07 Jan 10 Structure of a Cover Letter

In the last post, we talked about the importance of a cover letter, and how much it can assist in getting an interview call. In this short article, I will talk about anatomy of a cover letter; about how one should go about crafting a cover letter.

Anatomy of a cover letter

Step 1: length of a cover letter

A cover letter should not be more than one page long, and when I say “page” I mean “A4 size page”. Subdivide your cover letter into 3 paragraphs, and try to keep the cover letter within 350-400 words. The goal of your cover letter is to generate interest in the reader not to chock him to death with your uncontrolled biographical rattling.

Step 2: Name and address

Put name and address of recipient at the top on the left-hand side of the cover letter, and fold the cover letter putting names and address at the top.

Step 3: Use proper salutation

Do not begin your cover letter with “To Whom It May Concern” as it will not concern anyone. Find the name of the person you are sending your résumé, and use his second name (family name) as salutation as in Dear Mr. Jones, or Dear Ms. Lloyd. If you fail to get name of the person who will read your cover letter than you can simply write Dear Sir/Madam.

Step 4: 1st paragraph

Being this paragraph with writing why you want to work with the company followed by giving a brief introduction about yourself and talk about the academic qualification you have in brief (of course, I am assuming here that you fresher looking for your first job). Do not tell the reader everything you know. Say only as much as required to garner interest.

Step 5: 2nd paragraph

The second paragraph of your cover letter should consist of the things you learned while pursuing your highest degree, the degree on the basis of which you are applying for the job. Mention 5 to 7 key concepts that are relevant to the industry. Talk about cutting edge things that you learned.

Step 6: 3rd paragraph

Write how you can add value to the organization if you are hired. Just use 2-3 sentences to explain this.

Conclusion

You should sound confident while writing a cover letter, but avoid sound overconfident. You should sound sincere in seeking employment but never sound begging. It’s not good for health and morale. Be professional and sound like one. No one cares how you got that stain on your shoes. They just do not like stains.

Tags: Academic Qualification, Anatomy, Cover Letter, Cutting Edge, Dear Mr, Find Person, First Job, Key Concepts, Left Hand Side, Lloyd, Madam, Name And Address, Names, Paragraph, Paragraphs, Proper Salutation, Recipient, Step 1, Step 2, Step 6

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24 May 09 Anatomy of a Persuasive Letter

As the name suggest, a persuasive letter is written with an intention to move the recipient in the certain direction. Writing and winning the reader can be both easy and difficult depending upon the nature of the letter, and the mood of the recipient. If the recipient is in positive frame of mind, and is likely to accept the proposal then even a weak logic and not-so-strong persuasive letter will be effective, but if the recipient is not likely to accept your proposal then it will need some convincing before the recipient agrees to the proposal. Writing this kind of persuasive letter takes some research and effort.

There is a certain structure you need to follow in order to build a strong argument that in turn will win over the recipient. Before discussing the structure of a persuasive letter, let’s first talk about the research objective. The following list will tell you what all you need to know before you can begin writing a persuasive letter.

Define the target audience
Purpose of writing a persuasive letter.
Make a list of information you want to include in the letter
Make a list of supportive arguments. The arguments will show the reader what is in there for him.
Make a list of possible objections, or mental block that might be pushing the reader to decide against your proposal.
Is there something peculiar about the problem you are going to address? Make a list of it.

Anatomy of a persuasive letter

Introduction: Introduce your product, services and request in this first paragraph. Outline the important changes in this new version.

Outline the benefits: The introduction paragraph should be followed by the paragraph that will talk about the benefit of the product, services and request you are making. In this paragraph write statements that will build case for you.

Call for action: Once the recipient knows about the benefit he will have by accepting your proposal, you need to tell him what you want from him, and what action he should take to help you.

Thanks: Thank your reader for the time he has devoted in reading the letter. Also include a conclusion in this final paragraph. The conclusion should be as forward thinking as it can be.

Tags: Address List, Anatomy, Benefit, Frame Of Mind, Intention, Introduction Paragraph, Logic, Nature, Objections, Paragraph Outline, Proposal, Recipient, Research Objective, Target Audience, Version Outline, Writing A Persuasive Letter

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10 May 09 Pay Peanut, Get Monkey

If you pay peanuts, you will get monkeys; if you pay carrots, you will get rabbits. This adage has nothing new to offer but it still amuses, and in this laughter and gag, management misses the point. They keep on paying peanuts and they keep on getting their back itched. This is the reality of the corporate world. Companies have lost the trust of employees and thus the loyalty is waning out. What is the reason behind this depleting loyalty? Well, one of the answers could be, or more precisely the answer could be a lack of a proper recognition and reward system in companies.

It is not uncommon to find people who complain about not getting credit or rewarded for the role they played and the benefits they bring to the company. Hence, the employees’ morale weakens over the period of time, and they hop to another job as quickly as they can. The reason behind this job hopping is the absence of any intangible (read quality) benefit, in the absence of which employees look for the money and money alone. If money becomes the sole criteria for taking up any job then there will be nothing like loyalty and long-term commitment.

A proper reward system is one of the things that can stop quality employees from leaving. A reward should acknowledge the importance of the work the recipient has done for the company. The person should get due credit for the work he or she has done. This will infuse quality at the workplace, and the appreciation they get in return of the work they have done will motivate them not only to stay with your company but also to better their performance. If your company provides better work environment, and promptly return the employees’ dues then the importance of money gets belittled. Money only works wonder if everything else is indistinguishable.

A proper reward system should be responsive and customizable. No one-size-fits-all strategy should be used for rewarding the employees. If your company indulges in this then always expect the same mediocre result from the people on the other side. You pay peanuts and you get monkeys! There will not be even a single star performer if all a best performer of your company gets are peanuts and carrots.

Star performers do not just help satisfy more customers but they also help in securing good investments. We should understand here the triangular relationship between, employees, customers and investors. One better employee will fetch at least 10 loyal customers and 10 loyal customers will bring 100 more like them. This way the customer base of your company will grow and with it will grow sale of your products. The more you will sell the bigger your company will become and the better employees you will attract. These high quality employees will breed more sales that give investors more confidence in your company and the more confident the investor will have the more he or she will invest in your company.

For investors, the size of the customer base of your company is indeed important but the quality of the team that you have assembled to satisfy the needs and wants of your company’s customers are more important. Employees, customers and investors are three sides of a business triangle, weaken one of them and your business will tilt and tip over.

Tags: Absence, Adage, Carrots, Gag, Job, Laughter, Loyalty, Monkey, Monkeys, Peanuts, Period Of Time, Proper Recognition, Quality Benefit, Quality Employees, Rabbits, Recipient, Reward System, Sole Criteria, Term Commitment, Work Environment

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07 Jan 10 Structure of a Cover Letter

Step 1: length of a cover letter

Step 2: Name and address

Step 3: Use proper salutation

Step 4: 1st paragraph

Step 5: 2nd paragraph

Step 6: 3rd paragraph

Conclusion

24 May 09 Anatomy of a Persuasive Letter

Anatomy of a persuasive letter

10 May 09 Pay Peanut, Get Monkey

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