- Writing Style
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Keep your
average sentence ten to twenty words. Shorten any sentence of
more than twenty words or break it into two sentences.
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Keep every
paragraph under five lines, with most paragraphs shorter.
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Make sure
your sentences begin with or contain, wherever possible,
powerful action verbs.
The Basics
Address the
letter to a person whenever possible, preferably a person who is in
a position to make a hiring decision. Check for spelling of the
person's name and the exact title.
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Tailor the
letter to the reader to show that you are interested in and have
researched the organization.
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Use your
own words. Your letter should highlight your own individual
strengths and skills. It is a good idea to look at sample
letters as examples of how letters might be written, but don't
copy language from sample letters.
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Demonstrate
energy and enthusiasm.
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Emphasize
what you offer the employer, and supplement and support your
résumé.
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Give
concrete examples of your abilities and skills.
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Be concise.
Use direct, positive language. Avoid flowery or overly formal
wording.
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Keep a
balance between professionalism and friendliness.
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Include
information relevant to the job you are seeking.
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Clearly ask
for the next step in the process without either apology or
arrogance.
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Contact
Information
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Your
pertinent personal data (name, address, zip code, and personal
telephone number) should be on every page.
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Omit your
business number unless it is absolutely necessary and safe to
include it.
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If your
letter is more than one page long, each page should be numbered
and all the pages should be bound together, either by staple or
paper clip, so that they will not get separated.
- Objectives
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Does your
letter state why you are writing - to apply for a job, follow up
on an interview, etc.?
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Is the
letter tied specifically to the target organization and job (if
you have details)?
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Does it
address points of relevance, such as applicable skills from the
job description or issues discussed at the interview?
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Does it
include references to some of your personality or behavioral
traits that are crucial to success in your field? Is your most
relevant and qualifying experience prioritized to lend strength
to your letter?
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Have you
avoided wasting more space than required with employer names and
addresses?
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Have you
omitted any reference to reasons for leaving a particular job?
Reasons for change might be important to the employer at the
interview, but they are not relevant at this point. Use this
precious space to sell, not to justify.
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Unless they
have been specifically requested, have you removed all
references to past, current, or desired salaries?
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If your
education is mentioned, is it relevant to the job listing? Is
your highest educational attainment the one you mention?
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Have you
avoided listing irrelevant responsibilities or job titles?
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Have you
mentioned your contributions, your achievements, and the
problems you have successfully solved during your career?
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Have you
avoided vagueness by eliminating all extraneous information?
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Is the
whole thing long enough to whet the reader's appetite for more
details, yet short enough not to satisfy that hunger?
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Have you
left out lists of references and only mentioned the availability
of references (if, of course, there is nothing more valuable to
fill up the space)? To employers this is a given. If you aren't
prepared to produce them on demand, you simply won't get the
job.
- Correspondence
Tips
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Use
standard business style format and 8 1/2" x 11" paper.
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Type all
letters. Employers type even personal notes, so follow suit.
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Never
photocopy a letter-each must be an original.
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Make
paragraphs approximately the same length.
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Always send
a letter with a résumé, never a résumé alone.
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Check your
work carefully for grammar and spelling. It is a good idea to
have someone else proofread it.
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Be wary of
suggestions to use gimmicks, or desperate-sounding phrases, and
exaggerated praise of the employer.
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