Letter Writing

Don’t Forget To Write Goodbye

I recommend you write a goodbye letter whenever you are leaving one organization to take a position elsewhere. It is a professional gesture to make; one that I believe is worth the extra few minutes that it takes, even though you are leaving and might not expect ever to be back. It is the kind of action that will make you stand out in people’s minds as a sincere person and colleague.

Just the fact that thousands of people from all over the world search out this particular type of sample letter each week, tells me that a lot of folks are looking for ways to leave a positive and lasting impression when they move on in the business world.

Here are a few points to keep in mind when composing a work-related goodbye or farewell letter.

Keep It Short
Two or three short paragraphs will do. Never exceed one page for such a letter.

Make It Sincere
Use simple, sincere and upbeat language. Keep it real — don’t forget that the people who receive it know you; so make sure whatever you say rings genuine and true.

Take the High Road
Even if you were unhappy in your position and are pleased to be leaving, make sure you don’t say anything that would burn your bridges. You never know when you might end up working with some of the recipients again in the future. Nothing good will come out of a negative farewell letter.

Don’t Include Details
I suggest that you do not provide the details about where you will be moving in your letter. Simply offer to give your contact coordinates if anyone wants to stay in touch. Your letter should be focused on the place and people you are leaving. So, don’t give too much information about your destination, except to those who request it from you directly. (That way, you’ll also find out who your friends really are!)

In my opinion, an appropriately sincere goodbye or farewell letter is definitely the most professional way to leave an organization, and is well worth the time and trouble. (As usual, I always recommend a real letter, but if that’s not possible a well-worded e-mail can also work).

How To Write A Reference Letter

At some point in life, many of us are asked by someone we know to write a general character reference letter on their behalf. If you haven’t been asked yet, it is likely you will be at some point. In fact, keyword searches and direct requests for information and samples on “how to write reference letters” are among the most common online writing queries.

LETTERS OF REFERENCE DEFINED

As opposed to a “letter of recommendation,” which is normally very specific in subject and purpose, a “letter of reference” or “reference letter” is typically more general in nature and IS NOT addressed to a specific requester. Usually, “letters of reference” are addressed as; “To Whom It May Concern” or “Dear Sir/Madam.”

The most common letters of reference are:

Employment-related — general reference letter
College-related — general reference letter
Character reference letter — general-purpose personal reference
General reference letter — various subjects

In addition to standard letter-writing dos and don’ts, there are a number of basic guidelines that apply specifically to most situations related to the writing of letters of reference. These are usually more “situational” than “how-to” in nature. These reference letter guidelines are important to both note and apply, since writing letters of reference is always a somewhat tricky and delicate matter. That’s because they almost always affect the reputation and future of the writer or that of another person.

REFERENCE LETTERS — TIPS & STRATEGIES

The following tips and strategies apply primarily to the writing of letters of reference in their various forms (i.e. reference letters, character reference letters, employment reference letters, college reference letters, and general reference letters).

Write It Only If You Want To
If you are asked by someone to write a reference letter about them, you don’t have to say yes automatically. If it’s someone you respect for their work, and you have mostly positive things to say, by all means write the letter. There is no point saying yes and then writing a letter that says nothing good about the person, or worse still, concocting a misleading positive assessment of someone. So, whatever you do, don’t get sucked into writing a reference inappropriately out of feelings of guilt or obligation.

If You Must Refuse, Do It Right Up Front
On the other hand, if someone asks you to write a reference letter for them, and you know you’ll be hard-pressed to keep it positive, say no right away. There is no point in hesitating and leading the person on to believe that the answer might eventually be yes. A gentle but firm no will usually get the message across to the person. Explain that you don’t think that you are the best (or most qualified) person to do it.

Suggest Someone Else
If you feel you should refuse, for whatever reason, it may be helpful for you to suggest someone else who you think might have a more positive and/or accurate assessment of the person. That other person may be in a better position to do the assessment. Usually there are a number of possible candidates, and you may not actually be the best one. In fact, I have seen a number of cases over the years in which people requesting reference letters have not requested the letter from the obvious or logical choice. This usually happens when the requestor doesn’t like the person who is the obvious choice, and/or they are worried about what that person will have to say about them.

Write It As You See It
Writing a less than honest letter of reference does no one a favor in the end. It is likely to backfire on all involved: you the recommender, the person being recommended, and the new employer. Also, most employers and head-hunting agencies check references these days. How would you like to be called up and have to mislead people due to questionable things you may have written in a less that forthright reference letter?

Be Honest and Fair
Honesty is always the best policy when it comes to writing reference letters. At the same time, try to be fair and balanced in your approach. If, in your estimation a person has five strengths and one glaring weakness, but that weakness really bothers you, make sure you don’t over-emphasize the weak point in the letter based on your personal bias. Just mention it in passing as a weakness and then move on.

Balanced Is Best
An overall balanced approach is the best one for a letter of reference. Even if your letter generally raves about how excellent the person is, some balance on the other side of the ledger will make it more credible. After all, nobody’s perfect. There must be some area where the person being recommended needs to improve. A bit of constructive criticism never hurts and it will make your letter appear to be more objective in nature.

Bottom Line:
The most important point to take away from the above tips and strategies is that it is your choice as to whether, and how, you will write a letter of reference.

It’s an important type of letter that will have a definite impact on the future of the person about whom it is being written, so don’t agree to write one unless you are willing to be totally objective and give it your utmost attention and effort.

Don’t Neglect Your Resume Cover Letter

Recently, I was helping out both my daughter and a friend with the job application process. During this period, I was reminded of how the focus among most job applicants is almost entirely on the resume or CV. Most often, the cover letter gets lost in the rush to apply, treated as an annoying last minute must-have afterthought. I think this is a fundamental mistake that a lot of job applicants make.

After all, the cover letter is normally placed on top of the resume or CV; it’s the first thing the recipient sees. So, if yours is poorly written, shoddily formatted, or obviously deficient in any other way, you have already sabotaged yourself before the reader even glances at your resume. By submitting a weak cover letter, you’ve already told them something about yourself that is less than complimentary.

Remember: resume cover letters are used for one purpose only — to introduce yourself to a prospective employer. The most common mistake I see in cover letters that are sent to me for editing is that many tend to repeat verbatim almost exactly what the attached resume or CV already contains.

A resume cover letter should be a concise one-page summary that introduces you, explains why you are writing, summarizes your key skills, abilities and experience (as they relate to the specific job at hand), and asks the recipient to get back to you. Its main purpose is to capture the attention of the recipient enough to get that person to look at the attached resume with interest. Let’s look at some important tips:

1. Address It To A Specific Person
Even when sending an unsolicited resume to a company you should take the time to find out the name of the appropriate person and write the letter to that person. At least it will reach their office. Resumes sent to “Dear Human Resources Manager” or “To Whom It May Concern” are almost always a waste of time. Name someone specifically and it will at least make it into an in-basket. Sometimes you will be given a specific name or title to which you should address your letter. Use it — and make sure you spell it correctly! If you’re not sure about gender, avoid guessing, and leave off the Mr. or Ms.

2. Keep It Short and Focused
Remember, your resume already says it all. Keep the letter short and focused and don’t repeat verbatim what is already in the attached resume or CV. NEVER exceed one page in a cover letter.

3. Be Enthusiastic
Express your interest in the job and the new company with enthusiasm. Show that you really want the job, and that you would really like to work for that particular company.

4. Focus On Needs Of the Employer
Throughout your cover letter make it clear that you are interested in the needs of the employer. You are there to help them. You are part of the solution. Try to make this the message of your entire letter.

5. Show That You’ve Done Your Homework
Demonstrate a good knowledge of the company and industry for which you are applying. A one-liner, or a phrase or two in the appropriate place in your letter that shows you are interested in that company, and you understand the problems it faces, will give you instant credibility (i.e. do some simple Internet research).

6. Use the Appropriate Buzzwords
Every organization has its own ways of doing things and its own lingo. Look through key documents such as annual reports, corporate websites, etc. Try to spot key words, terms, and phrases that are often repeated. Every company has them. Use as many of these hot buttons as you can in your cover letter – where appropriate, of course. For example, if the “Message From the CEO” in the annual report mentions the phrase “action plan for the future” three times, make sure you work that term into your cover letter in an appropriate place. Don’t overdo it, of course. Just demonstrate that you’ve done your homework.

7. Summarize Your Skills and Abilities
If possible, without making the letter too long, summarize your overall skills and abilities as strengths as they relate to the company you’re applying to. Try to relate them directly to the requirements listed in the job ad or poster. This can make them stand out in a way that they wouldn’t, if they were buried in the resume or CV.

8. Get It Right
Make sure that your cover letter is free of spelling and grammatical errors. Allowing those types of mistakes to creep into your one page cover letter is a major credibility destroyer. Sloppy and unprofessional are NOT the first impressions you want to give to the reader before they even look at your resume.

The challenge of course, is to try to address all of these points in a four or five paragraph letter. It can be done!

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