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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.

  • 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.

    6.2

    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:

  • 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.

    6.3

    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.

  • 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.

    6.4

    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 immediatelypreferably 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.

  • 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.

    6.5

    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 employers requirements to the jobseekers qualifications in a side-by-side format.

    Your Requirements

    My Qualifications

    This format quickly lets 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 jobs requirements, you may want to eliminate the one requirement that you dont have so it is not as apparent that you are not meeting all of the requirements listed. You dont want to call attention to the one requirement you dont meet. Matching up the positions 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.

  • 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.

    6.6

    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.

  • 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.

    6.7

    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.

  • 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.

    6.8

    SPECIAL PURPOSE LETTERS

    News Event Letter A letter to someone youd 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

  • 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.

    6.9

    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 gu

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