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Step 4.3.3: A Process to Develop Letters

Letter writing can be difficult when you try to think of and organize ideas at the same time. Use the following step-by-step sequence to help you create your letters:

  1. Creating Research Notes for a Cover Letter

  • Read the job description thoroughly and underline or highlight important points

  • Research the job and company or organization as much as possible by reviewing literature, speaking with knowledgeable people and searching the Internet

  • Make notes

  • Obtain name of the person your application goes to

  1. Creating Research Notes for a Broadcast Letter

  • Preview printed materials/videos and search the Internet, then speak with people in the company/organization to get information

  • Obtain name/title of person to whom you will apply (supervisor or manager of area you want to work in; president of small company; executive director of organization); record mailing address and phone number

  • Decide upon type of work or title of position desired

  • List points about job and qualifications employer is looking for (e.g., skills, knowledge, traits, experience required, etc.)

  1. Brainstorming Points About Yourself

  • Write down ideas relating to your qualifications, as the thoughts come to you

  • What will set you apart from other applicants?

  • Why would the employer be better off with your mix of strengths?

  • Think about education, skills, knowledge, experience, personality, attitudes, achievements, potential

  1. Developing Paragraphs

  • Group your points together by themes; decide which fit together to form your paragraphs; prioritize your themes; include only the most essential

  • Refer back to your notes to determine the order of importance for your paragraphs using the job description as a clue

  1. Writing your First Draft in Complete Sentences

  • Construct an opening sentence for the first paragraph
  • Make your statements, expand upon the information, and give examples as proof; do the same for each paragraph as you proceed to write your letter
  • Be sure you close with a strong paragraph exciting the employer to action (i.e., contacting you)

  1. Polishing and Final Copy

  • Rewrite as often as necessary to create clear, interesting and relevant information for the reader

  • Use good quality paper

  • Complete your final check

To continue with Step 4.3.4, click here.