Job Search Correspondence
Cover letters are used to introduce yourself to an employer, state your interest in an organization or specific vacancy, draw attention to your resumé and motivate the reader to interview you. Cover letters are sent with your resumé. It is important to try to send a cover letter when possible even if you are emailing your resumé.
Typically, employers will scan the resumé first then return to the cover letter to evaluate your writing style. Because it is so important, the cover letter deserves your best efforts. A neat, concise, well-written letter will improve your chances of getting the job you want.
There are basically two types of cover letters.
- The letter of application is used when applying for a specific position that is vacant.
- The letter of inquiry is used if you are interested in working for a particular organization and you are inquiring about potential employment opportunities.
The two letters are very similar with just a few differences in the opening paragraph.
Follow-up letters or thank you letters are an essential part of the job search process. It is important to send a letter after each interview. Letters can also be sent to an employer after a significant phone conversation or after a brief networking meeting. Job seekers often overlook sending these letters. However, they can make a significant difference in the job search and provide you with an opportunity to reiterate important information discussed with an employer.
Guidelines for Effective Letter Writing
Use an Accepted Business Format
The most common format used today is the full-block style. The sample letters provided with this article are written in full-block style.
Personalize the Letter
Address the letter to a specific individual using his/her name, title (Dr., Ms. Mr., etc.) and position with the organization (Director of Human Resources, etc.). You may have to contact the organization to get the necessary information. You may also obtain this information through networking.
Use Non-Sexist Language
If you are answering a blind advertisement, do not assume that the Director of Human Resources has a particular gender by opening the letter with “Dear Sir” or Dear Madam.” “Dear Director of Human Resources” or “Dear Hiring Official” is appropriate.
Limit Your Letter to One Page
To ensure that your letter is no more than one page, write clearly and concisely, and avoid using unnecessary words and phrases. Outline your thoughts before you begin writing. You may set your margins at no less than ½ inch (top, bottom, left and right). Use the same font as your resumé; the smallest font size you should use is 9 point.
Use the “You” Attitude
When writing employment letters, job seekers frequently overuse “I.” Restructure sentences using the “You” attitude and eliminate excessive occurrences of “I” by using “my” and “me.” For example, “I have enclosed a copy of my resumé” becomes “Enclosed you will find a copy of my resumé.” As a rule of thumb, try not to use “I” more than twice per paragraph.
Vary Your Writing
Adding variety to your letters makes them more interesting and easy to read. Try to offset long sentences with short sentences. Using transitional words and phrases helps ideas flow together easily. Varying sentence structure also assists in creating an effective letter.
Use Attention Getting Action Verbs and Adjectives
When describing yourself and your qualifications, use adjectives and action verbs.
Proofread for Errors
To proofread for spelling errors, read the letter backward--from end to beginning. To proofread for grammatical errors, proofread from beginning to end. Have someone else check your letter also.
- Keep a copy of every letter you send along with the job description and make notes about how and when you intend to follow-up.
- Look at the sample letters provided. However, do not copy the sample letters to save time; write your letters yourself and make your work original.
- Use a laser quality printer for your letters and print them on the same paper as your resumé.
- Read books on job search correspondence. Several are available in the Career Services resource library and in most public libraries. You may also use online resources.
- Remember to sign your letters.
- Schedule an appointment to discuss your letters with a Career Services staff member.
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