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Writing Application Letters What you’re sending,why you’re sending

it and how the reader can benefit from reading your material

Be specific Never volunteer salary information

unless an employer asks for it Keep it short Show some personality Aim for high quality

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Solicited versus Unsolicited

Solicited Application Letter: In response to an announced job opening, should know requirements of the organization

Unsolicited Application Letter: To an organization that has not announced an opening. Focus on the needs of the employer, start by capturing the reader’s attention and interest

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Organizing Application Letters

Getting Attention:Use AIDA (Attention-Interest-Desire-Action) approach, focus on your audience & emphasize reader benefits => Opening paragraph:

1. Clearly state your reason for writing

2. Give a recipient a reason to keep reading

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Organizing Application Letters

Middle Section: Expand on your opening, present a more complete picture of your strengths

Final Paragraph: Respectfully ask for specific action and make it easy for the reader to respond

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Application Follow-Ups

If application letter and resume fail to bring a response within a month, write to keep your file active

If kept on file, don’t hesitate to send a follow-up letter 3 months later to show that you’re still interested showing that: You’ve continued to add to your skills or that you’ve learned more about the company or the industry

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Interviews Discussion with a purpose Include facial expressions, eye

contact, gestures & posture May cause misunderstanding &

confusion => develop strong interviewing skills

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Understanding the Interview Process

Employment Interviews have a dual purpose:

Finding the best person available for the job

Your main objective: Finding the best job suitable for your goals & capabilities

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Typical Sequence of Interviews Stages:

I) Screening Stage: Campus, invitation of the candidates for further evaluation, similar questions, standardized “evaluation” , Get-to-know-you interviews.

Follow the interviewer’s lead; keep your responses short, differentiate yourself from others, emphasize the “theme” you used in developing your CV.

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II) Selection Stage:

Will talk with several people Show interest in the job Relate your skills & experience to

the organization’s needs Listen attentively Ask insightful questions Display enthusiasm

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III) Final Stage:

May receive a job offer May be invited back for final

evaluation Underlying objective: Selling

you on the advantages of joining the organization

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Common Types of Interviews

1) Structured Interview: Screening– Asking a series of prepared

questions in order.– Answers noted– Poor measure of applicant’s

quality– But create uniformity in hiring

process

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2) Open-ended Interview

Less formal & unstructured with a relaxed format

Open-ended questions, encourages you to talk freely

Good for bringing out your personality & testing professional judgment

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3) Group Interviews

Meeting with several candidates to see how they react

Useful for judging interpersonal skills

4) Stress Interview: Help recruiters see how you handle yourself under pressure; Pause for a few seconds to collect your thoughts, then continue knowing what the interviewer is up to.

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5) Video Interview Videoconferencing systems to screen

middle-management candidates To interview new recruits at universities Speak clearly but not more slowly than

normal Look up but not down Sit straight Arrive early enough to get used to the

equipment

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6) Situational (Behavioral) Interview You’re asked to explain how you would

handle(d) a specific set of circumstances No correlation exists between how well

people answer traditional interview questions & how well they perform on the job

=> Each job requires different mix of personality traits; Interviewer’s task is to find out whether you will be effective on the job.

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What employers look for in an interview?

Suitability for the specific job is judged on the basis of:

– Academic preparation

– Work experience

– Job-related personality traits

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Preemployment Testing Integrity tests: For ethical or legal issues Personality tests: Used to assess

general character or suitability for the demands of a specific situation

Job skills tests: Assess the competency to perform a job

Substance tests: Drug & alcohol testing Background tests: Verifying credentials

in CV, learning if you have a criminal history etc.

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Preparing for a job interview:

Will help you perform better under pressure

Consider any cultural differences

Base your approach on what your audience expects

I) Learn about the organization

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II) Think ahead about questions:A) Planning for the Employer’s Questions: Your skills,

achievements, goals, attitudes toward work & school, relationships with others, hobbies & interests or; (Table 15-2)

What was the hardest decision you ever had to make?What are your greatest weaknesses?What didn’t you like about previous jobs you’ve held?Where do you want to be five years from now?Tell me something about yourself

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B) Planning questions of your own:

You are responsible for deciding whether the work and the organization are compatible with your goals & values. Are these my kind of people. Examples:– Can I do this work?– Will I enjoy the work?– Is the job what I want?– Does the job pay what I’m worth?– What kind of person would I be working for?– What sort of future can I expect with this

organization?

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B) Planning questions of your own:

You don’t necessarily wait until the interviewer asks if you have any questions of your own; look for smooth ways to work prepared questions into the conversation

Impress the interviewer with your ability to organize be thorough by bringing a list of questions

Table 15-3

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Bolster Your Confidence

Make a better impression & make the whole process less stressful

Emphasize positive traits (warmth, wit, intelligence, charm)

Instead of dwelling your weaknesses focus on strengths

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Polish you Interview Style Competence & confidence are the foundation of

your interviewing style Enhance these by giving the interviewer an

impression of poise, good manners & good judgment

Role-playing, videotaping or audiotaping Nonverbal behavior; Eye contact, sit in attentive

position, use frequent hand gestures => alert, assertive, dependable, confident, responsible & energetic: U.S.

Sound of your voice; the way you speak Avoid: You know, like, um etc. Table 15-4

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Plan to Look Good Dress conservatively (dark, solid color) and

be well groomed You DON’T need to spend a fortune on new

clothes, but you do need to look clean, prepared and professional.

One of the best ways to look good is to smile at appropriate moments

Make professional appearance and habits a routine part of your day after you had the job; Meeting times, t-shirts etc. => sign of mutual respect

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Be Ready when you arrive Take a small notebook, a pen, list of the

questions you want to ask, 2 copies of CV, outline of what you have learned about the organization

May also take your transcript, list of references, portfolio containing samples of your work, performance reviews, certificates of achievement

Arrive early & relax, bring stg. business-related to read. If opportunity available, express enthusiasm for the job. Checklist

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Interviewing for success

Present a memorable “headline” at the screening stage

Cover all your strengths during selection stage; touch briefly on all your strengths, but explain 3 or 4 of your best qualifications

Emphasize your personality during a final interview

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Every interview has these stages:

I)The Warm-up: Most important, 20 sec.

Body language is important

Hand shaking

Seating

Let the interviewer start the discussion

Listening cues telling you what the interviewer is interested in knowing about you as a potential employee.

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II) The Question-and-Answer Stage

Questions & answers consume the greatest part of the interview

Dealing with questions: Let the interviewer lead the conversation, NEVER answer a question before he/she has finished asking it

Listening: Paying attention to both verbal & nonverbal messages help you

Fielding discriminatory questions: Related to your qualifications, information- personal, responding.

Table 15-5

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III) The Close:

Concluding the interview with courtesy & enthusiasm

Discussing salary: Research salary ranges in your job, industry & geographic region before

Negotiating benefits may be one way to get more value from an employment package

Checklist

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Interview Notes

Keep a written record of your job interviews

Briefly summarize the interviewer’s answers to your questions

Evaluate your performance during the interview

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Following up after the interview

1) Thank-you-message: Express your thanks within 2 days

Acknowledge the interviewer’s time and courtesy, convey your continued interest and then ask politely for a decisionKeep your message brief and organize it like a routine messageSound positive without sounding overconfident. Figure 15-3

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2) Message of Inquiry

If not taken an answer by the promised date or within 2 weeks

Appropriate if received a job offer from a second firm

Follow the model for a direct request

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3) Request for a time extension

Preface your request with a friendly opening; ask for more time, stressing your enthusiasm for the organization

Conclude by allowing for a quick decision if your request for additional time is denied

Ask for a prompt reply confirming the time extension if the organization grants it

Direct request, but be careful to show your continued interest.

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4) Letter (e-mail) of acceptance

When you receive a job offer that you want to accept, reply within 5 days

Begin by accepting the position & expressing thanks

Cover any necessary details Conclude by saying that you look forward

to reporting for work Be careful: Legally binding contract Positive letter: Should convey your

enthusiasm & eagerness to cooperate

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5) Letter declining a job offer

The model for negative messages Open warmly, state the reasons for

refusing the offer Decline the offer explicitly & close on

a pleasant note, expressing gratitude By taking the time to write a sincere,

tactful letter, you leave the door open for future contact.

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6) Letter of resignation

Should always be written in a gracious & professional style that avoids criticism of your employer or your colleagues

Follow the bad news plan & make the letter sound positive

Say stg. favorable about the organization, people or what you’ve learned in the job

State your intention to leave & give the date of your last day on the job

Give at least 2 weeks notice Checklist