Overview - Letters
Cover Letters
A cover letter is a business letter that accompanies or "covers" your resume whether you mail, email, or fax your resume. It is often the first correspondence an organization receives from you and is therefore their first impression of you. The cover letter sets the tone for your candidacy. The cover letter's purpose is to introduce your resume and provide support for your candidacy. You need to use the cover letter to express your enthusiasm for and knowledge of the position and/or organization. Writing a cover letter can be a challenging and time-consuming task, especially because you must customize it towards each organization. The following samples will help you construct your cover letter:
Sample cover letter format: PDF (5KB) or Word (21KB)
Sample cover letter with text: PDF (18KB) or Word (24KB)
The following suggestions are offered when writing a cover letter:
- Make sure that you type each letter using the same font and high quality paper as the resume.
- Use 1'' margins all the way around, and print on high quality resume paper ("8 x 11") using a laser printer.
- Please be sure to proof your letter for grammar and spelling errors! It is a reflection of you! Have someone else proof it too!
- Be brief and concise. The cover letter should be approximately one page in length.
- Expand on your resume, rather than repeat the resume's content.
- Individualize and target each cover letter to the position you seek. Recruiters can spot a mass produced or generic letter and will consider it unprofessional.
- Be sure to market yourself. Explain what you can offer the organization not what the organization can do for you.
- Remember to sign the cover letter.
Reminder: Make sure to include a cover letter with your resume, whether it is mailed, emailed, or faxed. (The main difference between email and hard copy correspondence is format: your address goes below your name in email, while it goes at the top of the page on hard copy.)
When emailing your cover letter and resume to an employer, your email text is your cover letter. There is no need to type your address or the employer's address on that cover letter. Just begin the email with Dear "Name of Employer": Attach your resume to this email. Some employers may not open attached documents. To ensure your resume gets looked at, you can also create a left justified version of your resume (with no columns or fancy formatting) and paste the text of this resume below where you type your name in the emailed cover letter.
Career Services Video Workshop: Cover Letter Writing Basic workshop is available as an online video.
For more information on writing cover letters, be sure to check out the Career Services Guide Book. Our staff members are also available to critique your cover letter (and resume). Set up an appointment by stopping in to 259 Capen Hall or calling 645-2231. You may also come during normal business hours (8:30 am - 5 pm M-F) to ask a counselor a Quick Question about your cover letter or send us an Instant Message (Screen name: UBCareeradvice) M-F from 1 pm to 5 pm).
Thank You Letters
The thank you letter is a must! It should be used to thank everyone who assisted you with your job search. It is especially important immediately following an interview. The thank you letter is used to say much more than "thanks"! Use it as an opportunity to:
- show that you are courteous, knowledgeable and professional.
- further demonstrate your written communication skills.
- stand out in the minds of the interviewers.
- elevate you above competing candidates who didn't write a letter.
- reinforce your candidacy, showing the good match between your qualifications and the job requirements.
- reiterate your interest in the position.
- include something important you may have forgotten to mention during your interview or supplemental information not previously given.
- restate your appreciation for the opportunity to interview.
- restate why you want the job.
Thank you letter basics:
Send a thank you letter immediately after your interview - within 24 hours!
Make your letter warm and personal and express your sincere appreciation.
Keep your audience in mind.
If in doubt about correct names, spellings or titles, call and verify.
If it is not possible or appropriate to send a letter to every interviewer, then send it to the person who hosted you or the highest level person you met with and ask them to extend your thanks to all with whom you interviewed.
Typed hard copy letters should follow full block or modified block format on quality bond paper using laser quality print.
Use email if your previous correspondence with the employer has been electronic. Email letters need to be formal business style and should also follow full block or modified block format.
Handwritten letters are more personal and can be appropriate for brief notes to individuals who may have helped with your job search in other ways.
For more information on writing thank you letters, be sure to check out the Career Services Guide Book. Our staff members are also available to critique your thank you letter. Set up an appointment by stopping in to 259 Capen Hall or calling 645-2231. You may also come during normal business hours (8:30 am - 5 pm M-F) to ask a counselor a Quick Question about your thank you letter or send us an Instant Message (Screen name: UBCareeradvice) M-F from 1 pm to 5 pm).
Additional Resources:Additional Job Search Letters
You may occasionally have to write a letter for other reasons. Here is a list of other types of job searching letters.
Networking Letter: This letter is used when you are requesting a meeting (not an interview) with an employer/professional for the purposes of research or information gathering. You are attempting to make contact with that person. It is a letter similar to the cover letter in style and tone but shorter in details about your experience.
Prospecting Letter: This letter is similar to the networking letter, but is more general in nature. You are writing to determine if there are vacancies within the organization.
Acceptance Letter: This letter is used to accept a job offer. It should be relatively short and used to confirm the details (start date, salary, etc.) and to positively reinforce the employer's decision to hire you.
Withdrawal Letter: It is your ethical obligation to inform the other prospective employers you have accepted a position with another organization and you are removing your name from consideration for their position. Be brief but sure to express thanks for their interest in you. Do not mention you obtained a "better job", but indicate the position you accepted fits better with your personal and career needs.
Rejection Letter: This letter is written if an employer has offered you a position and you are not going to accept it. Be brief but be sure to express your thanks for their interest in you. Remember, you may want a job with this employer at some point later in your career.
Additional Resources:
- Professional Correspondence Guidebook, St. Lawrence Univ. Career Office
- Sample Networking Letter, Wesleyan College Career Center
- Sample Prospecting Letter, South Dakota State Univ. Career Center
- Sample Acceptance Letter, Butler Univ. Career Office
- Sample Withdrawl Letter, Oklahoma State Univ. Career Office
- Sample Rejection Letter, MonsterTrak.com
