JOB SEARCH LETTERS IN EDUCATION
Updated 5/12/2006Cover Letters
A cover letter is always used when you mail
your résumé to a school district (usually with
their application form). 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 a teacher 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:
- Any business letter style or format is acceptable. Choose a style that serves you, and stay with it.
- Learn the name and title of the person to whom you are writing, if at all possible. Usually, a simple phone call, a quick check of a state listing of districts, or a little networking will accomplish this small task.
- 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.
- 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 (subject, grade level, etc.). 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 April 24-28.
- Choose your words carefully, for strong impact: avoid redundancy, use teaching jargon appropriately, eliminate unusual abbreviations, embellish generic résumé information or give information relevant to this employer, do not simply repeat information from your résumé.
- 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!
- Use the active voice rather than passive.
- Spell-check, proofread carefully, then read slowly and aloud. Ask for assistance from others in the Writing Center, Career Development & Placement, or picky “friends.”
- Print on paper that matches your résumé and reference page.
- Sign in blue ink.
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, résumé, and application
form. 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 in this district.
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, and serve as good samples of your
penmanship. However, use plain, professional
cards or stationery, not cute or funny cards.
Blue ink is recommended for 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,
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 principal or superintendent
might share your name with others in nearby
districts, 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 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, phone for faster response, or
stop in personally to pick up the form. In any
instance, be clear and polite. Smile and
introduce yourself, whether in person or on the
phone. Briefly state your purpose in contacting
the employer and your request. Provide your
name, address, and/or fax number if phoning or
writing.
Many times, individuals write
to school districts to request information about
employment opportunities. To do so, use clear,
polite communication. Be specific enough to
identify the subject(s) you teach and the grade
level in which you are interested. Include your
name, address, and/or fax number.