Written communication to a prospective employer is vital

If you ask a friend why he or she is looking for a job, I seriously doubt that the answer will include phrases like, “seeking a new challenge,” “exploring a new opportunity,” or any of the clichés that jobseekers often use heavily in their resumes and cover letters. Although these phrases may sound like professional ways to express your need for change or your goal of working in a company that allows for advancement, loading your written communication with them sometime can hurt.

Because the first test that your resume and cover letter need to pass is to be noticed. If you just go with scripted claims and template expressions, you simply may miss out on a great opportunity of catching the hiring manager’s attention early on in the process.

What you need to ensure is that your communication is making you memorable. That only can be achieved if hiring managers or future employers are getting real information about who you are and what you can bring to the position. In addition, this information has to be delivered in your voice that is personal, yet professional.

By doing so, you can stand out from the crowd through written communication that delivers an intriguing message to hiring managers and make them interested in learning more about your experience and what you can offer to the job. To make sure that your written communication is your passport to a personal interview, consider the following points:

Tell a story

Curriculum vitaes typically state experience in a dry factual tone, which doesn’t allow room for communicating your personality, ambition and goals. Cover letters offer this opportunity, however. You always can use the cover letter to concisely provide the hiring manager with a snapshot of where you’ve been and what you’re planning for your future, highlight success and add a touch of your personality. By doing so, you make sure that the combination of your resume and cover letter gives a complete and memorable story of you as a candidate.

Focus on quality

To make your application stand out, focus on quality. Quality means clean writing and professional tone. Write your e-mails or letters in complete well-structured sentences without any abbreviations – like those that are commonly used in social networking posts. If you know the name of the person you’re e-mailing, use the last name. If not, don’t address the e-mail or the letter to anyone. In all cases, avoid, “Dear Sirs or Madams”, which can reflect poorly on your ability to write proper business communication. Even though you should find ways to attract attention to your application, don’t be tempted to use a template that include any frames, coloured fonts or coloured papers or envelopes for printed communication. Play it safe: Anything that can be controversial should be avoided.

Don’t lie

While you want to provide a strong presentation of your skills and abilities, avoid any statements of your previous experience or qualification that can be taken as factually incorrect. With written communication you have little room for claiming – later -- that your statements were misunderstood. That is why you must review your writing and make sure that it will stand up to scrutiny in case you’re selected and the employer decides to go ahead and verify your credentials. Although experience is a major asset, your ability to present this experience successfully in a positive and well-structured way is equally important. In short, you don’t have to make up qualifications that you don’t have, you only need to present your abilities in a coherent way.

Use your own words

It is always a good idea to have a second pair of eyes to review your writing. But still don’t be tempted to have a friend or a spouse rewrite the whole thing for you – even if it may sound better or more professional. What you need to communicate is a consistent message and tone throughout the hiring process. Keep your writing in your voice as much as possible and ask anyone who reviews not to totally neutralize your tone. Keep in mind hiring managers – or whoever on the other end – are just people and the way to get to them is to help them see you as a person rather than just a bunch of over-used phrases on paper or a computer screen.

Rania Oteify, a former Gulf News Business Features Editor, is currently an editor based in Seattle.