Letter of Application and Personal Statements – Study Notes

References and preliminary considerations

• Start with references: choosing who can speak well about you is important; some references are more appropriate than others.
• If you list awards and activities, these can humanize you and provide talking points, especially for students who are actively involved in clubs or sports.
• Be mindful that reference calls can backfire if they reveal conflicts or poor impressions from past instructors (e.g., a professor you had a year ago). It’s better if you manage what references say by coordinating with them.
• Proactively contact references to prepare them for potential calls or emails and to align their talking points with your narrative.
• When discussing references, avoid undermining them or letting the conversation drift to a negative place.

Letter of application: structure and initial impressions

• The question of using GenAI to write your letter of application or personal statement is discussed. Anecdote from a recruiter at a Fortune 500 company suggests managers may not even want to see AI-generated content; there may be policy considerations.
• Industry variability: some companies pre-screen resumes with AI, which may influence how you optimize content, but there is no universal rule.
• Policy and practical implication: some managers quickly filter out AI-generated material; others may not notice or may rely on policy guidance.
• Practical takeaway: AI can help draft, but content should be authentic, job-specific, and readable to humans; policies vary by company, so don’t rely solely on AI.
• Letter structure example (typical progression):
  • Opening paragraph: personal connection or how you found the role (e.g.,
  • Next paragraph: educational background (especially for new graduates).
  • Work experience (especially related internships or roles) as a key driver.
  • Other skills and abilities that connect to the job.
  • Closing: a sincere sign-off with a signature and typed name.
• The opening should be tailored to the job; two common approaches are:
  • “I found you on Indeed” style opening.
  • “We met and discussed X” style opening.
  • The takeaway: balance personal touch with professional relevance; avoid generic openings that don’t demonstrate fit.
• The letter is a narrative version of the resume, but don’t repeat the resume verbatim. Be selective: argue for how your experiences map to the job, rather than listing everything.
• Signature block: include a sincere closing, a handwritten signature (if sending a hard copy), and a typed name.

The “inside address” and personalization

• Inside address is not strictly required, but it personalizes the letter to the ad or company and avoids it becoming a generic form letter.
• Including your address at the top helps the letter stand out and aids in organization when resumes get separated from letters.

What to emphasize in the letter: employer needs over your needs

• Emphasize what makes you different and attractive to the employer, not just what you want from the job.
• Highlight how your background, skills, and experiences meet the job’s needs and the company’s goals.
• Use a deliberate tone that connects you to the employer’s expectations, often by referencing keywords or requirements from the job ad.
• The idea of “what makes you different” can be grounded in concrete experiences (e.g., leadership, team experiences, travel, cross-cultural exposure).
• The line “what makes you different makes you beautiful” is used as a metaphorical hook for distinguishing yourself; apply a version of this idea to your professional strengths.

Narrative voice and rhetorical style

• Use “you” language when describing how you can help the employer: “You will benefit from my experience in X because Y.”
• Use “I” and “we” to describe your actions and contributions, but prefer active voice over passive voice.
  • Active voice examples: "I led a team to achieve…", "We implemented…".
  • Avoid passive constructions like "the project was completed" without naming the actor.
• Avoid bureaucratic, overly formal phrasing such as "in accordance with enclosed herewith" unless the role explicitly warrants it (e.g., specialized or traditional roles).
• Use professional but approachable language; keep it concise and targeted to the job ad.
• Consider including a subtle thematic thread (leadership, teamwork, problem-solving) to reinforce your fit.

Letterhead and formatting tips

• Some letterhead looks professional (e.g., Purdue’s example); you can create your own professional-looking letterhead.
• A traditional letter format is acceptable; the emphasis should be on content and readability.
• Word choice should be straightforward and industry-appropriate; avoid overly ornate jargon.

The “What makes you different” idea and its usage

• Reflect on unique experiences (e.g., international travel, distinctive team experiences) that would be compelling to the employer.
• Avoid overreaching or irrelevant claims; connect differences to job requirements and company needs.

Handling setbacks or negative experiences

• Do not blame individuals in the letter if you faced a setback (e.g., a bad boss or a difficult professor).
• A better approach is to frame the experience as a change in circumstances (e.g., downsizing, role redefinition) and explain how you adapted and what you learned.
• This same strategy works well in interviews: framing events as changes rather than blaming people.

Personal statements: three main approaches

• There are three common approaches to personal statements:
  • Narrative approach: tell a story that highlights strengths.
  • Argument approach: present a straightforward argument outlining strengths and relevant experiences.
  • Hybrid approach: start with a story, then shift to strengths and experiences; this is the lecturer’s favored method.
• The hybrid approach tends to be effective because it combines engagement with a clear demonstration of fit.
• When evaluating sample personal statements, assess how well the narrative connects to the applicant’s goals and to the program’s expectations.

Pharmacy and medical school personal statements: examples and critique

• Pharmacy example: a personal statement focused on Tylenol and generic claims may feel too basic and not well connected to a cancer-related research internship.
• Critique: avoid superficially generic drug mentions (e.g., Tylenol) unless you can tie them to a meaningful, relevant experience or insight.
• School-specific critique: some examples label the piece as a “personal statement” without a strong, distinctive focus or title; adding a precise title can improve clarity and impact.
• A better approach is to anchor the statement in a concrete, relevant experience (e.g., internship) and clearly connect it to the program’s focus.
• A common student reaction is to include anatomy-related experiences that don’t strongly motivate interest; ensure the chosen experiences genuinely align with the program’s mission.

Practical considerations and time management

• Personal statements and letters of application are time-sensitive, especially around holidays or tight deadlines (e.g., Labor Day week). Plan ahead to allow for revisions.
• Expect to revisit and revise sections to better align with the target program or job ad.

Summary of best practices for letters of application

• Start with a tailored opening that references a concrete connection to the company or role.
• Place education and relevant work experience early if you are a recent graduate.
• Use an active voice; emphasize what you did, who you worked with, and the outcomes.
• Tie your experiences to the employer’s needs and to keywords from the job ad.
• Personalize with an inside address and a professional letterhead when possible.
• Avoid blaming others for past setbacks; frame changes in your career as constructive responses to evolving circumstances.
• Keep the length manageable (roughly rac{3}{2} ext{ pages} or around 1.5 pages) and ensure the narrative stays focused on fit and impact.
• Use one of the three approaches to personal statements (narrative, argument, or hybrid), with the hybrid approach often being most effective.
• Be mindful of AI-assisted drafting: it can help with wording, but the content should remain authentic, accurate, and tailored; know your audience and company policy.

Quick references and terminology used in the discussion

• FFA: acronym for Future Farmers of America; updated in 2016 to simply FFA.
• Inside address: optional, but adds personalization and helps match the letter to a specific ad or recipient.
• The three approaches to personal statements: Narrative, Argument, Hybrid (hybrid combines storytelling with a strengths-based conclusion).
• Emphasis on “you” and employer-focused language: speak to what you can do for them, not just what you want.
• Active vs passive voice: prioritize active voice to convey agency and contribution.
• The role of a well-structured opening in a letter: strong openings improve engagement and signal fit.

{ ext{Length guidelines:}} \approx 1.5 ext{ pages}
{ ext{Alternative phrasing:}} \text{Length typically around 1 page to 1.5 pages}
{ ext{Key mapping:}} \text{Ad keywords}
ightarrow \text{fit and terminology in the letter}