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Résumé Preparation Guide
Cover Letter Preparation Guide
Job Search Strategies

A cover letter is an essential part of your job search correspondence with an employer. When mailing a résumé, you should always include a cover letter explaining why you are sending the résumé. While the résumé provides an overview of your background, the cover letter allows you the opportunity to highlight those aspects of your background that are relevant to the particular position you are seeking. A well-written letter can help heighten the employer's interest in learning more about you by reading your résumé and meeting you for an interview. It also gives the employer a sample of your writing skills.

A cover letter is most effective when it is customized or individually written for a particular organization. Letters should be addressed to a specific individual (preferably the person in charge of hiring or a manager/supervisor in a department of interest). Names of contact people may be obtained by checking Career Center directories, the organization's webpage, organization literature, alumni listings, or by calling the employer directly. For the most up-to-date and accurate contact information, you may want to call the organization to ask for the appropriate person's name and title and to be certain you have the correct spelling.

Tips on Writing Cover Letters

  1. Be specific – always write to a specific person and state that you are interested in a specific position (or at least a particular field). Being vague or indicating that you are interested in ANY position within a particular organization is likely to give the impression that you are unfocused and unclear about your career plan.
  2. Each letter should be individually produced and tailored to the specific position/employer. Research the organization and career field and include some of this information in the cover letter. Use annual reports, the employer's web site, Chambers of Commerce, or one of the many directories available to you in the Career Center to gather information before writing your letter.
  3. Always write a cover letter with the goal of explaining how YOU can help the employer, NOT how the employer can help you.
  4. The letter should express confidence in your skills and potential value to the employer without appearing egotistical or grossly exaggerated. Do not use the cover letter to apologize for not having certain qualifications, such as years of experience.
  5. Do not repeat your entire résumé. Rather, highlight relevant experiences or elaborate on specific areas that relate to the position.
  6. If you are responding to an advertisement for a job, search the advertisement for key words such as required, desired, or must have. It is often a good idea to include those qualities or qualifications in your cover letter. Do not assume that the employer will pull this information from your résumé.
  7. The letter should be one page – three or four paragraphs – and centered in the middle of the page for a visually attractive letter.
  8. The cover letter is a business letter and should be written in business letter style. (See Cover Letter in Full Block Format .) You may use the modified block style in which the date, closing, and signature are indented to 3.5 inches or you may wish to begin all lines at the left margin. Remember to sign the letter in the space above your typed name. Using a blue ink pen is recommended. Please allow four spaces between the complimentary closing ('Sincerely, Sincerely Yours') and your typed name.
  9. Use 8 1/2” x 11” good quality bond paper using the same heading found on your résumé.

Prospecting Letter

The purpose of this letter is to prospect for possible vacancies in your occupation, to get your résumé read, and to generate interviews. Prospecting letters are used extensively for long distance searches. Target specific individuals in specific organizations. Structure this letter similarly to the application letter, but instead of using specific position information, focus on broader occupational and/or organizational dimensions to describe how your qualifications match the work environment.
(Prospecting Letter: Sample)

Networking Letter

This letter is designed to generate informational interviews – not job interviews – which allow you to meet individuals who can give you specific information about your intended career (see Informational Interviewing handout available from the Career Center). Your purpose for seeking informational interviews may vary, but your reasons for wanting to meet with a contact person must be genuine and sincere. Informational interviewing, or “networking,” has been tainted in recent years by job seekers who misuse this approach, but it remains a viable way to conduct job market research, refine career goals, and uncover vacancy information in an industry or a geographical region. Informational interviewing is not a magic shortcut to employment. It requires solid preparation, sincerity, and much effort. The networking letter is the first step in the informational interviewing process.
(Networking Letter: Sample)

Application Letter (aka Cover Letter)

The purpose of this type of letter is to get your attached résumé read and to generate interviews. Use this type of letter in response to a specific job advertisement and vacancy announcement. Your strategy is to demonstrate that your qualifications fit the requirements of the position. Study the position description carefully and decide on one or more themes-education, experience, interests and responsibility-that show persuasively how well you fit the position. Link major job dimensions with your related past performance and experience.
(Application Letter: Sample 1; Sample 2).

Thank You Letter

After any interview (informational, full-time employment, graduate school, internship, or summer job) it is extremely important to send a thank you letter to the person(s) with whom you interviewed. When used to follow up on employment interviews, thank you letters should be sent within 24 hours to everyone who interviewed you. In your thank you letter, you should:

  • Indicate why and when you met.
  • Remark on unique aspects of your discussion in order to remind the person(s) who you are.
  • Reiterate your enthusiasm and continued interest in the field or position.
  • Demonstrate your qualifications (education, experience, and skills).
  • Highlight any important information not discussed in the interview.
  • Note follow up action regarding his/her suggestions.
  • Convey your appreciation for his/her time and consideration.

(Thank You Letter: Sample; Thank You Letter after Information Interview: Sample)

Acceptance Letter

Use this type of letter to accept a job offer and to confirm the terms of your employment (salary, starting date, medical examinations, etc.). Most often, an acceptance letter follows a telephone conversation during which the details of the offer and the terms of employment are discussed. The letter confirms your acceptance of the offer, expresses your appreciation for the opportunity, and positively reinforces the employer’s decision to hire you.
(Acceptance Letter: Sample)

Withdrawal Letters

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 those organizations. Your withdrawal letter should express appreciation for the employer’s consideration and courtesy. It may be appropriate to state that your decision to accept another offer was based on a better person or job fit for this stage in your career. Do not say that you obtained a better job.
(Withdrawal Letter: Sample)

Rejection of Job Offer Letters

Employers are not the only ones to send rejection letters. Candidates may have to decline employment offers that do not fit their career objectives and interests.

Indicate that you have carefully considered the offer and have decided not to accept it. Also, be sure to thank the employer for the offer and for consideration of you as a candidate.
(Rejection of Job Offer Letter: Sample)

Full List of Sample Job Search Letters

Sample: Cover Letter in Full Block Format
Prospecting Letter: Sample
Networking Letter: Sample
Application Letter: Sample 1; Sample 2
Thank You Letter: Sample
Thank You Letter after Information Interview: Sample
Acceptance Letter: Sample
Withdrawal Letter: Sample
Rejection of Job Offer Letter: Sample

Adapted from "The Art of Writing Job-Search Letters" by William J. Banis (reprinted in Job Choices for Business & Liberal Arts Students: 2009, pages 32-38).