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Publications
Correspondence
for Your Job Search
Correspondence is important! You
put a lot of time and energy into your resume and interviewing skills (at least
you should...) and you need to put just as much effort toward creating your
cover letters, thank you letters, acceptance letters, etc. Effective letters
will accomplish their immediate purpose as well as impress potential employers
with your professionalism.
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Always keep your reader in
mind. Design your letters to be work-centered and employer-centered, not
self-centered. Your letters are marketing tools that should address the
needs of employers and evoke a desire to learn more about you.
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Never delegate responsibility
for your job search to anyone else. Do all the writing yourself, and take
responsibility for following up with employers.
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Always address your letters to
a specific individual with his or her correct title and business address. Be
certain to spell his or her name correctly.
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Make your letters easy to read
and attractive. Use high-quality stationery and envelopes.
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Keep the letter to one page.
Eliminate extraneous words and avoid rehashing material from your resume.
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Produce error-free, clean
copy.
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Tailor your letters for each
situation. Generic, mass-produced letters are unprofessional.
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Show appreciation to the
employer for considering your application, for granting you an interview,
etc.
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Be timely. Demonstrate that
you know how to do business for yourself, and by implication, for others.
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Be honest. Always be able to
back up your claim with evidence and specific examples from your experience.
This handout will give you specific suggestions regarding format and content
for:
Cover letters
A. Letter of Application
B. Letter of Inquiry or Prospecting Letter
C. Networking Letter
Thank You Letters
A. For a Job Interview
B. For an Information Interview
Application Status Check Letters
Letters of Acceptance
Letters of Refusal
LETTER FORMATS
The sections of your letter will be arranged in one of these styles:
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The Blocked Style. The date,
the complimentary closing and writer's signature and name all begin at the
center line of the page. All other lines begin at the left margin.
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The Modified-Blocked Style.
This is exactly like the blocked style, except that the first line of each
paragraph is indented five spaces.
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The Full-Blocked Style. All
lines begin at the left margin. Nothing is indented (except for displayed
quotations, tables and similar material).
COMPONENTS OF A COVER LETTER
Your Street Address
City, State, Zip
Today's Date
Ms. Ann Jones Note: You always
address Vice President, Marketing a specific person except Widgets, Inc. when
responding to a blind
321 Grand Avenue post office box ad.
El Paso, Texas 70899
Dear Ms. Jones:
The opening paragraph should
arouse the interest of the employer. State why you are writing and give
information to show our interest in this specific organization. If it is a
letter of application, name the position for which you are applying and how
you heard of it.
The middle paragraphs should
create a desire on the part of the employer to know more about you. Explain why
you are interested in working for this employer. Point out your achievements or
qualifications in this field, especially those that meet the job description or
requirements. Refer the reader to your general qualifications on your enclosed
resume. Highlight important points from your resume. Also, highlight points that
will be of particular interest to this specific organization.
The closing paragraph should pave
the way for the interview by asking for an appointment, or by offering to call
the employer in the near future, or by some similar suggestions to facilitate an
immediate and favorable reply.
Sincerely,
(Sign here)
Mary E. James
Enclosure (You are noting that you have enclosed your resume.)
TYPES OF COVER LETTERS
There are two types of cover
letters. An application letter is used to apply for a specific job which you
know is available—usually found through ads or word of mouth. A letter of
inquiry or prospecting letter is used to apply for a position when you don't
know if a vacancy actually exists. With the exception of a few sentences, both
letters are essentially the same. The content of the letter should follow this
format:
Sample 1
Application Letter
(Full Block Format)
356 Hampton Road
Norfolk, VA 23517
May 26, 2006
Ms. Sandy S. Strand
Manager of Human Resources
Atlantic Coast Industries, Inc.
4520 Virginia Beach Boulevard
Virginia Beach, VA 23456
Dear Ms. Strand:
| I
am applying for the position of systems analyst, which was advertised on
May 11 with the career center of Old Dominion University. The position seems to fit very well with my education, experience,
and career interests. |
Come
to the point. Reveal your
purpose and intent. Identify the
position and source of information.
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| Your
position requires experience in computer systems, financial applications
software, and end-user consulting.
With a major in management information systems, I have training
on mainframes, minicomputers, and microcomputers as well as with a
variety of software programs and applications.
My practical experience in my university’s computer center as a
programmer and as a student consultant for system users gave me valuable
exposure to complex computer operations.
Additionally, I worked as a cooperative education student in
computing operations for a large bank where I gained knowledge of
financial systems. My enclosed
resume provides more details on my qualifications. |
Outline
your strongest qualifications
that match the position requirements
based on the themes you selected.
As much as possible, provide evidence of your related experiences
and accomplishments. Make
reference to your enclosed resume.
|
| My
background and career goals seem to match your job requirements well. I
am confident that I can perform the job effectively. Furthermore, I am genuinely interested in the position and in
working for Atlantic Coast Industries.
Your firm has an excellent reputation and comes highly
recommended to me. |
Convince
the employer that you
have the personal qualities and
motivation to perform well in the
position. Sell yourself. |
| Would
you please consider my request for a personal interview to discuss
further my qualifications and to learn more about this opportunity?
I shall call you next
week to see if a meeting can be arranged. Should you need to reach me, please feel free to call me at
685-2297. If I am not in, please leave a message on my answering machine and
I will return your call within
a day.
|
Suggest
an action plan. Request an
interview, and indicate that you will
call during a specific time period to
discuss interview possibilities.
|
| Thank
you for your consideration. I
look forward to talking with you. |
Show
appreciation to the reader for
his/her time and consideration.
|
|
Sincerely
yours,
(Your signature)
Lisa Watson
Enclosure
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Sample 2
Application Letter
(Full Block Format)
1828 Lakeland Avenue
New Road, NY 18767
July 20, 2006
Ms. Mary Smith
Director of Campus Relations
ABC Corporation
87 Ridgeway Avenue
Albany, NY 10059
| Dear Ms. Smith |
Use a name
whenever possible |
|
I
am interested in applying for the sales representative position recently
advertised in the New
York Times. The skills I
have developed from my
work experience and academic background support my strong interest in
a sales career.
As you can see from my resume, the internship I had with XYZ Corporation provided an opportunity for me to gain practical experience with
account maintenance and cold-calling new accounts.
In addition, I have worked as a waiter for the past four
years, learning firsthand how to effectively deal with
customers and their demands. I
have been formally commended by the management
several times, being named “Employee of the Month.”
|
Identify
a position.
|
| Since
I decided to pursue a sales career, ABC Corporation has been at the top
of my list of prospective employers.
The strides your company has taken in
the computer software market, namely the development of packages for use
by pharmacies and hospitals, makes ABC a leader in the industry. |
Refer
to resume – point out
qualifications
and relevant
background.
|
|
I
would very much like an opportunity to speak with you regarding the sales
representative position. I will
call you late next week to discuss my qualifications for the position or
you can reach me in the meantime at (718)555-000.
Thank
you for considering me for this position.
|
Arrange
for an interview.
|
|
Sincerely,
(Your signature)
John J. Jones
Enclosure
|
Note
that you have enclosed your
resume. |
These are good cover letters
because:
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They were addressed to a
person, not just a company or title.
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They stated where the ad was
found as well as the position.
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Background was given and
related to the job.
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An interview was requested and
a plan of action was stated.
NETWORKING LETTERS
Networking letters are designed to
generate information interviews—not job interview—which allow you to meet
individuals who can give you specific information about your intended career.
Your purposes in seeking information interviews may vary, but your reasons for
wanting to meet with a contact person must be genuine and sincere. The
networking letter is the first step in the information interviewing process.
Normally, a resume is not attached to a networking letter, but it may be
presented during the interview itself to help the interviewer address your
questions.
Sample 6
Letter of Inquiry
(Full Block Format)
543 Powhatan Avenue
Norfolk, VA 23517
July 21, 2006
Ms. Cynthia S. Kennedy, Manager
Jones, Smith and Doe, P.C.
Certified Public Accountants
1400 World Trade Center
Norfolk, VA 23510
|
Dear
Mrs. Kennedy:
Dr.
Carr, professor of accounting at Old Dominion University,
suggested that I contact you. He
thought that you would be in an excellent position as an alumna to
assist me with a career decision.>
|
Make
a connection between
you and the reader – e.g., alumnus/alumna of your
school, mutual acquaintance,
similar interest or background.
|
|
As
an accounting student, I am exploring which career path to pursue. Public
accounting, management accounting, and IRS work all sound interesting to
me at this point, but I want to go into my campus interviews next semester
with a clear sense of direction. I
would like to get your advice on the long-term career implications
of each path as well as a better handle on the day-to-day
activities of a CPA.
|
State
your purpose without
pressuring the reader. Explain
your situation briefly. |
| I
shall call you next week to see if we can arrange a brief meeting at
your convenience. Thank you
for considering my request.
Sincerely,
(Your signature)
Janis K. English
|
Request
a meeting at a
mutually convenient time,
and indicate that you will call
to make arrangements. |
THANK YOU LETTER
Why send a thank you letter? A
thank you sent to a potential employer will make you stand out above the crowd.
Not everyone sends them and it will be noted "if" you take the extra
time.
Thank you letters:
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Remind the employer who you
are.
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Impress the employer with your
conscientiousness and enthusiasm.
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Shows the employer that you
really did appreciate the time that was given to you—a common courtesy
which isn't all that common. You don't have to gush with gratefulness.
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Are professional, polite and
to the point. The thank you letter is also an opportunity to inform
the employer of relevant job-related information:
events which have occurred, awards received, etc., since your interview. For
example,. "Since speaking with you, I have received an award for
excellence from the National Association of Accountants. This is the first
time I have been recognized nationally and am quite excited about it."
Sample 7
Thank You Letter
(Blocked Format)
3701 Old Mill Road
Decatur, GA 30214
May 1, 2006
Ms. Kim Parsons
Executive Vice President
Worldwide Automation & Control, Inc.
1127 Nelson Drive
Chicago, IL 60602
Dear Ms. Parsons:
Thank you for taking the time to
interview me at Georgia Tech on April 29th.
I enjoyed talking with you and learning more about the mechanical design
position with Worldwide. As you recall from our interview, I have had experience
as an intern with Honeywell IAC. I have also taken advanced classes in material
engineering at Georgia Tech. I greatly enjoy this career field and wish to apply
my interest and knowledge to Worldwide Automation & Control. Again,
thank you for the opportunity to interview with you. I look forward to speaking
with you again soon.
Sincerely,
(Your Signature)
James Davis
LETTER OF ACCEPTANCE
Usually, an acceptance or
rejection is initiated by you over the phone. The employer will also typically
make an offer over the phone. If you need more information from the employer
before making your decision to accept or reject the job, give the employer a
call. There may be times when you'll want to put the acceptance or
rejection in writing or if the employer requests it.
Sample 11
Letter of Acceptance Letter of Acceptance
(Full Block Format)
504 Coast Drive
Newport News, VA 23609
July 20, 2006
| Dear
Mr. Stevens: |
The
acceptance letter
provides you with the
opportunity to:
|
| I am
writing to confirm my acceptance of your employment offer of
February 15th and to tell you how delighted I am to be joining
Micro International in Richmond.
The work is exactly what I have prepared for and hoped to do. I feel confident that I can make a significant contribution
to the corporation, and I am grateful for the opportunity you have given
me. |
Confirm,
accept, and reaffirm
your employment decision. |
| As we
discussed, I will report to work at 8:00 a.m. on March 20th and
will have completed the medical examination and drug testing before the
start date. Additionally, I
shall complete all employment and insurance forms for the new employee
orientation on March 24th. |
Confirm
logistics. |
|
I look forward to
working with you and your fine team.
I appreciate your confidence in me and am very happy to be
joining your staff.
Sincerely,
(Your Signature)
Paulette Downey
|
Express
your appreciation for
the opportunity. |
LETTER OF REFUSAL
Just as you would inform an
employer that you accept a job offer, you need to let an employer know that you
refuse a job offer. If you are offered a position and decide you don't want to
accept it, you need to communicate this to the employer. Keep in mind that you
will not keep your present job forever. It is very unwise to "burn
your bridges" by annoying employers; keeping them unaware of your decisions
will annoy them.
Sample 13
Letter of Refusal
(Modified Block Format)
351 Newstead Avenue
Chesapeake, MD 23466
July 20, 2006
Mr.
Michael Duvall, Manager
Sales and Marketing Division
New Wave Properties, Ltd.
1977 Yorktown Parkway
Williamsburg, VA 24241
|
In
rejecting an offer, you
can demonstrate your
professionalism:
|
|
Dear Mr. Duval:
Thank you very much for
offering me the position of commercial leasing agent with New Wave
Properties. I appreciate your
discussing the details of the position with me and giving me time to
consider your offer.
|
Acknowledge
the offer. |
You
have a fine reputation and there are many aspects of the
position which are very appealing to me.
However, I believe it is in our mutual best interest that I
decline your kind offer. This
has been a difficult decision for me, but I believe it is the appropriate
one for my career at this time. |
Show
thoughtful consideration. |
|
I want to thank you for
the consideration and courtesy given
to me. It was a pleasure
meeting you and your fine staff.
Sincerely,
(Your Signature)
Kristin Longfellow
|
Express
appreciation. |
FINAL TIPS ON JOB SEARCH
CORRESPONDENCES
It is a good idea to keep an
organized file of your correspondence and phone calls with each potential
employer. Keep a copy of each letter you send. By keeping a copy of each
correspondence and a notation of phone calls together, you will be able to
determine when you last communicated, with whom you communicated, and what
information you received for each employer. Using a systematic approach will
make the hectic and sometimes long process of finding a job easier for you.
If you have any questions or
concerns contact Moraine Valley's Job Placement Center. We may be available to answer your
question then, or you can make an appointment to talk a little more in depth.
SAMPLE REFERENCE PAGE
REFERENCES OF SALLY SMITH
123 Apple Lane
Anytown, NY 12345
(716) 621-1029
e-mail: smsith@aol.com
Dr. Samuel Goodfellow
Associate Professor of Biology
Moraine Valley Community College
9000 W. College Pkwy.
Palos Hills, IL 60465
(708)888-5555
Mr. John Fredericks
Director Manager
Medallion Day Care Center
1423 Main Street
Palos Park, IL 60464
(708)123-3457
Ms. Jane Gregory
1-2-3 Fashions
1938 Lisa Drive
Oak Lawn, IL 60453
(708)111-5555
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