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The writing of
clear, concise business letters and memos can often mean the difference
in both employment and advancement. No one can tell you exactly how
to accomplish this objective, but perhaps these suggestions will be
of some assistance.
- Pay particular attention
to format, punctuation, spelling, and grammar. Use a dictionary if
needed.
- Type on good quality
bond paper; same color and quality as resume.
- Your letter should be
typed. Occasionally an employer will request a sample of your handwriting
or perhaps ask for your cover letter to be in your own handwriting.
If so, be sure that it is neat and legible.
- Your letters must adequately
state the purpose of your writing, yet be as brief and concise as
possible.
- Don't waste words. Rewrite,
edit, and read aloud for the purpose of clarity and brevity.
- Ask a person whose judgment
you trust to read and critique your letter. Career Services offer
assistance in resume writing and resume critique.
- Make your letter as warm
and personal as possible, yet it must also be business like in conveying
your ideas.
- Do not duplicate the
material in your resume. Highlight experience and education that is
relative to the specific position.
- Tailor your letter to
the specific job requirements listed by the employer.
- Don't try to impress
an employer with your vast vocabulary. Write in simple language and
don't use flowery language or jargon unless it applies to your situation.
- Be prompt in replying
to an inquiry received from an employer.
- Address your letter to
a specific person by name and title. If you are uncertain whom to
address, look in library reference materials or call the company and
ask the receptionist for an appropriate name and title.
- Keep the letter short
and to the point. Three paragraphs will usually suffice:
Paragraph 1: State your interest and purpose. Try to link your interests
to the employer's needs.
Paragraph 2: Highlight your enclosed resume by stressing what you
will do for the employer.
Paragraph 3: Request an interview and indicate you will call for an
appointment.
Remember
you will not be employed because you need a job, but because the employer
needs your services.
SAMPLE COVER LETTER
May 5, 2002
Mr. Hal Smith, Manager
International Sales Department
PO Box 57346
Hayward, CA 94543
Dear Mr. Smith,
(Paragraph 1) This is in response to your ad for a salesperson in Sunday's
Examiner Chronicle. I was particularly attracted to your position because
of my interest in international affairs/travel and because of the opportunity
to use my language skills and international working experience.
(Paragraph 2) As my resume illustrates, I have extensive sales experience
that would be beneficial to this position. I have always set high standards
and consistently achieved my goals. I am highly motivated and would
be a top salesman for your company.
(Paragraph 3) I believe I would be an excellent candidate for this position
and would very much appreciate the opportunity to speak with you further
regarding my qualifications. I will call in a few days to schedule an
appointment. Thank you for your time and consideration.
Sincerely,
Jade C. Roman
CAREER
SERVICES & COOPERATIVE WORK EXPERIENCE
SCC 972.881.5781/G103; PRC 972.377.1781/F109; CPC 972.548.6747/A108
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