idealist.org



Features Column 17 Up, up, and away: The most effective way to send job applications

Hi Cathy,
What is your opinion on email versus regular mail when it comes to applying for jobs? Employers sometimes give applicants the choice. When they do, I usually drop my cover letter and CV in the mail (if the closing date is far off) because I think it is more personal. Does it make any difference?
—Farah

Boy, it's hard to believe that just ten years ago, many people in the United States didn't have access to email, let alone the ability to send their job applications online! Times sure have been a changin'. Today, it's theoretically possible to send your application while talking on the phone, instant messaging, and listening to music—all from the same device. I wouldn't recommend doing this, however, as you may find that you've sent your play list to a potential employer and your application to your Aunt Suzie!

But seriously, when it comes to selecting a method of delivery for your job applications, it's most important to do exactly what's requested in the job posting. So, if you're asked to mail your materials, that's what you should do. If you're asked to email them, that's your ticket. And if it's left open... well, I actually advise not making a choice, but rather using both snail and email. I've received many applications twice and it's never annoyed me in the least. In fact, I generally take it as a sign of the applicant's thoroughness and interest. Further, as helpful as technology can be, every once in a while things do get lost in cyberspace and our beloved postal service has been known to occasionally misplace—or in the case of a letter I recently mailed, seemingly chew up—missives.

Still, there may be some folks out there in the halls of recruiterdom who might not fancy such a double dose of you, so if you have some hesitation, your default, undoubtedly, should be email. And I say that even though I definitely lean toward the "I'm never getting an mp3 player, cell phone, or dvd player" (well, maybe a dvd player!) end of the spectrum. Why? Because it simply makes things easier all around—it's almost always necessary to share job applications with other staff and it's much quicker to blip off an email than to walk over to the copy machine, un-staple lots of papers, make copies, and then distribute them. Plus, as a recruiter myself, I must admit that when I'm beyond busy, it's great when all I have to do to get started on sending a candidate follow-up note is to simply press "reply." Moreover, even a Luddite like me can't ignore the fact that at this point, email is so deeply imbedded in our cultural zeitgeist that it's almost the assumed method of communication for written documents in the work world. The bottom line is that I wouldn't advise using only snail mail to send your application, unless you're specifically asked to do so.

In addition to sending your materials via the requested method, it's really important to follow any other directions that are given in the job posting. For example, check whether you're being asked to put something specific in the subject line of the email, address your cover letter to someone in particular or answer certain questions, include references, a writing sample, or even a salary requirement.

I need to interrupt our regularly scheduled broadcast for a mini-editorial on the topic of salary requirements. It's not very common for nonprofits to request a salary minimum in cover letters, but it is possible and it's a bit of a loaded (pardon the pun) issue! Although I've been trying to drive home the importance of following directions, I'm actually going to contradict myself on the topic of salary requirements—hey, columnists are allowed to do that! So, while I'm not wildly opposed to listing a requirement if you're asked, I often advise against it. The problem with getting specific about salary is that it nails you down to a number (or even a range of numbers). Further, without meeting with an organization face-to-face, it's hard to get a complete picture of what the job entails and therefore what salary it should command. Because your power to negotiate salary is often at its highest right before you begin a job, I usually encourage job seekers to do whatever they can to increase the likelihood of getting the highest salary possible. In my best case scenario, you wow the organization so much during your interview that when it comes time to talk turkey, they're very likely to give you as many helpings as you were hoping for.

Before stating your magic number, you should do your homework and make sure your figure is based in reality: thoroughly assess the going rate for a similar position for someone with your level of expertise in your geographical area. If you're not in a terrible rush to get a job, go with the high end of the going rate. To get a better sense of the market right now, check out Idealist's Career Center for links to lots of salary surveys. It can also be helpful to comb through Idealist's job listings to get a sense of the range out there for specific positions in different parts of the country.

But even if you don't go into details, you definitely need to acknowledge any salary requirement requests in your cover letter. I advise keeping the first two or three paragraphs focused on what excites you about the organization and how your background and skills could be of benefit, and then, as you're signing off in your last paragraph, adding something like:

I would be very happy to discuss salary once I learn more about the needs of this exciting position and learn in more depth how I could be of most benefit to your organization.

With this statement, although you aren't totally following their directions, you are acknowledging their request, reiterating your interest in the position, and emphasizing your dedication to service.

Of course, it's possible that a recruiter will be annoyed if your cover letter doesn't fully respond to their moola query, so if you feel uncomfortable, you definitely should include salary information after you've settled on a well-researched figure. And by the by, organizations usually ask for a salary minimum because they don't want to spend a lot of time interviewing candidates who are totally out of range and they also want to play their own financial cards close to their chest.

Okay, back to our broadcast... Lastly, before you send your materials, be sure you're getting everything in before the due date! If, for some reason, you can't get the application in on time, it's best to call the organization and ask if the search is still open. If you don't have any phone contact information, it's best to acknowledge that your materials are late in your cover letter. You should also add that you're so interested in the position that you decided to send your materials anyway, in the hope that the search is still open. Note that you'll find lots of information on when and how to follow up on applications you've already sent in this previous column of mine.

Your instinct to give your application the personal touch is right on target. However, I'm not sure that at this point in our techno-savvy world, sending it via snail mail does much toward that end. Instead, I advise conducting lots of research on the organization you're applying to and then highly customizing your cover letter and resume so that they're tailored to the responsibilities of the position as well as to the organization's mission and programming, while, of course, always staying truthful to your expertise, skills, and experience.

Whatever you do, you never want the way your materials get to a potential employer to steal the thunder of what you have to offer, so be sure to pay attention to the details. I've repeatedly observed that it's a better use of a job seeker's time and energy to do a bang-up job on fewer applications than to crank them out faster than Nokia manufactures cell phones. Yes, indeed, there's no question that while you want to send your materials up, up, and away, you should never let the fine points get away from you!