James A. Rhodes State College

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Helpful Hints About Writing Letters….

1. Double space (that means two spaces) between:
   • your inside address and company inside address
   • company inside address and salutation
   • salutation and beginning of first paragraph
   • between each paragraph
   • between last paragraph and closing
2. The space between the closing and your typed name (the signature area) is 4 spaces.
3. Don’t forget to sign your cover letter in the signature area in ink.
4. Business correspondence is always better if written in a current voice. Students often write in the future (In June, I will be graduating from…). A better way to write that sentence is: In June, I will graduate from… Sounds more definite, doesn’t it? Instead of saying, I will be looking forward to hearing from you. Write: I look forward to hearing from you.
5. Avoid using the word I. Every sentence could start with I but it’s a terrible way to write a letter. On your first draft, just write what you want. Then, go back and look at the letter. Can you add some compound sentences? Can you rearrange the sentence so it does not start with I and a verb (I have, I can, I will, I know…).
6. Most students write: I am pursuing a degree in ____ at ______. I will graduate in June with an associate degree in ______. I am writing you in response to your ad in the Lima News for a _____.
7. Here’s a better way to write all that:
   Please accept the enclosed resume as an indication of my interest in the ______ position that appeared in Sunday’s Lima News. As you can see, I will graduate in June with an Associate in Applied Business in ______ and am currently pursuing a position as a _______.
8. It would be good to show your research into the company in your cover letter. “Your web page career information indicated that (your company) hires college graduates with strong interpersonal and communication skills.”
9. Always proof read your cover letters. Have someone else proof them for you. Make an appointment with your Placement Director to review your letter and help you edit it to perfection!