There are many types of correspondence you may have with employers during your job search - cover letters, thank you notes, offer acceptance and decline letters, and informational interview letters. Letters to employers are valuable and necessary additions to your marketing tools. Put thought and effort into your job search letters; they communicate a great deal about the kind of person (and employee) you are.
Informational Interview Request Letters
Conducting information interviews is an excellent way to research career fields and inquire about potential job leads. When you write a letter requesting an information interview, make it clear that your purpose is to get information and advice, not to get a job. In the letter, introduce yourself and why you are writing. Indicate that you will follow up with a phone call to arrange a meeting time or a telephone interview. Do not enclose a resume; you are not asking for a job. If suggested by your contact, you can bring a resume to an in-person meeting or mail one to the person later for their advice and comments.
When writing a letter requesting an information interview
- introduce yourself and your purpose,
- explain how you got the contact's name,
- describe your background and interest in the contact's career field or organization,
- let the contact know how they can help you,
- inform them of when you intend to call, and
- be brief and professional.
Cover Letters
A cover letter should accompany each resume or curriculum vitae you distribute. It should be concise and to the point. Certainly no longer than one page. The purpose of your cover letter is to introduce your resume/cv and highlight aspects of your experience and skills that are most relevant to the position you are seeking. Your cover letter will be much more effective if written for a particular employer and position. Research each employer and position. This allows you to personalize the letter and draw direct connections between your qualifications and the job requirements.
Your letter should answer four questions for the reader:
- Why are you writing?
- Why are you interested in the organization and/or job?
- Why would the employer be interested in you?
- What is your next step?
Provide the reader with the answers to these questions in three main sections:
- The Introduction
Introduce who you are and why you are writing to the employer. Answer the reader's question, "Why am I reading this letter?" Name the position or field you are interested in, how you learned of the opening or organization, and, if appropriate, who referred you. In a sentence or two, at most, explain what skills make you the best candidate for the position.
- The Body
In one or two concise paragraphs, match your background to the needs and interests of the employer. Summarize your qualifications and give specific examples, without repeating your resume. Focus on your transferable skills, strengths, accomplishments, and results. Your research on the organization will be important here, because it will help you specifically link your qualifications with each employer.
- The Closing
In this brief paragraph, make a summary statement and refer the reader to your enclosed resume, then state what the next step is. End actively, with an offer to contact the employer within a specific period of time, usually one to two weeks. Confirm how they may reach you, via phone or e-mail. Thank the reader for their time/consideration and remember to sign your letter.
Tips on Writing Your Cover Letters
- Address your letter to a person, not a title. Check employer information or directories for contact names or call the organization directly to ask for the name (and correct spelling) and title of the appropriate person.
- Demonstrate your focused job interest, emphasize what you offer the employer, and supplement and support your resume.
- Give concrete examples of your abilities and skills.
- Use your own words. Your letter should highlight your individual strengths and communication skills. View available sample letters as examples of how letters might be written, not how they should be written.
- Use direct, positive language. Avoid flowery or overly formal wording. Use active, not passive, statements.
- Follow proper business format. Center your letter on the page. Use the same paper and font style as on your resume.
- Your resume and cover letter may be folded for mailing. Use envelopes that match your resume/cover letter paper.
Thank You Letters
You should send a thank you letter immediately after every job interview or information interview (whether by phone or in person). A thank you letter shows you have social skills and gives you once last chance to market yourself. Use the letter to confirm your interest in the position and organization. Address how you could contribute to the organization. You can, if necessary, clarify answers you gave in the interview.
Tips on Writing Your Thank You Letters
If you were interviewed by more than one person, send a thank you letter to the key hiring decision maker and to the person who coordinated the interview process. Personalize each letter, since the recipients are likely to discuss your candidacy together.
In your letter to the coordinator of the interview, mention the names of those you met.
This is still a business letter, but may be more personal in tone. Mention the date you spoke with the person and highlight a particularly piece of information that you found interesting.
Type your thank you letter. Keep your letter brief. Three short paragraphs are usually sufficient.
Acceptance/Decline Letters
At some point in your job search, you will find it necessary to accept and/or decline job offers. First respond to the offer by telephone, then follow up with a letter. Be sure to confirm your decision in writing to prevent confusion and misunderstandings.
When writing an offer acceptance letter, include:
- details of the position including salary, other bonuses, job title, start date and location, and relocation package, and
- a short message about your enthusiasm for the position and appreciation for the opportunity.
When writing a letter declining an offer, include:
- a statement of appreciation for the offer,
- a brief reason for declining the offer, and
- a statement that leaves open the possibility of some future contact, if appropriate.
Sample Cover Letter
