-------------------------------------------------------------------------- WRITING AN EFFECTIVE JOB APPLICATION LETTER -------------------------------------------------------------------------- Your application letter, which serves as the cover letter for your resume, will strongly affect your prospective employer's first impression of you. Therefore, this letter should give that employer as favorable and as accurate a picture as possible and should make you stand out as unique, so that the employer will remember your letter among the dozens--or possibly hundreds--received in application for a given position. There is more to the application letter than simply stating interest in a job and citing your experience. The letter is, in every sense, a sales letter: you attempt to sell yourself, the "product," to a prospective employer, the "buyer," by highlighting the ways in which your education, experience, and attitudes can fulfill company needs. Your application letter, then, should 1) tell your prospective employer what you can do for him/her and why you feel you are qualified for a specific job; 2) interpret important points in your resume as they relate to specific job requirements; 3) focus on what you can contribute to the employer (your "buyer") rather than how much he or she can offer you; and 4) ask specifically for an interview. In just a few paragraphs--probably five--you must "sell" your readers to the point where they want to know more about you and, therefore, schedule an interview. The following discussion delineates the steps necessary for writing an effective job application letter. Prewriting Analysis Needed for Effective Content and Tone Letters personnel managers receive from job applicants are frequently characterized by incomplete content and improper tone. Such letters lead prospective employers to conclude that the applicants do not know themselves, decline to reveal their backgrounds, ignore the nature and needs of their prospective employers, or lack those communication skills upon which company prosperity depends. Before personnel managers decide whether to invest time and energy--and company money--in an interview, they rightly insist upon facts, details, and specifications that applicants can provide only after having studied themselves and their prospective employer. Survey after survey reveals that typical personnel directors instantly recognize and appreciate excellence in application messages. They need the complete, factual story; and they want that story told interestingly, carefully, and skillfully keyed to the needs of their companies and of the specific position that their companies have available. Therefore, before you begin to write your application letter, you should 1) analyze your personal characteristics, your general knowledge and abilities, and your specific skills and competencies as they relate to the career you wish to pursue; 2) examine the job you're interested in to discover its component parts; and 3) match your skills and attitudes to the requirements of the job. Such matching requires creativity, especially if you are applying for a position you're not specifically trained for. The more skills you can transfer to the job, however, the better your chances for an interview will be. Check the resume handout for a list to aid you in matching your abilities with prospective job requirements. Opening Paragraph Creates Interest The opening paragraph of your application letter should catch your reader's attention, state definitely that you're applying for a job, identify the job (or job area) you're interested in, and demonstrate your interest in serving the company. Given below are examples of different kinds of first paragraphs for an application letter. You can adapt these suggestions to your needs whether you write a "prospecting" (unsolicited) letter to firms that have not announced an opening or a "solicited" letter about a publicized available position. Summary/Skills Opening One of the most effective openings includes a summary of your two or three outstanding qualifications. Like the first paragraph of a newspaper article, the summary gives in capsule form the important points you'll expand in the message. Retailing experience in a department store similar to yours, business knowledge gained academically, plus a sincere interest in these areas have helped me learn the basic requirements for running a department efficiently. I would like to contribute the practical skills I have acquired by becoming a part of your management trainee program. If hundreds of effective retail calls, thorough knowledge of point-of-sale, and imaginative merchandising help make a brewery representative, then I've begun to learn the business. I would like to put this practical field experience to work for Noname Brewing Company. Name Opening If someone has suggested you apply to a particular firm for a job, you can use that person's name in the opening--unless he or she has asked you to keep it confidential. The ultimate value of such beginnings depends almost entirely on the name used; but the fact that a friend, business associate, or customer is mentioned invariably wins consideration for this type of letter. Mr. J. J. More of your advertising department has suggested that I might be well qualified for sales work in your International Division because of my command of four languages and my background of travel abroad. Mr. James Hermann, Professor of Accounting and Chair of the Accounting Department at Hohum University, has informed me that your firm is looking for an accounting major who is interested in managerial accounting. I would like to be considered for the opening in your training program. Question Opening A third method of opening is by a question intended to challenge the reader's attention. This type of opening has the desirable effect of forcing the applicant to plunge into the middle of his or her most salable qualities without slowing down the message by introduction. Applicants who use this question beginning should be absolutely certain that their qualifications do answer the question that they raise. Can your stenographers take dictation at the rate of 120 words per minute? I can--and I am eager to prove that such speed does not lessen my accuracy. Could you use a general utility infielder who could fill in at any of the positions on your staff and relieve you of the worries and delays caused by absent personnel? Informed Opening Another form of opening is that which incidentally mentions some point of knowledge about the company. The fact that you know something about the company implies a degree of interest greater than that demonstrated by applicants who canvass the market. Now that Dixon is expanding its Western sales region, won't you need another trained and experienced salesperson to call on your new accounts? My marketing degree and four years of sales experience lead me to believe that I can fill that need. Your firm's consulting activities, and especially its work in "information systems," may attract you to an individual with my qualifications and aspirations. My academic concentration on "open systems theory," coupled with practical experience, would enable me to perform well as a member of your management consulting staff. Other Beginnings You should, of course, design your own opening--the one most appropriate for you and for the particular company to which you are writing. As the following examples illustrate, you can state an interest, previous experience with the same organization, a belief, or your present situation. Swimming pool operation and maintenance have been of interest to me for the last few years. At the same time I have been studying business at the University of Ozimo. I would like to combine these two interests by working for Pools as a salesperson and pool maintenance consultant. We both know that American Can Company prefers to pick its management trainees from the qualified employees in its lower echelons. After working six and one-half years in the various departments of Canco and attaining my college degree this June, I will be qualified to be of further benefit to our Company as a management trainee. Middle Paragraphs Demonstrate Conviction After you have caught the reader's attention, you proceed to present your qualifications for the job you're applying for. In the short space you have (perhaps no more than three paragraphs), you can't afford to repeat unnecessarily what is on your resume. You need to select and emphasize key points, considering carefully every word and every idea you include. The emphasis is on how you can be helpful to the employer! Therefore, these middle paragraphs should be tailored to the needs of the prospective employer and to the role you would perform in the position you seek, if hired. On the basis of needs, you can select and stress your appropriate professional experience, academic record, and personal qualities. 1. For professional experiences, select only those which are relevant or reflect relevant capabilities. If you have not had professional experiences in the form of summer employment in industry or as an assistant in research, laboratory work, or teaching, select experiences which involve relevant qualities such as responsibility, organizational ability, or interpersonal skills. 2. For academic record, select and specify distinctive accomplishments. For example, every university graduate applying for a job as manager of a motel restaurant will have a degree in Hospitality Management and therefore the same type of courses. The distinctive applicant will mention specific contributions to a successful practical project or accomplishments in particular relevant advanced courses that others may not have had. Do not merely list the courses which you have had: talk about what you accomplished in those courses and demonstrate what this will enable you to do for the company to which you're applying. 3. For personal qualities, emphasize those which apply to professional roles. Most hobbies are irrelevant, but supporting yourself in college is not. After you select this information, then arrange it in decreasing order of importance. For example, relevant professional experience, which tends to be important and distinctive, should precede academic information which tends to be routine. Most importantly, emphasize what your background will enable you to do for the company to impress your audience as immediately and clearly as possible that you suit their needs. Closing Paragraph Encourages Action The closing paragraph has primarily one function--to ask to an interview. Tone should be confident, and you should include a short phrase which will remind the reader that you are willing and able to serve the company. If the reader needs additional information to enable him/her to conveniently contact you, indicate this information specifically and clearly. Since I will be in Manhattan from March 22 to March 27, I will be grateful for the opportunity to see you during that time to discuss further my desire to serve as one of your investigators. After you have reviewed my qualifications as itemized on the enclosed resume, will you name a convenient time in a letter to me at my Topeka address? May I have an interview to discuss the ways in which I could serve Avidco? I could come by your office on any weekday afternoon at your convenience. You or one of your associates will undoubtedly be in Chicago during the next few months. When you are there, may I have the opportunity of seeing you to discuss my qualifications in further detail? Will you call me at 354-9876 to name a time when I may come, at your convenience, to talk with you about being the accurate staff accountant you've advertised for? I am usually home after 3 p.m. weekdays. Some Reminders 1. Write to a specific person if possible. Check the University Placement Center for current names and addresses. Include title (Dr., Ms., Mr.) and position (Director, etc.) 2. Present your message concisely, clearly, honestly, with consideration for your reader. Desirable length is usually a one-page letter. 3. Give specific and pertinent information relative to the position you seek. Generalities are not only confusing; they imply the applicant is trying to conceal a weakness or is insincere. Include enough facts to be convincing. 4. Be yourself and don't use canned messages. Your letter should reveal your individuality. Personnel executives easily recognize and react negatively toward canned messages that sound as if they've been copied from a textbook or written by an employment agency. 5. Use an appropriate, business-like approach. You should sound serious, rather than smart-aleck or cute. Avoid slang. 6. Triple check for accuracy of mechanics--grammar, sentence and paragraph structure, organization, punctuation, and spelling. Having a friend proofread your letter for clarity and errors is helpful. DO NOT mail a letter with uncorrected errors. 7. Make the appearance attractive. Use standard business letter form (see examples which follow) and use 8 1/2 x 11" bond paper (at least 16 to 20 lb. weight with 25% rag content). White is safest, although some readers consider beige, off-white, or light yellow desirable. 8. Personalize your presentation as much as possible. Tailoring a letter for a specific job or company is desirable. However, even if you are sending out numerous application letters and resumes, you should address each accompanying letter to a specific person by name and use that name in your salutation. 9. Always sign in ink with your given full name. 10. Reread your letter. It should include important aspects of your college experience, a bit of your personality, and all pertinent qualifications and skills. If it doesn't picture you as you are and as you want to look, rewrite. *This handout is a revised and adapted version of one originally produced by the Purdue University Writing Lab, West Lafayette, IN. --------------------------------------------------------------------------- SAMPLE LETTERS --------------------------------------------------------------------------- 1010 N. Salisbury West Lafayette, Indiana 47906 March 30, 1990 Mr. Raymond L. Bender Personnel Manager Cargill Incorporated Box 9300 Minneapolis, Minnesota 55440 Dear Mr. Bender: My versatile background--a Bachelor of Science Degree in Agricultural Economics from Purdue University, experience in agricultural sales, and a lifelong record of farm work--gives me the qualifications to contribute to several of Cargill's divisions. Whether I would represent Cargill in Commodities at the Chicago Board of Trade, in the Financial Division at Minneapolis, or in seed corn sales working with farmers, I know I have the training and experience to succeed in any of these Cargill divisions. Will you please consider me for employment in one of these areas? To work effectively with both speculators and farmers in the Commodities Division, I have studied Grain and Livestock Marketing, Agricultural Prices, and Futures Trading; I have training in Farm Management and have also worked directly with farmers for more than ten years. For an overview of the financial operations of corporate agribusinesses, I have completed straight A course work in Economics, Accounting, and Agricultural Finance Management. From my classes in Public Speaking and Business Writing, I have learned to communicate my ideas successfully, a skill I know is important for a financial management employee. My preparation for seed corn sales includes a summer sales internship with DeKalb Seed Corn Company and a lifelong association with farmers. Since seed corn is Cargill's newest division, I know my experience and enthusiasm would help Cargill's efforts in expanding your share of this important market. As shown by the enclosed resume, my qualifications prove my willingness to work and ability to learn quickly. I could easily relocate, and I would enjoy a job that includes travelling. I would appreciate an opportunity to discuss how my training and experience have prepared me to work for Cargill. Please call or write to let me know a convenient time for you to talk to me before my graduation in May 1990. Sincerely, William A. Barker Enclosure PROSPECTING JOB APPLICATION SKILLS OPENING --------------------------------------------------------------------------- 601 SW 21st Street Topeka, Kansas 66611 913-232-9191 February 9, 1993 Mr. Robert Don 4170 Twilight Drive, Suite 703 Topeka, Kansas 66604 Dear Mr. Don: The recent news item indicating your plan for a new facility, The Sports Complex, with a gymnasium, pool, classrooms, and ball diamonds, indicates the need for a person who can design and implement a system that coordinates programs and schedules manpower. My education and work experience combined with a strong sense of achievement and hard work would enable me to contribute sizably as coordinator of your operation. Involvement with girls' fast pitch softball has shown me the importance of a well maintained facility, qualified officials and smooth running schedules. I have had the practical experience of working with officials, players, and coaches on and off the field. While managing Associated Transfer & Storage, Inc., Parsons, Kansas, I developed a system that accurately accounted for all materials handled through the warehouse for Western Electric during the equipment installation in southeast Kansas. This system was adopted by Capital City Moving & Storage, Inc., Topeka, Kansas, in dealing with their Western Electric contract. Coordinating facilities, crews, and shipments to reduce loss of efficiency, time, and money is the key to the household carrier industry. Working directly with customers and personnel, and attending management seminars in Dallas, Texas, and Kansas City, Missouri, has expanded my knowledge in coordinating to achieve cost efficiency, an essential qualification for your operation. Mr. Don, I would appreciate your considerating my application and welcome the opportunity to interview with you at your convenience. I will be looking forward to hearing from you after you have evaluated the enclosed resume. Sincerely, Marci L. Frisbee Enclosure PROSPECTING LETTER INFORMED OPENING --------------------------------------------------------------------------- Rt. #1 Box 121 Mayetta, KS 66509 November 28, 1992 Roger Johnson Rox & Company 1500 First National Bank Tower Topeka, Kansas 66603 Dear Mr. Johnson: My knowledge of accounting principles, the initiative to follow through from start to finish, and my ability to organize my time efficiently and still accomplish quality work give me some basic requirements to become an excellent auditor. I would like to contribute these skills to Fox & Company by becoming a part of your firm. Work experience as an accounting clerk has increased my understanding of practical accounting principles; at the same time, college courses have expanded my comprehension of the theoretical aspect of accounting. During my five years as an accounting clerk for various industries, I learned and applied accounting principles. In my current position, I review and verify other people's accounting work. Washburn classes in Auditing and Intermediate Accounting emphasize the theory and reasoning behind accounting principles; these classes have given me a solid theoretical background in accounting. My initiative in starting new projects and following through on them is shown through teaching myself to operate and program a micro-computer and applying that knowledge by setting up work papers on the micro-computer, teaching others to use the work papers, and making any program additions as needed or desired. Efficiently organizing time while accomplishing quality work is nothing new to an individual who works forty hours per week while taking twelve to fifteen hours per semester as I have. Despite my busy schedule, I still receive above average grades and my work reviews have always been excellent. As shown by my enclosed resume, my qualifications show an accounting background, a willingness to work and an ability to learn quickly. I would appreciate an opportunity to discuss how my qualifications may be useful to Fox & Company. Will you please write or call within the next month to arrange an interview time that is convenient for you? Sincerely, Dana Martin PROSPECTING LETTER SKILLS OPENING --------------------------------------------------------------------------