Letter Writing – Page 77

How to Write a Job Inquiry Email

What Is a Job Inquiry Email?

After scrolling through seemingly endless lists of jobs on hundreds of job websites, you finally come across a job opening that you know you would fit perfectly.

So you prepare your resume, tailoring it to the specific position, and craft your cover letter to present your skills and illustrate your experience. At this point, all that’s left to do is to send the email and wait for your interview, right?

These days, most job applications are sent by email or through a job-posting website such as Indeed.com or Monster.com. This means that, in addition to sending your resume and cover letter, you’ve got to write a short job inquiry email introducing yourself and stating that the required documents are attached.

But what do you write in the job inquiry email? Haven’t you already said all you wanted to say in your cover letter?

It may seem like a hassle, but it’s important to put in the effort to make your very first impression the very best it can be. Here’s how.

Writing a Job Inquiry Email

As with most business emails, strive to be clear, polite, and concise in your job inquiry email. Your future employer should be able to understand the purpose of the email in the subject line and in the first sentence. Make it clear who you are and which position you’re applying for.

This is especially useful for employers that are hiring for more than one position, as it helps them to keep all their emails organized. Make it as easy as possible for your potential employer to start you on the right track toward being hired.

When writing the job inquiry email, use formal language and style. Try to match the email, however brief, to the tone of your cover letter, showing consistency in your writing.

It may seem obvious, but it’s also vital to ensure that you attach your resume and cover letter to the email and that you inform the reader the documents are attached. Forgetting to add the attachments or communicate what they are is a costly mistake, as potential employers will likely ignore your job inquiry email altogether.

Also note that you should never just copy and paste your resume or cover letter into the main text of the email. It ruins the formatting and can make your beautifully crafted application documents look sloppy. Save them as PDF files first and then attach them to the email.

After introducing yourself, stating the position you’re applying for, and directing readers to the attached documents, end the email with a polite goodbye and restate your name and contact information.

Here’s an example of a well-crafted job inquiry email. You can use it as a guide when writing your own email to a potential employer.

Hello Mr. Fuller,

My name is Jane Doe, and I am applying for the Marketing Assistant position offered by CompanyXYZ.

I have experience in the field of marketing, having graduated with a degree in digital marketing and worked as social media marketer for the past three years. I know you will see that my qualifications make me an excellent candidate for this position.

I have attached my resume and cover letter, as requested. If you have any questions, please don’t hesitate to contact me.

Sincerely,

Jane Doe
111 Queen Street
Portville, ON X3X X3X
Canada
(555) 555-5555

Final Steps

Before you get excited and hit “Send,” be sure to reread the email to catch any mistakes you might have missed. Double-check that the correct documents are attached and that you are sending the job inquiry email to the right email address.

Now all that’s left to do is wait for your phone to ring!

The 11-Step Guide to Writing a Thank-You Letter

For many, it’s the season of Thanksgiving—but do you ever have difficulty putting your gratitude into words? You can always send a cute thank-you video (like this one with minions) or give a public shout-out on social media, but there’s something extra special about a personally crafted written expression of appreciation.

I recently got married, so I have had lots—and lots—of practice putting my gratitude into words. Whether you’re basking in appreciation for the help or gifts you’ve received, or you simply want to recognize someone you care about by acknowledging the good work they’re doing, learning how to write a thank-you letter is an important skill. Here are some essential steps to follow while writing a thank-you letter.

1. Don’t put it off.

When writing thank-you letters, time is of the essence. For one thing, it’s courteous to send a prompt reply to acknowledge a gift, as this lets the giver know that you have, indeed, received it. You should generally respond within two weeks of receiving the gift.

Another reason to get writing is that it’s easier for you—and less stressful! Write while the memory of unwrapping the orange squeezer from Uncle Chester is fresh in your mind. But before you pick up a pen, here are a couple of things to consider.

2. Mind your Ps and Qs.

Even in the age of technology, there’s a certain degree of etiquette involved when issuing recognition for good deeds. Though the idea of “etiquette” may seem old-fashioned, it simply refers to the accepted ways to treat someone politely, making them feel that they are respected and considered.

For instance, you need to put some effort into your “thank you.” While a thank-you text message may seem convenient, a quick “Tx 4 the stuff. U R awsum” might not do justice to the time, money, and energy spent by the recipient. One reason that people write thank-you notes (often by hand) to their wedding guests is to expend personal energy in response to the generosity of others. That being said, thank-you letters don’t necessarily have to be handwritten—but they do have to be thoughtful and sincere.

3. Choose your medium.

Aside from the thank-you etiquette of weddings, baby showers, and other gift-amassing events that call for handwritten thank-you notes, you should also think about the options you have for sending your thanks in everyday situations.

Will you send a brief Facebook message or email to someone too busy to check their physical mailbox? How about choosing pretty, purple stationery replete with images of cats for a letter to your kind granny? You’ll want to consider the personality and lifestyle of your recipient, matching their communication preference with the format of your thank-you letter.

If you have elegant penmanship (or really clear block lettering), consider choosing material forms of communication, as this adds a personal touch. You can even type your letter and print it out. It’s especially nice for someone living abroad or for those confined to their homes to receive a handwritten thank-you letter. Once you’ve chosen your medium, you’re ready to start writing your thank-you letter!

4. Fill in the blanks (in your own unique way).

Now it’s time to start composing. Your letter should follow this basic structure:

Salutation (e.g., Dear ______)
Thank you (e.g., Thank you for the ______)
Appreciation (e.g., It was so kind of you to ______; we appreciate your ______; we plan to use the ______ for ______)
Closing (e.g., We hope to see you ______; thanks again for ______)
Signature (e.g., Love, ______)

Keep in mind that this is an informal style of writing, so you should keep your tone warm and personal. Your thank-you letter should also be fairly concise and straightforward—there’s no need for over-the-top language or a parade through the streets.

5. Salute your recipient (appropriately)!

When writing your thank-you letter, the first thing you have to tackle is your salutation. You don’t have to be super formal, but you should also show respect. Suit your opening salutation to the kind of relationship you have with the recipient. For instance, you wouldn’t refer to your granny as “Mrs. Elouise Margaret Giggery” when you’re thanking her for the cookies she sent (“Dear Granny” would suffice), but you don’t want to offend your college dean with the informal salutation “Hey bud!” Only use first names, nicknames, or informal titles if you have a close relationship with the addressee.

6. Say the magic word.

And no, I don’t mean “please”! This is where you list your thank-yous, whether it’s for the recipient’s qualities, gifts given, or services rendered. Many people struggle with how to say thank you, but it’s really more important that you say it. Simplicity is often the best way to go.

For items received, one tip is to be specific with your description (e.g., the polka dot-covered orange squeezer or the chocolate chip cookies), unless you’re thanking someone for money. Some people consider it gauche to say, “Thank you for your cheque of $500 USD.” Instead of referring to money as “cash” or “moolah,” use a more polite term such as “generous gift.”

Also, keep in mind that gift-givers typically like to know how you plan to use their donation. If you’re writing to thank someone for their actions, remember that people love to be appreciated.

7. Offer your appreciation (even if you didn’t love the paperweights from Aunt Myrtle).

Ever heard the phrase “It’s the thought that counts”? Our materialistic society is sometimes more concerned with the contents of the gift received than the thoughtfulness (or attempted thoughtfulness) of the giver. It might be true that the sparkly purple paperweights from Aunt Myrtle weren’t at the top of your wish list, but she still took some trouble and expense for your benefit.

The bottom line is that you should explain why the gift is important to you—even if it’s not something you would have purchased for yourself. Showing appreciation is essential to maintaining healthy relationships—and to writing a sincere thank-you letter.

8. Add a line to stay in touch.

Aside from expressing your appreciation, take a moment to share some news or catch up with the recipient before wrapping up your note of thanks. For example, you might ask how your granny is enjoying her new oven (which produced such fantastic cookies!), or you might mention how you plan to see your Aunt Myrtle in the New Year. Your thank-you is a nice way to remind someone that you haven’t forgotten them and they’re still a part of your life.

9. Reiterate your gratitude.

This step isn’t totally necessary, but it doesn’t hurt to say “Thanks again.” It wraps up the note with a reminder of your gratitude.

10. Sign your John Hancock.

Whether you’re sending an email, a postcard, or a message by carrier pigeon, don’t forget to sign your name. If possible, use your handwritten signature. You should also add a closing line such as “Sincerely,” “Warmest regards,” or “With all my/our love”—which, again, depends on how well you know the addressee.

11. One final tip . . .

Whatever reason you’re writing a thank you, remember to be sincere. Even if you didn’t get the gift that you expected or the recipient didn’t do all you’d hoped they would, show gratitude for what they did do. It’s more important to write from the heart than to write eloquently.

Conclusion

Writing a thank-you letter is a meaningful social practice and an opportunity to show that you care. It’s nice to know that someone’s thinking of you, and that’s what thank-you letters are all about. After all, kindness never goes out of style.

How Not To Write A Letter

Just yesterday I was asked to review a letter that had been written on behalf of an organization with which I am involved. Sadly, if I was grading it, I would have to give it a mark of 6 out of 10, at best. This particular letter was addressed to a major company; and in my professional opinion it was poorly drafted. Needless to say I had to revise it extensively. The disturbing thing is that the draft letter was actually prepared by a university graduate!

This is not an isolated case! Through my various websites and my Quick Edit Service I receive numerous letters (and other docs) that many well educated people have drafted but want me to review, revise and finalize for them. Over time, I have noticed that there are a number of common errors that many people make when drafting letters in particular. (This article is a revised and updated version of one I first posted on the same subject seven years ago).

Below are what I have observed to be “The 7 Common Errors of Letter Writing”:

1. Too Long
Most people have a tendency to draft their letters too long. Letters involving business (personal or corporate) should be concise, factual and focused and should not normally exceed one typical single-spaced page of 350 to 450 words. If you can’t get your point across in 4 to 5 short paragraphs you probably haven’t done enough preparatory work prior to drafting the letter. If necessary, phone or e-mail the recipient to clarify any fuzzy points and use the letter to summarize the overall situation.

2. Weak Opening
Many letters I receive launch straight into the details of the subject without setting things up to provide a clear context. The introductory paragraph of your letter should be one or two short sentences that state the specific reason for the letter and specify what the primary focus will be.

3. Lack of Focus
Many letters I receive for editing are all over the place, in terms of subject. In other words, it is often not at all obvious to me what the main point or the desired outcome of the letter is. Prior to drafting the letter you should decide on a number of specific points that you want to focus on and what the bottom line of your letter needs to be. Ask yourself what exactly you want the letter to achieve in terms of an action or a response from the addressee.

4. Too Confusing
People often jump straight into their letter without first organizing their thoughts in some sort of logical order. Even if you have a clear idea of the points you want to cover, it is important that when you present them, one point should flow naturally and logically into the next. It is always worth the few minutes it takes to jot down the logical sequence of your letter in sequential point form before starting to write the letter. This practice will invariably result in an improved final product.

5. Poorly Formatted
If your letter isn’t properly formatted, in terms of layout, it will look unprofessional which will diminish its credibility and thus its impact. Once you have your words finalized, make sure you clean up the format of the letter in terms of margins, paragraph breaks, address blocks, signature blocks, etc., before sending it. A very common error that I see these days is when people add their own extra space after a period at the end of a sentence. This is NOT necessary since word processing programs automatically insert some extra space at the end of each sentence. This practice is a carryover from the days of the typewriter (Anyone remember those?) and is no longer necessary.

6. Weak Closing
Frequently I see closing paragraphs that don’t clearly sum up what went before and what is supposed to happen next. Similar to the opening paragraph, the closing paragraph should also be short, comprised of one or two sentences. One sentence should briefly summarize the overall conclusion that can be drawn from the points presented in the letter; a second sentence should clearly state what you will do next and/or what you expect from the addressee as a result of them receiving the letter. Depending on the situation, the final sentence can also provide contact info such as phone number and/or e-mail address.

7. Too Many Errors
You would be amazed at the number of spelling and/or obvious grammatical errors I see in the letters submitted to me. That’s fine if you are asking a professional to edit your letter. However I have the impression that many people send their letters out riddled with these types of errors. Sending your letter in such a condition is a serious credibility destroyer and will definitely hurt your reputation as a professional in the eyes of any knowledgeable recipient. Make sure you use the spell checker feature of your word processing program and if you aren’t sure of your grammar get a professional to edit your letter before it goes out.

As I said above, I see these kinds of errors on a regular basis. If you are a business person or a professional, it just takes one sloppy and/or unprofessional letter to cause serious damage to your personal credibility or that of your business.

I strongly recommend that after you have drafted your letter, you read it out loud to yourself. I find that if something doesn’t sound right when I read it aloud, it’s usually something that needs to be corrected or revised. If you still aren’t sure, seek professional editing help if you need it.