Letter Writing Guide
Letter Writing Guide
- Job Search Correspondence
- Application/Cover Letter
- Prospecting Letter
- Post-Interview Thank You E-mail
- Acceptance Letter E-mail
- Declining an Offer Letter
- Apology Letter
Suggestions for Job Search Correspondence
Your correspondence with an employer is the first impression they will have of you. It is vital to communicate effectively. Job-search letters should promote your candidacy and show sound writing principles. The following suggestions will help you achieve those goals:
Always address your letters to a specific individual with his or her correct title and business address. Names are often found in Business Career Services (1320 Gerdin Business Building) or you may call the company's Human Resource Department to get the correct name. Use "Ms." or "Mr." Only use "Hiring Manager" or "Selection Manager" as a last resort.
Keep the letter to one page. Eliminate wordiness and restating your resume. Highlight key points.
- Produce error-free, clean copy. Have it proofread by several others.
- Tailor your letters for each situation. Generic, mass-produced letters are unprofessional.
- Thank the employer for reviewing your application and/or granting you an interview.
- Always keep your reader in mind. Make your letter easy to read, upbeat and positive.
- Relate your background and skills to the position for which you are applying.
- Be honest. Always be able to back up your claims with specific examples from your experience.
- Vary your sentence structure so that every sentence does not start with "I".
- Most communication in job seeking may be sent electronically.
- E-mail is an appropriate method for sending job search correspondence.
Application/Cover Letter
Use this letter to respond to specific job openings, AND to get an interview!
(Center letter on the page from top to bottom)
Your Address
City, State Zip
Current Date
Individual's Name
Title
Name of Organization
Address
City, State Zip
Dear (Ms. or Mr.) ____________:
First Paragraph: State why you are writing, the position for which you are applying, and how you learned of the opening. Make one strong opening statement about yourself.
Second Paragraph: Express why you are interested in the position, the organization, its products or services. Address each skill, either required or preferred, listed in the job description. Highlight experience or coursework directly related to the position. Tell the reader what you can bring to the company.
Third Paragraph: Refer the reader to the attached resume. Request an interview and indicate when you will be available to interview. Provide your phone number and e-mail address. You may want to give a specific time period in which you will follow-up with a phone call. (This statement does require that you follow through) Close with appreciation for the reader's time and consideration.
Sincerely,
Your Name
Prospecting Letter
The purpose of this letter is to communicate with potential employers when you are not aware of a specific job opening. Prospecting letters are used extensively for long distance searches. Structure this letter similarly to the cover letter, but instead of using position information, focus on your strengths, your skills and what you bring to the table.
(Center letter on the page from top to bottom)
Your Address
City, State Zip
Current Date
Individual's Name
Title
Name of Organization
Address
City, State Zip
Dear Mr. or Ms. _____________:
First Paragraph: Indicate your interest in the company, organization, or type of work and state how you learned about them. Make one strong opening statement about yourself.
Second Paragraph: Outline your strengths focusing on work experiences, co-op/internships and coursework . Convince the employer that you have the skills and motivation to contribute to the organization. Tell them what you can do for them, not what you expect from them.
Third Paragraph: Request an interview and indicate that you will call during a specific time period to discuss interview possibilities. If you will be in the area of the company over break or for a long weekend, suggest the possibility of meeting during that time. Express appreciation for their consideration, and say you look forward to talking with them.
Sincerely,
Your Name
Post-Interview Thank You E-mail
Tips
- Write your email within 48 hours of the interview; five business days is a maximum
- Send a thank you e-mail to each person you had significant contact with during the interview(s)
- Keep it short (approximately 6-8 sentences)
- Reiterate your interest in the position and highlight your most relevant skills as discussed in your interview
- Display effective communication skills and good business etiquette
- Gives you a slight edge over your competition since other applicants may not write one
E-mail thank you versus mail thank you:
- E-mail reaches recruiters quickly!
- Several recruiters may not be in their office every day to receive mail, however, they may check their e-mail frequently
- E-mail documents are easy to paste into applicant tracking systems utilized by recruiters
Thank You E-mail Template:
Subject: Interview for [Job Title]
Dear Mr. or Ms. ___________:
First Paragraph: Thank the interviewer for the interview. State the job for which you interviewed, the date of the interview and the place where it was conducted. Reaffirm your interest in the position and the company.
Second Paragraph: Reiterate your strengths and why you would be ideal for the position. Also you can mention something you may have forgotten to say during the interview. Indicate any attachments that were requested by the interviewer.
Third Paragraph: Thank the interviewer for his or her time and consideration. Indicate your interest in further communication or providing additional information.
Sincerely,
Your Name
Email Address
Address
Phone number with area code
Acceptance Letter E-mail
(Center letter on the page from top to bottom)
Your Address
City, State Zip
Current Date
Employer's Name
Title
Name of Organization
Address
City, State Zip
Dear Mr. or Ms. __________:
First Paragraph: State the specific position you are accepting which was offered by either phone call or letter. Include the exact details of the agreement; i.e., job title, location, starting salary, number of hours if it is a factor, etc.
Second Paragraph: Mention any enclosures, such as an application, employee forms, or other materials.
Third Paragraph: Give a statement of appreciation for the opportunity to begin your career with this firm.
Sincerely,
Your Name
Declining an Offer Letter
These letters are written when you have decided definitely to decline an offer from an employer. It is an act of courtesy to notify employers as soon as you have arrived at your decision with a phone call, followed up with a letter. It is not professional to leave a voice message declining an offer.
(Center letter on the page from top to bottom)
Your Address
City, State Zip
Current Date
Employer's Name
Title
Name of Organization
Address
City, State Zip
Dear Mr. or Ms. ____________:
First Paragraph: Thank the employer for the offer and be sure to state which position you were offered.
Second Paragraph: Include a statement such as, "I have decided to pursue other opportunities and will not be accepting your offer at this time."
Third Paragraph: Close with an appropriate statement to keep the door open for possible future contact.
Sincerely,
Your Name
Apology Letter
Should you miss a scheduled interview, it is appropriate that you extend an apology to the recruiter. Failure to do so could seriously impair future relations with that particular organization.
(Center letter on the page from top to bottom)
Your Address
City, State Zip
Current Date
Employer's Name
Title
Name of Organization
Address
City, State Zip
Dear Mr. or Ms. ___________:
Extend your apology for missing the interview. State your reason; e.g., car problems, illness, family emergency, etc. Avoid sharing information that is too personal or could be used to discriminate against you. Ask for another opportunity to interview.
Sincerely,
Your Name