JOB SEARCH LETTERS
Career Library Resources (most résumé books have a chapter on letters)
A cover letter is always used when you mail your résumé to a potential
employer. Your résumé is written in a very cryptic and terse format
that uses rather generic information. Your cover letter, in contrast,
is written in correct English sentences and paragraphs, tailored to
interest each individual reader. Mass mailings of generic cover
letters are notoriously ineffective in the job search process.
A well-written cover letter creates only positive results. It is one
piece of a set of professional documents you have sent or will send to
this employer. They all work together to form an impression of you as
an employee and colleague. The letter creates a desire in the
employer to want to meet you and learn more about you in an interview.
The cover letter is your opportunity to introduce yourself, to give
specific evidence of your ability to do this particular job, and to
request an interview. You can do this in one page—no more. However,
be sure to use some personality and enthusiasm so that your passion
for this work will show in your words. Your letter and résumé are
samples of two distinctly different writing styles that employers will
use to judge your ability to communicate.
General Guidelines:
1.
Any business letter style or format is
acceptable. Choose a style that serves you, and stay with it.
2.
Learn the name and title of the person to
whom you are writing, if at all possible. Usually, a simple phone
call or a little networking will accomplish this small task.
Occasionally, it cannot be done and you will have to use a general
greeting or no greeting.
3.
Write clearly. This needs to be a quick
read for most people, so it needs to flow easily. Avoid long, complex
sentences for most job opportunities.
4.
Organize simply. Most cover letters consist
of three paragraphs of two or more sentences each.
-
Your first paragraph tells the reader
the job or type of job you want. You can also mention how you
learned of this opportunity. Make it interesting.
- Your second paragraph gives specific evidence of your job skills, citing past accomplishments. If the vacancy announcement or job description mentions skills or traits that are required or desirable, this is where you need to prove your ability. Generally, you will have room to expand on only two or three qualities, so be selective.
- Your third or final paragraph politely requests an interview. You may also state your availability, such as being in Denver the week of March 4-11. For some sales or marketing positions, people will state that they will call in a number of days. If you do this, mark your calendar and be sure to make the call! Some employers will mark their calendars and wait to see who follows through, who really pursues opportunities, and who just tries to look good.
5.
Choose your words carefully, for strong
impact: avoid redundancy, use industry jargon appropriately, eliminate
unusual abbreviations, do not simply repeat information from your
résumé, embellish generic résumé information or give information
relevant to this employer.
6.
Do not be modest, nor boastful. Find a
middle ground where you are promoting your candidacy with honesty and
confidence. If you believe you can do the job, be sure you have
convinced the reader!
7.
Use the active voice rather than passive.
8.
Reread aloud to search out trouble spots.
Proofread. Spell-check. Ask for assistance from others in the
Writing Center, Career Development & Placement, etc.
9.
Print on paper that matches your résumé and
reference page.
10.
Sign in blue ink.
FOLLOW-UP LETTERS
A follow-up letter is sent whenever needed to provide additional
information to the employer, to convince the employer of your
continuing interest in the job, or to give evidence of your
persistence. If you send a follow-up letter, it is best to clearly
identify yourself as a candidate who has already submitted a letter
and résumé. That way, the employer knows that your materials are
already in the system and that this document should be added to your
file. More importantly, the letter shows your good manners, your
persuasiveness, and your good communication skills.
This letter is also direct and forthright. State clearly why you are
writing, say what you have to say, and be done with it. The reader is
a busy person. You may just be sending an up-dated résumé because you
moved from campus to your parents’ home for the summer. Say that and
add a sentence or two about your interest in working for this
employer.
Remember to laser print the letter on paper that matches your other
documents. Blue ink is recommended for your signature.
THANK YOU LETTERS
Thank you letters or personal notes are ALWAYS sent after interviews,
within 48 hours. Hand-written notes are perfectly acceptable if your
penmanship is legible. However, use plain, professional cards or
stationery, not cute or funny cards. Blue ink is recommended for all
personal correspondence and signatures. Typed business letters are
also very appropriate. In either case, send the thank you!
All you need to do is thank the interviewer, be polite and respectful,
state what you understand the next step to be, and sign the letter.
If the interviewer asked for additional information, include it. You
might mention your enthusiasm for this job, if that is the case. Do
not take this for granted. Failure to mention your desire to work for
the employer may be seen as lack of interest. You may also mention
some specific aspect of the job or the interview that was of greatest
appeal to you.
ACCEPTANCE OR REJECTION LETTERS
When an employer makes a job offer, you are not expected to accept or
decline on the spot (unless it is August and you are applying to teach
in the public schools). In fact, it is recommended that you not give
an immediate reply. Just as the employer often takes some days to
consider your candidacy after an interview, you can also consider the
offer made by the employer. Be sure you know your time frame and
respond within it. Once you have weighed the salary, benefits, cost
of living, travel, relocation assistance, and other factors and have
decided, then you need to write and send a respectful letter to
declare your decision.
Whether you accept or decline, you need to be polite and respectful.
Do not burn any bridges or be critical. An angry employer might share
your name with others in your field, giving you a reputation that can
haunt you.
An acceptance letter will clearly state your positive decision and
your starting date, as agreed upon in previous conversation. You can
also state your understanding that more information about starting
date, training date, or other information is expected. In any event,
let your excitement show.
If you decline or reject the offer, show your appreciation for the
time and effort the employer made in this process, mention the fine
qualities that truly impressed you, and your regrets for declining the
offer. In this way, you will still be seen as a professional and
responsible individual. You may state the reason for the decline if
it serves you well. For example, unforeseen family health issues or
your spouse’s job offer in another city. However, this is not
necessary and is not always a good idea.
OTHER LETTERS
Occasionally, a vacancy ad will state that interested individuals
should contact their office for an application form. If time permits,
you can write for this form, or you can phone for faster response. In
both instances, be clear and polite. Briefly state your purpose in
contacting the employer and your request. Provide your name, address,
and/or fax number.
Many times, individuals write to employers to request information about the company or agency and employment opportunities. To do so, use clear, polite communication. Be specific enough to identify a department, job title, or type of job in which you are interested. Include your name, address, and/or fax number.