How to Write Notes to Propel Your Job Search and Advance Your Career

By Julie Steinberg

Holiday cards and thank-you notes aren’t the only letters you should be sending in late December. The holiday season is also a great time to touch base with career contacts like mentors, those you’ve recently interviewed with or those you want to meet.

Whether through snail-mail or e-mail, here are three kinds of notes that you should be taking the time to write right now with examples of how it’s done.

1. The Follow-Up

Many banks will start their recruiting processes after the holidays, but if you managed to snag an off-season interview a few weeks ago, now’s the time to politely remind the HR person that you exist.

Jodi Glickman, a former vice president at Goldman Sachs and a career coach, says that now is the perfect time to send this kind of note.

Because most HR personnel won’t be thrilled if they think they need to respond to you on December 30, make it clear you’re just reaching out to stay fresh in their minds.

“You don’t want to put someone in the position where they feel they have to get back to you,” Glickman says. Instead, you should offer to do anything that can help speed the process along after the holidays.

Here’s an example of a note Glickman would send:

Dear Mr. Smith:

I wanted to reach out to wish you a happy and healthy new year. I also want to let you know that I continue to be very interested in the position. I’ll be in touch early in the new year to see if there’s anything you need from me to move the process forward.

Sincerely,

Jane Doe

After you send the note, you can follow up again the first or second week of January to see how the process is moving along.

2. The Informational Interview Request

People are just starting to get their calendars together for the first few months of 2011, so it’s up to you to ensure you get appointments before there’s none available. Take the opportunity to wish the person a happy holiday while asking for his or her thoughts on the industry you’re interested in.

An e-mail will allow the person to check their calendar and figure out what’s best for them, says Susan RoAne, a professional communications speaker and the author of “The Secrets of Savvy Networking.” She recommends using a friend’s name at the beginning of the letter if you have it (but don’t worry if you don’t).

Here’s an example of a note RoAne would send:

Dear Mr. Smith:

Jeff Jones, a friend of the family, suggested I contact you because of my interest in derivatives trading. I would love to hear more about your experiences at [insert firm] as I’m interested in getting into the field. I was wondering whether I might take you to lunch or coffee or whether there’s a good time I could call you. Thank you for your consideration and I hope you have a wonderful new year.

Sincerely,

Jane Doe

The person may not answer straight away, as the request isn’t urgent, but at least you’ve planted the seed. You can follow up in a couple weeks after sending.

3. The Getting-Back-in-Touch Greeting

It may seem hard to reach out to people you should have kept in touch with. But whether it’s been months or years, the holidays allow for an easy way to reestablish the relationship. “It’s open season,” Glickman says. “Now is the time to say ‘I’ve been thinking of you.’ The slate is wiped clean.”

You’ll want to bridge the personal and professional in the note, but make sure not to ask for a favor right away if you need one (it’s just insulting). Set the stage for a later conversation. Also, acknowledge how long it’s been, otherwise you’ll sound disingenuous.

Here’s an example of a note Glickman would send:

Dear Ms. Smith:

It’s been awhile since we last spoke, but I wanted to reconnect to wish you a healthy new year. I hope all has been well.

I’m currently working at Barclays Capital and very much enjoying it, though I’m considering a move to hedge funds. I’d love to follow up with you in the new year to hear your thoughts on transitioning between sectors and hear how Bridgewater has been treating you. Have a great holiday!

Best,

John Doe

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As with any communications to professional contacts, the usual rules still apply here: Make sure your notes are spellchecked and grammatically correct before sending them. If it’s an e-mail, make sure it’s going to the right recipient. And whatever you do, don’t do one of these seven things.

Write to Julie Steinberg

www.fins.com

Copyright ©2010 Dow Jones & Company, Inc

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