Effective Career Search Letters

Effective letters are as important in the job search as an effective resume. A letter should always accompany a resume. Employers usually read the cover letter before the enclosed resume; therefore, it is absolutely necessary to develop a well written letter.

ALL LETTERS SHOULD BE:

1. Addressed to a specific employer by name and title. Use non-gender specific titles (i.e. "Dear Employment Representative") if you cannot obtain a name.
2. Tailored to the specific career, position, and/or industry.
3. Individually composed, laser printed, and signed.
4. Checked for grammatical and typographical errors.
5. No more than one page in length.
   

As an applicant seeking employment, you will find yourself writing different types of letters including:

• Letter of Application or Cover Letter
  The terms "letter of application" and "cover letter" mean essentially the same thing and are often used interchangeably. This letter is often the first one you send to an employer and should be accompanied by your resume. Always include a cover letter or letter of application when sending a resume, even if one is not requested. Your cover letter should be directed to a particular employer for a specific position. Whenever possible, find out the name of the person in the company to whom your letter should be addressed. Your cover letter should always be individual and never reproduced. Form letters are usually easily recognized and have little chance of receiving favorable attention from an employer. The cover letter should be brief and to the point. Tell the employer the position for which you are applying and how you learned about it or the company. Highlight your qualifications. Describe your potential value to the employer. Encourage the reader to review your enclosed resume and ask for an interview. Elaborate on information in your resume, adding more detail and stressing information of particular interest to the employer. Also, explain why you want to work for the employer. This letter is seldom more than four paragraphs long. Use standard business format and use the same paper as your resume.

• Letter of Appreciation or Follow-up Letter
  This letter is especially appropriate after a job interview. It may be brief, but it should express your appreciation for the interview, mention some key point that was discussed during the interview, reiterate your continued interest in the position and your desire for favorable consideration. Displaying common business courtesy, this letter should be written within two days of the initial interview
  
  A letter of appreciation should also be written after receiving an offer of employment. This letter should confirm your receipt of and appreciation for the offer, indicate your interest in the position and inform the employer of the date by which you expect to make your decision.
  You should also send a letter of appreciation to employers with whom you have conducted informational interviews. If you are interested in working for the employer, your letter can serve as both a letter of appreciation and application.
  
• Letter Seeking Information
  This letter may be written anytime. It could be written at the start of your job search to gather information about a company, especially if you have been unable to find information from other sources. It is also written after a job offer is received and you need more information in order to make your decision. Be certain to ask for specific information; do not deal in generalities. Getting answers to your questions in writing may eliminate many unpleasant surprises later should you decide to accept an offer. In writing this letter, always reinforce your interest in the opportunity and express your appreciation for the offer of employment.
• Letter Inquiring About Status
  After a reasonable period of time, if you have not heard from an employer, you may want to inquire about the status of your application. Recap the history of your application, indicating dates of your correspondence and your interview(s), and state why you need to know your status (perhaps because you have other opportunities). Be certain to express your continued interest in the position and express your appreciation for the employer's consideration.

• Letter Accepting Position
  In writing this letter, refer to the offer letter outlining the terms of employment, confirm your date for reporting to work, and again express your appreciation and pleasure at joining the organization.

• Letter Rejecting Offer
  The key to this letter is to make certain you do not burn any bridges. Sometime in the future you may want to contact the employer about employment; always be positive and gracious in rejecting an offer. Express your appreciation for the interest and confidence the employer showed in making an offer to you and respectfully decline.
  

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UMD Career Services
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Career Handbook: The Job Search: Section 2
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