COVER LETTERS
Cover
letters are used to introduce yourself to an
employer, state your interest in an organization
or specific vacancy, draw attention to your
resume and motivate the reader to interview
you. Cover letters are sent with your
resume. It is important to try to send
a cover letter when possible even if you are
emailing your resume.
Typically,
employers will scan the resume 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
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 resume;
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 resume” becomes “Enclosed
you will find a copy of my resume.”
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.
ADDITIONAL
SUGGESTION
- 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 resume.
- 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.
