Business Letters

1. Business Letters

2. Letter Formats • Full-block format • All parts flush left, single-space paragraphs with extra return between paragraphs • Block format • Writer’s address, dateline, complimentary close, and signature line indented to center • Semi-block format • Same as above, but with paragraphs indented 1/2 inch

3. Inquiry Letter • Used to obtain information about something • You are gathering information, not selling yourself • The letter should be short and precise

4. Inquiry Letter • Might be able to avoid this type of letter with a phone call • But, with large companies this may be the best approach • Send it to the human resources department if you can’t locate a contact

5. Format – Inquiry Letter • Opening Paragraph • Why are you writing? • What is your interest? • Call to Action • Brief Close

6. Networking Letter • What is a networking letter? • Written to someone you don’t know • Typically someone referred you to them • NOT applying for a job with this type of letter

7. Networking Letter • Asking for advice/suggestions • You probably want to follow-up this type of letter with a phone call

8. Cover Letter • Answers three questions • What is this about? (hook) • What does it have to do with the employer? (benefit) • What should the employer do about it? (call to action) • SIGN IT! • Use only black or blue ink.

9. Letter Components • Heading • Includes address and the date of writing (if not on letterhead) • Date Line • Used on papers that have letterheads. Separate from heading • Inside address • Name of person addressed, person’s title, name of organization, and full address.

10. Letter Components • Salutation • Formal greeting end with colon, informal with comma • Dear Dr., Professor, Mr., Ms, Mrs. • Body • 1st paragraph • Tell why you are writing letter. Include how you found out about job, internship, etc. • Middle paragraphs (1-2) • Use positive statements • Stress what you can and will do for the company, business, etc.

11. Letter Components • Body, cont. • Last paragraph, Call to Action • Politely request something • Tell them what you would like them to do • Please contact me… • I look forward to speaking with you…

12. Paper • High-quality • Light colors • White, gray, cream, etc. • Watermark • Résumé and letter on same stock • Design your own letterhead

13. Some tips… • Sell yourself…how the company benefits, not how you would benefit. • Don’t thank the recipient. He/she hasn’t done anything yet. Preferred is “I would appreciate…” • Avoid “Enclosed is…” Rather, use the word enclosed as an adjective when possible: “The enclosed résumé…” • Do more than spell-check.

14. Employment Skills • Interpersonal skills • Teamwork skills • Analytical skills • Oral communication skills • Flexibility • Computer skills • Written communication skills • Leadership skills • Work experience • Internship experience

15. After the interview… • Send a thank-you letter within one or two days after the interview. • Any written correspondence should be responded to in writing.

16. Thank-You Letters • Should always be sent following an interview, face-to-face meeting, or possibly a phone conversation • Can be a business letter or might be good in e-mail format • Use the letter to reiterate topics discussed during the interview

17. Thank-You Letters • Place emphasis on those things that make you most qualified for the position…be specific • Try to send your thank-you note within 1-2 business days • If you interviewed with more than one person…send a note to all of them

18. Final Thoughts • DO NOT use a standard form cover letter for all job applications… Why??? • Write each letter from scratch and personalize them • Always follow the rule: Proof…Proof…Let someone else Proof….PROOF!!!