Creating Job Search Letters

Job search letters are the written communications you will have with potential employers as you conduct a job search. They will therefore play an important role throughout your job search.

Remember, since your job search letters will be seen as a sample of your written communication skills, you must proofread your letters carefully for spelling, grammar, and punctuation errors.

The most common job search letters are networking, prospecting, cover, and thank-you letters.

Networking letters, sometimes called approach letters, are some of the most important letters you will write during your job search. This letter is designed to generate information interviews--not job interviews. Information interviews are a valuable way to gain information about the job market, organizations, potential employers, and job vacancies that will enable you to structure your job search around your interests, skills, and experience.

One of the most important differences between networking letters and cover letters is that a networking letter should never be accompanied by a resume. The reason is simple: An enclosed resume implies you are looking for a job from the person who receives your letter, rather than seeking information and advice. Throughout this letter, as well as in your telephone conversation or in a face-to-face meeting, you should never indicate that you are looking for a job from this individual. It is acceptable, however, to carry your resume with you to an information interview in the event the interviewer requests it to help address your questions.

After you have sent a networking letter, it is your responsibility to take follow-up action. If you request the recipient of the letter to contact you, there is no guarantee that you will receive a reply. Wait three or four days after mailing the letter then make the telephone call.

The purposes of this letter are to prospect for possible vacancies in your occupation, have your resume 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 your cover letter, but instead of using position information, focus on broader occupational and/or organizational dimensions to describe how your qualifications match the work environment.

Writing good application, or cover letters is critical for conducting an effective job search. In fact, some employers report a well-crafted cover letter is sometimes more important in getting the job than the resume or interview.

A good cover letter should:

• catch the reader's attention
• motivate the reader to want to know more (review resume)
• move the reader to take action (schedule an interview)

Never mail a resume without a cover letter. It is important that you try to find out the name and title of the person who will be reviewing resumes and/or conducting the interview. If you find that this information is not accessible, address the letter to the president of the company or to Dear Sir/Madam.

Each letter should be no longer than three or four paragraphs and confined to one page.

The first paragraph:

State the reason why you are writing, define the position for which you are applying, or if the resume is unsolicited, define the type of position you are seeking. In the case of an advertised position, give the source from which you found the information about the position (networking, advertisement, or on the Internet).

The middle paragraph(s):

This is where you want to focus on your education and/or experience as it relates to the position. Detail what you could contribute to the company; show how your qualifications will benefit the organization.

Express your interest in the company and give reasons why you are interested in a particular kind of work. Subtly emphasize your knowledge about the organization (the result of your research effort) and your familiarity with the industry. Emphasize the skills and capabilities you have that fit the job for which you are applying and the organization where the position is held.

The closing paragraph:

Refer to your enclosed resume and close with a statement expressing your desire to arrange an interview. Include your telephone number and the hours when you can be reached or indicate that you will telephone to schedule an appointment.

HOT TIP: Employers can spot a generic cover letter from a mile away. Tailor each cover letter you send to fit the position for which you are applying.

Thank-you letters should always be sent to individuals who have provided assistance, be it in the form of information, advice, referrals, or an actual job interview. Not only do they demonstrate an important social grace that says something positive about you, but they show that you respect the individual and appreciate the time they spent with you.

Sending a thank-you letter after a job interview sets you apart from the other candidates who fail to write such letters. Those who write thank-you letters are remembered by the recipients, and being remembered as a respectful person with the proper social graces will give you an edge over many other job seekers. Whatever you do, make sure you regularly send thank-you letters to individuals who assist you in your job search.

Thank-you letters can be typed or hand-written and should be mailed within twenty-four to forty-eight hours after the conversation or interview. If all of your previous correspondence with the employer has been through email, it is also acceptable to send the thank you letter through email. However, it is always preferable to send notes through the regular mail.

Here are some examples of job search letters:

• Sample Cover Letter 1
• Sample Cover Letter 2
• Sample Networking Letter
• Sample Prospecting Letter
• Sample Thank You Letter

If you would like additional information on writing job search letters, feel free to review (and check-out) the various books on this subject available in Career Services library.

Career Services career counselors will be happy to help you with your job search letters. If you would like their assistance, call 471-6700 or come by PAI 5.03 to schedule an appointment.

HOT TIP: Don't show up to your appointment with a blank sheet of paper. Be prepared for your appointment. Have a draft of your letter(s) already completed.