People used to write letters to friends and family to keep them up-to-date on life and news. Nowadays, many people use short messages to accomplish these goals. Whether they use text messages, cell phone calls, instant messenger, or email, individuals tend to forget the old rules and standards. Many times, emails lack salutations and the authors may not even use names either. Paragraphs are inconsistent in length, formality, and standards like writing in complete sentences have waned as the Internet formats have become more popular.
As a result, it is imperative for all to re-examine the craft of writing a letter, particularly to keep out of awkward situations or slights when it comes to the job market. Cover letters are still very important in the job application process, but individuals must be adept at formal writing and letter drafting in order to succeed with these oft-overlooked cover letters.
Cover letters not only show professional talent, but demonstrate the job candidate's ability to write business letters if and when asked to on the job. If a prospective employee cannot compose a strong letter for a job, who is to say the person can do better when it comes to a time constraint, or pressure from a boss or client to explain complex thoughts concisely yet clearly?
The Basics to Letter Writing
Like a good term paper or presentation, strong letters start with a sketch or outline. Gather all the materials and documents one may need to consult, refer to or reference in the letter. This includes getting the name, title, and address of the person a letter writer is writing.
With the age of the Internet, the practice of addressing letters and memos "To Whom It May Concern" is largely passe, as many companies have websites which include staff directories. The added bonus of consulting these directories is that many times, the person's title, position, and gender are discernible. That way, even if the first name is gender neutral (think along the lines of Taylor), there is less of a chance of a Mrs. receiving the dreadful title of Mister and vice versa.
Unlike the practice of writing emails whereas many senders draft and send without a break for revisions, letter writing requires some time and distance between drafts. Spell check needs to occur not just on the computer, but also, with a printed copy in one's hands. Make sure the margins are well-set and that the font is large enough and practical. Fancy fonts can be difficult to read, as too are too many changes in font size, color, or emphasis (bold, italics, underline). If handwriting the letter, make sure to use legible penmanship and ink which will not smudge when folding the letter to mail.
How to End a Business or Personal Letter
Closing the letter is much like closing a deal with a handshake, pleasantries, and a polite departure. A letter writer must briefly remind the letter recipient of his or her courteous and respectful nature and that the prospective employee is a good fit for the position (if a job letter), or a dear friend (if a casual correspondence). Remind the recipient of how and when next contact is desired and by which preferred methods (email, phone, letter) the letter writer would like to hear.
A thank you or other polite message is appropriate in most cases. So too is a closing of sincerely, respectfully, etc. Postscripts are only used in important instances, whether something to be stressed to the reader, something to be offset from the rest of the letter, or a last minute addition. Otherwise, these are not needed components to a letter.
Important Things To Remember When Writing a Letter
There are five things to keep in mind every time one writes a letter.
- Make sure to have the name, address, titles, and documents clear and correct on the letter and the envelope.
- Spell check and grammar check each word, line, paragraph, and page.
- Keep the correspondence short, using clear language and simple vocabulary (yes, even for a cover letter!)
- Leave space to sign at the bottom of the letter if typing it.
- Keep margins wide, font simple and large (without overbearing), and paper crisp and white. Fold the letter straight, even, and so it fits the envelope properly.
Presentation is the key after all. Even though letters may seem antiquated, the practice is still an essential component to the job search as well as still a pertinent social and business practice. Many books are available to help further define proper etiquette and formatting for business, cover, and personal letters, and it is recommended that one search local libraries or career centers for that type of material.
For some insight, however, one could also read Paym Bergson's insightful Suite 101 article, "Cover Letters and Job Searches: Letter Writing Tips to Get That Interview." Her advice is true, particular when it comes to the use of "I" in the letter. Likewise, additional details are discussed in Daniel Gansle's "10 Tips for Writing a Killer Cover Letter: Retooling the Employment Letter for Maximum Job Search Success," including the importance of action verbs in a letter.
Alison Diefenderfer - Hold a B.A. (anthropology) and an M.S. degree (social science) Work experience in higher education environments *I have gone ...
