Job Search Letters

• Overview
• Types of Cover Letters
• Other Types of Job Search Correspondence
• Producing a Professional Letter
• Final Tips

OVERVIEW

All the time and effort you put into producing a professional/polished resume should be complemented with a well constructed cover letter. When receiving a letter and resume, most employers will read the letter first. This means that if you want an employer to give your resume serious consideration, you have to sell yourself in your letter.

Writing effective letters takes considerable thought and effort. You must reflect not only on your personal objectives, but also on the needs and interests of your reader and the requirements of the situation. Ideally your letters should flow from and be linked to the following career development activities:

• Assessing your abilities, interests, values and motivations
• Researching and evaluating occupations and employers
• Defining your work objectives and career goals
• Writing a professional resume
• Planning and implementing your job search campaign
• Interviewing for job opportunities
• Choosing appropriate employment

Even though letter writing most directly supports the last three tasks, it is important to place this activity in the broader context of career planning and your job search. Should you find yourself struggling with your letters, it may be because you have failed to devote the necessary attention to assessing your strengths, researching occupations and employers, and defining your work objectives and career goals.

Finding employment is, in large part, a function of effective communication. The success of your job search will hinge on your ability to present yourself professionally and demonstrate your value as a prospective employee. You must convince employers that you have something to offer if you are to receive further consideration. Employers are seeking to hire persons whose interests and abilities most closely match requirements of the job.  A good fit between and individual's personality, values and philosophy and the organization's culture is also highly desirable.

TYPES OF COVER LETTERS

In the course of your job search, you will write two basic types of letters to seek out employment opportunities: letters of application and letters of inquiry.

Letters of Application:

This type of letter is written in response to a specific, advertised job opening. Your purpose is to spur employers to read your resume and set up a job interview. In order to be successful, you must demonstrate that your qualifications match the requirements of the position. If possible, get a copy of the position description and study it carefully. Your letter should be organized as follows:

• Identify the position for which you are applying and state how you learned about it.
• Describe your qualifications as they relate to the position requirements, providing evidence of your related experiences and accomplishments.
• Convince the employer that you have the personal qualifications and motivation to perform well in the position.
• Indicate your availability for an interview.

Letters of Inquiry:

This letter is written to seek out possible openings and generate, if not a job interview, at least an initial informal interview. Since many positions are not widely advertised, a letter of inquiry is used to familiarize the employer with your qualifications so they will remember you when a position opens. Its structure is similar to the letter of application; but instead of addressing specific position requirements, it focuses on your qualifications and interests in broader, more general terms. Like the letter of application, it will be most effective if it reflects a knowledge of the organization and communicates what you can do to contribute to organizational needs and goals. This type of letter should be organized as follows:

• Ask for consideration for any existing or anticipated openings suited to your qualifications.
• State why you are attracted to the organization and indicate the area of the organization that interests you or the type of position you are seeking.
• Highlight your qualifications as they relate to your stated interest.
• Ask for the opportunity to meet with someone to further discuss your interests and qualifications.

OTHER TYPES OF JOB SEARCH CORRESPONDENCE

Although most of your job search letters will be written to seek out employment opportunities, there will be occasions that will require other forms of correspondence. These too should be prepared carefully and professionally.

Networking Letter:

This letter is designed to generate informational interviews - not job interviews. During informational interviews you can meet with individuals who may be able to give you information about your intended career. Informational interviewing is a valuable way to research job markets, define career goals, and possibly uncover vacancy information.

A resume is not typically attached to a networking letter - again your goal with informational interviewing is not to interview for a job, but to gain information that may help you in your job search. However, during your informational interview, you may want to bring your resume in order to assist the interviewer in helping you answer questions or further clarify goals.

Thank You Letters:

This is one of the most important, yet least used forms of correspondence. It is used to establish goodwill, express appreciation, and strengthen your candidacy. Make sure that everyone who helps you in your job search receives a thank you letter. When used to follow up a job interview, try to send your thank you letter (or email) within 24 hours.

This letter should be brief and concise. Make sure to restate your interest in the position, reemphasizing your qualifications and expressing your sincere appreciation for the interview.

Acceptance Letter:

This letter is used to accept a job and confirm the terms of your employment (salary, starting date, etc.). Most often this letter follows a telephone conversation during which details of the offer and terms of employment are discussed. Some employers will specifically request that you respond in writing. Even when this is not the case, write a formal letter of acceptance to project your professionalism and avoid any confusion about your employment.

Withdrawal Letter:

Once you accept a position, you have the obligation to inform all other employers of your decision, and to withdraw your application from consideration. Express appreciation for the employer's consideration and state simply and cordially that you have accepted other employment.

Letter of Decline:

Employers aren't the only ones who send rejection letters. You may decide to decline job offers that don't fit your personal objectives and interests. Rejecting an offer should be done tactfully and thoughtfully. Indicate that you have given the offer careful consideration and have decided not to accept it. Be sure to thank the employer for the offer and for considering you as a candidate.

PRODUCING A PROFESSIONAL LETTER

Just as with your resume, your letters should be error free and visually appealing. Although you may be able to send the same resume to a variety of different organizations, each letter you send should be carefully tailored to the situation and the employer being addressed. Never send a form letter.

Employers will view your letter as an indication of your written communication skills, so keep it formal, businesslike, and concise. One page should be sufficient and it should be in print that is sharp and easy to read. Do not use unusual fonts.

Whenever possible, address your letter to a specific person. This may require you to call the organization and ask to whom you should address your cover letter. Last, but not least, proofread carefully. Typos, spelling, grammatical or punctuation errors will prevent you from receiving serious consideration.

FINAL TIPS

• Write to a specific person.
• Present your message clearly, concisely, and honestly with consideration for your reader. Desirable length is usually one page.
• Give specific and pertinent information relative to the position you seek. Generalities are not only confusing, but they imply you are trying to conceal a weakness. Include enough facts to be convincing.
• Be yourself and be positive. Personnel executives easily recognize letters copied from textbooks, written by employment agencies, or sent out in mass.
• Make the appearance attractive. Use a standard business letter format and  8 1/2 x 11" bond paper. White, ivory, and light gray colors are desirable. Type the letter with proper margins, indentation and spacing.
• Proofread your letter. Is it interesting and persuasive? Does it include important aspects of your college experience, a bit of your personality, and all pertinent qualifications and skills? Are the punctuation, grammar, and spelling correct?
• Drop off a draft, or make an appointment with a Career Development staff member for an objective critique of your letter.