Cover Letters
Follow-Up Letters
Guidelines for Effective Letter Writing
Additional Suggestions
Contents of the Cover Letter
Sample Letter of Application
Sample Letter of Inquiry
Contents of the Follow-Up Letter
Sample Follow-Up Letter

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COVER LETTERS
Cover letters are also known as “letters of interest”, “introduction letters”, and “motivation letters”. They are used to introduce you to an employer, state your interest in an organization or specific vacancy, draw attention to your CV/resume and motivate the reader to interview you. Cover letters are sent with your CV/resume and other requested documents.

Frequently the cover letter is more important or convincing to employers than the CV/resume because it refers to what you can offer to the organization in the future, not showing just what you have done in the past. 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 most common and 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.

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FOLLOW-UP LETTERS
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.

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GUIDELINES FOR EFFECTIVE LETTER WRITING
Use an Accepted Business Format
A common format used today is the full-block style, as shown in the attached letters. However, check with the customs of the country in which you are applying to learn what letter format is considered most appropriate.

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 or through an on-line search.

Use Attention Getting Action Verbs and Adjectives
When describing yourself and your qualifications, use adjectives and action verbs. Clarify for the reader why you are the best candidate for the position and what your motivation is for applying for the position. Cover letters should highlight and elaborate on relevant personal skills, rather than just repeating the education and career experience reflected in your CV/resume.

Handwritten versus Typed Letters
Depending on the country in which you are applying, handwritten cover letters may be more appropriate for some professions. Wording in this style of letter should remain professional and direct.

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 CV/resume; the smallest font size you should use is 9 point.

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.

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.

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ADDITIONAL SUGGESTIONS
•Keep a copy of every letter you send and make notes about how and when you intend to follow-up   with the employer.

•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.

•Format your letter to fit the suggested structure for cover letters in the country in which you are   applying.

•Use a laser quality printer for your letters and print them on the same paper as your resume.

•Read books and check online resources on international job search correspondence.

•Remember to sign your letters.

•Make an appointment to discuss your letters with a Career Services staff member via phone or e-mail   correspondence.

Applicant’s Address
City, State, Zip Code, Country
Date of Letter

Hiring Official’s Name
Title
Organization
Address
City, State, Zip Code, Country

Salutation: (If possible, address the letter to a specific person.)

First Paragraph: State the reason for the letter. If you are writing a letter of application, state the specific position for which you are applying and indicate where you learned about the position (web site, Career Services, news media, friend, employment service, newspaper). For a letter of application, also state why you are interested in the position. If you are writing a letter of inquiry, define the type of position you are seeking and explain why you are interested in working for this organization. While writing either type of letter, try to attract the employer’s attention in an interesting yet professional manner.

Second Paragraph: Refer to your CV/resume. If you know the requirements for the position, try to outline how your education and experience qualify you for the position. You can do this by describing specific accomplishments or highlighting skills you have developed through work experience, course work, campus or community involvement, or other activities. Make every effort to connect your qualifications to the job requirements. State what attracts you to the organization.

Third Paragraph: Establish a flow of action that produces a positive response. Suggest what you want the reader to do or what action you plan to take to keep the relationship alive and moving. It is common in this final paragraph to state that you are willing to present your application/CV/resume in more detail during a personal interview. Repeat your telephone number and additional contact information. Remember that the most important purpose of this letter is to encourage the employer to interview you and show your motivation for applying for this position/field of work.

Sincerely,

(Your Signature)

Your Typewritten Name

Enclosure

Ms. Lauren Panetta
Director of Human Resources
American Refugee Committee
430 Oak Grove St., Suite 204
Minneapolis, Minnesota 55403, USA

Dear Ms. Panetta:

This letter is in response to the Program Manager - Kosovo position advertised in the February 27, 2004 edition of the International Career Employment Weekly. I am confident that my qualifications for this position merit your consideration, as I have several years of experience in the development and implementation of collaborative international programs.

As you can see from my resume, I recently obtained my master’s degree in international relations from Webster University in St. Louis, Missouri. While this degree has provided me with a strong background in international development, economic, and logistics management theory, it has also given me the opportunity to demonstrate my abilities through practical experience. As a Programming Intern with the International Institute – St. Louis, I was responsible for instituting an annual community fair, highlighting services and resources available for new immigrants to the area. This project allowed me to develop and refine my communication, planning and organizational skills while learning to serve as a liaison between the non-profit organization and various entities in the community. The success of this program has been overwhelming and has been integrated into the annual budget, fundraising efforts, and marketing of the organization, as the population growth in St. Louis in recent years is largely due to immigrants from the former Yugoslav republics.

Although the enclosed CV outlines my education and experience, I would appreciate the opportunity to demonstrate in an interview my knowledge of international development and relief programs, initiative, and interpersonal skills. I will be contacting you by telephone next week to discuss your needs and my qualifications. If you have any questions before that time, please contact me at 314-588-9632. Thank you for your consideration.

Sincerely,

Thomas F. Green

Enclosure

6429 Sutherland
St. Louis, MO 63109
February 16, 2004

Mr. Jean-Paul Brodier
Human Resources Manager
World Health Organization
Avenue Appia 20
1211 Geneva 27 Switzerland

Dear Mr. Brodier:

Recently, while conducting an Internet search, I learned that the World Health Organization recruits and hires individuals with advanced degrees and a background in communications for various initiatives. Having family living in several countries in Europe and studying abroad at Webster University at Geneva, I am very familiar with your organization and its reputation for being a leader in preventative health education and eradicating diseases. I am certain that my education and experience would compliment the World Health Organization’s reputation of compassion, dedication, and excellence.

As you can see from my curriculum vitae, I recently completed my master’s degree in media communications at Webster University. While my degree taught me the basics of marketing and journalism, my four years of public relations and strategic planning experience have given me the opportunity to apply this knowledge to real-life situations. Furthermore, being actively involved in several community organizations has helped me develop effective time management, partnership, and leadership skills. I believe these skills are critical to the success of any individual wishing to work in a global health organization. My ten years of coursework in French and time spent with family in French-speaking countries has allowed me to become functionally fluent in the language. I also possess basic knowledge of German and Spanish, and hope to further enhance my communication skills in these languages through an international career.

I would appreciate a chance to meet with you to learn more about the World Health Organization and its current initiatives. Please contact me at 314-353-1234 if you have any questions concerning my education/experience or wish to schedule a time to discuss possible career opportunities. Thank you for your consideration.

Sincerely,

Sophie Bertrand

Enclosure

Interviewer’s Name/Networking Contact Name
Title
Organization
Address
City, State, Zip Code, Country

Salutation:

First Paragraph: Express appreciation to the reader. If you are sending a follow-up letter after an interview, tell the reader where the interview was conducted, what position you interviewed for, the day and date of the interview, and any other relevant information. If you are sending a follow-up letter after a significant networking meeting, remind the reader about the day and date of the meeting, discuss your interest in the company, and provide any additional information.

Second Paragraph: Express continued interest in the position or company and briefly match your qualifications to the position description or company.

Third Paragraph: Indicate your willingness to provide additional information to support your qualifications. End the letter with a friendly, professional close.

Sincerely,

(Your Signature)

Your Typewritten Name

Berchtoldgasse 1
A-1220
Vienna, Austria
Europe
March 3, 2004

Mr. Dieter Heinrich
OSCE Secretariat
Attn: Recruitment Section
Karntner Ring 5 – 7
A-1010 Vienna, Austria
Europe

Dear Mr. Heinrich:

Thank you for taking time to meet with me today to discuss the Assistant Programme Officer position currently available at the Organization for Security and Co-Operation in Europe. I would like to extend my appreciation to your entire staff for making me feel comfortable during the interview.

After interviewing with you and the members of the Action Against Terrorism Unit, I am even more convinced that my education, experience and skills are well-suited for the position. Implementing and establishing the protocol for the Counter-Terrorism Network (CTN) would capitalize on my fluency in English and Russian, education in social psychology, organization skills, and diplomatic abilities. While the hours may be long and the work demanding, I am excited and energized by the potential challenges and rewards a career in international affairs has to offer.

Should you have any questions concerning my qualifications or wish to obtain a list of references, please contact me at 431-514-3966. I look forward to hearing from you again and to becoming an integral part of the OSCE workforce.

Sincerely,

Heidi Reitenbach