Job Search Correspondence

Once upon a time, there were just a few set rules for witing a great cover letter.

 

Written communication -- whether hard copy or email -- serves many purposes in a job search. In a thorough job search, you will write many types of letters. Cover letters, which accompany and introduce your resume, are perhaps the most commonly discussed, but are not the only letters you will need. Letters also precede, follow-up, and confirm verbal conversations, so they serve as a record and reminder of interactions, as well as evidence of your communication skills.

Why Send a Cover Letter?

  • Explains why you are sending a resume. Don't send a resume without a cover letter (unless you are explicitly asked to do so). Do not make the readers guess what you are asking for; be specific: Do you want a summer internship opportunity, or a permanent position at graduation; are you inquiring about future employment possibilities?

  • Tells specifically how you learned about the position or the organization -- a flyer posted in your department, a specific directory at Career Services, a family friend who works at the organization. It is appropriate to mention the name of someone who suggested that you write.

  • Convinces the reader to look at your resume; the cover letter will be seen first. Therefore, it must be very well written and targeted to that employer.

  • Calls attention to elements of your background -- education, leadership, and experience -- that are relevant to a position you are seeking. Be as specific as possible, using examples.

  • Reflects your attitude, personality, motivation, enthusiasm, and communication skills.

  • Provides or refers to any information which is specifically requested in a job advertisement which might not be covered in your resume, such as availability date, or reference to an attached writing sample.

  • Indicates what you will do to follow-up your letter.

Two Types of Cover Letters

In a letter of application -- applying for an advertised opening -- applicants often say something like "I look forward to hearing from you." However, it is better to take the initiative to follow-up, saying something like, "I will contact you in the next two weeks to see if you require any additional information regarding my qualifications."

In a letter of inquiry -- asking about the possibility of an opening -- don't assume the employer will contact you. You should say something like, "I will contact you in two weeks to learn more about upcoming employment opportunities with (name of organization)." Then mark your calendar to make the call.

Tips for Better Correspondence

  • Individualize: While there are specific components to types of letters, each letter should be individually tailored and targeted to the recipient. There is no such thing as an effective "form letter" in a job search. (You know when you get a form letter in the mail; a prospective employer knows too.)

  • Make your purpose clear: Don't make an employer guess why you are writing or what the heck you are writing about. In choosing your words, think about the purpose of your letter and details of your individual circumstances. For example, if you make a telephone call to an employer prior to sending a cover letter, it makes sense for your letter to refer to the telephone call. If you must respond to an employer's letter to you, read the letter carefully to draft an appropriate response.

  • Edit: Grammar, spelling and punctuation should be error-free; wording should be clear, concise and business-like; avoid gimmicky language and slang terms.

  • Be yourself: Be your formal, business-like self, but express yourself in a manner that is natural to you. Avoid too much "borrowing" of language from sample letters and friends' letters. Use good examples as inspiration, but don't copy.

  • Record-keeping: Retain a copy of every letter you send (yes, this includes email); mark your calendar for any appropriate follow-up.

Other Types of Job Search Correspondence

  • Networking
    This letter is designed to generate information interviews, not job interviews. (The CACLC can assist you in identifying valuable networking contacts).

  • Thank-you
    This letter establishes goodwill, expresses appreciation and strengthens your candidacy. The basic rule of thumb is that everyone who helps you in any way gets a thank-you letter.

  • Acceptance
    Use this letter to accept a job offer, to confirm the terms of your employment, and to positively reinforce the employer's decision to hire you.

  • Withdrawal
    Once you accept a position, you have an ethical obligation to inform all other employers of your decision and to withdraw your employment application from consideration.

  • Rejection
    Candidates may have to decline employment offers that do not fit into their career objectives and interests.

Today's effective cover letter specifically and concisely points out the most relevant skill sets mentioned in your resume and relates them to the stated needs/qualifications of the position.

Another Tip

All employers want and all positions require people with excellent communications skills. Your cover letter demonstrates your writing skills, so write it thoughtfully. Allow your personality to come through, and particularly seem interested and enthusiastic, both about what you have to offer, and what they offer you. However, although this is a formal letter, the style doesn't need to be stiff. You should try to be creative in your cover letter to stimulate an employer's interest without jeopardizing the professional presentation of your qualifications.

A good cover letter will communicate interest, motivation, and self-confidence and hopefully will result in both a close reading of your resume and an interview.