Writing Application Letters

1. Writing Application Letters • What you’re sending,why you’re sending it and how the reader can benefit from reading your material • Be specific • Never volunteer salary information unless an employer asks for it • Keep it short • Show some personality • Aim for high quality

2. Solicited versus Unsolicited • Solicited Application Letter: In response to an announced job opening, should know requirements of the organization • Unsolicited Application Letter: To an organization that has not announced an opening. Focus on the needs of the employer, start by capturing the reader’s attention and interest

3. Organizing Application Letters • Getting Attention:Use AIDA (Attention-Interest-Desire-Action) approach, focus on your audience & emphasize reader benefits => Opening paragraph: 1. Clearly state your reason for writing 2. Give a recipient a reason to keep reading

4. Organizing Application Letters • Middle Section: Expand on your opening, present a more complete picture of your strengths • Final Paragraph: Respectfully ask for specific action and make it easy for the reader to respond

5. Application Follow-Ups • If application letter and resume fail to bring a response within a month, write to keep your file active • If kept on file, don’t hesitate to send a follow-up letter 3 months later to show that you’re still interested showing that: You’ve continued to add to your skills or that you’ve learned more about the company or the industry

6. Interviews • Discussion with a purpose • Include facial expressions, eye contact, gestures & posture • May cause misunderstanding & confusion => develop strong interviewing skills

7. Understanding the Interview Process • Employment Interviews have a dual purpose: • Finding the best person available for the job • Your main objective: Finding the best job suitable for your goals & capabilities

8. Typical Sequence of Interviews • Stages: I) Screening Stage: Campus, invitation of the candidates for further evaluation, similar questions, standardized “evaluation” , Get-to-know-you interviews. • Follow the interviewer’s lead; keep your responses short, differentiate yourself from others, emphasize the “theme” you used in developing your CV.

9. II) Selection Stage: • Will talk with several people • Show interest in the job • Relate your skills & experience to the organization’s needs • Listen attentively • Ask insightful questions • Display enthusiasm

10. III) Final Stage: • May receive a job offer • May be invited back for final evaluation • Underlying objective: Selling you on the advantages of joining the organization

11. Common Types of Interviews 1) Structured Interview: Screening • Asking a series of prepared questions in order. • Answers noted • Poor measure of applicant’s quality • But create uniformity in hiring process

12. 2) Open-ended Interview • Less formal & unstructured with a relaxed format • Open-ended questions, encourages you to talk freely • Good for bringing out your personality & testing professional judgment

13. 3) Group Interviews • Meeting with several candidates to see how they react • Useful for judging interpersonal skills 4) Stress Interview: Help recruiters see how you handle yourself under pressure; Pause for a few seconds to collect your thoughts, then continue knowing what the interviewer is up to.

14. 5) Video Interview • Videoconferencing systems to screen middle-management candidates • To interview new recruits at universities • Speak clearly but not more slowly than normal • Look up but not down • Sit straight • Arrive early enough to get used to the equipment

15. 6) Situational (Behavioral) Interview • You’re asked to explain how you would handle(d) a specific set of circumstances • No correlation exists between how well people answer traditional interview questions & how well they perform on the job => Each job requires different mix of personality traits; Interviewer’s task is to find out whether you will be effective on the job.

16. What employers look for in an interview? • Suitability for the specific job is judged on the basis of: • Academic preparation • Work experience • Job-related personality traits

17. Preemployment Testing • Integrity tests: For ethical or legal issues • Personality tests: Used to assess general character or suitability for the demands of a specific situation • Job skills tests: Assess the competency to perform a job • Substance tests: Drug & alcohol testing • Background tests: Verifying credentials in CV, learning if you have a criminal history etc.

18. Preparing for a job interview: • Will help you perform better under pressure • Consider any cultural differences • Base your approach on what your audience expects I) Learn about the organization

19. II) Think ahead about questions: A) Planning for the Employer’s Questions: Your skills, achievements, goals, attitudes toward work & school, relationships with others, hobbies & interests or; (Table 15-2) • What was the hardest decision you ever had to make? • What are your greatest weaknesses? • What didn’t you like about previous jobs you’ve held? • Where do you want to be five years from now? • Tell me something about yourself

20. B) Planning questions of your own: • You are responsible for deciding whether the work and the organization are compatible with your goals & values. Are these my kind of people. Examples: • Can I do this work? • Will I enjoy the work? • Is the job what I want? • Does the job pay what I’m worth? • What kind of person would I be working for? • What sort of future can I expect with this organization?

21. B) Planning questions of your own: • You don’t necessarily wait until the interviewer asks if you have any questions of your own; look for smooth ways to work prepared questions into the conversation • Impress the interviewer with your ability to organize be thorough by bringing a list of questions • Table 15-3

22. Bolster Your Confidence • Make a better impression & make the whole process less stressful • Emphasize positive traits (warmth, wit, intelligence, charm) • Instead of dwelling your weaknesses focus on strengths

23. Polish you Interview Style • Competence & confidence are the foundation of your interviewing style • Enhance these by giving the interviewer an impression of poise, good manners & good judgment • Role-playing, videotaping or audiotaping • Nonverbal behavior; Eye contact, sit in attentive position, use frequent hand gestures => alert, assertive, dependable, confident, responsible & energetic: U.S. • Sound of your voice; the way you speak • Avoid: You know, like, um etc. Table 15-4

24. Plan to Look Good • Dress conservatively (dark, solid color) and be well groomed • You DON’T need to spend a fortune on new clothes, but you do need to look clean, prepared and professional. • One of the best ways to look good is to smile at appropriate moments • Make professional appearance and habits a routine part of your day after you had the job; Meeting times, t-shirts etc. => sign of mutual respect

25. Be Ready when you arrive • Take a small notebook, a pen, list of the questions you want to ask, 2 copies of CV, outline of what you have learned about the organization • May also take your transcript, list of references, portfolio containing samples of your work, performance reviews, certificates of achievement • Arrive early & relax, bring stg. business-related to read. If opportunity available, express enthusiasm for the job. Checklist

26. Interviewing for success • Present a memorable “headline” at the screening stage • Cover all your strengths during selection stage; touch briefly on all your strengths, but explain 3 or 4 of your best qualifications • Emphasize your personality during a final interview

27. Every interview has these stages: I)The Warm-up: Most important, 20 sec. • Body language is important • Hand shaking • Seating • Let the interviewer start the discussion • Listening cues telling you what the interviewer is interested in knowing about you as a potential employee.

28. II) The Question-and-Answer Stage • Questions & answers consume the greatest part of the interview • Dealing with questions: Let the interviewer lead the conversation, NEVER answer a question before he/she has finished asking it • Listening: Paying attention to both verbal & nonverbal messages help you • Fielding discriminatory questions: Related to your qualifications, information- personal, responding. • Table 15-5

29. III) The Close: • Concluding the interview with courtesy & enthusiasm • Discussing salary: Research salary ranges in your job, industry & geographic region before • Negotiating benefits may be one way to get more value from an employment package • Checklist

30. Interview Notes • Keep a written record of your job interviews • Briefly summarize the interviewer’s answers to your questions • Evaluate your performance during the interview

31. Following up after the interview 1) Thank-you-message: Express your thanks within 2 days • Acknowledge the interviewer’s time and courtesy, convey your continued interest and then ask politely for a decision • Keep your message brief and organize it like a routine message • Sound positive without sounding overconfident. Figure 15-3

32. 2) Message of Inquiry • If not taken an answer by the promised date or within 2 weeks • Appropriate if received a job offer from a second firm • Follow the model for a direct request

33. 3) Request for a time extension • Preface your request with a friendly opening; ask for more time, stressing your enthusiasm for the organization • Conclude by allowing for a quick decision if your request for additional time is denied • Ask for a prompt reply confirming the time extension if the organization grants it • Direct request, but be careful to show your continued interest.

34. 4) Letter (e-mail) of acceptance • When you receive a job offer that you want to accept, reply within 5 days • Begin by accepting the position & expressing thanks • Cover any necessary details • Conclude by saying that you look forward to reporting for work • Be careful: Legally binding contract • Positive letter: Should convey your enthusiasm & eagerness to cooperate

35. 5) Letter declining a job offer • The model for negative messages • Open warmly, state the reasons for refusing the offer • Decline the offer explicitly & close on a pleasant note, expressing gratitude • By taking the time to write a sincere, tactful letter, you leave the door open for future contact.

36. 6) Letter of resignation • Should always be written in a gracious & professional style that avoids criticism of your employer or your colleagues • Follow the bad news plan & make the letter sound positive • Say stg. favorable about the organization, people or what you’ve learned in the job • State your intention to leave & give the date of your last day on the job • Give at least 2 weeks notice Checklist