•camps
•clubs and organizations
•colleges, universities, technical schools
•franchise companies
•internships
•private elementary and secondary schools
•prospective employers
•volunteer organizations
How to Say It
•Address your letter to a specific individual, after verifying the per- son’s title and double-checking the spelling of the name (even if it’s simple—“Gene” could be “Jeanne,” “John”
could be “Jon”).
•Open with an attention-getting sentence or paragraph. •Tell why you are seeking this position, why you have chosen to apply to this particular company, and why you believe you are qualified. •List the skills, education, and experience that are most relevant to the opening. Leave the rest for the interview.
•Request an interview (“I will be in Burbank next week and would like to arrange an interview”).
•Provide an address, daytime phone number, fax number, and e-mail address.
•Close with a pleasant or forward-looking statement: “I appreciate your time and consideration”; “I look forward to discussing this po- sition with you.”
What Not to Say
•Don’t indulge in generalities or the vague “etc.”; specify exactly what you can do or have done.
•Don’t use gimmicks, fancy language that you don’t normally use, a “humorous” approach, or any attention-getting device that could backfire. Conservative (which is not the same as boring) is better here.
•Don’t refer to yourself as “the writer” (“The writer has had six years’ experience as a heavy equipment operator”).
•Don’t emphasize how much the company can do to further your ca- reer goals. Emphasize rather how your abilities can benefit the com- pany. Instead of the message “Here is what I can do,” fashion the message to say, “Here is what I can do for you.”
•Don’t mention negative aspects of your present or past employment. •Don’t belittle your qualifications.
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•Don’t base your request on your need for the job or on an appeal to sympathy (“I am the only support of my family”);
focus on what you have to offer.
•Don’t mention salary in your letter (even when an ad asks you to state salary requirements); save that discussion for the interview.
Tips on Writing
0• Don’t use your present company’s letterhead stationery for your letter of application.
1• Re-read your letter before mailing to see if it sounds confident, professional, and persuasive. If you were the employer, would you want to interview the person who wrote this?
2• Be concise. The letter of application should be no longer than one page.
3• Use action verbs when describing your abilities and accomplish- ments (see RÉSUMÉS for a list of effective verbs).
4• Tailor your message to a specific company. Employers can spot a generic or boilerplate letter; it tells them you are more interested in a job, any job, than in a job with them.
Personalize your letter. When prospective employers receive a letter that has been written especially for them, they will give it more than the sixty seconds most letters get.
5• The most critical factor in getting an interview is how closely you match the prospective employer’s needs. You already know what you have to offer; you also have to know what the company needs from you. Call the company and ask questions; research the company at the library; speak to people who work there or who know the company. By presenting as clear a picture of yourself as you can, couched in terms of what the company needs, you make it easy for an employer to determine quickly whether there is a match.
6• It’s not necessary to say “References available upon request.” It is understood by both parties that references will be offered and checked.
7• Avoid spelling or grammar errors, low-quality paper, smudged or hard-to-read print, and poor spacing on the page.
In the case of a fax, use the “fine resolution” setting to send as sharp a copy as possible.
Special Situations
0• To apply for a franchise, study FTC guidelines. You may want a lawyer to help you with some of the correspondence.
1• Most applications to colleges, universities, community colleges, or technical schools are routine and codified. If, however, you are a student at the very high or very low end of your graduating class or
HOW TO SAY IT® / 61
if you have special needs (for financial assistance, for example), seek help from your high school counseling office, private counseling ser- vices, or some of the numerous publications available. For some stu- dents, the process of applying for admission to college can take many months and require specialized information.
0• If you are on the other side of the desk and are asked to design a job application form, familiarize yourself with state and federal anti- discrimination laws. You may not ask
applicants for such information as age, race, sex, height and weight, color of eyes, hair, or complexion; birthplace; dates of public school attendance; arrest record, type of military
discharge, past workers’ compensation claims; whether they own their own home, have ever been sued, or had a surety bond or government clearance denied; work transportation arrangements; non-job-related handicaps; activities,
memberships, and hobbies not directly related to the job; how they heard about the job opening. Have a lawyer check the rough draft of your application form to ensure that it complies with state and federal laws.
Format
0• Letters of application are typed, preferably on letterhead station- ery.
1• Some prospective employers suggest that applicants fax materials to them. Unless a résumé is specifically requested, you may fax a letter of application, either with a cover sheet or leaving space at the top of the letter for the faxing information (see FAXES).
WORDS
abilities education opportunity skill
apply experience professional ssuit
background goals qualified able
credentials objectives responsible
PHRASES
applying for the position of
arrange a meeting at
have fifteen minutes of your time to discuss meet and exceed
your criteria serious interest in
62 / HOW TO SAY IT®
extensive experience with similar to my most recent position
good candidate/ skills that would be
useful to match for the job
career with
SENTENCES
According to this morning’s paper, you are seeking a storm restoration contractor.
After eight years as a senior analog engineer at Blayds-Conway, I am seeking a position in this area because of a family move.
At the suggestion of Wilhelmina Douglas-Stewart, I am writing to request an interview for the project leader position in your long haul fiber optic communications department.
Because I believe you would find me to be an efficient,
experienced, and dedicated legal administrative assistant, I am applying for the position at Wilson & Bean.
Dr. Breuer has informed me that you are currently looking for a part-time veterinary technician.
I am applying for the position of credit research analyst that you advertised in today’s paper.
I look forward to hearing from you.
I understand from Dr. Demetrius Doboobie that you have an opening for a medical records supervisor.
I understand that there is currently no opening in your office, but I would like you to keep my résumé on file and to consider me for any openings that occur.
I was happy to learn that there is an opening for an insurance underwriting coordinator at the Daffyd Evans Marine Insurance Agency.
I was pleased to see your advertisement in this morning’s paper for a floral
designer because I have just moved here and am looking for a position
after having worked as a floral designer in Chicago for the past six years. I will call you Thursday to discuss setting up an interview.
My eight years as a food microbiologist at Samuel Braceweight, Inc., make me eminently suitable for the responsibilities of the position you are currently advertising.
HOW TO SAY IT® / 63
Please consider me as an applicant for your advertised part-time position as clerical assistant in your business office.
Roger Brevard told me that you are looking for a real-time software engineer. Thank you for considering my application.
The skills and duties outlined in your advertisement in today’s paper are almost a perfect match for the position I held until recently at Geoffrey Bentley Publishers, Inc.
PARAGRAPHS
I have held a position as head teller very similar to the one you are currently advertising. Employed for the past five years at Jethway State Bank, I was promoted to head teller last January.
Because of a family situation, I am obliged to move to Swancourt.
My immediate supervisor, Felix Jethway, said he would be happy to discuss my work with you if you would like to telephone him (515/555-1000).
As you know, I have been managing the Albany branch of your Woodstock Bookstore for three years. I understand that you plan to franchise several of your bookstores, and I would like to apply for the franchise for this store, if it is available.
Your neighbor, Gina Gregers, who is a friend of mine from high school, told me yesterday that you are seeking a lunch-hour delivery driver for your catering company. I have a valid driver’s license, have never had a moving violation, and, as a twenty-year resident of Werle Heights, know my way around the city and suburbs.
My career accomplishments include: setting a fifteen-year collection record during the first two months of employment as a collector of de- linquent medical accounts; being promoted to unit manager as a result of high achievement levels and later to office collection manager; main- taining my record as the leading collector at the Denver branch of the Montjoy Agencies.
I would like to be considered for your customer service representative position. You requested experience in the transportation industry; I was employed from 1998—2001 as customer service representative for Coldstream Transport and from 1995-1998 as dispatcher for Steenson Intermountain
Express.
SAMPLE LETTERS
Dear Ms. Rondabale,
I would like to apply for the position of surgery scheduler for your ophthalmology practice.
64 / HOW TO SAY IT®
I received a two-year degree in office administration from Beckford Business College in 2000. Since then, I have worked full-time for Alasi Surgical Associates as a surgery scheduler.
The work here has been more than satisfactory to me, but your clinic is half an hour closer to my home and I would like to shorten the com- mute.
I can come for an interview any Saturday, or any weekday during the lunch hour, or after 5:30. If you leave an interview date and time on my home answering machine (555-1234), I will call to confirm.
Thank you.
Dear Ms. Saverne,
As the result of a telephone call to your office this morning, I learned that Duval International is seeking someone to manage the security op- erations of its office complex, and that you are the person to contact about the position.
I have eleven years’ experience as a security services supervisor and broad experience with access control and with most security systems, including CCTV alarms. I also have an AA degree in law enforcement. I was employed by Stanislas & Sons from 1989-1994, and by Barr As- sociates from 1994 to the present.
Favorable references are available from both companies.
I would like to set up an interview to discuss the position with you. I have 24-hour voice mail at 555-1234.
Dear Ms. Jocelyn,
I am looking for a position as an electrical engineer. Several people have mentioned your employment agency as being outstanding in placing people in this field.
I have an MS in Electrical Engineering and seven years’
experience in the design of lighting and power systems; the last two years I was also project manager.
I believe my qualifications make me someone you can place, both to my satisfaction and to a future employer’s satisfaction.
I will call next week for an appointment and can then bring in my résumé, list of publications, and references.
I look forward to meeting you.
Sincerely, Dear Mr. Squales,
As someone with three years’ telemarketing experience and two years’ experience as office manager of a small business, I think I am a good candidate for your convention sales and marketing coordinator position. My strengths include effective oral and written communication skills
HOW TO SAY IT® / 65
and an aptitude for interpersonal business relationships. I am considered a good team player and am precise and detail-oriented in my work.
I would like to bring my résumé and references in and discuss this opening with you.
• Dear Margaret West,
Libraries have been a second home to me for years, and I will be ma- joring in library science. In the meantime, I would like to apply for the summer job opening in your children’s room.
Although my work background is slight (see résumé), I think I can offer you a deep and genuine interest in library science, a strong desire to excel at this kind of work, and library skills that come from many hundreds of library visits. As the oldest of five children, I also have considerable experience and a high comfort level in dealing with young people.
Thank you for your time and attention.
Dear Mr. Baillie:
The requirements for the branch manager position you advertised describe almost perfectly my own background.
As assistant manager of Gulliver Travel, I have been responsible for overseeing eight full-time agents. I am a travel school graduate (Charlson International) with a great deal of experience and a good working knowledge of the travel industry in all its phases—from issuing tickets and seat assignments and assisting with ticket assembly to PARS com- puter experience. I have two years of experience in domestic reservations, one year of experience working with corporate international travel oper- ations, and a thorough understanding of international tariffs.
I would like to discuss this position with you and will be happy to come in for an interview at your convenience.
Sincerely yours,
See also: COVER LETTERS, EMPLOYMENT, FOLLOW-UP, RÉSUMÉS.