Writing and Reading Center

1. Writing and Reading Center • Writing Cover Letters and Interview and Scholarship Thank you Emails and Letters

2. Purpose of a cover letter: Your cover letter is your chance to give your employers a glimpse of your personality, life experiences, and future goals. To succeed in this endeavor, you should: • Show how you are different from other applicants • Show seriousness and maturity • Show a match between you and the organization you are applying to join • Show that you can think and write clearly The purpose of your cover letter is to make your reader interested enough to read your résumé.

3. Research Phase: • During your research, find out the name, title, and department of the person you are writing to. The more you can learn about the organization, the better you’ll be able to capture the reader’s attention and convey your desire to join the organization. • Always try to avoid phrases such as “To whom it may concern” and “Dear Sir.” Try to avoid using gender-biased phrases. Try to find out the name of the person to whom you will direct your letter and use the person’s last name followed by “Dear.” • If not possible, at least find out the job title of the person who will be reviewing your letter and résumé or the department to which it will be directed. Ex. You can say, “Dear Committee Members,” “Dear Sales Manager,” or “Dear Head of Advertising.”

4. The AIDA Approach • Follow the AIDA approach when writing your application letter. First, grab your readers’ attention; raise their interest in knowing more about you. Then Increase their Desire by showing what you have to offer; and finally, request Action: the interview. • Always try to emphasize your reader’s interest before showing how you can satisfy the organization’s needs. • Focus on the “you” attitude and show how you can serve your employer.

5. How to Structure a Cover Letter Content of first paragraph: Attention • How you learned about the job and why you became interested in it • State the position applying for • An interest - catching phrase why you are the best fit

6. The Opening Lines: Attention • Your opener is probably the most important line in your letter….it’s the hook that gets your reader interested in reading on. Think about it this way: “If they don’t read past the first few lines and with some degree of interest, all the work I’ve put in my letter and résumé will have been for nothing.” • Make your opening stand out and grab your reader! Your purpose here is to set yourself apart from the bulk of applicants. • You can start with a question to demonstrate an understanding of the organization’s needs. Or use a catch-phrase opening to capture attention, especially if the job sought requires ingenuity and imagination. Ex. “Are you looking for a motivated and dedicated graphic designer whose main goal is to be innovative and hard working? Are you looking for a professional who can take your company’s designs to a new level that exceeds all expectations? If you are looking for this creative professional, please consider me as a member of your designing team.” • However, if you are writing a solicited application letter in response to an announced job opening, you can start by identifying the publication in which the ad ran, and then describe what you have to offer.

7. First Paragraph Sample • Please consider my application for a junior management position at your Lake Geneva resort. I will graduate from San Jose΄ College on May 30 with an Associate of Arts degree in Hotel/Restaurant Management. Dr. H.V. Garlid, my nutrition professor, described his experience as a consultant for Liberty International to me and encouraged me to apply. • I am applying for the Martin Luther Environmental Fellowship. I am currently a sophomore majoring in Biology at Lincoln University of Pennsylvania. I became interested in this fellowship immediately after I learned about it from my professorbecause of my passion for Environmental science. I have always been concerned withenvironmental issues because I grew up in the midst of environmental hazards.

8. Content of the Body: Interest and Increasing Desire The middle section of an application letter should: • Summarize your relevant qualifications • Emphasize your accomplishments • Suggest desirable personal qualities • Justify salary requirements (without actually stating the salary you expect) • Refer to your résumé

9. Body of letter: • When writing a solicited letter responding to a help-wanted ad, discuss each requirement specified in the ad. If you are deficient in any of these requirements, do not mention your weaknesses. Focus on stressing other solid selling points to help strengthen your overall presentation. • Also, stating that you have the necessary requirements for the job is barely enough to convince the reader, so back up assertions of your ability by presenting evidence. Cite one or two of your key qualifications; then show how you can effectively put them to use. • This section of the letter also presents evidence of a few significant job-related qualities: I- Your diligence and hard work II- Your ability to learn quickly, handle responsibility, and get along with people • Toward the end of this section, refer the reader to your résumé. You can do that by citing a specific fact or general point covered in the résumé.

10. Conclusion: Action • The “Bait” sentence: It is crucial that you refer to your strongest selling point and, if desired, your date of availability. • Once you have proofread and edited your application letter, have as many people as possible review it and give you feedback. This is always helpful. Then mail it out with your résumé promptly, especially if your letter has been solicited. • In your closing paragraph, ask for an interview and make it easy to arrange by stating the phone number and the best time to reach you, or, if you wish to be in control, you can mention that you will follow up with a phone call in a few days.

11. Examples of Bait Sentences I have confidence in my hospitality management skills. My experience and education have prepared me to work well with others and to respond creatively to changes, crises, and added responsibilities. I have been exposed to studying scientific journal and giving presentation. This experience has molded me into a better presenter. I believe that an acceptance into the Martin Luther Fellowship would build me even more as a presenter and a scientist.  I want to grow and advance in the knowledge of my field and I am very confident that this fellowship would enable me to.

12. Cover Letter Details Beginning end Ending phrase Signature Name • Your address • Date • Employer’s name and address • Salutation

13. Sample Cover Letter 203 Elmwood Avenue San Jose, California 10462 910-642-7869 April 22, 2000 Sara Costanza Personnel Director Liberty International, Inc. Lansdowne, Pennsylvania 24135 Dear Ms. Costanza: Please consider my application for a junior management position at your Lake Geneva resort. I will graduate from San Jose΄ College on May 30 with an Associate of Arts degree in Hotel/Restaurant Management. Dr. H.V. Garlid, my nutrition professor, described his experience as a consultant for Liberty International to me and encouraged me to apply. For two years, I worked as a part-time desk clerk, and I am now the desk manager at a 200-unit resort. This experience, combined with earlier customer relations work in a variety of situations, has given me a clear and practical understanding of customers’ needs and expectations. As an amateur chef, I know of the effort, attention, and patience required to prepare fine food. Moreover, my skiing and sailing background might be assets to your resort’s recreation program. I have confidence in my hospitality management skills. My experience and education have prepared me to work well with others and to respond creatively to changes, crises, and added responsibilities. Should my background meet your needs, please phone me any weekdays, after 4 p.m. at 214-316-2419. Sincerely, James D. Purdy  Enclosure

14. The best cover letter is not written in one day!!!References: Bovee, Courtland L., John V. Thill, and Barabara E. Schatzman. Business Communications Today. “Chapter 17: Writing Résumés and Application Letters.” 7th ed. USA: Prentice Hall, 1997. Print.

15. Thank You Letters

16. What is a Thank You Letter ? A thank you letter is used to show gratitude and appreciation

17. Thank You Letter Format • Your NameYour AddressYour City, State, Zip CodeYour Phone NumberYour Email • Date • Signature

18. When do You Send a Thank You letter ? • 1. By sending a thank-you note, you show your interviewer common courtesy and respect. • 2. So few job applicants send thank-you notes that means you automatically stand out if you do. • 3. A thank-you note gives you an opportunity to reiterate points you made during your interview. • 4. A thank-you note lets you make points you forgot to make in your interview. • 5. A thank-you note demonstrates your written communication skills.

19. Sample Thank You Letter • NameTitleOrganizationAddressCity, State, Zip CodeDear First Name, (or Mr./Ms. Last Name if you don't know them well) Thank you for all the help you have given me with my job search. I especially appreciate the information and advice you have provided, and the contacts you have shared with me. Your assistance has been invaluable to me during this process. Again, thank you so much. I greatly appreciate your generosity. Best Regards,Your Name

20. Sample Thank You E-mail • Subject Line of the Message:Thank You - Assistant Account Executive Interview • Email Message: Dear Mr./Ms. Last Name: I enjoyed speaking with you today about the assistant account executive position at the Smith Agency. The job seems to be an excellent match for my skills and interests. The creative approach to account management that you described confirmed my desire to work with you. In addition to my enthusiasm, I will bring to the position strong writing skills, assertiveness, and the ability to encourage others to work cooperatively with the department. I appreciate the time you took to interview me. I am very interested in working for you and look forward to hearing from you regarding this position. Sincerely, Your Name Title • Address • Phone Number[LinkedIn URL][Website URL]

21. Thank You Letter Do’s • Send your email right away • within 24 hours of the interview, to thank the hiring managers and confirm your interest.  • Include all your interviewers • Or send separate emails to each person who spoke with you. Keep in mind that if you do the latter, your messages should vary somewhat, so that the recipients don't compare notes later and feel like they just got a chain email. (Note for your interview prep: it’s a good idea to gather business cards or make a note of interviewers’ names during the meeting, to ensure that you know whom to address.) • Include the name of the position in the subject line • and the words "thank you." This will ensure that the hiring manager sees your response and knows that your email is important. • Remind the interviewer of your qualifications • Make sure you mention any keywords in the original job listing (or that came up during the interview itself). • Offer links to your online portfolios and other professional sites and networks.

22. Thank You Letter Don’ts • Don’t stalk your interviewers • One thank you email and a follow-up a week or so later are more than enough. Beyond that, you're not recommending yourself; you're stressing them out. Remember that your goal is not only to show the hiring managers that you’re qualified, but to convince them that they want to work with you. Repeatedly hounding them with follow-up emails won’t build your case. • Don’t send anything •  This includes personal social media profiles that contain unprofessional pictures or behavior. Err on the side of caution when determining this. You might see nothing wrong with a photo of you enjoying a margarita on a tropical vacation, but your hiring manager might feel differently. • Don’t be too casual. • No memes, internet acronyms, etc. • Don’t send misspelled, grammatically incorrect emails, • Or anything that hasn't been proofread by a trusted friend. Even professional editors make mistakes when they try to work on their own. Get another set of eyeballs to look over your work before you hit "send."

23. Scholarship thank You letters Keep letters brief, but make sure to tell the donor(s) about yourself, the impact their generosity has on your education, as well as future goals that are supported by the educational funding that has been provided.  Generally, your thank you response should be submitted in paper form, to the individual or organization most instrumental in landing you the award.  Follow these guidelines for most scholarship thank you letters. Letter Outline First paragraph:   State the purpose of your letter. Second paragraph:  Share a little about yourself and indicate why the scholarship is important. Third paragraph:  Close by thanking the person again and make a commitment to do well with the “donor’s investment.”

24. Sample Scholarship Thank You Letter: • Your NameAddress • Date • Donor’s NameAddress Dear Scholarship Donor, I am honored to be one of the recipients of the ______________Scholarship. Thanks to your generous support I am the first in my family to attend college. Growing up in a less privileged community has not only offered financial and academic challenges, but has also helped me realize the value of a college education. I have just begun my undergraduate career as a freshman at ________________ College/University and can already report that my academics are off to a first-rate start. My plans at this stage are to complete a major in Political Science. ___________________ College/University offers one of the finest programs in the country and I consider myself fortunate to be able to attend. Working as a volunteer in my community throughout my high school career, I enjoyed helping people learn about community services available to them. I hope to be able to serve in a political position sometime in the future, where I might have even more of an ability to help less fortunate and under-represented social groups.  My educational pursuits would not be possible without generous support from scholarship sponsors like your organization.  Thank you for enabling this opportunity! Sincerely, Signature Your Name Printed

25. Thank you Note References: http://www.entechnetworks.com/2018/02/22/2157/ http://www.collegescholarships.org/scholarships/thank-you-samples.htmhttp://www.fresnostate.edu/studentaffairs/financialaid/scholarships/faq/thankyouletter.html