Memo

• 1. Memos &How to Write Them ENG 112 Prof. Holly Johnson
• 2. The word “memo” is short for memorandumA memo is: a short written communication that isoften used in the workplace to provide information orask for some form of action to take place.
• 3. In its simplest form, a memo can look like a post-it,an email, or a secretary’s note saying that someonecalled and needs to be called back.
• 4. You may, however, be asked to write longer and morecomplex memos in the workplace, so it’s important toknow how they should look and what to put in them.
• 5. Key Points: As with all technical documents, you must firstconsider your audience. A memo generally goes to many people in aworkplace; like any office document it should not readlike a personal correspondence. The purpose of a memo is to get a desired result, sothe most important element of a memo is clarity.
• 6. Parts of a Memo:1. Heading: DATE: (complete and current date) TO: (readers names and job titles) FROM: (your name and job title) SUBJECT: (what the memo is about)2. Opening - state purpose of memo, give the facts.3. Summary - Explain the situation in more detail if needed.4. Discussion - Any other info you need to present? Now’s your chance.5. Closing - Make a courteous closing statement. Do NOT use “sincerely” or other letter-like ending.6. Necessary attachments - include any as needed
• 7. Sample Memo Date: March 18th, 2007 Heading To: Liberal Arts Division Faculty From: Maintenance Dept. Re: New Bookshelves _________________ As many of you know, the current office Opening bookshelves do not accommodate text books of a standard height. To correct this problem, all faculty offices will be furnished with new shelves on March 23rd, 2007 between 9:00am and 4:00pm. Summary We apologize for any noise or disruption this installation will cause. Faculty may schedule office hours in alternate locations as needed. Discussion Call Mike Dill at ext. 3397 if you have questions. Conclusion Thank you for your compliance.
• 8. Sample Memo 2 Heading Date: March 18th, 2007 To: Amnesty International Members From: Amnesty International Re: Human Rights Day - April 13th _________________ Opening April 13th is human rights day. Com help us support the liberation of oppressed people everywhere. An all -day event! Join your local Amnesty chapter to raise awareness on college campuses nation-wide. Summary Pass out flyers on ways ordinary citizens can help. Write letters to elected officials . Spend time with friends. Share food and fun for a good cause. No one is free when a single innocent soul is Conclusion caged.
• 9. Reminders: Be specific and precise Start by stating exactly what it is you want Keep memos short (under one page) Use a business-like tone Use bulleted lists when needed if it helps make theinformation you’re presenting clearer Stick to the 

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notes 2nd sem

                                          Communication Skills

                            UNIT -1 

Reading Skills: Comparehension of short unseen passege
Listenting  Skills: summary writing of an audio video clip
Spoken Skills: introducing one selfs, Extempore ,Fundamentals of Public Speaking , Group discussion , ppt presentation
interveiw skill,and Role Play.
                                                        UNIT-2
Written Communication-1
business letters , cover letters ,application , Memos,  notices, Advertisements ,E-Mail; Writing Reports(Events reports, enquriry reports , action taken reports) ; curriculum vitae; preparing Agenda and Minutes of the Meeting

                                                      UNIT-3
Written communication-2:
Precis writing 
writing a research paper (basics of  research writing including Bibliography,end Notes and  footnotes), Proposal of research project(statement of purpose, justification, Review of  Literature,Critical Methodology To Be Adopted, Chapterization)

                                                      UNIT-4
Vocabulary:
One Word Substitution;
words misspelts;
words often confused Common errors in usage of English language
Synonyms and Antonyms;
Common abbreviations

 
            

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Apllications

Communication skills are essential to nearly every line of work. A job application that poses queries about abilities in this key area is seeking information about how you present yourself and interact with others. Be precise and succinct in the way you answer these questions, as your response is the employer’s first indication of your written communication skills.

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Verbal

Verbal communication refers to the way you exchange information with others through talking, either in person, through video conferencing or by phone. Stress your ability to be concise, articulate and to adapt your communication style to your specific audience. Use phrases like, “Ability to convey ideas and messages,” or, “Proficient at delivering oral presentations.” If you are multilingual, include this information on your job application and include a list of different languages you speak.

Written

Written communication refers to any type of interaction you have with colleagues, managers and customers in written form. This includes written reports, electronic communication, memos and presentations. Stress your ability to develop well-written, easy-to-understand materials. Say something like, “Skilled in conveying information in a professional manner.” Emphasize your attention to detail and highlight your skills in areas related to the position you're seeking. For example, if you're applying for a customer service job that includes regular correspondence, describe your experience writing professional business letters.

Interpersonal

Interpersonal communication refers to how you communicate and interact on a personal and professional level -- in other words, how well you’re able to articulate yourself when collaborating with colleagues, superiors or clients. Describe your interpersonal communication skills by outlining your ability to listen, ask engaging questions, craft thoughtful and intelligent responses, and respect others by not interrupting them. For example, “Ability to interact well with a variety of personality types.”

Professional

Electronic communication mediums make the exchange of information nearly instantaneous. Business communication has become abbreviated in many cases -- for example, favoring email letters over formal business letters. Professionalism, however, remains a sought-after trait. On your job application, describe your timely attention to messages. Emphasize your ability to maintain professionalism in all levels of communication, regardless of how informal the mediums are. “I pride myself on responding to customer inquiries within a day’s time.”

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Cover Letters

What’s the point of a cover letter?
 To customize your background for a specific job. It guides the reader by summarizing the skills
and experiences relevant to a particular opportunity.
 To demonstrate your research, writing, and analytical skills. It allows you to communicate
your knowledge of the employer, industry, and career field.
 To convey your motivation and professionalism. It reflects your personality, enthusiasm, and
interest.

Do letters need to be customized?
Yes. Effective cover letters are marketing tools for your job or internship search. Since marketing is
about understanding and meeting the needs of a specific audience, your letter should focus on the
needs of a specific employer. These needs or requirements are typically described in a job posting,
which can help you tailor your background to fit each opportunity. The quality and customization of
your writing will impress an employer and distinguish you from other candidates. Tempted to use a
generic letter? Consider this: Recruiters say they typically spend less than 30 seconds skimming a
candidate’s correspondence. Distinguish yourself with carefully crafted and compelling
communication.

Since recruitment is done online, you’ll most likely send your cover letter as an attachment,
preferably PDF. Your letter should be one page in length and maintain the same formality and
quality as if you were turning in an important term paper.

Address a specific person. A quick telephone call to an employer can help determine the name
and correct spelling of your recipient. If you can’t get this information, address the letter to "Dear
Hiring Manager" or "Dear Human Resource Manager." Another suggestion is to use a subject line in
place of the salutation (e.g., Application for Research Analyst Position). Avoid salutations such as
"Dear Sir," "Dear Madam," or "To Whom It May Concern." Do not use the term, Mrs., when
addressing a woman. There is no need to use a first name in the salutation: Dear Ms. Smith, not
Dear Mary Smith.

Keep it brief. A cover letter is intended to complement your resume, not repeat its content. Limit
the letter to one page.

Match yourself to the opportunity. Effective cover letters are accomplishment-oriented and
focus on specific skills and abilities. Avoid saying you’re “responsible” for a task or project; instead,
describe your results and connect them to the requirements of the position you’re applying for.

Demonstrate your interest. Show what you’ve learned about the employer and/or industry. This
is where your research and networking will pay off. Where appropriate, use the vocabulary of a
specific discipline or industry.

Write in your own style. You can adopt a conversational tone as long as your writing is flawless 

and grammatically correct. Avoid bland, overused statements such as "Enclosed please find my 

resume for your review" and “Please do not hesitate to call me.” Use active voice and powerful 

verbs for lively communication. 

Put yourself in the reader’s position. Focus on the reader by using the words "you" and “your.” 

(Avoid excessive use of “I” and “me.”Count the number of sentences that begin this way and edit 

accordingly.) Communicate what you can contribute to the reader’s organization, rather than what 

you expect to get. e.g., “I can communicate easily with your clients because I’m proficient in 

Spanish.” Not, “I hope to improve my Spanish skills by communicating with your clients.” 

Pay attention to detail. Employers value effective and careful communicators, and your writing 

skills are reflected in your cover letter. Grammar, spelling, or typographical errors will send you to 

the ‘discard’ pile. Ask an expert to proofread your letter for content, clarity, and correctness. 

First impressions count. The average employer receives thousands of letters annually from job 

applicants. Make yours visually appealing. 

 Use the same font as your resume. Keep it simple (e.g., Times New Roman, 12 point). 

 If you’re using a hard copy, print it on the same paper stock as your resume. White or cream 

color is preferable. 

 Sign a hard copy letter with blue or black ink. 

How do I follow-up after sending a letter? 

Unless an employer indicates otherwise, you may follow-up with a phone call or email within 5-10 

days of applying. Express your continued interest and inquire about the status of the hiring process 

or the recruiter’s timeline for filling the position. Rather than simply asking if your resume has been 

received, this approach is more apt to create a dialogue. 

Are there other types of letters used in job search? 

Most job search correspondence can be categorized as follows. 

1. Cover Letter: accompanies resume when applying for job or internship 

2. Thank you Notes: follow-up an interview or networking meeting 

3. Acceptance Letter: confirms acceptance of an offer 

4. Networking Email: requests career information or an informational interview (consult the 

Career Center Networking packet for sample emails) 

Sample Cover Letter Format 

Your Street Address 

City, State, Zip 

Current Date [4 returns] 

Name 

Title or Position 

Department 

Company 

Street Address 

City, State, Zip [2 returns] 

Dear Dr./Mr./Ms. Last Name: [2 returns] 

Why Them? Engage your reader. Beginnings are important. Remember: “You had me at ‘hello.” 

To hook your reader, avoid generic openings such as, “Enclosed please find my resume …” State your 

goal and the name of the position. Indicate how you heard of the opening, and if you have a referral 

from someone, mention that individual by name. Personalize the letter by expressing an interest in 

this particular employer and demonstrate that you’ve done some research about the organization. 

Why You? Sell yourself. Make the match between you and the position / organization. Be as 

specific as possible in addressing the requirements listed in the job posting. Regardless of your many 

valuable skills and traits, focus only on the ones the employer specified. Describe your most relevant 

qualifications and illustrate with examples. Show how your background and experience qualifies you 

for this job. 

What’s next? Close with enthusiasm. Restate your interest in the opportunity and an interview. 

You may indicate that you’ll call to follow-up (if you’re certain you will do this and if the employer has 

not specified “no calls”). Employers appreciate initiative and motivation. [2 returns] 

Sincerely, [4 returns] 

(Sign your name here) Optional [2 returns] 

Your typed name 

Skills: 

Knowledge: 

Experience: 

Why you? 

Why am I a good match for the position/employer? 

Have I made a connection between the employer’s 

needs and my talents? 

 You 

How do I meet these needs? 

Job/Internship Requirements 

What are the employer’s top needs? 

Your Street 

Your City, State, Zip 

DATE 

Mr./Ms First and Last Name 

Employer Name 

Street Address 

City, State, Zip 

Dear Mr./Ms. Last Name, 

I am eager to join your team at (Employer Name) in the role of (job title) which is posted on Tufts 

Career Connect. As an International Relations major with a passion for global cultures and a 

background working with youth, I look forward to using my education and experience to guide your 

student population. 

My first experience abroad was during high school. I studied in Latin America with a program similar 

to yours. This experience, in addition to family travel and a college semester in Madrid, has made me 

aware of the importance of cross-cultural learning and global understanding. In addition, my role as a 

tutor and camp counselor has trained me to work with young people of all ages. 

Your job description emphasizes the importance of collaboration, team work, and communication. 

These are qualities and skills that I have developed as a varsity tennis athlete, an ESL teacher in the local 

community, and a Student Assistant in the International Relations Department at Tufts. Each role 

involves widely varying populations and tasks that I manage and enjoy. Each one demands an ability to 

work effectively, both independently and as part of a team. I’m confident I can meet the demands of 

your position. 

Thank you for considering me for your team. I welcome your call or email at xxx.xxx.xxxx or first 

name. last name@sggswu. 

Sincerely, 

Your Name

Your Street 

Your City, State, Zip 

DATE 

Mr./Ms First and Last Name 

Employer Name 

Street Address 

City, State, Zip 

Dear Mr./Ms. Last Name, 

A senior at Tufts University earning a BS in Electrical Engineering, I am writing to apply for the 

position of (job title) at your (geographic) location. The areas of renewable energy engineering and 

efficiency interest me, and I believe my electrical engineering background will provide a helpful 

perspective on the energy challenges you’re facing. I admire (company name’s) commitment to track 

emissions and increase efficiency at all stages of production, and I am eager to be a part of the team that 

continues to drive these emissions lower. 

At Tufts, I have maintained a 3.89/4.0 GPA in both traditional and project-based classes. One project 

was a research study involving room temperature plasma deposition for the creation of low cost solar 

cells. It was this research that led to my interest in energy sustainability from an electrical engineering 

perspective. Through my other coursework and projects, I have developed strong engineering and 

mathematical skills, including the use of powerful tools such as MATLAB. I have worked on several 

team projects that have developed my group oriented skills, and I am well prepared to collaborate with 

interdisciplinary engineering teams. 

Thank you for your considering me for your (job title) position. I am reachable at (email address) and 

(phone). 

Sincerely, 

Your Name 

Your Street 

Your City, State, Zip 

DATE 

Mr./Ms First and Last Name 

Employer Name 

Street Address 

City, State, Zip 

Dear Mr./Ms. Last Name, 

While studying quantitative economics and mathematics at Tufts University, I have developed an 

interest in financial services. Learning more about the industry from Tufts alumni who work at 

(Employer Name) has encouraged me to pursue your analyst position posted on Tufts Career Connect. 

Based on my academic record, leadership experience, and work ethic, I offer you both the skills and 

attitude that would suit your position. 

I am confident the knowledge I have acquired throughout my studies at Tufts will prove beneficial at 

(Employer Name). I have thoroughly enjoyed and succeeded in my Statistics and Econometric Analysis 

classes. These courses have provided me with an understanding of statistical programs, such as STATA 

and Excel, and an even greater interest in financial services. The quantitative focus of my economics 

major requires acute attention to detail and has sharpened my analytical skills. 

Beyond the classroom, I have taken an active role in campus activities as a tour guide and orientation 

advisor for the past three years. These leadership roles have allowed me to interact with a diverse group 

of people. As a tour guide, I am continually building relationships with prospective students and their 

parents in order to demonstrate the value of their potential investment in a Tufts education. In addition, 

I have held increasingly responsible positions at YMCA Camp over the past five summers, requiring me 

to learn a new job each year. This environment of adapting to change, while continually taking on new 

responsibilities, is one in which I thrive. 

While serving as director of Hunger Project, a service group at Tufts, I learned the importance of 

focusing on details. I coordinated projects from beginning to end, which included scheduling dates with 

local shelters, recruiting volunteers, sending out reminders, and participating in the events. I pride 

myself on being organized and following through on every aspect of the job. 

Based on my knowledge of and interest in the financial services industry, ability to manage a wide array 

of tasks, and strong work ethic, I believe I can support you in the (job Title) position at your firm. I look 

forward to an opportunity to meet with you. In the meantime, thank you for your consideration. 

Sincerely, 

Your Name

Your Name 

Street Address 

City, State, Zip 

DATE 

Mr/Ms. First and Last Name 

Title 

Employer Name 

Street Address 

City, State, Zip 

Dear Mr./Ms. Last Name, 

As a Tufts University senior who has developed leadership and organizational skills while balancing 

academics and employment throughout my college career, I am applying for your paralegal position at (Law 

Firm). While engaged in diverse experiences including internships, community service, and campus 

employment, I have maintained a 3.5 GPA and demonstrated my ability to work effectively in teams of all 

kinds. 

In researching your firm and the role of paralegals, I have identified the skills and qualities that would 

contribute to success in supporting your attorneys. In particular, I note the importance of researching, 

organizing, note-taking, and proofreading. I have mastered these skills to succeed in my classes as well as in 

my internships. 

While studying in Madrid last year, I interned at an organization that promotes global democracy. Using my 

Spanish and English skills, I drafted press releases, conducted research, translated, and edited material to be 

read by former Heads of State as well as the general public. This experience demonstrates the close attention 

to detail required to assist attorneys with complicated issues from SEC filings to IRS communication. 

In my campus job, I have had the opportunity to develop and improve my leadership skills. As Student 

Manager of Tufts University Catering Services, I direct a team of student caterers who set up and serve 

meals at a wide range of events. For example, I’m in charge of a weekly Shabbat dinner which caters to 

upwards of 150 students. Though quite different than the law, food service is also a demanding industry 

where success depends on teamwork. I know this personally from my involvement for most of my life with 

my family’s restaurant business. Interacting with customers requires professional communication which I 

learned at a young age. 

In terms of the content that I would work with as a paralegal, I believe that I would be well prepared because 

of my extensive coursework in international relations, political science and economics, which has enabled 

me to develop strong research, writing, critical thinking and analytical skills. 

I am enthusiastic about pursuing a career in law and hope that you will consider my candidacy for your 

position. You may reach me at name.name@sggswu.edu or 000.000.0000. Thank you. 

Sincerely, 

Your Name 

Your Name 

Your Street Address 

City, State, Zip Code 

DATE 

Employer Name 

Street Address 

City, State, Zip Code 

Dear Hiring Team: 

I am eager to use my training as a Tufts University Clinical Psychology major to facilitate teamwork and 

communication among patients, families, and the medical care team at (employer Name). Through my health 

care internships, hospital volunteer service, and academic coursework, I have acquired skills that prepare me 

to contribute to your mission as a (job Title). 

Based on my understanding of this position and your organization, the following aspects of my background 

are most relevant: 

 Commitment to health care exemplified by my volunteer work at Lawrence Memorial Hospital and 

my active leadership with the Student Health Advisory Board to Tufts University Health Service 

 Strong communications skills learned through a curriculum focusing on psychotherapy and 

practiced in positions as diverse as an assistant group therapist with Massachusetts Mental Health 

and telephone fundraiser for Tufts University 

 Analytical thinking and problem solving skills cultivated as program coordinator for Tufts 

Freshmen Orientation Community Service, which involved matching ### students to volunteer 

positions throughout Greater Boston 

 Teamwork and collaboration skills demonstrated as a productive new member of an existing clinical 

team at both Massachusetts Mental Health and Lawrence Memorial Hospital 

As you seek a candidate who can quickly adapt and contribute to your compassionate treatment teams, I hope 

you will consider my credentials. You may contact me at (000) 000-0000 or name.name@sggswu.edu. Thank 

you for your consideration. 

Sincerely, 

Your Name
‘Thank You’ Email ~ Following Interview for Job or Internship

SUBJECT LINE: Interview Thanks & Follow-up

Dear Mr./Ms. Last Name,

I enjoyed meeting you yesterday and learning more about your research and design work at (Company
Name). Thank for the opportunity to interview for your (job title) position. My conversations with you and
with the engineering team have confirmed my interest in the position as well as the company.

My chemical engineering education and internship experiences have prepared me for this role, and I am
eager to apply what I’ve learned to help with your upcoming projects. In particular, I’m interested in
(specific project or task) where my background in (fill in appropriately) could be helpful. I hope there will
be an opportunity to continue our discussions.

Sincerely,

Your Name


Letter of Acceptance

Your Street Address
City, State, Zip
DATE

First and Last Name
Title/Position
Employer Name
Street Address
City, State, Zip

Dear Mr./Ms. Last Name,

Thank you for your offer of employment as a (Job Title) with (Company Name). I am pleased to accept
your position as (Job Title) and I have enclosed the Employee Application that you requested.

To confirm my understanding of the offer, I am to begin work in the (location) office on (date), with annual
compensation of $00,000 plus benefits.

I look forward to joining (Company Name) and to making a solid contribution to your work.

Sincerely,

Your Signature

Your Name 

Checklist for Your Letter 

 

I tailored my letter to an individual employer, demonstrating through research that I understand the 

organization’s needs and how my skills and background match those needs. Note: This approach goes 

beyond copying and pasting a new company name into an old letter! 

 

I located an addressee name for my letter and verified the person’s gender. If I was unable to find the 

proper addressee, I used the suggestions on the first page of this packet to inform my writing. 

 

I proofread my letter several times (without relying on spell check!) and asked an expert to review my 

work. 

 

I prepared a PDF file of my complete application and followed the employer’s instructions for 

submitting the materials (e.g., use of a specific file name). 

 

 I developed a plan for organizing my applications and following up with employers. 

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Business Letters

WHAT THIS HANDOUT IS ABOUT

This handout will help you write business letters required in many different situations, from applying for a job to requesting or delivering information. While the examples that are discussed specifically are the application letter and cover letter, this handout also highlights strategies for effective business writing in general.

PRINCIPLES TO KEEP IN MIND

Business writing is different

Writing for a business audience is usually quite different than writing in the humanities, social sciences, or other academic disciplines. Business writing strives to be crisp and succinct rather than evocative or creative; it stresses specificity and accuracy. This distinction does not make business writing superior or inferior to other styles. Rather, it reflects the unique purpose and considerations involved when writing in a business context.

When you write a business document, you must assume that your audience has limited time in which to read it and is likely to skim. Your readers have an interest in what you say insofar as it affects their working world. They want to know the “bottom line”: the point you are making about a situation or problem and how they should respond.

Business writing varies from the conversational style often found in email messages to the more formal, legalistic style found in contracts. A style between these two extremes is appropriate for the majority of memos, emails, and letters. Writing that is too formal can alienate readers, and an attempt to be overly casual may come across as insincere or unprofessional. In business writing, as in all writing, you must know your audience.

In most cases, the business letter will be the first impression that you make on someone. Though business writing has become less formal over time, you should still take great care that your letter’s content is clear and that you have proofread it carefully.

Pronouns and active versus passive voice

Personal pronouns (like I, we, and you) are important in letters and memos. In such documents, it is perfectly appropriate to refer to yourself as I and to the reader asyou. Be careful, however, when you use the pronoun we in a business letter that is written on company stationery, since it commits your company to what you have written. When stating your opinion, use I; when presenting company policy, use we.

The best writers strive to achieve a style that is so clear that their messages cannot be misunderstood. One way to achieve a clear style is to minimize your use of the passive voice. Although the passive voice is sometimes necessary, often it not only makes your writing dull but also can be ambiguous or overly impersonal. Here’s an example of the same point stated in passive voice and in the active voice:

PASSIVE: The net benefits of subsidiary divestiture were grossly overestimated.

[Who did the overestimating?]

ACTIVE: The Global Finance Team grossly overestimated the net benefits of subsidiary divestiture.

The second version is clearer and thus preferable.

Of course, there are exceptions to every rule. What if you are the head of the Global Finance Team? You may want to get your message across without calling excessive attention to the fact that the error was your team’s fault. The passive voice allows you to gloss over an unflattering point—but you should use it sparingly.

Focus and specificity

Business writing should be clear and concise. Take care, however, that your document does not turn out as an endless series of short, choppy sentences. Keep in mind also that “concise” does not have to mean “blunt”—you still need to think about your tone and the audience for whom you are writing. Consider the following examples:

After carefully reviewing this proposal, we have decided to prioritize other projects this quarter.
Nobody liked your project idea, so we are not going to give you any funding.

The first version is a weaker statement, emphasizing facts not directly relevant to its point. The second version provides the information in a simple and direct manner. But you don’t need to be an expert on style to know that the first phrasing is diplomatic and respectful (even though it’s less concise) as compared with the second version, which is unnecessarily harsh and likely to provoke a negative reaction.

Business letters: where to begin

Reread the description of your task (for example, the advertisement of a job opening, instructions for a proposal submission, or assignment prompt for a course). Think about your purpose and what requirements are mentioned or implied in the description of the task. List these requirements. This list can serve as an outline to govern your writing and help you stay focused, so try to make it thorough. Next, identify qualifications, attributes, objectives, or answers that match the requirements you have just listed. Strive to be exact and specific, avoiding vagueness, ambiguity, and platitudes. If there are industry- or field-specific concepts or terminology that are relevant to the task at hand, use them in a manner that will convey your competence and experience. Avoid any language that your audience may not understand. Your finished piece of writing should indicate how you meet the requirements you’ve listed and answer any questions raised in the description or prompt.

APPLICATION LETTERS AND COVER LETTERS

Many people believe that application letters and cover letters are essentially the same. For purposes of this handout, though, these kinds of letters are different. The letter of application is a sales letter in which you market your skills, abilities, and knowledge. A cover letter, on the other hand, is primarily a document of transmittal. It identifies an item being sent, the person to whom it is being sent, and the reason for its being sent, and provides a permanent record of the transmittal for both the writer and the reader.

APPLICATION LETTERS

When writing an application letter, remember that you probably have competition. Your audience is a professional who screens and hires job applicants—someone who may look through dozens or even hundreds of other applications on the day she receives yours. The immediate objective of your application letter and accompanying resume is to attract this person’s attention. Your ultimate goal is to obtain an interview.

As you write your application letter, be sure you complete three tasks: catch the reader’s attention favorably, convince the reader that you are a qualified candidate for the job, and request an interview.

Application letter checklist:

• Identify the job by title and let the recipient know how you heard about it.
• Summarize your qualifications for the job, specifically your work experience, activities that show your leadership skills, and your educational background.
• Refer the reader to your enclosed resume.
• Ask for an interview, stating where you can be reached and when you will be available. If your prospective employer is located in another city and you plan to visit the area, mention the dates for your trip.
• If you are applying for a specific job, include any information pertinent to the position that is not included in your resume.

To save your reader time and to call attention to your strengths as a candidate, state your objective directly at the beginning of the letter.

Example:I am seeking a position as a manager in your Data Center. In such a management position, I can use my master’s degree in information systems and my experience as a programmer/analyst to address business challenges in data processing.

If you have been referred to a company by one of its employees, a career counselor, a professor, or someone else, mention that before stating your job objective.

Example:During the recent ARRGH convention in Washington, D.C., one of your sales representatives, Dusty Brown, informed me of a possible opening for a manager in your Data Center. My extensive background in programming and my master’s degree in information systems make me highly qualified for the position.

In subsequent paragraphs, expand on the qualifications you mentioned in your opening. Add any appropriate details, highlighting experience listed on your resume that is especially pertinent to the job you are seeking. Close with a request for an interview. Proofread your letter carefully.

Two sample letters of application are presented below. The first letter (Sample #1) is by a recent college graduate responding to a local newspaper article about the company’s plan to build a new computer center. The writer is not applying for a specific job opening but describes the position he seeks. The second letter (Sample #2) is from a college senior who does not specify where she learned of the opening because she is uncertain whether a position is available.

6123 Farrington Road
Apt. B11
Chapel Hill, NC 27514
January 11, 2005

Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708

Dear Human Resources Director:

I just read an article in the News and Observer about Taylor’s new computer center just north of Durham. I would like to apply for a position as an entry-level programmer at the center.

I understand that Taylor produces both in-house and customer documentation. My technical writing skills, as described in the enclosed resume, are well suited to your company. I am a recent graduate of DeVry Institute of Technology in Atlanta with an Associate’s Degree in Computer Science. In addition to having taken a broad range of courses, I served as a computer consultant at the college’s computer center where I helped train users to work with new systems.

I will be happy to meet with you at your convenience and discuss how my education and experience match your needs. You can reach me at my home address, at (919) 233-1552, or at krock@devry.alumni.edu.

Sincerely,

Raymond Krock

Sample #2

6123 Farrington Road
Apt. G11
Chapel Hill, NC 27514
January 11, 2005

Taylor, Inc.
694 Rockstar Lane
Durham, NC 27708

Dear Ms. Jones:

I am seeking a position in your engineering department where I may use my training in computer sciences to solve Taylor’s engineering problems. I would like to be a part of the department that developed the Internet Selection System but am unsure whether you have a current opening.

I expect to receive a Bachelor of Science degree in Engineering from North Carolina State University in June and by that time will have completed the Computer Systems Engineering Program. Since September 2000, I have been participating, through the University, in the Professional Training Program at Computer Systems International in Raleigh. In the program I was assigned to several staff sections as an apprentice. Most recently, I have been a programmer trainee in the Engineering Department and have gained a great deal of experience in computer applications. Details of the academic courses I have taken are included in the enclosed resume.

If there is a position open at Taylor Inc., please let me know whom I should contact for further information. I look forward to hearing from you soon. I may be reached at my office(919-866-4000 ext. 232) or via email (Brock@aol.com).

Sincerely,

Rebecca Brock

COVER LETTERS

As mentioned previously, application letters and cover letters are not the same. A cover letter identifies an item being sent, the person to whom it is being sent, and the reason for its being sent. A cover letter provides a permanent record of the transmittal for both the writer and the reader.

In a cover letter, keep your remarks brief. Your opening should explain what you are sending and why. In an optional second paragraph, you might include a summary of the information you are sending. A letter accompanying a proposal, for example, might point out sections in the proposal that might be of particular interest to the reader. The letter could then go on to present a key point or two explaining why the writer’s firm is the best one for the job. The closing paragraph should contain acknowledgements, offer additional assistance, or express the hope that the material will fulfill its purpose.

The following are examples of cover letters. The first letter (Sample #1) is brief and to the point. The second letter (Sample #2) is slightly more detailed because it touches on the manner in which the information was gathered.

Sample #1

Your Company Logo and Contact Information

January 11, 2005

Brian Eno, Chief Engineer
Carolina Chemical Products
3434 Pond View Lane
Durham, NC 27708

Dear Mr. Eno:

Enclosed is the final report on our installment of pollution control equipment at Eastern Chemical Company, which we send with Eastern’s Permission. Please call me collect (ext. 1206) or email me at the address below if I can answer any questions.

Sincerely,

Nora Cassidy
Technical Services Manager
ncassidy@company.com

Enclosure: Report

Sample #2

Your Company Logo and Contact Information

January 11, 2005

Brian Eno, Chief Engineer
Ecology Systems, Inc.
8458 Obstructed View Lane
Durham, NC 27708

Dear Mr. Eno:

Enclosed is the report estimating our power consumption for the year as requested by John Brenan, Vice President, on September 4.

The report is the result of several meetings with Jamie Anson, Manager of Plant Operations, and her staff and an extensive survey of all our employees. The survey was delayed by the transfer of key staff in Building A. We believe, however, that the report will provide the information you need to furnish us with a cost estimate for the installation of your Mark II Energy Saving System.

We would like to thank Billy Budd of ESI for his assistance in preparing the survey. If you need more information, please let me know.

Sincerely,

Nora Cassidy
New Projects Office
ncassidy@company.com

Enclosure: Report

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Role Play

The following Role Play Topics are just a small sample from the game, Roll Play, by Dymon Publications.

A: Invite B to go somewhere this weekend.

B: Politely refuse A's invitation.

A: Call and tell your boss (B) you can't come to work because of illness.

B: You think A is bluffing (not really sick).

A: Ask B to teach you to play tennis.

B: You hate coaching for free.

A: Try to get B to divulge a secret about someone else.

B: Don't be persuaded to do it.

A: Ask B to give you a ride home.

B: A's house is out of the way, and your time is limited.

A: Call and tell B you can't come to the party on Friday.

B: Try to get A to come to the party. (It's a surprise party for him/her.)

A: Try to get B to smoke marijuana.

B: You don't want to use any illegal drug.

A: Call to order a pizza.

B: Wrong number. You sell pitas, not pizzas.

A: Present B with an unsolicited gift.

B: You do not feel comfortable accepting the gift.

A: Try to get B to go on a date with your niece/nephew.

B: You can't stand A's niece/nephew.

A: You ran over B's favorite pet with your truck. Apologize to him/her.

B: You are very upset with the news. The pet is irreplaceable.

A: You lost your wedding ring. Tell your spouse (B).

B: Get angry with A for losing the ring.

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Interview Skills

There are some easy steps that you can take that will increase your
chances of success at interviews.
First, remember that job interviews should be a process of two-way
communication. Not only are they a tool for employers to use to
evaluate you, but they are also an opportunity for you to assess the job,
the organization, and to see if there is a "fit."
The keys to a successful interview are preparation and practice. The following
suggestions will help you prepare for an interview:
Self-evaluation It is important for you to think about yourself and your past
experiences in order to be ready to articulate what you have to offer an employer.
Consider the following topics:
• How your present and past experience relate to the position
• Your current and future career goals
• What skills and expertise you have to offer
• The skills that you would like to develop or improve
• Location, salary, and lifestyle priorities
• Kinds of people and environments you prefer
• Past experiences you want to highlight such as volunteer
work, hobbies, travel
Before the Interview
Research the Company - A company's website is an excellent place to
begin. It usually gives you information on whether it is international or
domestic, what its revenues are, how many locations it has, and the
nature of its major products. Most companies are very proud of their
websites. Don't be surprised if one of the first questions interviewers
ask when you arrive is, "Have you have had a chance to look at our
website?"
Practice interviews - Write down a list of possible questions that you think may be
asked, then have a friend act as an interviewer and direct them to you in a practice
interview situation. Don't stop until you feel comfortable answering each question.
Practicing beforehand will make you feel more comfortable and relaxed during the
interview.
Dress Professionally - In today's environment, wearing a suit isn't
always necessary. Contact the HR Manager of the company or your
recruiter, and find out what the dress code is for the company at
which you are going to interview. Then dress one level above. For
instance, if it is business casual, men can wear dress pants, dress
shirt, and sport coat. Women can wear a pantsuit, dress, or a skirt and
blouse. Visual impressions are very important. Therefore, if in doubt,
always dress on the conservative side.
Arrival - Try to arrive at the interview location a little early. This
gives you time to determine where you need to go, and will give  Page 2 of 5
you a few minutes to collect your thoughts. DO NOT arrive late. Nothing destroys your
chance at impressing an employer more than arriving late and offering no explanation.
If you learn at the last minute that you are going to be arriving late at the interview, call
and let the interviewer know. Interviewers understand that things can come up
suddenly. You are never considered late if you call and make them aware of the fact.
During the Interview
First impressions - First impressions take only thirty seconds.
Establishing rapport, direct and sustained eye contact, a firm
handshake, a warm smile, good posture, and introducing yourself in
a confident manner are important ingredients. A well-groomed,
professional appearance is critical. Greet the interviewer with a firm
handshake, whether it is a woman or a man. (No one likes a weak
handshake.) Always maintain eye contact while shaking hands.
Smile - A smile denotes confidence in a candidate. Try to smile often. Also, don't be
afraid to use some hand animation while answering questions. This suggests
enthusiasm in a candidate.
Body Language - Use good posture, and look the interviewer right in the eye. Sit up
straight. Never slouch.
Speak Clearly - Don't mumble. It portrays a lack of confidence. Speak with assurance.
This indicates confidence.
Listen Before Answering - Allow the employer to begin the
interview, but be prepared with some opening statements or
questions such as, "I understand that this position involves…," or
"What are you looking for in a job candidate?" Make sure you
understand the question. If not, ask the interviewer to clarify it. Don't
be afraid to take some time to think before answering. Interviewers
are impressed with someone who thinks out an answer before
speaking.
Give Brief Answers - Make your answer concise and to the point. Rambling tends to
suggest that you really don't have the answer to the question(s) asked.
Previous Employers - Never, ever say anything negative about your present or
previous employers. No matter how much you may have disliked someone, find a way
to give your experiences a positive spin.
Be Truthful - Don't lie when asked about something you haven't done. The next
question will be "tell us about it."
Know Your Resume - Be prepared to talk about every fact that is on your resume.
Many people embellish their accomplishments on their resumes. Avoid this, since the
only point of reference an interviewer has about you is the resume you provide to
him/her beforehand.
Keep things at a professional level - Sometimes near the end of an interview, the two
parties start feeling comfortable with each other. Don't let this comfortable feeling lead  Page 3 of 5
you to telling them something about yourself that they really shouldn't know. Always
keep things at a professional level.
Look for Something in Common - This is something that has given us
an edge in the past. Try to find a common bond between yourself
and your interviewer. If you are being interviewed in an office, look
at how the office is decorated. Look for something you can identify
with. Is his/her college diploma hanging on the wall? Did you
attend a nearby school, or perhaps one in the same Division? If so,
make a quick comment about it: "Did you attend Penn State? I
attended the University of Michigan. What a great football conference."
Interviewers sometimes feel more comfortable with people with whom they have
something in common. This approach has helped several candidates obtain a position
over other qualified candidates. Above all, be sincere.
After the Interview
Back in Touch - Ask the interviewer when s/he expects to get back to you on her/his
decision.
Get Everyone's Business Card - Before you leave, be sure to get the business cards of
all of the people with whom you visited. If you cannot do that, ask a secretary for their
names and e-mail addresses.
Thank the Interviewer - Verbally thank the interviewer for taking the time
to interview you, before leaving. Within a day, send thank-you letters to
all of the interviewers with whom you spoke. This does not need to
consist of a written letter sent via snail mail; an e-mailed thank-you
works just as well.
Do not give up - Sometimes, within ten minutes of the start of an interview, you will
know that the job is not one you want to pursue. If you begin to feel this way, don't give
up on the interview. Continue to interview as if the job was the most important thing in
the world. This provides you with practice for your next interview, which may be for
your dream job! Not all interviews will lead to offers of employment, but, if you
approach every interview as if it's the most important interview you ever had, you will
come out a winner!
Additional tips
• Focus on presenting a positive, enthusiastic tone.
• If you are asked to describe a weakness, mention lessons
learned, and steer away from negative descriptions.
• Think about three or four key points that you want to make about
your personal characteristics, skills you have learned, and
relevant experiences that demonstrate that you could perform the
job well.
• Find specific, rather than general, examples from your experience that
illustrate important points about yourself.
• When answering questions, focus on experiences that demonstrate flexibility,
adaptability, responsibility, progress, achievement, creativity, initiative, and
leadership.  Page 4 of 5
• If the employer signals the end of the interview and asks you for questions, and
you haven't discussed some key points, say: "There are a couple of points I
would like to mention."
After the interview, write a brief thank you letter. Express your appreciation for the
opportunity to interview and learn about the organization, re-confirm your interest, and
re-emphasize how your background and skills might be of interest to the organization.
Some Interview Questions
You can expect to be asked some of the following types of questions in an interview.
Case Questions are often used by consulting companies to assess analytical and
problem solving skills. The interviewer presents a situation and asks you to discuss
possible solutions. A sample case question is, "Describe a managed care company
that you think is successful and explain why. What do they do that works? What are
their potential problems? What is your outlook for their future? What suggestions do
you have for their future?"
Behavioral or situational questions are used to assess how you would behave in
different circumstances and to predict your behaviour in future, similar situations. An
interviewer may ask, "Tell me about a time when a team you were working on was
unable to proceed due to some interpersonal conflict. How did you respond, and what
role did you play on the team?"
Role-play questions entail the interviewer asking you to put yourself in another role and
decide how you would handle a specific problem.
Industry-specific questions are questions regarding the latest trends or issues in the
industry. An interviewer may ask, "If you were a CEO of Microsoft’s main competitor,
what actions would you take in the on-line services market?"
Brainteasers are quick questions where the obvious answer is not necessarily the right
answer such as, "Which would you rather receive: fifty thousand pennies or a
10x10x10 room filled with pennies?"
General questions
• Tell me about yourself.
• What are your key experiences and accomplishments?
• How would you rank your achievements?
• What are your strengths and weaknesses?
• How would your friends describe you?
• Explain your reason for leaving your current job.
• What are the most important things to you in a job?
• What do you value in a supervisor?
• How would you describe your management style?
• What appeals to you about this job and organization?
• Describe the ideal position in our company.
• What qualities do you think make someone successful in our industry?
• What would you like me to know most that is not on your resume?  Page 5 of 5
• Explain your understanding of the issues and trends in your specialty and
in the overall industry.
• Why are you qualified for this position?
• Give an example of a situation where you demonstrated leadership.
• Give an example of how you worked on a team.
• What questions do you have about the organization? Questions for the
interviewer are queries that usually focus on the culture or mission of the
organization, and job responsibilities. This is not the time to bring up questions
about salary, benefits, and vacation about which you can inquire after you have
been offered the job.
The Phone Interview
Due to a company's geographic location, travel costs, and divergent
schedules, a phone interview may often be your initial contact with a
prospective employer. Therefore, we're offering some phone
interview tips.
Objective - The idea behind a phone interview is to gain an invitation for a
personal interview, and to gather more information for future steps in the process.
Preparation - Have a pad, pen, and a copy of your resume near the phone. Use a
phone in a quiet area. Avoid any background noise. Also avoid using a cordless phone,
because they tend to transmit poorly.
Speaking
a. Smile and be enthusiastic. Your enthusiasm will carry
through to the interviewer.
b. Speak in a conversational manner, and be sure to speak
loudly enough to be heard. Speak with some inflection and
tone.
c. Let the interviewer do most of the talking. When s/he asks you a
question, expound upon the answer. Use the opportunity to sell your
skills and experience.
d. When the interview is over, let her/him know that you are very interested
in scheduling a personal interview at her/his place of business.

References
Altavista Careers (2001), JobsontheWeb(2001), Virtualville (2001) and MIT
Online Resources (2001) 

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