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Effective correspondence is a powerful marketing tool that supports your job search activities.
It will ensure you make that all-important positive first impression whether responding to
adverts, contacting recruiters or netwok contacts or sending thank yous.
Writing effective job search correspondence, letters, emails, networking communications or
thank you letters, has a big impact on your image during a job search. Every time you
communicate with a potential employer, recruiter, or networking contact, you have a significant
opportunity to make a positive influence how they will perceive you. Its all part of your
personal brand!
Effective job search correspondence (coupled with effective telephone interactions) will help
you stimulate interest, arrange and confirm meetings, and will ensure that you are
remembered. Your follow up communication keeps you in "sight" of your connections and
allows you to stay in control your next step activity rather than wait for a response.
Recruiting managers will look for and be impressed by well-crafted, concise writing that is
targeted to their needs whether in a formal letter or email.
Your job search correspondence needs to:
Connection: This is the point of connection between you and the reader. It is the
"hook" that quickly engages them
Proposal: This is where you give the details of what is relevant to the reader about
you. It is generally 1-2 paragraphs and usually incorporates bullets to highlight key
points.
Close: This is where you close with an action - request a meeting, propose a follow up
plan, or close a relationship on a positive note.
Connection: Clarify who are you and describe your connection with the reader: Begin
with a personal, positive and distinctive introduction. Be clear about your relationship
with the reader.
Proposal: The first paragraph should focus on what are you requesting from your
reader and your anticipated outcome reassure the reader that your purpose is
exploratory and that you are asking for a meeting. Suggest approximately 30 minutes
of their time when asking for a meeting. The second paragraph should provide your
background or experience that justifies your request. In this paragraph, you further
diffuse the reader's concerns that you are asking directly for a job and you build the
interest of the recipient. Emphasise that you seek information and advice.
Next Steps: At the end of the letter, express appreciation for their time and close with
your follow up plan.
In addition to initial approaches to a network contact here are some other forms of networking
correspondence:
Following up on a Networking Meeting
Always thank your network contact following a meeting, provide any additional information if
appropriate and share any outcomes. This could be handled by an email, phone call, or if
appropriate, a text message. You should also thank your intial contact for the referral and
inform them of any significant outcome
Status Updates
Provide your network contacts with periodic updates on the progress of your job search.
Notes, emails and letters enable you to stay connected and are especially helpful if you are
making changes of any sort.
Landing a New Job Letters
Notify your key network contacts when you have accepted an offer. Informing people in your
network of your good news is just as important as any correspondence you have throughout
your job search. It is a final thank you in your job search but also keeps
the door open in your new role for ongoing networking.
LinkedIn
When sending invitations to potential connections, please keep the
correspondence brief and to-the-point. Link with people in your network
using an email format. In order to promote invitations, be succinct and
brief; LinkedIn has limited the invitation correspondence to 200
characters. Writing messages to your first-level contacts is just like
writing an email to a contact of yours. For those connections that are based
on a professional relationship, keep the correspondence more formal. For first-level
connections that you may know personally, a correspondence that is less formal is appropriate.
LinkedIn messages to your first-level connections do not have a character limit; however,
respect your contacts time and save the elaborate conversations for the one-to-one meetings.
Direct Approach Letters
A Direct Approach might be defined as contacting people with whom you have no existing
connection. Sometimes this is called cold calling but if you turn your letter into a warm call and
you carefully script this kind of letter to offer your services based on your research and your
ability to anticipate the needs of the company, you will undoubtedly have more success. In this
case you are basically creating a proposal for a position.
As with all letters you can use the 3 part structure to your advantage:
Connection: Always address your letter to a named person and start with a hook to
demonstrate your interest and your research about the organisation. Ensure you
engage the recipient right from the start.
Proposol: Outline how you could be an asset to the reader, given your experience and
skills in relation to their likely needs.
Next Steps: Close with a positive action, proposing a meeting.
Interview Correspondence
You will have opportunities to write a variety of correspondence throughout the interview
process. They allow you to demonstrate your ability to craft a succinct message beginning
with the process of setting up or confirming the interview. Here are some examples:
Interview Confirmation
Write a short note or send an email confirming your attendance at an interview. This sets a
positive tone right from the outset:
I would like to confirm my attendance at interview on (date) and very much look forward to
meeting you and the team
Interview Thank You
A thank you letter (or email) following an interview should be viewed as a sales opportunity,
giving you another chance to restate how you match the explicit needs of the company that
were discussed in the interview process. You can also re-iterate why you want the job, how
your qualifications are relevant to the work and how you will contribute.
Send a Blind copy (bcc:) of emails to yourself so you have a convenient record of the
email content and the date sent. Managing your sent folder is also an option.
If you decide that text message is an appropriate way to correspond, identify yourself
first before composing the content of a text message. The person you are texting may
not have your number in their address book and not know who is texting them.
If you correspond via LinkedIn, consider adding your LinkedIn public profile URL to your
email signature and/or covering letters.
Compose your LinkedIn correspondence in a word document first and use the spell
check and grammar tool as there is no spell check in LinkedIn.