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THE ART OF WRITTEN CORRESPONDENCE

6 The Art of Written Correspondence

2012 KHMGT. All Rights Reserved. This material is provided for the sole use of this company and licensed users. Any reproduction, distribution or dissemination of this

material may not be done without the express written consent of KHMGT.

6.1

GENERAL RULES Use a current version of MS Word for creating

letters.

Your letters should be sincere, research helps with this.

As in all of your correspondence, brevity is important. Be clear, but do not over-elaborate.

Make certain that you are using good quality stationary.

Ask yourself: “Why do I want to meet with this person or company?”

Keep your letters focused on the recipient. Reduce or eliminate your use of the words I, my and me in your letter.

Recheck your grammar, spelling and format. (DO NOT rely on spell check.)

Carefully consider whether you should include your resume. Remember, you do not want to convey the wrong message. If this is for an open position, the answer is yes. However, if you are trying to gather information or conduct a business meeting, a resume may produce a negative response.

Maintain a file for all future references.





6.2

THE “BUSINESS MEETING” LETTER

The most important type of letter you will write, it

the letter you write to obtain a “Business Meeting.”

Remember:

A Business Meeting is any interview other than a

specific job interview.

Each Business Meeting letter should be tailored to its

specific situation, but the following structure is

common to all Business Meeting letters:

January 3, 3003 Mr. Robert Jones 360 Madison Avenue New York, NY 10101 Dear Mr. Jones:





6.3

THE “BUSINESS MEETING” LETTER

Recognize Reference key players in your letter, such as: “Mr./Ms. X suggested I contact you.” If no such reference exists, remember to recognize something sincere or unique, such as “…because of your experience in…” or “…your position as…”

Explain Make sure your current situation is understood. Let them understand what your intentions are for this meeting. Make sure that they understand that you do not expect them to know of a current opening but that you would appreciate their views on your skills, experience and background. Recognize the value of their time. State that you will call them in a few days to establish a brief meeting and mutually agreeable time and date.

The majority of your campaign will focus on this type of activity.





6.4

THE “THANK YOU” LETTER

One of the most important letters you will write will be a thank you letter. All letters should be brief and to the point, and the thank you letter in particular should be succinct, yet thoughtful.

Thank you letters demonstrate your professionalism and help you to be

remembered favorably. It is permissible and prudent to address outside common interests in a thank you letter, if applicable. Do not dwell on these areas and do not make them the focal point of the letter.

You must write a thank you letter to every person you meet with.

Thank you letters should appear professional (although a handwritten note is appropriate in some cases).

Write the letter immediately—preferably on the same day the interview/meeting occurs.

Repeat some of the conversation, this demonstrates an interest in what they had to say and indicates that you were listening.

Address any misunderstandings that may have occurred in your meeting.

Verify any follow-up actions.

Despite the outcome of the interview or meeting, the tone of the letter should always be positive.





6.5

THE “RESPONSE TO ADVERTISEMENT” LETTER

The letter you write as a response to an advertised position is often referred to as the “T” Letter because of its uncharacteristic format. This letter compares the employer’s requirements to the jobseeker’s qualifications in a side-by-side format.

Your Requirements

My Qualifications

This format quickly let’s the recruiter or HR Department see that there is a fit between what the decision maker is seeking and what the job seeker has to offer. Likewise, if the criteria for job requirements is not a good match for the job seeker, that will also stand out. If you meet the majority of the job’s requirements, you may want to eliminate the one requirement that you don’t have so it is not as apparent that you are not meeting all of the requirements listed. You don’t want to call attention to the one requirement you don’t meet. Matching up the position’s requirements with your qualifications will give you a good idea of whether you can expect a response. The fewer requirements you meet, the less likely you are to get a call.





6.6

THE “RECRUITER” LETTER

Your letter to the recruiter should be specific to the target industry that most closely fits your experience, education and background. Since recruiters are not in a position to help you make a career change, they will only be interested in you if you fit specific search criteria laid out by their client companies. Your letter should state:

Your Objective

Your Level of Experience

Your Industry Experience

Your Background (years of experience)

Your Career Highlights (type of experience, company size, etc.)

Your Education

Your Salary History or Expectation

Your Geographical Preference or Ability to Relocate

Enclose a copy of your chronological or hybrid resume, as recruiters do not typically respond well to a functional style of resume.





6.7

SPECIAL PURPOSE LETTERS

First Interview Letter A letter designed as a follow up to the first interview for a position

Acquaintance Letter A letter written to a friend or acquaintance with whom you wish to reconnect

The Direct Campaign Letter To a company you would like to work for, but who has not advertised an open position.

Discuss other letters covering a variety of purposes with your career advisor.





6.8

SPECIAL PURPOSE LETTERS

News Event Letter A letter to someone you’d like to connect with who has been recognized in a published article or news event.

Alumni Letter A letter usually to those you do not know from your alma mater who have a connection to your industry of interest

Trade Association Letter A letter written to an industry trade association member whose knowledge of their industry and of other people in their industry may be valuable to you

Public Official Letter This letter is usually written to a local politician who has been in the community and who is in touch with local business leaders





6.9

BE YOURSELF

Remember, one of the General Rules of your Marketing Campaign is to always “Be Yourself.” The following pages offer sample letters for your review. It is important to remember that these letters should be used as guides to help you draft your own letters.

Do Not Copy These Letters Your letter should be a reflection of you, your personality and your style. Copying letters or having someone else draft them for you does not help you. Learning to clearly articulate your message, whether it is verbal or written, is an important step in marketing yourself to others. The following letter samples are intended to be used as examples of how

to write letters for each particular purpose.

See your advisor for other suggestions on letter writing.





6.10

DIRECT APPROACH LETTER FOR A POSITION 5430 Anchorage Ave Des Moines, IA 90252 February 13, ____ Mr. David Hansen Vice President Purify Services Inc. 206 Oak Street Des Moines, IA 90252 Dear Mr. Hansen: In pursuit of a career in the specialty automotive market place, I am searching for a progressive organization to which I can effectively contribute my 10 years in automotive marketing, sales management, creative planning, and implementation. Enclosed is a resume that supports my objective with some of my qualifications and achievements. You will note that I have been especially effective in the areas of market research and strategic planning, most notably in new product roll outs where I implemented marketing plans that helped increase company revenues 57%. I would like to discuss with you how I am prepared to contribute to Purify Services Inc. and will call you to arrange a brief meeting. Sincerely, Morgan K. Ashley Enclosure





6.11

DIRECT APPROACH LETTER FOR A BUSINESS MEETING 3624 Cypress Avenue Sausalito, CA 54628 April 16, ____ Dr. Maximillian Randall Director of Operations Data Exchange, Inc. 2156 Advanced Drive San Jose, CA 54621 Dear Dr. Randall: I am writing to you because of your well-known expertise in the area of project management and software implementation. Currently, I am looking for a new career opportunity that will allow me to use proven skills in management, supervision, and system applications. It is my intention to leave the life and health insurance industry and apply my skills in a different private sector business. Please understand, Dr. Randall, I am not applying for a position with your company, nor do I expect you to know of any current job openings. What I seek is information that will help me decide if my skills and expertise could fit into an organization similar to Data Exchange, Inc. Enclosed is a copy of my professional profile. When we meet, you may have suggestions about which businesses can offer interesting, challenging, and rewarding career opportunities while using my skills and talents. Also enclosed is a tentative list of questions I would like to discuss with you. Again, Dr. Randall, I am not asking you for a job but am merely seeking advice and information that will help me decide where I should direct my efforts. I will call your office to schedule a brief meeting at a time that is convenient for you. Sincerely, Dorothy Jones Enclosure





6.12

DIRECT APPROACH LETTER FOR A BUSINESS MEETING 1050 Maryland Ave. Baltimore, MD 20741 January 31, ____ Dr. Tracy Stanton Director of Research Woodland Visions, Inc. 5862 Westbend Road Baltimore, MD 20748 Dear Dr. Stanton: Recently I began conducting research into the environmental industry. During this research, it became clear to me that the Woodland Visions, Inc. company is recognized as a leader in this area. I am writing to you, Dr. Stanton, because of your experience and expertise in the lymnological applications industry, and I hope you will be willing to share some of that insight with me. At the present time, I am actively seeking a position in applied research. The enclosed resume outlines my objective and supports it with some of my qualifications and achievements. Please understand, I do not expect you to have or know of any current openings. However, I would appreciate a discussion to seek your ideas, suggestions, comments, and reactions on how I might achieve my objective. Appreciating that your time is valuable, I assure you I will keep our meeting brief. I will call you to arrange an appointment. Sincerely, Tricia McMahon Enclosure





6.13

DIRECT APPROACH LETTER FOR A BUSINESS MEETING 111 Third Street Boston, MA 02222 July 8, ____ Ms. Joanne Hazelton VP Sales and Marketing Ultra Corp. 78 W 56th Street Orono, ME 55231 Dear Ms. Hazelton: I am writing to you because of your position as Vice President of Sales and Marketing for Ultra Corp. Please understand, Ms. Hazelton, I am not applying for a position with your company, nor do I expect you to know of any current job openings. What I seek is information that would help me decide if my skills and expertise could fit into an organization similar to Ultra Corp. Currently, I am looking for a new career opportunity that will allow me to use proven skills in developing territories, coaching individuals, and motivating sales. It is my intention to leave my current position and apply my skills in a different private sector business. When we meet, you may have suggestions about which businesses can offer interesting, challenging, and rewarding career opportunities using my skills and talents. Again, Ms. Hazelton, I am not asking you for a job but am merely seeking advice and information about where I should direct my efforts. I will call your office to schedule a brief meeting at a time that is convenient for you. Sincerely, Darlene Michner





6.14

DIRECT APPROACH LETTER FOR A BUSINESS MEETING 8 Dunkirk Ct. Albuquerque, NM 60951 July 29, ___ Mr. James Kirshner Vice President of Operations First Georgia 8696 South Bridge St. Atlanta, GA 56430 Dear Mr. Kirshner: I am writing to you because I have long admired the vision of your company in the marketplace. As Vice President of Operations, your leadership is key to the continued growth and success of your organization. I am presently looking to expand my career opportunities through the utilization of my skills in project management and line operations. I have over fifteen years of experience in the financial services industry and now seek a return to my banking roots. With a background in financial analysis, direct and indirect lending, credit, and collections, I have a solid foundation to expand upon. Please understand, Mr. Kirshner, I am not applying for a specific position with your company, nor do I expect you to know of any current job openings. What I seek is information to decide if my skills and expertise would fit an organization like your company in Georgia. When we talk, you may have suggestions about which banking divisions can offer interesting, challenging, and rewarding career opportunities. I understand that you have a busy schedule. I can assure you that I will require only ten to fifteen minutes of your time. Again, I am not asking for a job; I am merely seeking advice and information that will help me decide where I should direct my efforts within the banking industry. I will call your office within the next few days to schedule a meeting time that is convenient for you. Thank you. Sincerely, Sara Smith





6.15

DIRECT APPROACH LETTER FOR A BUSINESS MEETING 573 Crestwood Avenue Spring, FL 31106 February 28, ____ Mr. Wayne Berrymann South Shore Communications 45 Pacific Drive Boston, MA 22001 Dear Mr. Berrymann:

Recently, for family reasons, I decided to return to the USA after almost 8 years living and working overseas. I am seeking a new opportunity within the Boston market. As might be expected, I am seeking the help of other Telecom professionals to discuss my current plans and to advice regarding companies in the Boston market that might benefit from my experience in building communications networks.

My background includes 15 years experience with some of the world leaders in the global telecommunications industry. I have held a number of senior management positions on major projects during which my company designed and built state of the art communication networks for governments and large nationalized corporations, both domestically and overseas. I have held key roles in functions including project management, contract management, engineering, and business management. I have also been heavily involved in planning and winning new business.

One of the skills that may be of interest to your company is my experience in the planning, building of teams, and execution of projects using a high tech workforce. I also have significant experience managing customer satisfaction at the highest levels of the organization and possess demonstrative negotiation skills. A more detailed summary of some of my major skills and career accomplishments is enclosed for your review.

Mr. Berrymann, please understand that I do not necessarily expect your firm to have an open

position, but I definitely think it would be of value to learn more about your company and organization to determine if my skills could be of value in the future.

I know your time is valuable. I will contact you to arrange a brief meeting at a mutually convenient

time. I look forward to meeting you. Sincerely, Steven Collins





6.16

DIRECT APPROACH LETTER TO A FRIEND FOR A BUSINESS MEETING 564 West Houston Street, Apt.5B Denver, CO 45621 April 25, ____ Mr. Joe Klein 3345 Rondalle Blvd. Denver, CO 45623 Dear Joe: As a friend to a friend, I wanted to let you know that I’m making some plans for the future and thought about you and some of the good times that we have shared in the past. It seemed like a good time to catch up with current events. All things considered, I’ve decided to leave Corporate Holding to pursue a career path more in keeping with my long-range objectives. In my next job assignment, I want to work for a progressive company with a team approach to problem solving. My specific interests lie in the area of program or plan management…I really like starting something and seeing it through to completion and then starting another project. Please understand, Joe, I’m not expecting you to have a job or even know of one. Instead, I am seeking your advice and insight with regard to my career marketing campaign. I have always trusted your judgment, Joe, and would very much appreciate any advice and suggestions that you may have. I’ve enclosed a copy of my resume for your review. I am really excited about prospects for the future and look forward to discussing them with you. I’ll call you to set up a time when we can get together for a chat. In the meanwhile, give my best to Jane. Warm regards, Joseph Jackson Enclosure





6.17

BUSINESS MEETING APPROACH LETTER 8370 North Drive Apt. 433 Wilmington, DE 22102 July 11, ____ Mr. Thomas Woodward P.O. Box 2141 Washington, DC 20013-2141 Dear Mr. Woodward: In a recent conversation with John Dillon, Vice President, Management Information Services, General Data and Transmissions, Inc., he spoke highly of your experience in Systems Management and Project Implementation and suggested I talk with you. I am looking for a new career opportunity and am seeking information. It is my intention to leave the life and health insurance industry and apply my skills in a different private sector business. Please understand, Mr. Woodward, I do not expect you to have a job for me. It is my hope, however, that when we meet, you can provide information in the following areas:

• My professional presentation • MIS requirements throughout the legal profession • What size law firm would require someone with my experience and background

I realize your time is valuable. Therefore, I will call your office to schedule a meeting at a mutually convenient time. At Mr. Dillon’s suggestion, I am enclosing a resume. Thank you. Sincerely, Jane Smith Enclosure





6.18

BUSINESS MEETING APPROACH LETTER 5621 Delmar Street Ruskville, IN 45302 June 3, _____ Ms. Roberta Howard Director of Marketing Shakespeare, Inc. 9552 E. 6th Street Indianapolis, IN 45312 Dear Ms. Howard: Mr. David Smith, Vice President of Uriphea International, spoke very highly of your experience in Marketing Management and suggested you might be a valuable source of information. I am actively seeking a position in marketing research. The enclosed resume outlines my objective and supports it with some of my qualifications and achievements. Please understand, I do not expect you to have or know of any current openings. However, I would appreciate a discussion to seek your ideas, suggestions, comments, and reactions on how I might achieve my objective. Appreciating that your time is valuable, I assure you I will keep our meeting brief. I will call you to arrange an appointment. Sincerely, Lynn Marlton Enclosure





6.19

DIRECT APPROACH FOR A POSITION LETTER

2 American Ave. Harrisburg, PA 08776 November 11, ______ Mr. John Stevens Vice President Magnolia Steel Inc. 33 Lexington Blvd. Williamsonville, PA 98443 Dear Mr. Stevens: Recent research into the steel industry has brought your organization to the forefront of my investigation. The fact that Magnolia Steel Inc. has shown a steady increase in profits since its inception 12 years ago and is currently #2 in the Fortune 500 rankings has convinced me that yours is the type of company to which I would want to contribute my skills and expertise. In the past 15 years, I have been involved with the plastic industry. Most recently, I served as V.P. of business development with the Jamestown Corp. In that capacity, I had the opportunity to negotiate contracts, totaling in the hundreds of millions of dollars, with some of the giants in our field. Mr. Stevens, with my strong background in negotiations, I see myself bringing these skills along with notable others, such as communications and project management, to your organization and becoming a major contributor to your bottom line. With this in mind, I will call you to set an appointment which, I know, can have a mutually beneficial outcome. I look forward to meeting with you soon. Sincerely, Bill Anderson Enclosure





6.20

THANK-YOU LETTER FOR A BUSINESS MEETING

8324 Corvall Road Potomac, MD 20451 October 5, ____ Mr. Rudy Kingston Operations Manager Benton Corporation 5432 18th Street, Ste. 210 Washington, DC 20036 Dear Mr. Kingston: Thank you again for the opportunity to meet with you. Your comments and suggestions were very much appreciated. I especially like your idea regarding the impact of time and demographics on the catalogue industry. I certainly agree that the catalogue industry is growing dramatically and could afford some unique opportunities, particularly in the area of CD technology, and I intend to act upon it. As you suggested, I will be contacting both Lisa Fontaine and Wally Hicks in the near future. Again, thank you, and I will keep you informed of my progress. Sincerely, Suzanne Hart





6.21

TELEPHONE THANK YOU LETTER 12345 West Gulf Road Philadelphia, PA 19055 November 3, ____ St. Mary’s Hospital Director of Human Resources 1001 Lancaster Ave. Philadelphia, PA 19059 Re: Mr./Mrs./Ms._________: Thank you for talking to me today. As you requested, my resume is enclosed. I have elaborated below on some of the things I have done. During my tenure with the health planning authorities of Prince George’s County and the Southern Maryland Health Systems Agency, I reviewed and made recommendations on over $10 million worth of projects which would make an impact on the health and well-being of almost one million people.

With more than ten years in policy analysis, planning, and implementation, I have: • Written a “how-to ” manual for approximately 4,000 physicians that explained how to gain control

over local health planning; • Prepared and published a directory of community-based organizations with over 250 listings of

service organizations; • Advised an HMO on our survival strategy in regard to federal interaction and marketing concepts

to increase subscriber enrollments; • Designed the methodology used by the American Heart Association, Southern Maryland chapter, to

evaluate their programming, and • A Master’s Degree in Urban and Regional Planning from George Washington University and a

B.A. in Government and Politics from the University of Maryland. I look forward to our meeting on November 8 at 10 a.m. Sincerely, Frank Jones Enclosure





6.22

THANK-YOU LETTER FOR A BUSINESS MEETING 7324 Post Oak Road Grand Rapids, MI 54321 April 20, _______ Ms. Jane Peters Attorney-at-Law P.O. Box 5432 Grand Rapids, MI 54322 Dear Ms. Peters: Just a brief note to say “thank you” for giving up some of your valuable time to meet with me yesterday. Your suggestion that I might be well suited for a position with Datawind Software or a similar organization as a troubleshooter was very helpful. I will be contacting Mr. Pete Squire of Datawind to schedule a meeting for further information within the next few days. I very much appreciate this referral. Again, thank you for your time and assistance, Ms. Peters. If you happen to think of additional advice or suggestions that may be of assistance in my career search, please call or write me. I’ll keep you informed of my progress. Sincerely, Julie Rogers





6.23

“T” LETTER: RESPONDING TO A CLASSIFIED AD 16 Bella Vista Place Cincinnati, OH 453206 April 16, ____ Ms. Cecily Dudmann Vice President, Human Resources Nadir Industries 257 Vine Street Cincinnati, OH 45202 Re: Sales Manager, Cincinnati Enquirer, April 12 Dear Ms. Dudmann: As a Sales Manager, I have planned and scheduled direct sales programs and trade shows with consistently profitable results. Here is a list of my qualification as they relate to your requirements for the position of Sales Manager:

Your Requirements My Qualifications 2 years Direct Sales Management (self-contained sales region)

Over 7 years aggressive direct sales management experience as proven by opening 8 area offices which escalated regional sales average to #1 position among 200 offices

Individual Sales Experience Dynamic individual sales success proven by exceeding all sales goals for 18 months and reaching Top ½% among 250

Excellent Verbal and Written Communication Skills

Exceptional Communicator as demonstrated by over 40 major group presentations, writing “direct sales” promotional materials, and column (reaching 11,000) and 3-day demonstrations at 22 national trade shows

Problem Solving and Strategic Planning Skills Excellent Problem Solver and Strategic Planner indicated by structuring daily control meetings for staff of 25 resolving problem of “peak time” business loss (increased 35%)

Marketing and Corporate Office Strong Marketing Experience (4 years) at corporate office level and proven skills in creating innovative team format and realigning 35 inside-outside sales/support staff to generate 15% sales increase to $3.5MM

Enclosed is a resume that lists other accomplishments that may be of interest. I look forward to meeting with you to explore the use of my talents to support the growth of your company. I will call on Wednesday, April 21, to schedule an interview at your convenience. Sincerely, Susan Avanoldi Enclosure





6.24

THANK YOU LETTER: FOLLOWING AN INTERVIEW 2800 Gramercy Avenue Denver, CO 85208 November 2, ____ Ms. Elizabeth Galt New Project Manager New Horizon Inc. 701 West Seventh Street Denver, CO 85202 Dear Ms. Galt: Thank you for our meeting on Thursday, October 30. Since that time, I have had time to think over what you told me about Horizon Inc. I am excited by what I heard, and I think Horizon Inc. is the sort of firm where I could make a real contribution. My extensive project management background could be useful in “208” work and in developing plans under new provisions of the Land and Water Conservation Fund and Coastal Zone Management Act. I am enthusiastic about the work near Cairo that you mentioned in passing. I would like to know more about it. May I have an opportunity to sit down with you to discuss, briefly, these and related areas where I can make specific contributions? I will call you on Thursday, November 8, to set up a meeting at a time of your convenience. Sincerely, J. Richard Cunningham Note: If a second appointment has already been scheduled, use this letter as a thank-you and as confirmation of a second interview.





6.25

INTEREST, CONTRIBUTION AND NEXT APPOINTMENT LETTER FOLLOWING FIRST JOB INTERVIEW

2391 West Spruce Street Whitehall, NJ 98995 November 13, ____ Mr. Mark Jones Executive Vice-President Conservation Inc. 10401 Princeton Junction Princeton, NJ 08550 Dear Mr. Jones: Thank you for meeting with me on November 6 to discuss career opportunities at Land and Water Corp. Since our discussion, I have had time to review what you told me about Land &Water Corp., and I am becoming increasingly excited by what I heard. I think Land & Water Corp. is the sort of firm where I can make a positive contribution. My extensive project management background could be useful in “208” work and in developing plans under new provisions of the Land and Water Conservation Fund and Coastal Zone Management Act. I am also enthusiastic about the work near Cairo that you mentioned in passing and would like to know more about it. May I have an opportunity to sit down with you to discuss, briefly, these and related areas where I can make specific contributions? I will call you to establish a meeting at a time of mutual convenience. Sincerely, James Spade





6.26

CLARIFYING QUESTIONS RAISED DURING AN INTERVIEW 991Graystone Avenue Richmond, VA 26654 October 11, ____ Maryl Southland Vice President of Management Prudential Industries 246 American Way Norfolk, VA 23456 Dear Ms. Southland: Thanks again for the opportunity to interview for the Senior Executive Management position. I very much enjoyed meeting with you and your staff and learning more about Prudential Industries, the Norfolk area, and your Latin American market. I’m still very interested in the possibility of joining Prudential Industries as one of your senior managers. You mentioned my responsibilities would include sales and marketing for your Latin American market. While I’m excited about developing this market, I have a few additional questions that would give me a better idea of how I can best approach this market:

- Which countries do you see as most important to Prudential’s growth? - How many days per year would I expect to travel to the region? - What kind of local staff assistance would be available? - To what extent have you achieved your sales goals in this region? - What are some of the major problems facing Prudential in this market? - Who is your competition and what do you see as their major strengths?

I’ll call you on Tuesday morning to see if you have a few minutes to discuss these questions. I would appreciate your insights into what I consider to be one of the most exciting markets in the coming decade. Sincerely, Doug Westerly





6.27

THANK-YOU LETTER: RESPONDING TO A REJECTION (FOCUS ON ALTERNATIVE POSITION)

3731 High Street Madison, NJ 02222 November 7, _______ Jerry Stevens, President Tyco Textiles Group 2429 W. 24th Street, Suite 207 Pittsburgh, PA 17777 Dear Mr. Stevens: Congratulations on filling the position of Vice President of Marketing. Having known Rachel Walsh for over ten years, I have been very impressed with her energy and accomplishments, especially when she was Director of Asian Markets in Hong Kong. I’m sure you’ll be pleased with her work. She’s also a terrific person! While I’m disappointed not being selected, I would appreciate being considered for the new position we discussed during the interview-Director of Asia and Pacific Markets. You mentioned the possibility of creating this position within the next few weeks. As I indicated on my resume and during the interview, my five years of overseas experience in Hong Kong, Singapore, and Australia are ideally suited for this position. During that time, I increased MG Textile’s market share throughout Asia and the Pacific by more than 500%. Indeed, I believe this position would be a perfect fit for both of us. Please keep me in mind as you recruit for other positions. I’m very impressed with Tyco Textile Group. It’s the type of organization I would like to work with in the future. Sincerely, Daniel Ackers





6.28

REQUESTING INFORMATION ON A COMPANY 2141 Meade Road Denver, CO 81111 September 3, _____ Stacy Marcella Account Executive M.L. Brokers 37 North Tower Avenue Denver, CO 81100 Dear Stacy, I’ve been trying to get information on a company in Chicago called Century Finance Corporation. I noticed they are listed on the NASDAQ, but I’ve had difficulty finding much information on them. I’ve tried several standard sources on the Internet but have had little luck. Would you have access to an annual report or any other type of information that would help me better understand the company and its operation? I’m especially interested in their overall financial health and projected future performance. I’m assuming you have access to information sources that are beyond my reach. I appreciate your assistance. Sincerely, David Mathews P.S. Thanks for that great tip on Maryland Electronics. It just went up five points!





6.29

COVER LETTER TO EXECUTIVE RECRUITERS 99 Any Street Any City, NJ 98447 November 2, ____ Larry Jones Vice-President Vagabond Steel Inc. 6798 Any Street Jericho, NJ 90215 Dear Mr. Jones: It was recently brought to my attention that your firm frequently conducts searches for companies that are in need of IT professionals. My career goal is to find an assignment as a sales and marketing manager, requiring comprehensive skills in all phases of IT/IS management. I have enclosed a copy of my resume which will give you some idea of my background and accomplishments. You will also get a feel for the diverse responsibilities in the management positions I have held. My current compensation is in the $60,000 range. In addition, I am interested in relocation. Should any of your current assignments call for an effective management professional with a wide range of skills and capabilities, please contact me. I welcome any recommendation you may have about my career move. I am also interested in any suggestions that you have pertaining to other opportunities of which you might be aware, and I look forward to speaking with you. Sincerely, David Wilkes Enclosure





6.30

ANNOUNCING THE ACCEPTANCE OF A POSITION 883 North Pine Ave Birmingham, AL 39989 May 3, _____ Doug Carter 4590 South Drake Avenue Charlotte, NC 33333 Dear Doug, I want to thank you for your support during my recent job search. I’m sure your letter of recommendation was most helpful. I’m happy to announce that I’ve accepted a position with Marion Packaging Company in Memphis. Jan and I will be moving to Memphis next month. My first day at Marion begins on May 25. This is a very exciting opportunity for me. Working with a 10-person staff, I’ll be in charge of sales and marketing in Georgia, Florida, Tennessee, Kentucky, South Carolina, and North Carolina. Perhaps we can get together during my bimonthly trips to North Carolina. Again, I really appreciate your assistance. I’m sure it made a difference in landing the job! Sincerely, Daryl Morganstern





6.31

LETTER TO ALUMNI

1 Any Street Any City, NJ 90662 November 4, ____ Bill Blakely Vice President Plastic Inc. 9977 Plate Ave. Jamesburg, NJ 09113 Dear Mr. Blakely: I am writing to you as a fellow Rutgers University alumni. If I have caught you by surprise, I can understand because there are not that many of us who have ventured to Levittown, Pennsylvania from our nest in New Brunswick. Mr. Blake, like many former Rutgers alumni, you have achieved a high level of success in your business, and it is for this reason that I seek your advice on a personal matter. I have spent considerable time and effort assessing my career goals relative to the Plastic industry. I now need to get honest feedback and counsel from a highly successful person like you. I have enclosed my resume to give you a better understanding of my objective, qualifications, and experience. I would like to schedule a brief meeting with you. However, let me make it clear that I am not requesting a job interview, nor am I expecting you to know of any current openings. The purpose of this interview is to get your reaction to my objective, career possibilities, and areas where I might concentrate my efforts. I recognize and respect the value of your time and that is why I will be calling you in a few days to set up a brief meeting. I look forward to meeting with a member of the Class of ’75. Sincerely, John Steinman Enclosure





6.32

LETTER TO ELECTED REPRESENTATIVES 2099 Florence Ave. Cumberton, NJ 08440 November 3, ____ James King Executive Vice-President Jones Inc. 444 Overlook Street Highland, NJ 08770 Dear Mr. King: I am interested in employment opportunities within your district and, therefore, seek your assistance. Currently, I am the Executive Vice-President for a paper company. However, I have made the decision to seek a new opportunity in an effort to improve my family’s quality of life. In view of your knowledge of the business community and companies within your district, you are more likely to know of individuals who can provide me with valuable information. Please understand, I do not expect your contacts to have or know of any current openings. However, I would appreciate having a discussion with them to seek their ideas, suggestions, comments, and reactions on how I might achieve my objective. The issues, I would like to discuss are:

• My resume objective; • My qualifications; • My plan, snf • Areas where I might concentrate my efforts.

To minimize any inconvenience to you, I will call your office next week to follow up on my request. I appreciate any help you may be able to offer, and I look forward to speaking with you. Sincerely, Steven Burns Enclosure





6.33

LETTER TO TRADE ASSOCIATIONS

6903 West Highland Blvd. Cherry Hill, NJ 12334 November 11, ____ Jim French Vice President Labcorp Inc. 1002 Lincoln Street Bumbleton, NJ 78441 Dear Mr. French: A person in your position knows the furniture industry very well. Because of this, I am writing to enlist some assistance. I am currently exploring new career options and need to expand my contacts. While I would not expect you to know of specific openings for someone with my background, I would appreciate your input as to the viability of my goals. In addition, I suspect you do know of one or two executives that it would make sense for me to contact. Please understand, I do not expect your contacts to have or know of any current openings. However, I would appreciate having a discussion with them to seek their ideas, suggestions, comments, and reactions on how I might achieve my objective. The issues I would like to discuss are:

• My resume objective; • My qualifications; • My plan, and • Areas where I might concentrate my efforts.

To minimize any inconvenience to you, I will call your office next week to follow up on my request. I appreciate any help you may be able to offer, and I look forward to speaking with you. Sincerely, Tom Wilson Enclosure





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LETTER FOR SPOTTED OPPORTUNITIES/MEDIA EVENTS 975 Norwalk Ave. Ewing, NJ 78934 November 16, ____ Name Vice President Company Address City, State Zip Dear Mr./Mrs./Ms.__________: Introductory Paragraph About Why You Are Contacting This Individual I noted in the (Name of publication and date, if possible) that (company name) is about to… Here you quote the information you have uncovered about the company’s plan to do something; its present situation; the changes in management; the effect of regulatory changes, or whatever situation has made you approach the company. Information Considering how this event, decision, plan, trend, etc, is going to affect the future of (company name), it is timely that I should contact you, simply because… Here you explain how your skills, career plans and availability appear to be highly appropriate. This information is taken from your resume. Control Close Having regard to the urgency of your situation, as reported, I would imagine you will want to move quickly. Accordingly, I plan to call you next week to schedule a meeting. Sincerely, (Signature) Type your name A resume is not enclosed

Download - THE ART OF WRITTEN CORRESPONDENCE - … Art of Written Correspondenc… · 6 The Art of Written Correspondence ... Dear Mr. Jones: ... I am writing to you because of your well-known

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