Six Professional Letter-Writing Rules

Writing letters is like sowing seeds. You never know when someone you've dealt with professionally is going to recommend you to another person. Most jobs are obtained through the process of networking. Professionally written letters can vastly broaden your network, including people you don't know, and increase your chances of getting a job. That's why it's important to put the extra effort into writing them.

1. Target the company you want to work for.
   
   
2. Always address your letter to a specific person, by title. Make sure you spell his or her name correctly. If necessary, call the company and ask to speak to the manager’s secretary. Verify the spelling of the manager's name and get his or her title.
   
   
   
   
3. Always send an original letter, never a photocopy. Many managers automatically throw photocopied letters into the wastebasket.
   
   
4. Tailor your letter to the specific position you are applying for, and keep it to one clear and concise page.
   
   
5. Date the thank-you letter the day of the interview, even though it is written the following day. Thus you can say: "I really enjoyed the opportunity to meet you today..." This indicates enthusiasm and interest in the job that will not be lost on the interviewer.
   
   
6. If you want the job, say so. If you don't ask for it, you may not get it.
   

Follow these rules and they will automatically set you apart from many job hunters.

Now let's take a look at the different letters you can use during the course of your job campaign.

The Cover Letter. A cover letter should always accompany your resume. It should be no longer than five brief, easy-to-read paragraphs addressed to a specific individual. It should start with something personal, if possible. For example, you might begin this way: "Our mutual friend, Sam Jones, suggested I write you because of my experience in . . ." Or, "I read with great interest in last Sunday's paper your company's plan to start a new plastics division. Because of my experience in…

In this short first paragraph you inject a personal note and give a brief description of your expertise and how it applies to the company's needs. This can be done in three or four lines.

In the second paragraph you highlight one or two outstanding achievements that are targeted to the company and the specific job you are applying for.

The third paragraph should emphasize some special work you've done in your field, or an award you received for your efforts.

The last paragraph states that you would like very much to meet this person to discuss job possibilities. The last sentence gives a specific day you will call.

This is a simple letter but it must be carefully thought out.

Within that short three- to five-paragraph letter you communicate who you are and what you want, emphasizing the expertise and accomplishments that are listed in your resume. The clincher is that last sentence promising to call on a specific day. You are giving yourself a legitimate reason for a follow-up telephone call.

The Resume Letter. This letter is written in lieu of sending a resume. It can be one page, or two pages, if you want to go into more detail. We prefer the one-pager because it makes it easier for the busy person who has to read it. The resume letter has to be carefully crafted to be effective. What you are doing essentially is putting the highlights of your experience and work life in one letter. Carefully done, it can whet an employer's interest in you. It has an introductory paragraph, a middle section touting one's talents, and the "I'll call you next week for an appointment" sign-off. This letter can be very effective for the over-50 job hunter.

Appointment Confirmation Letter, Few job hunters take the time to write this letter, let alone think about it. But it puts an extra arrow in your job-search sling. It gives you the opportunity to make an additional impression on the inter viewer. You'll be a known name on that first interview, and that could give you the edge when it comes to making the final selection.

Interview Thank-You Letter. This letter gives you the opportunity to thank the interviewer for the time he or she spent with you, to tell how positive you feel about the company and the prospect of working for it. It also gives you another chance to describe how your background and experience can con tribute to the company. In this letter, you also inform the interviewer that if he or she has any questions or needs additional information, to please call you. Finally, it provides an opportunity to make a follow-up telephone call a week later about your job possibilities.

Second Interview Thank You. A second interview means you are in the running for the job. The competition is narrowing. In this letter you say once again how much you enjoyed the meeting, and that you are delighted to find that your previous experience seems to match the company's so well. Then you can state that you are more enthusiastic than ever about working for the company.

A second interview may lead to a third. If this occurs and an appointment is made at the second interview, state how you are looking forward to the next meeting with the specific people involved.

This is another good example of the "love letter." You are telling the company and its personnel that you like them and want to work for them.

Job Acceptance Letter. This is another letter that is too often overlooked by job seekers. It lets the interviewer know you are delighted to have been selected for the job. You say that you look forward to starting your new job on a specific date.

It also indicates that you have been offered the job, should the company change its mind. Although this rarely occurs, it can happen. The last short paragraph thanks the interviewer or manager for the time he or she spent with you. The last line tells the person you appreciate the confidence he or she has in you, and that you will do everything you can to justify it. It is a different but deft touch for an experienced professional.