Technical writing

1. Technical writing October 15 , 2012

2. Today Letter of application (LoA)

3. Letters of Application (Cover Letters) The letter of application is a cover letter you send to a prospective employer to supplement your résumé. - This is a type of business letter.

4. Letters of Application (Cover Letters) The letter of application is a cover letter you send to a prospective employer to supplement your résumé. It should be: • Personable – about you. • Professional – demonstrates your professionalism. • Persuasive – sells yourself to the prospective employer.

5. Letters of Application (Cover Letters) Different from résumés: 1. A résumé is a compilation of facts only. A LoA is more personal. 2. A résumé includes all relevant details. A LoA includes only the most relevant details. 3. A résumé includes personal data, specific course data, and may include references. A LoA does not (exceptions: course work).

6. Letters of Application (Cover Letters) This document can be the difference between getting an interview or having your résumé go here:

7. Letters of Application (Cover Letters) Main purpose: Convince the prospective employer that you can use the experience and education listed on your résumé in the job.

9. Letters of Application (Cover Letters) Guidelines: 1. Supply contact information as part of your letter head.

10. Letters of Application (Cover Letters) Guidelines: 2. Make the letter look attractive. - Wide margins. - Short paragraphs(max. 4 – 5 sentences). - Single-space paragraphs. - Double space BETWEEN paragraphs.

12. Letters of Application (Cover Letters) Guidelines: 3. Send your letter to a specific person. - Avoid “To Whom it May Concern,” “Dear Sir or Madam,” “Dear HR Director,” - Get an individual’s name (check company website, call the company). - Make sure the recipient’s name is complete and spelled correctly!!!!!!!!!

14. Letters of Application (Cover Letters) Guidelines: 4. Emphasize YOU. - Imagine if you were the employer; what would you want to see in a LoA? Do not boast too strongly, though.

15. “I am the most efficient and effective safety engineer.” “I will sell the most units.” “I am the best writer I know.” “I was the best student in my school.” “I am the king of accounting.” “I am AWESOME!”

16. Letters of Application (Cover Letters) Guidelines: 4. Emphasize YOU. - Convince the prospective employer that you will be a valuable addition to their organization: - Your accomplishments. - Your professional manner.

17. Letters of Application (Cover Letters) Guidelines: 5. Close with a polite salutation.

18. Letters of Application (Cover Letters) Guidelines: 6. Don’t send your first draft. - Write, re-write, re-write, re-write. • Make sure to revise and edit carefully. • The average employer spends < 10 seconds looking at LoAs. One mistake…and you can guess what happens.

19. Parts of a LoA Letter Head (name and contact info). Date Recipient’s information Salutation Opening paragraph. Body. - education - experience Closing. Relate these to the position applied for.

20. LoA: Opening paragraph This is your introduction and should indicate: - Why you are writing. - Where you found out about the position or company. - What is your most important qualification for the position.

21. LoA: Opening paragraph Do not begin with a question: “Are you looking for a dynamic, young, and talented accountant?” Be more professional:

22. Special case: KAC Surprisingly, KAC is not a well-known school (YET!). Thus, it would be beneficial for you to include a brief description of this school i.e., Early next month, I will graduate with a degree in international relations from Keimyung Adams College, a 4-year honors degree college where all coursework is conducted in English, with faculty from all over the world.

23. LoA: Opening paragraph - In this example, the writer mentions the person through which he heard about the job (personal connection) - Whenever possible, do this.

24. LoA: Body This provides evidence from your résumé to prove you are qualified. - Keep sentences short and readable. • Don’t begin every sentence with “I”. I have good management skills. I gained relevant experience through my recent internship. I learned from prominent professionals. I was involved in many decision making processes.

25. LoA: Body This provides evidence from your résumé to prove you are qualified. • Highlight your qualifications by citing specific accomplishments. • Mention that you are enclosing your résumé.

26. LoA: Body Highlight your qualifications by citing specific accomplishments: • Tell the reader exactly how your schoolwork and experience qualify you to perform and excel at the job. • Show how you can make a positive contribution to the organization.

27. LoA: Body Highlight your qualifications by citing specific accomplishments: • Don’t simply say “I’m a great salesperson.” Instead: • Demonstrate your accomplishments by stressing that you increased sales volume in your department by 15 percent within the last six months. • You won an award for customer service. • You reduced costs by 15 percent.

28. LoA: Body Highlight your qualifications by citing specific accomplishments: • “I did a great job in my communication skills class..” Instead: • I received exemplary grades in my communication skills classes, particularly on presentation and public speaking projects. These are skills I am ready to put to use for COMPANY X.

29. Body Discussing education: Emphasize marketing WHY and HOW your most significant educational accomplishments - course work, degrees, certificates, training, etc.- are relevant for the job.

30. Body Discussing education: Poor example: I will graduate with a degree in IT.

31. Body Discussing education: Better example: - Talk about 36 credit hours in software security. - 12 credit hours in global business. Show exactly how you are qualified!

32. Body Demonstrate that your education, experience, skills, etc. are RELEVANT to the job. i.e., If the position requires strong communication skills, you could emphasize the communications classes you have taken (i.e., Comm. Skills, Comm. English 3); you could also emphasize the strong group-project focus of KAC education.

33. Body Mention you are enclosing a résumé. You will also write: Enclosure: Résumé at the end of the document, as well.

34. Body - talks about necessary education and applies it directly to the employer’s business.

35. Body Talks about relevant work experience. Uses words like: - responsible for… - creating - designing - executing Also mentions his enclosed résumé.

36. Closing This provides a conclusion and should emphasize once again your qualifications, ask for an interview or phone call, and indicate when you are available for an interview.

37. Closing Keep it short (2 – 3 sentences). Perform the following functions: 1. Emphasizes once again briefly your major qualifications. 2. Asks for interview or phone call. 3. Indicates when you are available for interview. 4. Thanks the reader.

38. Closing • Mentions qualifications. • Asks for an interview. • Indicates availability. • Thanks employer.

39. Closing End gracefully. Avoid: “I want an interview.” “I expect to hear from you.” “Please give me an interview.” “I would like an interview at your convenience.”

40. Poor closings I would like to set up an interview with you. Please call me to arrange a convenient time.  Too pushy. The employer will decide on these things.

41. Poor closings I don’t live far from your office. Let’s meet for coffee sometime next week.  Too informal. Instead, state that, since you live nearby, you will be available for an interview.

42. Poor closings I would like to discuss other qualifications you have in mind for the job.  Introduces a new subject. How do you know what the interviewer might have in mind?

43. Closing Safe closing lines: - “Thank you for your consideration.” - “Thank you for considering my application.” Do not, ever, ever, ever, under any circumstances, say: - “Thank you for reading.”

44. Closing End with a closing salutation

45. Before you send it CHECK IT AGAIN!

46. Real-life cover letter samples Opening: “I promise to keep this short ant to the point. I’m looking for a job, within the fields of advertising and or marketing. As I searched online I stumbled upon your company and thought that I’d drop you a line to see if you had any openings. I have a string background in video production… ”

47. Real-life cover letter samples Opening: “Hi! My name is ____, and I am a senior at ____ University. For my one Advertising class we are select and present an agency, within our groups, to the class in which we find interesting…. Such information that I would need is 1) How your departments are broken down? 2) Who is the executives and how moving up the ladder is achieved?”

48. Real-life cover letter samples Describing yourself: “The colors red, blue, and lavender are those that I identify with the most. I feel they accurately describe my personality. I choose red because I turn red when I get embarrassed ….”

49. Real-life cover letter samples Emphasizing Skills: “[My] proven record of successful brand building … demonstrate[s] my ability to perform in a fast paced environment. Originally from Vietnam, I also offer expertise in the following areas: - Asian cuisine: I deliver Nem, in-box or out-of-the-box, - Traditional massage: I satisfy Client above their expectation, - Karaoke singing: but also a lot of listening, listening and listening to Client. Would you like to taste any of those, please feel free to contact me on my email address mentioned above.”

50. Real-life cover letter samples Emphasizing Skills: “I also have a degree English which serves me well in editing text for poor grammer or typos.”