Correspondence

1. Your writing should be more formal than your speech. Use well-planned wording and sentence-structure.
2. Use the "Billboard Policy": Know that everything you send in email could be read by anyone else, so be careful. Only write what you would have no trouble seeing on a public billboard.
   
3. Be short and to the point. Avoid explaining too much or using run-on sentences.
   
4. Avoid using the following:
   1. Emoticons
   2. ALL CAPS
   3. Too many exclamation marks!!!!!
   4. Humor, unless you know your reader
5. Subject Line: Be clear and to-the-point
6. PROOFREAD before sending, for both content and correct recipient(s)
   
7. Simple/Professional fonts. Calibri, Times, Helvetica are safe bets. Avoid colors, use black.
   
8. Use Professional Greetings. Some Examples:
   1. Good Morning ______,
   2. Good Afternoon _______,
   3. Good Evening _______,
   4. Greetings Mr. Smith,
   5. AVOID: Hi, What's Up, Yo, and similar
9. Send from your BGSU email address. If not from there, be sure the email you use is professional (not "beerchugger11@whatever.com", or something similarly inappropriate)
10. Be aware of cultural differences in communication if sending to an international recipient.
11. Include your contact info. in your signature. EXAMPLE:
    1. Thomas C. Siebenaler, M.Ed.
       BGSU Schmidthorst College of Business
       Director, Business Career Accelerator
       phone: (419) 372-9964
       email: thomacs@bgsu.edu
       tweet: @bgsubizjobs    
       web: bgsu.edu/bizjobs
12. To avoid premature-sending or errors, type in the recipient's email address(es) last, then send.
    

1. Proofread. (Don’t trust spell-check) Check for spelling, grammar and punctuation mistakes. Did you spell the name correctly? Proofreading makes the difference between you going from the "rejection" pile to the "interview" pile.
2. Tailor your letter. Match the employer’s needs to the skills you mention in your letter. For example: if the employer states they rely heavily on their excellent reputation for completing a job on time, highlight your scheduling skills. Do not use the same letter for each potential employer, make it personal.
3. Less is more. Keep your message to one page (3 paragraphs). Avoid run-on sentences which give too much detail. This shows the employer you are efficient and well-organized.
4. Dig deep. Be sure to research the employer before writing the letter so that you can include specific key words and phrases. This helps in paragraph 2.
5. Professionalism is key. Be sure to use professional, non-slang terms in your letter.
6. Get personal. When addressing the employer, be sure to obtain a name and title to use. Try not to use the “To Whom It May Concern” approach. How can you find this information?
   1. Call the company and ask.
   2. Search the company website. (About Us, Contact, Careers, etc.)
   3. Ask people in your network.
7. Don’t repeat your resume. Your message should motivate the employer to view your resume. Your cover letter should not detail what your resume already does. This takes away from the purpose of the cover letter, which is to get the employer excited and impress them with your knowledge and skills.

INSTRUCTIONS:
1. FORWARD the original email,
    delete the "FWD:" in the subject line.
2. Be sure your resume is attached.
3. Use the message below as a guide.
4. Track activity on your Employer List
 

Good Afternoon Ms. Rollins,

I'm writing to follow-up regarding my initial message sent on August 20, 2016, to ensure you successfully received my message and resume, and to answer any questions you may have.

Thank you for your time and consideration on my behalf.

Sincerely,

Tom Siebenaler
BGSU Schmidthorst College of Business
Junior, Marketing
419-372-4081
thomacs@bgsu.edu

You can use the following methods to "check-in" with a potential employer, WITHOUT asking the obvious (and potentially annoying) question: "Are you planning to hire me?"

• Send an updated resume
• Send a link to your updated LinkedIn account
• Send a link to an interesting article of shared-interest (based on past conversations)
• Ask if they plan to attend (or share) an upcoming event you might both be attending (at BGSU, community, company-related, etc.)
• Let them know you've received a new certification, award, or achievement.
• Send a link to a new group or organization you've joined.
• Let them know of an acquaintance you have in common.

OUTLINE:
1 – Thank you
2 – Personal Note/connection
3 – Future Statement

OUTLINE APPLIED–SAMPLE EMAIL:

Good Afternoon Mr. Rollins,

1 – Thank you for the engaged conversation today, I enjoyed getting to know both yourself and Promedica in greater detail.

2 – Knowing that Promedica cares so intently about their clients and patients means a great deal to me. Especially the “Helping Hand” program, dedicating resources and aid to children makes a potential career with Promedica much more meaningful. This is the type of company I wish to engage with.

3 – I will be completing the online application as instructed and hope to speak with you again in person about my potential employment. Should you require additional information, I’m happy to provide this.

Thank you for this opportunity Mr. Rollins, I truly appreciate it.

Sincerely,

Tom Siebenaler
BGSU Schmidthorst College of Business
Junior, Marketing
419-372-4081
thomacs@bgsu.edu

A Thank You card can be mailed or delivered in person.  

CLICK HERE FOR THANK YOU CARD MESSAGE

After verbal offer, send WRITTEN MESSAGE (to their email, because you have their business card), to reply confirming details of the offer.  This ensures both parties understand exactly what the other is expecting, avoiding potentially negative resulting situations, caused by confusion and 'he-said-she-said' scenarios. EXAMPLE:

1. Good Morning/Afternoon/Evening EMPLOYER,
2. Thank you for the generous job offer for the JOB-TITLE-HERE position you extended to me today.  To ensure we are both understanding the details of you offer accurately, could you please reply to this email, confirming I have understood these details correctly (include all that apply):
   1. SALARY
   2. JOB DUTIES
   3. JOB LOCATION
      
   4. TRAVEL
   5. BENEFITS
   6. START DATE/SCHEDULE
   7. OTHER
3. Thank you very much for the offer, I look forward to receiving your reply.
4. SIGNATURE/NAME
   phone
   email

Good Afternoon INSERT-NAME-HERE,

Thank you for offering me the INSERT-POSITION-TITLE-HERE position at INSERT-COMPANY-NAME-HERE.  After careful consideration, I gladly accept your offer.

[ADD THIS NEXT LIST OF QUESTIONS ONLY IF YOU HAVE QUESTIONS REMAINING.
IT IS ALWAYS BEST TO CONFIRM DETAILS IN WRITING.]

I appreciate your efforts in recruiting me and have a few follow-up questions at this time:

• What is the compensation rate for the position?
• What is the expected weekly schedule?
• What benefits will I receive?
• (Add other questions that pertain to your situation….)

Please contact me with next steps.  I’m looking forward to working with you.

Sincerely,

INSERT-YOUR-NAME-HERE

The sample message below can be used after you have received a job offer, detailed in writing, and you wish to reply with a counter-offer (which is ALWAYS done in writing):

1. Good Morning/Afternoon/Evening EMPLOYER,
2. Thank you for the position offer at EMP-NAME for the JOB-TITLE-HERE position you extended to me on DATE, which includes an annual salary of $ALARY.
   
3. Upon careful review of this offer, I feel I possess an increased value to EMP-NAME, for the following reasons (examples here, sell your value as an employee, give specific/measureable outcomes):
   1. E.g. “During my internship, I increased production by 18%.”
   2. E.g. “Because of my increased knowledge, I will save ABC Co. training costs and will offer increased productivity starting day 1.”
   3. E.g. “Decreased transit time by 5%, saving ABC Company $2,520 daily.”
   4. E.g. Above average knowledge of systems (SAP, Excel, etc.) allowing for quick-start
   5. E.g. Take points from job description specifically that match/showcase your skills, show how you increase these efforts
4. Thank you again for the offer, I look forward to receiving your reply,
5. SIGNATURE/NAME
   phone
   email

Good Afternoon INSERT-NAME-HERE,

Thank you for offering me the INSERT-POSITION-TITLE-HERE position at INSERT-COMPANY-NAME-HERE.  After careful consideration, I have decided to decline the offer at this time.

I appreciate your efforts in recruiting me and hope to remain in contact should any future opportunities present themselves.

Sincerely,

INSERT-YOUR-NAME-HERE

Good Afternoon INSERT-NAME-HERE,

Thank you for offering me the INSERT-POSITION-TITLE-HERE position at INSERT-COMPANY-NAME-HERE.  After careful consideration, and selecting from multiple offers, I have decided to accept an offer from another employer.

I appreciate your efforts in recruiting me and hope to remain in contact should any future opportunities present themselves.

Sincerely,

INSERT-YOUR-NAME-HERE

Good Afternoon INSERT-NAME-HERE,

I am resigning from my position as INSERT-POSITION-TITLE-HERE at INSERT-COMPANY-NAME-HERE effective INSERT-DATE-HERE.  After careful consideration, I have decided to accept an offer from another employer, to further enhance my career.

I thoroughly enjoyed my time at INSERT-COMPANY-NAME-HERE and wish you the very best in the future.

Sincerely,

INSERT-YOUR-NAME-HERE

IMPORTANT NOTE: When you simply "CONNECT", you are limited to a short, 300 character message. Example below:

Greetings NAME, I'm hoping we can connect in my pursuit of a (insert type) career opportunity with EMPLOYER. (insert reference) suggested I contact you (use only if relevant) and I invite you to review my profile and follow-up. Thank you for any consideration regarding my request. Best, YourName

This message above provides a general idea of the approach you can use when introducing yourself to someone via LinkedIn.  Every situation will be different.  Contact us if you need additional, specific assistance.