Letter Writing and Job Application Guide
Good communication skills are key to a successful job search. First impressions matter just as much on paper, on screen and on the phone as they do face to face.
Letters and emails
You’ll be writing letters and emails throughout your job search to;
Whether it’s a letter or email, you should always;
Content
Keep the content of your written communication structured and to the point:
Example letters can be located on the Redundancy Support section of Usdaw’s Learning Gateway.
http://www.usdaw.org.uk/Members/Training-Development/Online-Learning-Resources
Writing the Letter
When you are ready to write your speculative letter, try to follow the following guidelines:
Before sending off your letter check
Make sure you indicate your intention to follow up on your application, and do so. This lets them see you are keen, you are organised, you are seen to keep your word and you are determined to find work.
Job Application
Whatever job you’re applying for, you’re likely to be sent a form and / or a pack of information. Employers like application forms because they standardise everyone’s information and this makes it much easier to compare what people have to offer. They also make it easier to structure interviews.
Completing the form
Star Interview Technique
The STAR interview method is a technique that helps candidates prepare for interview questions that determine whether they will be able to handle specific situations associated with a job. The technique can also be used when writing your job application letter and will demonstrate you have taken time in preparing your letter.
STAR stands for:
Situation – put your example in context
Task – what need to be done?
Action – what action did you take?
Result – What was the result?
An example of using the STAR technique:
- A candidate for a customer services role is asked: "Describe a situation when you had to deliver excellent customer service following a complaint"
Letters and emails
You’ll be writing letters and emails throughout your job search to;
- Follow up new contacts
- Reply to job adverts
- Confirm telephone conversations with recruiters
- Make direct approaches to organisations
- Accept a job offer
Whether it’s a letter or email, you should always;
- Be clear about the purpose
- Focus on the readers needs
- Be business-like and professions
- Use positive language – short simple sentences and action words
- Check spelling and grammar
- Write to a named person and use the correct job title
- Only ever write by hand if you are asked to
Content
Keep the content of your written communication structured and to the point:
- Beginning: This should explain why you are writing. If you’re replying to an advert, say so. Mention the job title, any reference number and where and when you saw it.
- Middle: Outline your current situation and how you could contribute to the organisation. Tailor your information to make it as relevant as possible to the organisation or job applied for. Avoid all negative information.
- End: Close your letter by expressing an interest in further discussion with the recruiter. Explain what you hope will happen next, or what you will do next.
Example letters can be located on the Redundancy Support section of Usdaw’s Learning Gateway.
http://www.usdaw.org.uk/Members/Training-Development/Online-Learning-Resources
Writing the Letter
When you are ready to write your speculative letter, try to follow the following guidelines:
- Place your name, address, date and full contact details on the top right hand corner of an A4 size page
- Check the correct name, title and position of the person dealing with recruitment. If in doubt, telephone the company.
- Place the name, title and position of the person you are addressing, along with the company's full address below your own address, but on the left side of the page
- Briefly explain the prospective job you are seeking
- Briefly explain how and why you are suitable for the job
- Tailor the letter and the accompanying CV with your skills, experience and achievements with relevance to the job
- You must sound upbeat and show enthusiasm towards working for the company.
- Keep track of documents despatched. If after a week you have not heard from the company, phone the person whom you addressed the letter
- Finally, your letter should consist of 4 - 5 paragraphs. Remember, employers are busy people
Before sending off your letter check
- Is it neatly laid out?
- Is it legible?
- Is the spelling is accurate?
- Will it make them want to find out more about you?
- Do they know how to contact you?
- Have you enclosed your CV?
Make sure you indicate your intention to follow up on your application, and do so. This lets them see you are keen, you are organised, you are seen to keep your word and you are determined to find work.
Job Application
Whatever job you’re applying for, you’re likely to be sent a form and / or a pack of information. Employers like application forms because they standardise everyone’s information and this makes it much easier to compare what people have to offer. They also make it easier to structure interviews.
Completing the form
- Make a copy of the form and use it to draft your answers. You don’t want any mistakes, including crossing out, on the final version.
- Follow the instructions such as using block capitals and black ink.
- Use your CV as a guide on what to write, but tailor your answers to the specific job applied for.
- Approach each section from the company’s perspective.
Star Interview Technique
The STAR interview method is a technique that helps candidates prepare for interview questions that determine whether they will be able to handle specific situations associated with a job. The technique can also be used when writing your job application letter and will demonstrate you have taken time in preparing your letter.
STAR stands for:
Situation – put your example in context
Task – what need to be done?
Action – what action did you take?
Result – What was the result?
An example of using the STAR technique:
- A candidate for a customer services role is asked: "Describe a situation when you had to deliver excellent customer service following a complaint"
Application Checklist
Speculative letters
A speculative job application aims to show the employer that you are a good all-rounder, not just a specialist in one single area. Whilst a speculative cover letter is not tailored to a particular job role, it will need to be written specifically for an employer.
Benefits of the speculative approach:
Your letter is your introduction to the employer and should be presented in such a way that the recipient will want to find out more about you. It should stand out from the mass of letters received each day. Most letters of introduction give the message “I want, I wish, I need” This has no appeal and will be probably not get read.
Your letter should say “You need – I have, let's meet”. It should be addressed to the person who can decide whether you should be interviewed.
- Does your application match what they say they want (check back over the job description and personal specification)
- Have you answered all the questions? (strike through and mark N/A is any section is not applicable to you)
- Are all your answers tailored to the job?
- Have you checked your spelling and dates?
- If you have to give referees, have you made sure they know about this application and will support you?
- Have you made a copy for your records and to take to the interview?
Speculative letters
A speculative job application aims to show the employer that you are a good all-rounder, not just a specialist in one single area. Whilst a speculative cover letter is not tailored to a particular job role, it will need to be written specifically for an employer.
Benefits of the speculative approach:
- You are eliminating the competition
- Because of this, the employer will have time to read your letter
- You are displaying initiative – a major quality employer’s value
- You are saving the employer money in advertising
- You are approaching the employer before the job specification has been written
Your letter is your introduction to the employer and should be presented in such a way that the recipient will want to find out more about you. It should stand out from the mass of letters received each day. Most letters of introduction give the message “I want, I wish, I need” This has no appeal and will be probably not get read.
Your letter should say “You need – I have, let's meet”. It should be addressed to the person who can decide whether you should be interviewed.