Write for the Job:

1. Write for the Job: Written Communication for Fellows Seeking Positions by Fern Remedi-Brown, M.Ed.

2. Your written presentation (and what they send you) Before getting an interview: Curriculum vitae or resume Cover letter After an interview: Thank you letter After getting an offer: Understanding their offer letter Your acceptance letter

3. Other important written pieces Research statement 2-3 pages Summary of a grant: Vision Next several years Interesting Lead to important papers Fundable Letters of reference (refer to Dr. Kreidberg’s seminars on How to Get a Job and Successful Fellowship)

4. Academic vs. Industry Positions Different approaches Industry: shorter, targeted, experience Academic medicine/research: training Different written documents Resume vs. CV

5. CV’s and Resumes

6. CV’s and Resumes: Essential Details (1 of 2) Be consistent in format and grammar! Present participle (“-ing” form) is more active No period at the end of lines No headings at the end of a page Get someone to proofread!

7. CV’s and Resumes: Essential Details (2 of 2) For research, be descriptive of research techniques with subcategories For industry, omit “Meetings” For academic position, focus on education. For industry, put training first. Write professional experience strongly! Lead with the one thing you’d like them to remember, expand on specific, required skills, and end with a statement of tangible, beneficial outcome for employer.

8. CV? Resume? Curriculum Vitae (CV) For an academic position Bullet points of accomplishments May be in a required format, e.g., Harvard (purple pages) http://www.hms.harvard.edu/fa/handbook/purplebook/ Scroll down to: XV. Curriculum Vitae and Bibliography Format for all Faculty Part I: General Information Part II: Research, Teaching and Clinical Contributions Part III: Bibliography Resume For an industry or non-academic position Uses text form Shorter than a CV, more targeted to the position Various formats, depending on “audience”

9. CV’s Write “Curriculum Vitae” at the top #1: most recent or highest level of education Emphasizes scholastic achievement and ability List educational data in chronological order Experience supports formal studies Do not include irrelevant material Proofread for any errors!

10. Resumes Emphasizes work experience Do NOT write “Resume” at the top After your name and contact info., state “Job Objective” Education supports work experience Include related data “References Upon Request”

11. COVER LETTERS

12. Writing cover letters These tips are for writing letters throughout the job search process. Where do you see a fit with the institution? Highlight your strengths and experience from your CV/resume. Mention who referred you (ask them first). Use as a follow-up to interaction at a conference or lecture. Offer them something irresistible (e.g., fluency in English + another language; volunteering for a month)

13. Being concise counts Lengthy version Concise version You will please find enclosed… Enclosed is… I am in receipt of… I received… In reply, I wish to state… In reply, … I wish to assure you that… Please know that… I will take steps to… I will…

14. Beginning a cover letter I am submitting my credentials for your consideration… Avoid overuse of “I” when starting a sentence. Alternatives: This letter is being submitted… This is to express my interest in…

15. Examples of phrases in cover letters To keep myself updated, … This year I successfully completed … I took part in a research study … under the direction of… As a member of an international team … I will continue to participate in educational activities that will update my skills…

16. Effective writing (1 of 3) Research the position! Who is the decision-maker? Read his/her publications. What are his/her needs? Write to that person and reflect that knowledge. Mention their needs and how you can meet those needs.

17. Effective writing (2 of 3) Avoid seeming pretentious. Be specific but brief about your accomplishments.

18. Effective writing (3 of 3) Avoid overused clichés; instead be descriptive and positive. Pay attention to detail. Get someone to proofread your letter.

19. Ending a cover letter Thus, I feel I am well-qualified… At this time, I would request that you consider my candidacy for a position. Enclosed please find my credentials for your consideration. I look forward to hearing from you. If you should have any questions, please give me a call at …

20. Sample Cover Letter (1 of 3) Top right-hand corner “Re:” line Get the name of the decision-maker. “This is to express my interest in… I am seeking a position that utilizes my...” List your strengths and in what setting you have used them. Give examples of how you have been successful. Give numbers.

21. Sample Cover Letter (2 of 3) Give a second example of strengths used How has your life prepared you for this position? Give examples! “Thus, I believe my skills would be an asset to ….”

22. Sample Cover Letter (3 of 3) CONCLUSION: EITHER: At this time, I would request that you consider my candidacy for the position of X. If you have further questions, feel free to call me on my cell (#) or at home (#) or e-mail me at Y. OR: I will give you a call in about a week, on DATE, to speak with you about the possibility of an interview. Sincerely, (NAME)

23. THANK YOU LETTERS

24. Thank you letters Why write a thank you letter? Guidelines for writing thank you letters Anatomy of a thank you letter Words and phrases to avoid in writing thank you letters (and what to replace them with)

25. Why write a thank you letter? To remind the interviewers of who you are To leave a positive impression on interviewers To remind them of why they should choose you To let them know your interest in the program To let them know why you think their program is a good fit for you

26. Guidelines for writing TY letters Send within 24 hours or certainly within 1 week Why? To do so demonstrates your professionalism If you wait, you appear less interested You may forget details if you wait They may forget you, the longer you wait

27. Preparation for writing TY letters Before the interview Get names, correct spellings of all interviewers Read program brochure, institution web site, articles on PubMed During the interview Take notes on program strengths/weaknesses Mention things that you can refer to in your letter

28. Preparation (continued) After the interview Check names and spellings of names Write the thank you letter immediately

29. Anatomy of a thank you letter Paragraph 1: Remind interviewer of what you came for and when. Mention briefly your appreciation of being granted an interview or being pleased to meet them. Appreciate whatever they provided for you. Mention names of all interviewers. Paragraph 2: Appreciate any characteristics about the program and where you learned this during the day. Elaborate on this and how it relates to you.

30. Anatomy of a TY letter (continued) Paragraph 3: Say how you see yourself fitting into the program and specify why. What are the reasons you would like to be there? Be specific. What are you looking forward to? Paragraph 4: Close by saying you were glad to meet them and how (in what way) you will contribute to their program. Make sure you put your telephone # and/or e-mail address here if you don’t put it at the top.

31. Words/phrases to avoid; what to replace them with (slide 1 of 9) AVOID overused, general words such as “nice,” “interesting,” “like,” “good,” “great.” REPLACE WITH more specific, descriptive words (What do you really feel about the interview, the interviewers, the program?)

32. Words/phrases (continued) (slide 2 of 9) AVOID any (or most) reference to anything negative REPLACE WITH how you could contribute to the program AVOID elaborate or complex sentence structures esp. if you are unfamiliar with their exact connotation in English REPLACE WITH simpler sentences that get right to the point

33. Words/phrases (continued)(slide 3 of 9) SPECIFIC PHRASES TO AVOID I want to thank you for an opportunity to get acquainted with your program. (You get acquainted with a person, not a program – “acquainted” is too informal for a thank you letter.) REPLACE WITH This is to thank you for the opportunity to meet with you on X Date regarding my candidacy… (Present yourself as a strong candidate, forthright – but not pushy.)

34. Words/phrases (continued)(slide 4 of 9) SPECIFIC PHRASES TO AVOID I was really impressed with big improvement that your program had during the last two years… (This could be interpreted as insulting. It seems as if you’re surprised that they could do that well, considering what you’d heard about them.) REPLACE WITH I was struck by learning that your program made strong strides in the past two years… (Don’t use the word “statistics” – this is too awkward-sounding.)

35. Words/phrases (continued) (slide 5 of 9) SPECIFIC PHRASES TO AVOID I also rate highly that faculty member in this small community hospital are friendly and supportive. (Be careful in using the word “small.” In the U.S., this could be considered an insult.) REPLACE WITH And, the friendly and supportive atmosphere created by faculty members in this community-based hospital are definite pluses. (“Definite pluses” is preferable to “rate highly.”)

36. Words/phrases (continued)(slide 6 of 9) SPECIFIC PHRASES TO AVOID I wish that my hard work and knowledge will make a good contribution to your program. (“I wish” is grammatically incorrect here; “I hope” is correct, but weak.) REPLACE WITH If selected, I will contribute with both my knowledge and hard work to the fullest extent to benefit your program. (Better to say how you will contribute and at what “level.”)

37. Words/phrases (continued)(slide 7 of 9) SPECIFIC PHRASES TO AVOID I really enjoyed my day Thursday. (Or, I really enjoyed the time you showed me Thursday.) (This sounds either like a pleasure trip or a romantic interlude.) REPLACE WITH I enjoyed meeting with all of you to discuss the program and to learn about the work you are doing. (Maintain the professional tone of the letter.)

38. Words/phrases (continued)(slide 8 of 9) SPECIFIC PHRASES TO AVOID I am amazed with the Nerve Line Computer System, in order to find all recent information. (Your letter should sound as professional as you are. “Amazed” is something that children usually are when they learn something new. The style is awkward and unsophisticated. The verb tense is incorrect – “am” vs. “was.”) REPLACE WITH I was very impressed by the technology available with the Nerve Line Computer System (“Impressed” or “Fascinated” is much stronger and adult than “amazed.” “Technology” is superior to “all recent information.”)

39. Words/phrases (continued)(slide 9 of 9) SPECIFIC PHRASES TO AVOID I hope we will work together in the future. (This sounds both juvenile and overly expectant.) REPLACE WITH Again, I am delighted to have had the chance to meet with you with regard to my candidacy. (Retain your integrity while indicating that you are interested in the position.)

40. Understanding Their Offer Refer to Pat Taylor’s slide shows, “Clinical Fellows: So You're Leaving for a Clinical Position? Issues and Answers in Considering and Negotiating a New Position” and “Research Fellows: How to get a job after a Research Fellowship? Issues and Answers in Considering and Negotiating a New Position” – both available on the Office of Fellowship Training web site, http://www.childrenshospital.org/research/oft (Work and Benefits page)

41. Your Acceptance of their Offer (1) Format: Verbally? In writing? E-mail? “Snail” mail? On-line application?

42. Your Acceptance of Their Offer (2) How to Get Your Point Across? Identify your needs (space, money) Clearly state your needs without being pushy and balance self-praise with humility

43. Your Written Presentation: In conclusion Be concise Be timely Follow guidelines for proper format Let your writing reflect your professional level Show your strengths, but don’t be overbearing Proofread your work Ask a colleague or friend to proofread it, as well

44. Answering Your Questions…