Comprehensive Guide to Cover Letters, Business Correspondence, and Rhetorical Strategy

Overview and Definition of Cover Letters

• Application Contexts:

  • Standard entry-level jobs (e.g., applying at Dairy Queen) typically utilize printed application forms provided directly on-site.

  • Professional environments, professional degree programs, internships, and graduate school applications require formal application packages, primarily featuring a cover letter paired with a resume or curriculum vitae (CV).

• Definition and Purpose of a Cover Letter:

  • A cover letter is a formal document included as an integral part of a job or program application.

  • Functions as a direct initial introduction to the decision-maker ("a way of saying hello").

  • Involves tracking down and directly addressing the specific recipient responsible for hiring or admissions (e.g., manager, boss, president, or director).

  • Identifies who the applicant is, outlines their credentials, and explicitly details the value and qualifications they bring to the position or institution if hired.

• Common Scenarios Requiring Cover Letters or Formal Application Letters:

  • Internships: Degree programs such as Professional Golf Management (e.g., Cameron's program) or Psychology frequently require students to apply for internships, such as those occurring between freshman and sophomore years.

  • Graduate School Applications: While graduate schools traditionally request admissions essays, programs frequently require letters framed around what an applicant can contribute to the specific program.

  • Employment Applications: Professional positions across all fields standardly require formal cover letters accompanying resumes or CVs.

Functions and Applications of Business Letters

• Formal Communication Beyond Email:

  • Business letters are utilized when communication requires a higher level of formality than a standard email.

• Academic Policy Requests:

  • Formal letters are appropriate for requesting changes to academic policy or administrative decisions within an educational institution.

  • Key institutional figures to address include:

  • Department Chair

  • Academic Dean

  • Provost (the head of academics at an institution)

• Political Advocacy and Civic Policy:

  • Formal business letters are standard tools for contacting political figures and state legislative members (e.g., Senators).

  • Objectives include advocating for legislative action, influencing votes on behalf of constituents, or addressing civic concerns such as clean air and clean water policy.

Personal Business Letter Assignment Requirements

• Transition from General to Personal Objective:

  • The core assignment requires moving beyond theoretical reasons for writing a business letter to identifying a personal, individual objective.

  • Students (such as Ryan Messner or Hunter Hirschberger) must define why they personally want to write a specific business letter.

• Assignment Deliverables and Timeline:

  • Assignment Sheet: A detailed assignment sheet outlining format requirements, structural expectations, and specific guidelines is distributed over the weekend.

  • Tuesday Preparation: Students must prepare one or two distinct ideas for their business letter before class.

  • Required Elements for Class Discussion:

  1. The specific objective of the letter (what the writer intends to achieve).

  2. The argument strategy (how the writer plans to argue for their objective).

Rhetorical Concepts and Writing Strategy

• Definitions of Key Rhetorical Terms:

  • Rhetoric: The formal use of language to persuade or convince an audience of a specific viewpoint or action.

  • Objective: The desired outcome or specific result the writer seeks to obtain from the recipient through the communication.

  • Rhetorical Strategy: The planned method and structure used to construct, develop, and present an argument persuasively.

  • The Spark: In layman's terms, the initial core motivation, issue, or catalyst that prompts the writer to compose the letter.

• Constructing the Argument:

  • Authors must align their rhetorical strategy directly with their objective to effectively persuade the targeted audience.

Target Audiences and Practical Writing Examples

• Institutional Communications:

  • University Leadership: Writing to campus leadership (e.g., addressing the university president, Dr. JD Fisher, following institutional introduction videos published on platforms like Facebook and LinkedIn) to discuss campus community issues.

  • Academic Hierarchy: Addressing internal departmental issues (such as requesting a fairer course or teaching schedule) requires directing letters through the proper hierarchy: Department Chair, Dean, and Provost.

• Broader Civic and Cultural Communication:

  • National Leaders: Writing to high-level political figures (e.g., the President of the United States) to raise awareness about cultural or historical matters, such as a Jewish individual sharing knowledge of Jewish history.

  • High-Profile Figures and Celebrities: Letters sent to major public figures or entities (e.g., famous authors like Stephen King) are frequently processed and reviewed by personal assistants or staff rather than read directly by the primary recipient.

Class Logistics and Attendance

• Upcoming Class Format:

  • The upcoming Tuesday session is scheduled to take place via Zoom, with access links distributed prior to class.

• Class Roster and Attendance Records:

  • The following individuals were recorded as absent during the roll call:

  • Kirsten Bennett

  • Taylor Spivey