Guideline on How to Write a Perfect Hiring Letter
Jul 23, 2018
If you are looking for a new job, you should read this short article.
We offer to get familiar with the primary peculiarities of such a widespread and popular application as the hiring letter. Despite of its popularity, there are still a lot of misunderstandings and questions concerning hiring letters. Therefore, this paper provides you with some essential tips on how to write hiring letters. What does it mean? It means that you may feel free to use them as a theoretical frame for your future hiring letters. Also, you will find out about the reason you should write a hiring letter, three major items on how to make your hiring letter the unique one, some useful tips on hiring letters structure, and a summary with suggestions and advice about when and how to start looking for a new job.
Definition and role
A hiring letter is the official piece of paper where, mostly, your previous employer characterizes and evaluates your professional skills, daily behavior, character peculiarities, strong and weak sides.
It means that you get a recommendation letter from your last job. Usually, your employer writes the hiring letter. However, of course, it can be your project manager, chief, or director. It seems that the first and the rigorous criterion – this person should be competent to write you the hiring letter. The more he\she is qualified, the more chance to get a desirable job. Sometimes, colleges or friends, who work together for a long time, ask each other to write them a recommendation letter. However, be sure that you are competent and famous enough to provide your friend with a good hiring letter. For example, a hiring letter from Mark Zuckerberg, a well-known and competent person, will be much better than just a hiring letter from your project manager.
Why is it important? Each employer wants to know about his future employee as much as it is possible and a recommendation or a hiring letter allows him to that.
The hiring letter provides him\her the information about your professional hard and soft skills, for instance, whether you are competent to participate in new projects. Besides, it tells about your daily behavior, for example, whether you are late or come in time to your workplace. Also, it can include brief information about your personality, for instance, whether you are a team player or prefer to work alone, whether you are a conflicted person or vice versa, or whether you can work under pressure or not. Furthermore, it may have a conclusion, for example, it can briefly summarize all your peculiarities and recommend you for this vacancy or not.
How to write
Usually, you write a favorable recommendation letter using precise language, following a formal style, etc. Of course, each hiring letter has own peculiarities. However, there are three vital points.
1. State your competence
We have mentioned that the author of the hiring letter should be competent enough to write for you this type of paper. Of course, different employers and companies can ask you to bring a hiring letter, for instance, from your boss, friends, colleagues, etc. Therefore, it is so important to clarify who you are and why you are qualified to write a recommendation letter for this person. You should prove that they can trust you. For example, you may mention how long and where you work with a candidate, and it will be one of your arguments. Of course, your paper style may depend on whether you are a friend, colleague, or a boss. However, try to find a balance between a strong formal and informal style. Do not use trite expressions, for instance, hard-working, open-minded, etc. That is banal, and it does not tell anything about the person. It is much better to describe and characterize the candidate in your own words, without complex phrases and expressions. Stay honest and do not lie.
To sum up, clarify who you are and why you are qualified enough; do not use common phrases; describe a real and practical side of the person.
Sometimes, we apply for a job that is much different from our previous one. Thus, it is essential to take it into account when we write a hiring letter. If you change your job position and area, it does not mean that you have less chance to get this job just because you are a newcomer in this field. The result depends a lot on your hiring letter. It means that you should customize your recommendation letter to the new position. Thus, you should point to such previous experience that fit your new place. It does not mean that you should have selling experience when you apply for the sales manager position. It says that you should declare about such professional hard and soft skills you may use in your future job, for instance, the knowledge of SMM. Before writing a hiring letter, be sure that you have received all requirements from the new place and can follow them in your hiring letter.
To sum up, customization does matter.
3. Be persuasive
Usually, your hiring letter is the positive statement. However, there are two ways how you can do that. The first one is to write sweet words without any proofs. The second one is to make your person alive, full of life energy, and different funny situations. The last one is much more effective than the first one. It means that you describe your professional skills, personality, etc. using concrete life examples and situations. For instance, explaining the case when you should work two sleepless nights to finish the project earlier on customer's request says more than you will write that you are a hard-working or result-oriented person. Implementation of a small dose of humor and a couple of funny situation make your hiring letter and your personality memorable.
To sum up, use different examples from your life and work experience to prove your description.
Useful structure tips
Different hiring letters may have different structures. However, there is a straightforward sample on how to write a hiring letter.
First of all, as far as the hiring letters use a formal style, it should include the following:
1) Information about the employer, position, company, and its address.
Mr. Gregory Collins
54 East Road
2) Customize your greeting. It is not enough to start your hiring letter with "Dear Human Resource Manager." Try to find the name of this person on the company's web. It will demonstrate that you are highly interested in this vacancy.
3) Divide your hiring letters into 5-7 sentences on a paragraph. It will make your text eye-catching, informative, and readable.
4) Specify your name and surname, country, current company and position, email and phone number. Politely invite to contact you for further information.
Tricks and tips
It is hard to make your hiring letter memorable if you write it without passion. Furthermore, try to show your passion through polite expressions and phrases. For instance, it is a widespread practice to use such collocations as "It is my pleasure," "It is a big honor to recommend," etc. It will show that you are in a good mood when you are talking about this person. Also, do not start to describe the person just in the first paragraph. You may say a few about him\her and to continue the in-depth description of each point in the following sections. Of course, do not forget to specify your name and job position.
Using examples to prove your words will be your benefit. Try to use at least three of the most suitable cases in your hiring letter. It will make your story more persuasive and memorable.
1) Be sure that the person is competent enough to write a hiring letter. In the first paragraph, it should explain who he\she is and why the employer can trust him\her.
2) Use personal greeting (Dr. Jane Collin) and customize your hiring letter to the chosen position. Choose and point to the most suitable professional and personal skills.
3) Be persuasive and use at least three examples to prove your description.
4) Avoid complex expressions and phrases.
5) Follow the straightforward structure of three paragraphs.
6) Show your passion and desire.
Good luck and have fun!