DalTech CPST2000
Technical Communications

1/26/98:  Job Application Letter

(Outline only available)

Preparing Job-Application Materials

Writing the Job-Application Letter

Preparing the Résumé

The Job-Application Letter

• is crucial: it’s the first thing the employer sees
• appeals directly and specifically to the needs and desires of the employer
• (the résumé will tend to be a more general indication of skill and experience)

Application Letter = Sales Document

• Your purpose is to convince your reader that you should be called for an interview.
• Don’t try to reproduce the whole résumé;
• Select 2-3 key points from your résumé and develop each one into a paragraph.
• Emphasize results. What have you accomplished in school and employment?

The Application Letter: Details!

• Size & appearance: full page, single-spaced, double space between paragraphs;
• Keep it to one page; show you can say much in a short space;
• Get the details right: correct spelling of names, correct title, address -- verify by phone, if necessary

Basic Four-Paragraph Structure

1. Introductory Paragraph
2. Education Paragraph
3. Employment Paragraph
4. Concluding Paragraph

Paragraph Coherence:

Chapter 13

There are two basic kinds of paragraphs:

1. Body
2. Transitional

The Body Paragraph

• consists of one or more sentences;
• is complete and self-sufficient;
• contributes to the larger discussion;
• makes ONE MAIN POINT.
• Information follows logically from preceding material.

The Transition Paragraph

• helps the reader move from one main point to the next
• by summarizing the preceding paragraph and showing how it relates to the next.

The Last Shall Be First

• Suspense has no place in technical writing.
• Structure paragraphs so that results and conclusions are presented first, followed by supporting information.
• The TOPIC SENTENCE, presenting the main idea, usually begins the paragraph
• See revision exercise, page 412.

Paragraph Support

Purpose: to make the topic sentence clear and convincing by:

• defining key terms and ideas,
• providing examples and illustrations,
• identifying causes, and/or
• defending assertions made in the topic sentence

Is there and ideal paragraph length?

• 75-125 words, in general
• topic sentence + 4 or 5 supporting sentences
• Keep it brief.
• Don’t combine ideas just to "bulk up" a paragraph; sometimes a single sentence is sufficient.
• Look for logical breaks (see pp. 413-14).

Coherence devices within and between paragraphs

• Add transitional words and phrases (p. 415).
• Repeat key words (p. 416)
  • Don’t keep changing important terms just to be interesting e.g. plankton --> miniature seaweed --> ocean’s fast food
  • But you can vary nonessential terms as long as you don’t sacrifice clarity
• Use demonstrative pronouns (this, that, those) followed by nouns (see p. 417)

Job-Application Letter: Introductory Paragraph

serves 4 main functions:

1. It identifies the source of your information: Where did you learn about the job?
2. It identifies the position you’re interested in. There may be many openings in a company.
3. It states your intention i.e. to be considered for the position.
4. It forecasts the rest of the letter.

Examples: p. 582

• Response to a job advertisement
• Unsolicited letter
• Unsolicited letter prompted by personal contact

Tone: How should your letter sound?

• Aim for a tone of quiet self-confidence.
• Make your letter modest but not self-effacing or negative e.g. "I’m not very good at programming, but I know that with hard work…."
• Show pride in your achievements, but suggest that you have much to learn yet.

The Education Paragraph

• For most students, this would come first, before the Employment paragraph.
• What aspects of your education best fit the job advertised?
• Develop one unified idea.
• Examples: p. 583

The Employment Paragraph

• As with the Education paragraph, begin with a topic sentence, then elaborate on a single idea; examples -- p. 584
• Clearly define the duties and responsibilities you had.
• Try to draw a link between these two halves of your experience, the educational and the employment.

The Concluding Paragraph

In the letter of application, this paragraph is meant to STIMULATE ACTION: you want the reader to invite you for an interview.

This paragraph should contain:

1. a reference to your résumé;
2. a request for an interview; and
3. your phone number and e-mail address.

Important qualifiers:

• "at your [the employer’s] convenience"
• when can you be reached? Days, times, etc.
• see p. 585 for good examples of concluding paragraphs, and pp. 586-7 for two good examples of complete application letters

The Follow-Up Letter

When?

1. Letter of appreciation after and interview
2. Letter of acceptance of a job offer (yay!)
3. Letter of rejection in response to a job offer.
4. Letter acknowledging a job rejection. (Why is this a good idea?)

Examples: pp. 588-90.

 

CPST2000