Career resources — letter writing
Types of letters
There are four main types of letters used during the job search process:
- Letters of inquiry: used to ask about available or anticipated positions
- Letters of application: used to apply for an advertised position
- Follow-up: used to announce any follow-up correspondence (i.e., forwarding a transcript, references, checking on application status)
- Thank you: use to show appreciation to anyone who has helped you in your job search
More information on types of letters
Letter format
When corresponding with potential employers (or supervisors) it is important to use traditional business format: return address, date, company address, salutation, letter, closing, name, and enclosures (if applicable).
Content
Salutation
- Try to address the letter to a specific person.
- Spell the person’s name correctly.
- Use ‘Ms.’ when a woman’s marital status is uncertain.
- If you cannot locate a particular person’s name use “Hiring manager” or “recruiter.”
Opening
- Inform the reader: why you are writing, how you learned of the position, whether you have any personal contacts with the company, what are your general qualifications for the job.
Body
- Inform the reader of your skills and qualifications for THIS JOB.
- Keep in mind how you can help them.
- Be sure to address any specific skill that you know they are looking for.
Three ways to demonstrate skills
Close
- Reiterate that your skills match their needs.
- Request a specific follow-up (or tell them how YOU will follow-up).
- Provide one or two good ways for the employer to contact you.
- Thank the reader for his or her time.
Enclosures
- When submitting a letter of application, always enclose a résumé.
- Enclose other documents only if requested (i.e., transcript, writing sample).
- Inform the reader of enclosures by naming the documents enclosed
and providing the total number of pages below your signature.
Example:
Sincerely,
Jane Doe
Enclosures: Résumé, writing sample, references (total pages 7)
Final tips
- Proofread. Proofread. Proofread. Do not tolerate errors!
- Write positively. Your letter should exude self-confidence.
- Sell your skills to the employer.
- Keep it to a single page with one inch margins on all sides.
- Use high quality paper—match to your résumé.
June 2009