As you proceed with your job search, it will be necessary for you to prepare several types of correspondence, including cover letters, thank you letters, acceptance and rejection letters, etc. Careful attention should be given to these, as they are important in conveying the positive and professional image necessary to a successful job search. Included in this handout are some suggestions and samples to help you prepare effective cover letters, thank you letters and other job search correspondence. Before the interview, when you are applying: Cover Letter

Don't underestimate the importance of a cover letter. A recent survey of 150 executives from the nation's largest companies, 60% said that when they screen applications, "the cover letter is either as important as or more critical than the resume."

Why? Employers use it to decide whether to read your resume. And if your resume isn't read, your chances of getting an interview are virtually zero.
You should always include a cover letter when sending your resume to an individual or an organization. You should even place a cover letter over your resume if you are hand-delivering it! You should precede an email resume with your email cover letter.

Cover Letter Format

Formal Business Format - even if you know the organization and people well. (see sample).
3-4 brief paragraphs.
I. Introduction
II. Highlight your resume
III. Personal Qualities (if you are having 4 paragraphs) or Follow-up and Closing (if you are having only 3 paragraphs).
IV. Follow-up and Closing
Use the same stationery and envelopes as your resume paper.
Be sure to sign your letter!

Cover Letter Tips

1. Address your letter to a specific person (never "To Whom It May Concern" or Dear “Sir or Madam”). If you don't know the name, call the organization and ask to whom the letter should be addressed. Also get the correct spelling and the person's title. If you cannot learn the name of the person who will be doing the hiring, omit the salutation entirely, indent five spaces, and, in its place write “RE: (name of position you are applying for)”
2. Write in terms of what you can do for the employer, not what you want from the employer.
3. Check for errors in spelling or grammar.
4. Check for well-constructed paragraphs, and run-on sentences.
5. Avoid the passive voice.
6. Use present tense except when referring to actual accomplishments or achievements.
7. Individualize each cover letter: don't send the exact same letter to several employers.
8. If you want an "I'd like to talk to this person about this job" reaction from the employer, research the company and connect what's happening in their field with your education and experience in your letter.

Cover Letters for Scanning or Emailing

Employers that scan resumes into their computer systems or accept email resumes will also scan your cover letter. Use the same rules for type and format that you would use for a scannable resume. Email programs sometimes change the formatting (tabs, bold, underline, etc.) so that your letter may not look well in a particular email format. It is better to remove all formatting so that there is no problem.

Brevity.

Content - not format.
No bullets (asterisks or dashes OK)
No bold, underlining, graphics
No columns
No tabs
Everything left justified – no centering

Type your cover letter. Then convert both cover letter and resume to ASCII text. (In MS Word you can save them as a text file). Paste your cover letter into your email, run a line of separators across the page (####, or ****, etc.) and paste your resume right after the letter. Look over your email to make sure it looks alright.

More sample cover letters are available in Career Services. They are intended to serve only as examples. Use them as models, but be sure to tailor your correspondence specifically to the individual, organization and/or position you are seeking . For additional guidance or assistance, stop in or call Career Services, ext. 7258.

General Outline and Basic Elements of the Cover Letter

Your Name
Your Address
Your Phone Number

Date of letter

Reader's Name
Reader's Title
Name of Company
Company Street Address
City, State Zip

Salutation: Use Title and Last Name (e.g., Dear Dr. Smith: or Dear Ms. Jones:); don't use a first name unless you know the individual well and are sure this is acceptable. Never address a letter “To Whom It May Concern”! If you do not have a name, call the main switchboard and ask for the name and title of the individual who is head of the department you will be working in or who will be making the hiring decision. If all attempts to discover the name of the person fail, eliminate the salutation entirely and, in its place, centered in the page above the first paragraph, place:
RE: Position Title for which you are applying

Opening Paragraph: State why you are writing, name the position or type of work for which you are applying and mention how you heard of the opening or organization. If someone you know whom the company respects has suggested you apply for the position, use their name in this paragraph (e.g., Bob Jones, who works in your accounting department, suggested that I contact you about your Tax Accounting position).

Second Paragraph: Here you want to describe your major strengths as they relate to the position you are seeking. If possible, mention one or two recent accomplishments that illustrate your proficiency and effectiveness. The idea is to create interest and show how your skills and qualifications can be of value to the organization--to make the reader want to know more. Don't go into detail, but refer the reader to your enclosed resume for more detail about the strengths you mention.

Optional Third Paragraph: In this paragraph you may describe your personal qualities which make you a strong candidate. If you can honestly do so, include them as attributes others have used to describe you (e.g., Others always tell me that they don’t know how I get so much done).

Closing Paragraph: Restate your strong interest in the position or organization and your desire for a face-to-face meeting. Pave the way for the interview by indicating the action or steps you will take to initiate a meeting (e.g. I will call you in about a week to learn if you need further information). It is almost always appropriate and necessary that you make a follow-up call and indicates your continued sincere interest in the position. Finally, express your appreciation for the reader's time and consideration.

Sincerely,

Your Signature

Your Full Name

After the interview: Thank You Letter, Withdrawal Letter, Rejection Letter, and Acceptance Letter

You should keep copies of all these types correspondence which you send for your own records. Thank You Letter

Why? The interview is over - but, chances are, the employer has not yet made the hiring decision. A thank you letter can influence that decision. So, write it right away when you get home after the interview so it gets there before the decision is made. Employers use your thank you letter to assess your social skills, how well you will fit in and how pleasant you will be to work with.

What a Thank You Letter Can Do For You

1. Make the interviewer remember you positively when making the hiring decision and set you apart from others who were interviewed.
2. Remind the interviewer about your strongest qualification.
3. Give you an opportunity to mention anything about your qualifications you may wish you would have said in the interview.
4. Let the interviewer know you really want to work for their organization.

Thank You Letter Format and Tips

1. Formal business letter format - for those organizations where you did not know anyone prior to the interview. If in doubt, use a formal business letter format.
2. Informal handwritten note format (see sample) - for those situations in which
   1. You knew the interviewer personally before the interview.
   2. The business with which you were interviewing is extremely informal, and your handwriting is neat and easy to read.
3. Three paragraphs
   1. Thank them for their time and consideration
   2. Highlight your strongest qualification
   3. Reiterate your interest in the position

A Basic Thank You Letter

Your Name
Your Street Address
Your City, State Zip
Your Phone

Date

Name
Title
Organization
Street Address
City, State Zip

Dear (Mr., Ms., Mrs., Miss Name):

I want to thank you very much for the opportunity to interview for the public relations assistant position. I enjoyed hearing about the exciting projects you have underway, particularly the public relations project for the Nebraska Department of Education.

As we spoke I became more and more eager and confident about my ability to work in an organization like Organization Name. The collaborative tone in your office and the high standard of the work encouraged there are exactly the sort of atmosphere in which I thrive. The initiative I and two other students showed in developing a student's guide to campus life is just one example we discussed of my going beyond the requirements.

Again, thank you for the opportunity to discuss the position with you. If you need any further information I will be very happy to provide that. I can usually be reached during the day at the number listed in the letterhead. If I am not there I will return your call as soon as I can. I enjoyed meeting with you and look forward to hearing from you.

Sincerely,

Your Signature

Your Full Name

Withdrawal Letter: used to inform the employer of your decision to withdraw your application from consideration during the selection process. You should express your appreciation for the employer's time and courtesy and give a brief explanation for your decision--you might say that you accepted a position with another organization, but never say that you accepted a better job. Use formal business format.

Rejection Letter: used to inform the employer that you are declining an employment offer. Whatever the reason for your decision, word your letter carefully so that it conveys your sincere appreciation and careful consideration of the offer; provide a brief explanation for your decision, but again, never say that you accepted a better job. Use formal business format.

Acceptance Letter: used to convey your decision to accept a job offer and to confirm the terms of your employment. As a general rule, you will already have accepted the offer via personal meeting or telephone call, but don't neglect to confirm your acceptance in writing. This is a good way to ensure that there are no misunderstandings before they send you a formal written agreement and you actually begin your employment. Use formal business format.