely,– Yours truly,
• Enclosures– Enc: Résumé– Enclosure: Résumé
Things to watch…
• Spelling– Wed Master (Web Master)– Report (Rapport)
• Grammar– I have improved my manager, people and
phone skills.– Past experiences– I was responsible for the performance of all
the employees, including the service department.
More things
• More weird stuff– I would appreciate it if you would keep this
inquiry confidential.– As my present employer is unaware of my
current job search, I would appreciate it if you would keep this inquiry confidential.
• Other Stuff– Under NO CIRCUMSTANCES use your
employers’ phone or e-mail address, letterhead, etc!!!!