Information Sheet

WRITING LETTERS

Your most important job hunting communication is done on the telephone and face-to­face. However, sometimes it is necessary to communicate in writing. Here are someguidelines:

1. Letters should have a good appearance. Spelling must be correct and the lettermust be written or typed neatly.

2. Letters should be honest and positive.

3. Letters should be in your own words, but avoid using slang. Write it just asyou would say it if you were talking to the person. It should sound naturaland make your point clearly.

4. Always get the name of the person to whom you are writing.NEVER write: To whom it may concern, or Dear Sir.

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Information Sheet

COVER LETTER

The purpose of a cover letter is to peak the interest of a potential employer to read yourresume. The "hoped-for-result" of a cover letter and resume mailed to an employer, isusually an interview.

OPENING PARAGRAPH, should explain your reason for writing, whether in responseto an advertised opening, a referral by a mutual acquaintance, or the result of a phoneconversation.

Example: Please consider me to be an applicant for the position of AssistantManager, which you advertised in the Reading Eagle on Sunday,May 22.

Example: As you requested in our phone conversation of July 1st, I am sendingyou my resume for the position of Shipping and Receiving Clerk.

Example: Frank Rhoades suggested that I write to you regarding a position as aFile Clerk for your organization.

2ND PARAGRAPH, should stress your skills and qualifications for the job. Thisparagraph is the main part of your letter.

Example: I am a responsible, hardworking individual with experience in sales,cashiering, and stock work. My responsibilities include customerservice, opening and closing registers, verifying incomingmerchandise, and setting up displays.

Example: As my resume indicates, I have had training in electrical wiring,motor controls, and reading schematics. In addition, I am dependablecooperative, and a quick learner.

CLOSING PARAGRAPH, should ask for your desired response. Usually, you will askfor an interview.

Example: Enclosed is my resume for your review. I wish to make a valuablecontribution to (name of company.) Please contact me at yourconvenience. I look forward to meeting with you to discuss myqualifications in detail. Thank you for your interest and consideration.

Example: With my background in this area, I am sure that I can make a valuablecontribution to (name of company.) Thank you for your time andconsideration. I look forward to meeting with you to discuss yourneeds and my qualifications.

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SAMPLE"FORM" COVER LETTER

Date

Inside Address"""

Dear------------

(Insert 15t paragraph explaining reason for the letter)

I am an accurate, reliable individual who is anxious to begin a career in the field ofcomputer work. My training includes data entry, good math skills and an understandingof word processing. In addition to being detail oriented, I am also a fast learner and workwell under pressure.

I am interested in employment with (company name). My skills and experience will be avaluable asset to your company. Enclosed is my resume for your review. I would like tomeet with you to discuss my qualifications in more detail.

Thank you for your interest and consideration. I look forward to hearing from you soon.

Sincerely,

John M. Brown222 Main StreetReading, PA 19605(610) 726-5119

Enclosure: Resume

Note: For those of you who do notlike to write letters, oranticipate sending manyletters, this is the routefor you to take !!!

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SAMPLE

May 1,2010

Human Resource ManagerBox A-3645Reading Eagle Company354 Penn StreetReading, PA 19601

Dear Human Resource Manager:

Please consider me an applicant for the position of Customer Service Representative, which youadvertised in the Reading Eagle on May 1,2010. I am particularly interested because you appear to beseeking someone with my qualifications.

Your Requirements

1. Customer Service Experience2. Computer Experience

3. Data Entry

My Qualifications

1. Worked as a cashier2. Three years Information Systems

training at Reading Muhlenberg CTC3. Able to key 50 WPM

A copy of my resume, which gives a detailed description of my training and experience, is enclosed. Ilook forward to meeting with you to discuss my qualifications.

Thank you for your interest and consideration.

Sincerely,

Robin Smith485 South StreetReading, PA 19602610-555-1223

Enclosure: Resume

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Information Sheet

CHANGING JOBS

When deciding whether or not to change jobs, you might ask yourself such questions as:

o Have I given myself enough time on my present job to make a good judgment ofthe work situation?

o Do I feel good about the job a most of the time? Do I sometimes get a lot ofsatisfaction from my work?

o Have I listened to other people too much or too little? Have I carefully thoughtthrough all advice, pro and con?

o If my problem is a personality conflict with my boss or a co-worker, would it bebetter to try to work it out on this job, rather than hope that things will be betteron a new job? Is there something in me that may cause the same problem alloveragain on a new job?

o Do I have a chance to advance on my present job?

o Am I ready for something more? Do I have skills that aren't being used on thisjob?

o Am I prepared to get more education and training in order to advance myself onthe job?

To summarize, a change in jobs or in careers should be a planned event with a definitegoal in mind. It may involve making changes in yourself as well as in your job situation.

If you do decide to change jobs, the way in which you do so will be important. It isessential to leave a job with a minimum of friction or negative feelings between you andyour employer. Quitting suddenly in a huff will continually come back to "haunt" you asyou look for new employment.

Your immediate supervisor should be the first to know if you plan to leave. Don't talkabout it to your co-workers and friends, allowing your boss to find out second-hand. Goto him/her and explain as politely and honestly as you can why you are leaving. oticethat you intend to leave should be given at least two weeks in advance. That gives youremployer a chance to find a replacement for you. If your job involves a great deal ofdetail, skill, or responsibility, you may want to give notice even further in advance.

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You should also write a letter of resignation. This should be formal and brief, statingwhen and why you are leaving. Remember that your reasons for leaving could playapart in your future employment. Don't write down petty grievances. Don't create theimpression that you are someone who can't get along with others. Leaving because youwant more opportunity to advance or you want to change locations, or you now havetraining to do something else, are all good reasons to resign from ajob.

What if you should get laid-off or fired? When it happens, even the most self-confidentperson feels badly. You will need to go through a self-evaluation. Did you do somethingto contribute to the situation? What could you do differently the next time? Were therecompany financial difficulties that made your termination necessary? What would youhave done if you were in your employer's place?

Such a self-evaluation can be very painful, but if you do it, you may be able to avoidfuture problems. Many people have been through such a crisis and have still gone on thesuccessful careers.

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Information Sheet

LETTER OF RESIGNATION

Letters of resignation should be sent to your employer as soon as you have decided toleave your job. Your letter should include all of the following points:

1. State the position you held and how long you worked there.

2. Show appreciation for having had the opportunity to work at the company.

3. Give a reason for your resignation.

4. State your date of termination; the last day you will work.

Remember, regardless of the situation and your reason for leaving the job,always remain positive and complimentary in your letter of resignation.

This letter will remain in your personnel file and be instrumental in yourreceiving a good reference from this company.

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SAMPLE

LETTER OF RESIGNATION

May 14,2010

Ms. June JacksonBoscov' s North2910 North 5th Street HighwayFairgrounds Square MallReading, PA 19605

Dear Ms. Jackson:

During the past year I have learned a great deal about the retail business from my work asa cashier and sales associate at Boscov's North.

I shall always be grateful to you and the other employees who have helped me to do thejob and prepare me for a more challenging position as an Assistant Manager.

I would like to terminate my employment on May 28, 2010. Many thanks and goodwishes.

Sincerely,

Pat Wilson2050 Fifth Blvd.Reading, PA 19604484-123-4567

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