GROUP 13

Writing application letters

*Application letter is:
cover letter in transmittal of your resume.
More personal sales message
Highlights most attractive qualifications as a
potential employee
Opportunity to make important points that you
cannot cover in your resume.
Lends support to your resume but does not
repeat the same information.
Application letters can be divide into general and
targeted.
If you apply for specific position or has been
advertised use targeted application letter.
If you apply for unsolicited position or dont know
if an opening is available use general application
letter.
But if you sending application to similar types of
business you can combine general resume and
targeted application letter (you can use same
resume but personalize each letter with
comments specific to the company)
Well designed application letter
Attention: gain favorable attention and
express you interest in the position.
Interest: market your qualifications,identify
special strengths and attributes.
Desire: describe selected accomplishment that
show how you can benefit the company.
Action: request an interview or propose a
future meeting
a) Gaining attention in the opening
b) Convincing an employer that you fit
the job
Middle portion of an application letter create
interest in your qualifications and desire to hire
you.
Describe most outstanding accomplishment
relate to job requirements. (work experience,
special expertise, educational accomplishment)
Example: page 497
c) Promoting action in the close
Alternate approach you can call to check the
status in one or two weeks.
Express thank for consideration or indicate
that you look forward to a response.
Example: page 498

Preparing an application letter
Application latter must meet the same
neatness, accurancy, clarity and conciseness
standard as resume.
No more than 1 to 1 page.
Use 8 by 11 inch bond paper.
Same quality and colour as was used for your
resume.
Use 9- by 12- inch mailing envelope to avoid
folding the letter.
Application letter should be addressed to a
specific person.
Remember to mention your enclosed resume
within the letter.
Example poor and good application letter for
unsolicited apply page: 500 and 501
Example poor and good application letter for
solicited apply page: 502 and 503

General application letter for unsolicited apply
Targetted application letter for solicited apply
Preparing an Employment Application
When apply a job you are asked to complete
an application form for employment even you
already submitted a resume and an
application letter.
Employer has a signed record of your
personal and employment history.
Good idea if you download a sample
application, complete it and bring it with you
when you are applying for employment.

If sample application not available use your
resume and reference list to record on the
form.
Reference sheet that list date of employment
and education, contact information for
previous employers and any other information
required on the employment application.
Employers use to the appearance of an
application to judge how much importance
the applicant puts on the quality of his work.
Its also demonstrate your attention to detail
and your ability to follow directions.
Three elements employer evaluate in application
1) Information that is entered on the
application.
- Measured against the skill that are required
for a position.
2) Integrity of the information.
- Employer checking the accurancy
information on application and resume.
3) Legibility of the application.
- Employer can read the document easily.
Interviewing for a job
The goal of application letter and resume is to
obtain a job interview
The interview can determine the course of your
career
Planning for a successful job interview

anticipate questions that might be asked during an
interview

Consider the answer you will give

Interview questions may be :
- traditional style (page 505- page 506)
- behavioral style (page 506-page 507)

1) Preparing to answer question
Traditional question
-ask how you would handle a hypothetical
situation
-ask for general information to reveal your
job related attributes or opinions
Behavioral question
-focus on specific past simulation and how you
did handle them
Traditional interview question
To learn about education,
experience, career goals,
and personal history and
characteristic
To help interview decide
whether you have the
education and/or
experience, interest, and
characteristic that fit the
position

Behavioral interview questions
Focus on how the applicant
acted and behaved in past
situations.

Advantage:
- they have found that past
behaviors are a good predictor
of future behaviors
-that answer center on an actual
event and are less subjective
and less likely to be only an
answer the applicant believes
the interviewer expects

Dont memorize
responses or rehearse
so extensively that
your answer sounds
canned
Prepare by reviewing
previous situations at
school/work and how
you handled them.
Techniques for answering questions
Be sure you listen to the entire question
Be clear when starting you response. Feel free to pause before
responding
Do not talk around the question: answer it honestly , positively,
confidently, concisely and clearly
State your experiences and accomplishments in a specific and positive
manner
If you claim to have done something or refer to a specific situation,
provide details that support your answer. Dont be modest about talking
credit for your achievements.
If you dont understand a question that is asked of you, ask
for clarification before attempting to answer the question.
If questions are asked that require you to identify a
weakness:
-turn your weakness into a strength in the answer
-to identify weakness and say what are you doing to correct
it
-Relate your answers to the job for which your are applying
- Your answer should be brief but not just yes or no. for example:
Q: do you have plan to get additional education?
A: Yes , I think it is important to keep up to date. I am interested in
taking short continuing education courses and ,in few years working
on an MBA degree.
Q: do you have plan to get additional education?
A: Yes , I think it is important keep up to date. I am interested in
taking short continuing education courses and ,in few years
working on an MBA degree.
If asked where you want to be in five years, respond with realistic
opportunities within the organization. Have two or three positives
responses for the company should hire you
A general request often made early in an interview is tell us about
yourself
-keep the respond relevant to your education and career development
rather than relating a multitude of personal and family details.
-give reasons that led to your career choice, specific ways that your
college or university education and any pain or voluntary work
experience helped you progress toward your career goals
- Reasons why this position is of interest to you
How to respond to behavioral interview question:
-Think of two or three positive and negative experiences that you
could use as example of accomplishments related to the position for
which you are applying.

Techniques for handling illegal questions
Respond to the unacceptable question calmly.
Displaying anger when asked an illegal
question is usually unwise

Such questions are asked for one or two
reason
a) the interviewer does not realize the
question is inappropriate
b) he/she wants to observe your reaction ( a
risky action on the part of the interviewer.

Responding to the salary question
The last one on the list of traditional interview questions, is an
important one.


Try to get information before the interview if you can an try to learn before the
interview what salaries are being paid for similar job in the employers
geographic area.
Try to avoid talking about salary until the final stage of the interview, after you
have made a good impression and are in better position to negotiate.
The most appropriate time to discuss salary is after you have the job offer
In negotiating salary, reinforce the skills that you bring to the company, when
considering a salary offer;
-ask about total compensation package
Preparing question about the position
Researching the company
Studying material carefully to gain background
knowledge of the organization will help you in the
interview in two basic ways:
a) it will aid your communication with the
interviewer
b) it will set you apart from the other interviewees
who learned nothing about the company before
interview.
Example of question you should research about the
organization:
-What is the size ( $ and people) of the company?
- what service or products does the company offer?
- what is the percentage of annual sales growth in the last five
year?
- when the company last in the news? Why?
Preparing you self personally
Men
Two-piece conservative
suit in solid color such as
blue or gray
Long-sleeved white or
subdued color shirt with
a tie in a plain or simple
pattern
Polished shoes with
socks that match the
suit.
Remember, your belt
should match your shoes
Women
Two-piece conservative
suit with a knee length or
longer skirt in a solid color
such as blue or gray. A
business style, well-fitted
pantsuit is also
appropriate
White or ivory blouse with
modest jewelry
Polished shoes with plain
hosiery
Participating in an Interview
Be professional in the
interview situation
Greet your interviewer
warmly by name and
pronounce the name
correctly
Project a knowledgeable,
professional, positive,
friendly, and confident
image
Be alert for signals that
the interview is ending
At the close, express
appreciation for the
interview
Evaluate your
performance and record
information for follow-up
contacts
Types of
Interview
Screening
interview
Telephone
Interview
Face-to-face
Interview
Computer-assisted
Interview
Subsequent
Interview
Telephone
Interview
Video Interview
Online interview
Group Interview
Alternative
Interview
Preparing Other Employment
Messages
telephone call
Letters
e-mail
in person contacts
Other employment
messages can
include :
following up application
accepting an interviewing invitation
following up an interview
expressing appreciation to references
and others
accepting employment
rejecting employment
resigning from a job

Other employment
messages is :
1. following up application
your following-up contact can be by letter, in
person, or by telephone
Examples :

Hello Ms. Ames. My name is Sally Welch. About three
weeks ago, I submitted a letter of application and a resume for the
network administrator position in your information technology
department. I have not heard from you, but I am still very interested
in this position with Web Solutions.
Since September, I have been volunteering at the San Jose
Senior Center where I have designed and installed a network system
to link all its facilities. However, my primary goal is still employment
at Web solution. My skills and experience would be an ideal match
for the network administrator position.
If you have questions or need more information, please
call me at (515) 5558261. I look forward to interviewing for the
network administrator position.
2. Accepting an interview invitation
Should express appreciation, indicate availability,
and convey a positive and optimistic attitude.
Example :

Thank you for the opportunity to interview for the
position in the human resource department, I am very much
interested in meeting with you to discuss the position and my
qualifications.
I appreciate your asking me for three alternative dates.
Because of my work and class schedules, the best interview dates
are April 24, 26, or 27. any of these three dates will be convenient
for me.
I look forward to visiting your offices and learning more
about the staffing specialist position.
3. Following up an interview
A letter of appreciation is appropriate after an interview.
These letters should be brief, cordial, business-like, and
word processed.
Example :
4. Accepting employment
Accepting employment letter, the offer should be
accepted, any essential information about assuming
the position should come next, and an expression of
appreciation should close the letter
Example :

This letter confirms my acceptance of your employment offer of
September 25. I am delighted to be joining Midvest Agri-business in
Madison. The work is exactly what I have prepared for and hoped to do. I
am confident that I can make a significant contribution to the company.
As agreed, I will report to the human resource office at 8 a.m. on
October 23. I will have completed the medical examination, drug testing,
and fingerprinting by this date. All employment and insurance forms will
be completed for the new employee orientation on October 24.
Thank you for the opportunity to join the Midwest Agri-Business
team. I am pleased to be joining your staff
5. Rejecting employment
An employment rejection should be brief,
cordial and businesslike.
Example :

Thank you very much for offering me the position of
marketing manager with Fisher Investments. I sincerely
appreciate your taking the time to interview me and share
information about this position and your company.
The Fisher Investments position would have offered
me a challenging and interesting job. However, I have accepted
a marketing position at Money Tree that offers a career path
that is more what I had envisioned for myself.
It was a pleasure to meet you and your marketing
team. Thanks to all of you for the courtesies that were extended
to me.
6. Expressing Appreciation to References and
Others

Express appreciation for help given in a
successful job campaign.
May be by telephone, by e-mail, by letter, or
in person
7. Resigning from a Job
It is best that your resignation not be a surprise for your
employer
Given orally and in person and then followed by a written
message.
Example :

Please accept this letter as official resignation from my
position as an administrative assistant, effective Friday, May 29,
2007. I have accepted a position as a human resource staffing
specialist with the city of Houston, Texas.
As you know, I have been pursuing my bachelors degree in
business administration while working at Heller Imports. Now that I
have degree, I am ready to start my career in human resource. My
time at Heller has been wonderful. The practical skills I obtained
here have made me competitive in the job market as a new college
graduate. I appreciate the experience and support you provided.
I look forward to continuing our professional relationship.