Correctional Library Services > Connections 2007 > The Job Search > Applying for a Job

Applying for a Job

Writing a Cover Letter

There are certain times when it is necessary to write a cover letter when applying for a job. Many classified ads, for example, include a postal box number with a request that you reply by mail. You may also find yourself needing to write to a firm that hasn't advertised. As in responding to a classified ad, you will want here also to write a cover letter requesting an interview, and attach to it a copy of your resume.

The letter should be typed. Be neat and informative, but also to the point. The cover letter is a reflection, along with your resume, of what you are like as a person. It deserves careful consideration.

The body of the letter can be divided into three parts. In the first, you make mention of the job you are applying for, and where you became aware of the opening. In the second part of the letter, you point out those aspects of your background which relate particularly to the job in question, and indicate why you want the position. The third section of the letter should request an interview and include a phone number or email address where you can be reached.

If the letter is to be addressed to a personnel director or head of a department, call and ask the receptionist for the person's full name. A personal letter usually makes a better impression. Otherwise, "To Whom It May Concern" will suffice.

Following are samples of a classified ad and letter of application:

 

Filling Out a Job Application

When you apply for a job, you will be asked to fill out a job application. The job application represents you to the employer, and how you fill it out tells the employer a lot about you. It is your chance to make a good impression on paper.

To fill out a job application, you will need to know a lot of information about yourself. It is a good idea to start gathering this information well in advance, so you can have it ready by the time you start looking for a job.

You might want to fill out the fact sheet on page 263, detach it from the book, and carry it with you whenever you go for a job. This way, important names, dates, and addresses will always be at your fingertips and you will save yourself time.

Remember, it is important that your writing be clear and neat in filling out a job application. It might be wise to print, unless you are told specifically "Write; Don't Print." And, of course, your signature is always written, never printed.

Look over the entire application before you begin, and think before you write. This way you will not make mistakes and have to cross out words. How neat you are tells the employer how careful you are as a person.

Try to answer all of the questions asked on the job application. If any do not pertain to you, it's still recommended you put something in the space provided, such as "N.A." (Not Applicable) or "None." For example, if you have never served time in the Armed Forces, on the application form you would use "N.A." in the following manner:

U.S. Military Experience N.A.
Rank N.A.

When asked about your criminal record on job applications, remember: It is illegal for an employer to ask you if you have ever been arrested. He or she can only ask you about your convictions. If you are asked an illegal question, see page 245 (Special Considerations: How to Avoid Being Discriminated Against When Looking for Work). If asked whether you have ever been convicted of a crime, and you have been, answer YES and add WILL EXPLAIN AT INTERVIEW. I CAN BE BONDED. (For more detailed discussion, see Appendix, page 257.)

Some employers will interview you right after you fill out a job application. In this case, they will look over the application first, or in your presence, as a basis for the interview. Other employers, if they are interested, will interview you at a later date.

Job applications are usually divided into four major categories:

• Personal Information
• Educational Background
• Work Experience
• References

Personal Information
For filling out the section on Personal Information, you will need to have available:

• a phone number or address where you can be reached
• your Social Security number
• your date of birth
• the name of someone who can be notified in case of emergency

You are also likely to be asked whether or not you've ever been convicted of a crime, if you have any disability which might interfere with your performing the job, whether or not you are a citizen, and what hobbies or pastimes you enjoy.

Educational Background
To fill out information on your Educational Background, be sure to have with you as complete a record as possible of all the schools you've attended, such as grade school, junior and senior high school, and college. You'll need to know where the schools are located, the years that you attended, and the type of degree or diploma you may have received.

If you received any on-the-job training, took classes in the military, or went to any special type of trade or vocational school, include it. If you've taken college classes, but not received a degree, show the number of credits that you earned.

Work Experience
Under the category "Work Experience" you will probably be asked to list the jobs you have had, starting with the most recent and going back. For each, be prepared to give the name of your company or employer, its address, the dates when you were employed, the type of work you performed, your title, and, if asked, your supervisor's name, your salary, and the reasons for your leaving.

If you've never had many jobs, perhaps you have had some unpaid work experience where you picked up skills worth noting. Have you ever tutored, for example, done volunteer work for a community group, or babysat?

For suggestions on how to account in your work history for time incarcerated, see page 220.

References
References are people familiar with either your work or your character whom the employer may wish to contact. They can include former employers, teachers, parole officers, or the clergy, among others, and you should have a current address and phone number for each. It is a good idea to notify your references in advance that you will be listing them. This prepares them for the possibility that they will be contacted and asked to say or write a few words in your support.

Interviewing for a Job

The Job Interview
The job interview is probably the single most important step to getting a job. If you make a good impression during the interview, you may get the job – even if you don't have all the qualifications. On the other hand, if you make a bad impression, chances are you will not be offered the position, no matter how good your qualifications.

During the interview, the employer tries to determine how well you are qualified to fulfill the requirements of the job. At the same time, the interview allows you the opportunity to assess whether or not the job is right for you, and to demonstrate how your skills or qualifications can be a positive asset to the employer.

Preparing for the Job Interview
The following pointers can be of help to you in preparing for the interview:

• Know Your Qualifications
• Learn About the Company
• Bring the Materials You'll Need
• Go Alone to the Interview. Arrive Early. Be Courteous and Patient
• Dress Right

Know Your Qualifications
Be sure that you can explain briefly and clearly what your qualifications are for the job, and how your past experience or training is applicable to your fulfilling the requirements of the position.

Be able to talk, if asked, about what you see as your major strengths and weaknesses. Avoid personal factors that have no relevance to performing the job in question. When discussing a weakness, show not only that you are aware of the problem, but the measures you have taken to help solve it. For example, "I used to find it difficult, being a mother, to get to work on time. So now, what I've done is to arrange with my daughter's babysitter for me to drop my daughter off twenty minutes earlier on my way to work. I am also now in the habit of waking up and leaving
my house earlier to make up for the frequent delays on my subway line."

Be prepared for any tests you might have to take, such as a typing test, for which you may wish to practice.

LEARN ABOUT THE COMPANY
It is very helpful for you to learn something about the company and the job for which you are applying - before the interview. This way you will be better able to explain why you want to work for the particular company, and what it is about the particular job that attracted you. It also shows the employer how interested you are in the position and that you have taken the initiative to do some research. Some information you may wish to learn is: what does the company manufacture, or what services does the employer offer? How long has the company been in business? How well is the company doing? How many employees work there? For help in finding this type of information, start by visiting the public library. A librarian can help you access the company's website, if they have one, or search for newspaper articles published about the company. Also, many large companies publish annual reports, which are available online and through the mail for no charge. And of course, if you know someone working for the employer, he or she may also be a good informal source of information.

Make a list of all the important questions you would like to have answered at the job interview. They might include: What are the work hours? What are the chances for advancement? What benefits does the company offer? Don't be afraid to ask questions, but keep them relevant. It reflects interest on your part.

It might also be helpful before the interview to know what wages you can expect to be paid for the type of job for which you are applying. You can get this information at the local office of your state employment service or trade union.

BRING THE MATERIALS YOU'LL NEED
When you go for an interview, be sure to bring a pen and pencil, extra copies of your resume or fact sheet, and whatever special documents you may need.

Your resume or fact sheet should include the names and addresses of your past employers, and the dates of your employment. It should include the names of the schools and/or training programs you've attended, also with addresses and dates. Be sure to include a list of three references as well. References are people (preferably not related to you) who are familiar with your work or character. It is also important to bring with you to the interview any special documents you think you may need. Depending on the nature of the job, these may include a birth certificate, Social Security card, prison release papers, work permit, military records, etc. And, of course, don't forget to bring with you the name of the person who will be interviewing you, and his or her title. If you are not sure of the pronunciation of the interviewer's or company's name, learn it in advance.

GO ALONE TO THE INTERVIEW. ARRIVE EARLY.
BE COURTEOUS AND PATIENT
Never bring friends or relatives with you to an interview. Employers are interested in you alone and what you have to offer.

Arrive at an interview five or ten minutes early. To avoid being late, plan out your route the night before. If you are taking public transportation, you may want to call the Transit Authority at 718.330.1234 for information on the best route to take, or for schedules.

When you arrive, tell the receptionist who you are, and whom you are waiting to see. Be polite at all times. Sit quietly and try not to get involved in any lengthy exchanges with either the receptionist or others who may be waiting.

Don't get angry or annoyed if you are not called in for the interview at the exact time agreed upon. The interviewer might have been delayed at a meeting, or an unexpected piece of business may have come up. Use the time to review and compose your thoughts. This will be your first test of patience and good manners.

Note: It is impossible to tell how long an interview will take, so be sure not to arrange for two on the same day in such a way that you may be late for the second.

DRESS RIGHT
When you go for an interview, it is always best to dress appropriately. This is very important in helping you make a good impression. No loud makeup or flashy jewelry. No skintight jeans or slacks, or party dresses. Make sure your hair is clean and combed, your fingernails clean, your shoes shined, and your clothes well pressed.

One helpful piece of advice is to think about what the typical way to dress would be if you were to receive the job for which you are applying. Then, appear at the interview dressed one step "higher," or more conservatively, than that. For example, a nice pair of slacks, shirt, and sweater would be appropriate dress for a male interviewing for a service station position – where jeans and a shirt would be the typical daily attire. For men, a tie and jacket, or for women, a skirt and blouse, are appropriate attire for most office position interviews.

The Do's & Don'ts of Job Interviewing

• Be Respectful
• Be Relaxed. Listen Attentively
• Be Clear, Complete, and Brief in What You Say
• Be Positive in Your Approach
• Avoid the Negative
• Ending the Interview and Follow-up

BE RESPECTFUL
When you meet the interviewer, smile and be pleasant. For a handshake, it makes no difference who extends his or her hand first. Show the interviewer proper respect. Call him or her by Mr., Mrs., or Ms., and don't try to make small talk. Don't chew gum or smoke cigarettes, even if they are offered. Don't stare at the clock or your watch. Let the employer control the interview and do most of the talking. Never start an argument with the interviewer, even if he or she seems excessively aggressive in his or her approach. Always remain polite and friendly, but businesslike. Don't be afraid to smile.

BE RELAXED. LISTEN ATTENTIVELY
During the interview, try to be relaxed and listen carefully to what the interviewer has to say. If you are nervous (and it's perfectly normal to be nervous during an interview!), refrain from fidgeting in your seat or playing with objects in your hands or on the desk. Body language counts. Sit straight and look the interviewer in the eyes during the conversation. Look interested and alert. And, of course, never go "high" to an interview.

BE CLEAR, COMPLETE, AND BRIEF IN WHAT YOU SAY
Speak clearly and distinctly. No street language. Don't answer with just "yes" or "no"; rather, give full information about yourself. Think before answering and be brief in your responses.

BE POSITIVE IN YOUR APPROACH
It is important that you stress your qualifications during the interview. Don't exaggerate, however, or try to bluff. Let the interviewer know why you think you would be good for the position, and how your past training and work experience will help you to get ahead on the job. Appear confident but never arrogant. If the interviewer fails to ask you something you feel is important, fill in the gap. If asked to tell about yourself generally, mention only those things which pertain to the job for which you are applying. Use what you have learned about the company to good advantage.

AVOID THE NEGATIVE
Keep all personal problems to yourself. Don't talk about your home or financial problems. The interviewer is only interested in finding a dependable and qualified person to fill the position. He or she is not concerned about your need for money. Emphasize what you can do, not what you can't. Don't dwell on your limitations. Don't apologize for lack of education or experience. There are many skills and talents you have developed which you can discuss in an appropriate way - if you learn how.

If you've been fired from a job, or stayed with jobs for only short periods of time, be prepared to explain. If you were fired, admit the mistakes you made, but show how you have learned from them. Never speak negatively about your former employers. If you stayed on jobs for only short periods of time, perhaps you quit to go back to school, or to look for a better-paying job with more responsibilities.

If you quit school, don't give as a reason, "I didn't like school." It is much better to say, if accurate, "I quit school because I needed to get a job and earn money to support my family." Interviewers are interested in hiring employees who are eager to upgrade themselves. Mention any classes or training programs you have attended since leaving school, or any that you may have planned for the near future.

ENDING THE INTERVIEW AND FOLLOW-UP
Ask any questions you may have about the job toward the end of the interview. Usually it is not a good idea to ask about such details as pay, lunch hours, or benefits unless the interviewer brings them up, or it is established that you are a strong contender for the job. If you are asked to discuss salary expectations, be prepared, and be realistic.

In most instances, the decision whether or not to hire you will not happen at the interview. If no indication is given when you can expect to hear from the firm, ask when you can call to learn the decision.

If it seems clear that you won't be getting the job, seek the employer's advice about other jobs with the firm which may come up.

At the end of the interview, always indicated by the interviewer, thank the employer for his or her time, give a firm handshake, and leave.