Professional Request Letter: Landing the Interview by Justin Jelley

http://www.youtube.com/watch?v=u-zz1HwxIjg



After the tragic events of 9/11 and the making of the independent film "Fahrenheit 9/11", there has been an explosion of independently made films depicting real life situations, controversies, and personal opinions. There have been films made about eating McDonald's for breakfast, lunch and diner for thirty days and about the conspiracy theories of September 11th, however, these films utilize the effectiveness of a professional staff and film crew. The film linked in this post is made by Evan Maloney and only a few friends who share a common goal of sharing their views about the double standards and hypocrisy within the college education system with as many people as possible. The film is titled "Indoctrinate U" and the contributors believe that this film will raise awareness within the school systems of America and bring a change to the close minded views many people have of education in America.

This film offers viewers a unique perspective of parts of the college education system within America and leaves them with a chance to form their own opinion. While the film makers did a great job making this video, they could have made the film well-rounded by actually having formal interviews with the opposing viewpoint holders in order for the audience to gather information from both sides of the spectrum. However, the film makers could not effectively communicate with these people in order to make these interviews possible.


This leads to the discussion about the proper creation and utilization of an effective request letter. By effectively writing a request letter to the persons of interest, Evan could have been able to land his crucial interview opportunities. Here is the effective way to write a professional request letter.


First, you want to effectively select a medium that you will utilize to communicate with the desired individual or organization. In Evan's case, he would use a formal letter, which is most appropriate for first contacts with new individuals or organizations. You should always carefully consider your audience and the purpose of your formal request. Also, you should use a stationary with an organization printed letterhead and the writer's handwritten signature which both communicate formality, respect, and authority.


Secondly, you want to be sure you format your letter appropriately. Be sure you start your heading two inches below the top of the paper and include a full return address and the date. Then you want to be sure that you begin with a salutation two lines below the address. Following the salutation will be the body of the letter, which begins two lines below the salutation. Then you should implement a complimentary close two lines below the body and use a standard expression such as Sincerely or Best regards. Following the complimentary close will be your full name, followed by your business title a line below.


Finally, be sure to keep the 5 C's professional writing grading rubric in mind. The 5 C's stand for Clear, Concise, Complete, Correct and Courteous. Make sure your request letter is clear and you properly inform the reader of your purpose, which in Evan's case is to request an interview. Keep your correspondence concise and use language that the reader will understand completely. Then make sure your letter is complete and all the details are included. Then be sure to have correct grammar, punctuation, capitalization, spelling and word usage. Finally, you must be sure to remain courteous throughout the entire letter. In Evan's case, he must request politely an interview opportunity and be sure he doesn't use any bias or sexist language.


By utilizing these steps and information, the process of writing a professional letter of request becomes a piece of cake. These steps allow you to effectively write a request letter and hopefully establish a relationship with the individual or organization that you are writing to.

References

Oliu, Walter E., Charles T. Brusaw, and Gerald J. Alred. Writing that Works Communicating Effectively on the Job. Boston: Bedford/St. Martin's, 2006.