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Adherence to Cover Letter Writing Guidelines Can Produce Effective Cover Letters

A good cover letter is a must if the applicant is to be selected for an interview. A resume which goes without a cover letter stands slim to nothing chance of being selected for the next round. This is why all job seekers need to develop their cover letter writing skills.

Most important aspect of this letter is to state clearly the purpose of writing it. Depending on this purpose, there can be different types of cover letters. Main types include application letter in which applicant responds to a known vacancy. Another type is a prospecting style letter in which the applicant inquires on availability of a position. Thirdly, the CL can be in the form of a networking letter in which the applicant requests information and assistance in gaining a suitable position in line with his or her qualifications and experience.

There are few issues to note in cover letter writing. First of all, you need to write a separate cover letter for each different purpose as cited above and for each different job. Secondly, it should clearly highlight your suitability for the job. It should also state why you are interested in this job and what critical skills which you possess that makes you the best candidate. The cov. letter should be addressed to the correct person and not carry the sentence: “To Whom it May concern”. It should be written in paragraph form with a maximum of 5-6 paragraphs.

When it comes to cover letter writing here are few more guidelines which have to be born in mind.

1) Keep it concise. Generally one page will suffice. Prospective employer has to go through many resumes and cover letters and don’t have the time to read lengthy and winding letters. Tell them what they need to know and do it in as few words as possible.

2) Be positive. It is not necessary to explain why you left your previous employment or why you haven’t worked for a long while. This is better left for the interview.

3) Do not talk about salary in our CL. This is against basic etiquette. Leave it to be the last topic in the interview agenda and if you have impressed them by that time, they may even agree to raise their offer to match your expectations.

4) Do not make mistakes with grammar, spelling and punctuation. It is important to show your prospective employers that you are a methodical person that pays attention to important matters. If your own cover letter is not important to you, chances are that your work too will have shoddy mistakes.

Cover Letter Writing is a tedious and often challenging task. It requires a person to contemplate on how best to market oneself. If you don’t have the correct marketing flare, it is unlikely that you will be able to strike the employer’s interest. This is why you may consider getting someone else’s help with your cover Letter.

7 Tips For Writing Thank You Letters With Class

When I first started tracking the information preferences of people visiting my Writing Help Central Web site I was surprised to find how many folks were seeking information on how to write thank you letters. In fact, “thank you letter” information and sample templates are the fifth ranked destinations at that Web site.

In reality, thank you letters are among the most important letters we will ever write. Whether business or personal, an effective thank you letter needs to be written with sincerity, tact and sensitivity.

Following are a few tips that will help you whenever you encounter thank you letter situations in your business or personal life.

1. Make Sure It’s Appropriate

One of the main issues with respect to thank you letters is to know when to send one. As a general rule, I would say “better to be safe than sorry”. However, make sure there is something noteworthy about the situation. A thank you letter for a routine situation doesn’t make sense and dilutes their meaning.

2. Write It Promptly

It is always best to send a thank you letter as soon as possible after the event for which you are doing the thanking. It will help with the level of sincerity in your letter if the event is still fresh in your mind. In any case, a delayed thank you letter will seem like an obligatory afterthought to the recipient.

3. Remind The Recipient

In your introductory sentence, make it very clear that it is indeed a thank you letter and that it pertains to a specific event, situation and/or person. This will eliminate any confusion on the part of the recipient as to the purpose of the letter.

4. Make It Short and Direct

Get straight to the point and never exceed one page. Thank you letters should be short, direct, sincere, and to the point. In business situations they will always type-written but personal thank you letters can be hand-written or typed, as appropriate to the situation.

5. Make It Personal

By definition, a thank you letter is a sincere personal gesture from one individual to another. It should be expressed as a heartfelt personal sentiment, even when written in a business situation. At the same time, strive to be balanced in approach and don’t be overly effusive.

6. Always Write it To One Person

Always write your thank you letter to an individual, not an organization or group. Even if it’s a situation where a group is involved, write your letter to the senior person in the group and/or the group spokesperson. Ask that person to please pass on your sincere appreciation to the other people in the group, and name them in your letter if possible. (Contrary to advice given by certain so-called experts online, in my experience, writing a group letter is NEVER appropriate and achieves little or nothing).

7. Check Spelling and Grammar

As when writing all letters make sure you carefully check your spelling and grammar. This is even more important for thank you letters, since they are almost always a sincere statement of appreciation from one person to another. Be sure to double check the spelling of all names used in the letter. There’s no quicker way to blow your credibility and sincerity than to misspell someone’s name.

The bottom line on thank you letters is “make it appropriate and sincere”, or there really is no point in sending one.

Instant Sales Letters – Fill in the Blanks Business Success

Being a business owner means that time is always of the essence for you. There is so much to do in your day and finding the fastest and most efficient way to get your tasks completed is essential. While for some jobs, there are no short cuts that will still get things done properly, instant sales letters can take the task of crafting a solid marketing letter and get it finished in minutes.

Instant sales letter programs are extremely effective for those with very little time to spend on writing their company’s sales letters. Basically, all you need to do is plug in the required information, and the software will generate a sales letter that is specific for your business. You can make changes or adjustments to further personalize your letters or simply use them as they are given to you; the choice is yours.

Another popular type of instant sales letter program allows you to choose a template that you can customize to suit your own needs. Choose a powerful opening that grabs attention and introduces your company, and then select body text from another section that will communicate the features and benefits of your product. Fill in the contact information for your company and you are ready to go.

Many people avoid using a generated sales letter because they believe that it will be obvious that it was not written individually for their business. While in some cases this can be a problem, there are many high quality programs available that will provide you with highly customized letters that are not obviously generated. You simply need to choose the program you use with care and carefully proof your letters to ensure that they will invoke the response you wish from your target audience.

Writing sales letters from scratch can prove to be time consuming and sometimes requires trial and error to get things exactly right. With instant sales letters, you can take advantage of some of the most effective sales letter tactics and tailor them to your specific industry, audience, or product, without the headaches that come with writing your letters from the ground up.

10 Secrets For Writing Killer Complaint Letters

Complaint letters aren’t always fun, but sometimes they need to be written. In many cases, if people don’t complain, the problem agency at fault (i.e. company or government) won’t even know that the problem that you and others may have experienced even exists.

Ultimately, legitimate complaints, by even a few people, can (and often do) result in better service for everybody. Not only that, writing complaint letters can be personally beneficial too!

That’s right. Writing complaint letters can be an empowering and therapeutic experience! It allows one to take action instead of playing the role of a victim and “nursing” an ongoing resentment towards a company about poor service or treatment received. Once the complaint letter is written and in the mail one can “let it go” knowing that one has done something tangible and constructive about the situation.

Not only that, but properly written and handled complaint letters get action!

After I started writing complaint letters, I began receiving gracious letters of apology and contrition from senior executives including bank vice-presidents and VPs of marketing for giant corporations.

Getting those in the mail, felt one heck of a lot better than “polishing” an ongoing resentment and getting even angrier the next time something bad happened. Sometimes I even get discount coupons and free merchandise!

THE 10 SECRETS

Here are some strategies I have learned for writing complaint letters guaranteed to get attention and action.

1. Write To The Senior Person Responsible

It is important that you get the name and detailed mailing address of a very senior person responsible for the product or service that you are complaining about. I generally try to write to the V.-P. level. Never go below Director level if you want a serious response. Name and address information can be obtained from the organization’s Web site or by calling the company and asking for the name and title of the senior person who you should write to.

2. Don’t Send An E-Mail

When it comes to sending a serious complaint letter to a company or the government, don’t send an e-mail, regardless of what it may say on their Web site. E-mails are usually handled dismissively by low level “customer service” people. If you want serious attention and action, the formal written complaint letter is the only way to go. When it arrives in the VP’s office (yes, by snail mail!), it triggers a bureaucratic process that ensures that the right people will see your letter, and will act on it.

3. Keep It As Short As Possible

Preferably no longer than one page, two at the most. When drafting a complaint letter there can be a tendency to go on and on just to make sure the recipient gets the point. Keep it as short as possible, but without diluting the facts of your message too much.

4. Give It A Heading For Identification

Place a heading at the top of the letter with information that the company or agency will relate to, such as your account number or customer number. Make it easy for them to find you on their computer filing system.

5. Clearly Explain The Situation

Make sure that you give all of the specific details needed so that the company or agency can verify your claim without you having to get into an endless game of telephone tag with them. Include specific dates, times and places, as well as the names of people you dealt with. If you’re not sure of these details when composing the letter, call them back and ask for the specifics. (You don’t have to say it’s for a complaint letter).

6. Use A Positive And Respectful Tone

I have found that the best approach is to use a positive upbeat tone. Remember, you are writing to a senior person who probably sympathizes with what happened to you. Your tone should convey the message that you are the innocent victim and you understand that the company wouldn’t have done such a thing deliberately.

7. Send Copies If Appropriate

There can be cases where it is wise to send a copy of the letter to other parties just to make sure that you will get some serious action. For example, in a case where you have been told to write to the Regional Manager of a program, it is often a good idea to make sure that someone in head office also gets a copy. I sometimes send a copy to customer service or customer relations offices at the national level.

8. “Shame” Them As Much As Possible

Companies that claim and advertise high levels of customer focus and service do not like to be criticized in those areas. If you have a strong case that makes them vulnerable in one of these areas, use as much ammunition as you can to embarrass them in these sensitive areas. Modern marketing terms such as: customer relationship management (CRM), one-to-one marketing, most valuable customer (MVC), and customer-centric focus, all tend to get their attention. Also, using such terms makes you sound like an authority.

9. Imply You Might Take Your Business Elsewhere

I always do this near the closing. Companies don’t like to lose customers, especially long-time customers. Senior marketing people are well aware that study after study has shown that it costs five to seven times as much to recruit a new customer as it does to hold on to an existing one.

10. Ask For An Early Reply

In the closing paragraph of your complaint letter, state specifically that you are expecting an early reply. Make sure that you follow-up by phone or e-mail if you have heard nothing in three weeks. Some companies will send you an acknowledgement letter stating that they are working on your case and will get back to you within a week or two.

Use the above strategies and you are sure to get action from your complaint letters. And, don’t forget the old truism “the squeaky wheel gets the grease”!

To see a fully-formatted “real-life template” of a letter of complaint, go to the following link:

http://writinghelp-central.com/complaint-letter.html

Letter Writing Techniques – Good News Vs Bad News Letters

There are different strategies and techniques to be discussed when writing good-news and bad-news letters. In good-news letters a writer is conveying good news to the receiver. The first paragraph (introduction) provides the good-news topic (reason for the letter). The second paragraph (discussion) provides the details of the good-news and the third paragraph (conclusion) calls for action.

Bad-news letters use the indirect approach and opens with a neutral idea while providing facts and supporting evidence. The second paragraph presents the reason for the bad news letter. The third paragraph ends with a neutral close. Tact and politeness is required when writing a letter of bad news. A writer of a letter of bad news must pay attention to tone and structure throughout the letter to avoid future problems. Writers must prevent themselves from offending the reader.

All writing is a form of persuasion. A writer tries to persuade their reader to understand his, or her point of view. Attention to wording is essential in a bad-news business letter to prevent breaking the code of ethics. An example for a reason for a bad-news letter is:

A company I work for has been advised to downsize labor cost by any means possible. The only choice I have is to terminate all temporary positions within the company. This decision requires that I write bad news letters to each of the temporary employees, terminating them and explaining to each one the reason for termination. I must take care to use tact and politeness throughout the letter while making it clear that their job performance was excellent and had no bearing on my company decision. When writing to the employee, I should offer a severance pay and to write a letter of recommendation to help the employee with job search. Additionally, medical benefits should be extended for a short time after termination. Additionally, letting the employee know that with his, or her given qualifications and proven abilities, I am confident that he or she will find another position in the near future. End on a calm and upward happy note.

Writing Sales Letters That Will Sell

If you get involved in businesses in your daily life, it reaches a point when business sales letters are very important. A business sells letter is an official document that can greatly drive up sales and maintain customers.

To write a good business letter, it requires a number of skills that you can choose to acquire over time or read here. Here, we will look at four major points that will guide you to write a successful sales letter and convince prospective customers or clients why they should choose your business.

Never bluff

What could be worse than dealing with a businessperson who bluffs? This behavior is not only unprofessional and dishonest; it is pathetic and totally uncalled for. Many business people write very convincing letters and attract customers to purchase their products. However, as soon as the customers realize that they were duped, they will never buy from that particular business. Some even consider legal action and discourage all their partners from dealing with you.

Your sales letter should be backed up with research for points that are either not very common or you need the customer to prove it himself. A good business entrepreneur always does research on his niche prior to establishing the business; it is therefore assumed that they know very much about the goods and services they deal. The more you know about the products you are dealing in the easier and better you will convince your customers why they should choose you and not your competitors.

Consider the letter audience

To sell a product, you must be able to speak directly into the buyer’s mind. You must express yourself in a language that the prospective buyer understands. If you use the language, phrases, lingo and loops that your buyers are conversant with, they should be able to establish a connection with you and this will lead to trust. Once you win your buyer’s trust, whatever advice you give on a product, they will most likely take it. This will be a boost to your business because not only will you have established an influence, your customers too will be comfortable directing their friends to you.

Tell a story

Every sales letter that attracts a buyer must tell a story. People love reading stories that they can relate to real life experiences. As much as your letter must be relevant and contain all the necessary facts, they should be concealed in the story that you give to the reader.

Use short sentences and paragraphs

Any good English writer will tell you how boring and tiring long sentences are to read, and to write. To keep the reader interested in your story, use the short sentences so that they don’t have to strain reading and grasping the concept of the lines. No matter how long your letter is, it should not appear like it is a research paper or a medical finding report. People like almost everything done for them, and they would like to have the story simplified so that all that is left for them to do is digest it.

The ABC of Writing Business Letters

We often wonder whether writing business letters correctly is as important as it is made out to be. Communication, written or verbal has always been significant to civilization. The method of communication is often dictated by various factors such as who is addressing whom, why, and when.

Business letters are generally used to communicate formally with various players regarding business matters. Unlike informal letters, these need to conform to certain rules so they could be read and processed speedily and at the same time provide you with the relief you are seeking. Fortunately, the basics of writing business letters are easy to master.

1. The beginning – you begin with the name, designation and address of the person you want to communicate. In case you do not know the name, the designation would often suffice, though personalization always provides better results.

2. The subject – you should keep in mind that the person who would read your letter has limited time and therefore needs to know what the letter is all about at a glance. The subject line serves to this purpose.

3. Reference – next, is your reference. This pertains to the source that influenced you to write this letter. For example, the advertisement in the newspaper if you are applying for a job; a previous letter, a recent development, your own preceding letters and so on.

4. The opening address – you start the letter with a “Dear Sir or Madam” depending on the gender of the person. It is important that you address a woman as Ms unless she makes it obvious she wants to be addressed as mrs or miss.

5. Body of the letter – the matter you want to be said should be put in simple and crisp language, avoiding wordiness. The tone should be polite, even when the letter is a complaint or gives negative feedback.

6. Closing statement – try your best to end the letter on a point of action. This is what the person would read last and therefore carry it in his or her mind. What you want the person to do? What do you expect from him or her? What you want them to remember about the letter?

7. Ending – the letter generally ends formally with, “yours faithfully”, “yours sincerely”, “warm regards”, or “best wishes” depending on how well you know the person you are writing to.

As you can see, writing business letters is not a difficult task. All it needs is a little practice and the basic know-how.