Writing Business Letters
Business Letter Basics
Effective business letters can make the difference between success and failure in every context.
Focus here: application letters - but same principles apply when writing a letter about arranging an exhibition or communicating with a client.
Rule #1: Tailor letter to the situation
Don’t use a standard form letter for all job applications - it will be obvious to the reader.
Your letters should represent you as an individual (not a generic form and style).
Letters should be specific to the person and organization with whom you are communicating.
Introduction
Catch the reader’s attention early in the letter.
Best strategy: appeal to some aspect of their work that you can contribute to and relate to by showing your interest and knowledge.
Begin with an immediate message about how your qualifications fit the job.
Highlight Qualifications
The middle paragraphs of the letter should demonstrate that you know what the job will involve and that your training, education, and experience have prepared you to do that job.
Include informal experience as well as formal training - e.g. if you were president of the design club in high school, include that if applying for a design internship.
Relationship with Résumé
Refer to your résumé in the letter to get the reader looking at both documents.
Be sure that both documents are consistent!
Be specific about how you can be reached (and make it a professional phone greeting, if by voice mail!).
Use a professional email address, too (Your cva.edu account would be a good choice).
Review and Edit
Review, revise, and edit carefully.
Get the input of a critical reader on the final copy to be sure you are communicating in the way you intend.
Maintain a courteous tone, proper formality in language, and format the letter well to create a solid professional impression.