JOB SEARCH TIPS How to Write Effective Employment Letters

We know if letters are important contacts with employers. Here’s how to make a good impression….

What should we do:
• Think it out
• Get to the point
• Pay careful attention to detail
• Produce it on good quality paper
• Address it to a specific person with name, title, organization and address

What should we avoid:
• Ramble
• Overuse “I”
• Have any typo’s, misspellings or grammar errors

Cover Letter – Letter of Application
This letter is the most important correspondence in your job search. It’s the initial liaison between you and the employer. It’s purpose is to sell you.

Basic Rules
• Send it in response to an advertised job.
• The ideal length is one page.
• Choose high quality paper.
• Personalize it by presenting your goals, experience and education relative to the position for which you’re applying.
• Stress your personal qualities.

Cold Letter: Exploring Potential Openings
Use this to inquire about current or potential job openings. You’re attempting to uncover vacancies. Personalize each letter.

Basic Rules
• Use the full name and job title of the reader.
• Ask if a position exists or is expected to exist in the near future.
• Point out your experience or academic accomplishments relative to the position.
• Be creative. Grab the reader’s attention.
• Enclose a resume and offer to provide additional information.
• State your interest in the company and why you want to work there.
• Ask for an appointment for an interview.
• Provide your phone number.

Follow-up Letter
This is a thank you letter sent after the interview. Most people don’t follow up with a formal thank you. This letter will set you apart from other qualified candidates.

Basic Rules
• Thank the interviewer for the interview.
• Remind him/her of your interest in the position.
• State two reasons why you’re uniquely qualified for the job.
• If you overlooked anything during the interview or want to correct a statement you made, now is the time to do it.
• Refer to any information you’ve enclosed at their request.
• Offer to provide additional information.
• State that you look forward to hearing from them soon.

Acknowledgment of a Job Offer
Many employers understand you may need time to make a decision. Use this time productively to think about what you need, value and want out of this job.

Basic Rules
• Indicate receipt of the employer’s offer, when it was dated and what position you were offered within two days after receiving the offer.
• State your interest in the offer and working for the organization.
• Indicate specifically when you’ll notify the employer of your decision if a date hasn’t been set.
• Follow-up and notify the employer on the date you indicated you would.

Accepting a Job Offer
Send this letter even if you’ve accepted by phone.

Basic Rules
• Indicate receipt of the offer, when it was dated and what position you’re accepting.
• Convey a positive attitude about your future with the company and the opportunities available to you.
• Express thanks to anyone in the organization who was especially helpful in the process.
• Suggest a starting date if one hasn’t been agreed upon.
• If your address will change before you begin employment, indicate where you may be reached.
• If you’re relocating, indicate your travel plans and expected date of arrival.

Turning Down an Offer
Basic Rules
• Notify the employer as soon a possible. Your promptness will be appreciated.
• Indicate your appreciation of the offer.
• State why you’re turning down the job.
• This is not the time to put down or belittle the company.
• State something positive about the organization.
• Thank anyone who was especially helpful in the process.

Follow-up After a Rejection by the Employer
This is a hard letter to write, but it’s an important letter. You never know when your paths may cross again.

Basic Rules
• Thank the employer for considering you for the position.
• Reiterate your interest in working for the organization.
• Request your resume be kept on file.
• Ask to be notified should future openings occur.
• Follow up in 3-6 months and inquire about openings.

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