1

Employment Letters and Other Employment Documents

2

Writing a Persuasive Letter

of Application

3

Types of Letters of Application• Solicited versus Unsolicited

• Traditional versus Electronic

4

Formatting

• Use your letterhead or include a return address at the top.

• Use standard letter parts; don’t 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.

5

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)

6

Letter Format

• Receiver’s Address– Mr. or Ms. Full Name– Company Title– Company Name– Company Address

• Salutation– Dear Mr. or Ms. Last Name– Use a colon after name :

7

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 organization’s

name.– Include reference to resume.– Include research about the company.

8

Outline

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

9

• 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 reader’s business, or describe how your special talents will be assets to the company.

Letter of Application Content

10

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.

11

• 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.

Letter of Application Content

12

Recent sales and management experience at Rike’s 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.

13

• 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.)

Letter of Application Content

14

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.

15

Including References???

16

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

17

Writing the Letter of Appreciation for

the Interview

18

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

19

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.

20

Completing the Application Blank

21

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.

22

Writing Other Employment Letters

Pages 555-557