Career resources — letter content
Salutation
Do your best to address the letter to a specific person.
- Spell the person’s name correctly—take the time to double check!
- If you don’t know a woman’s marital status, don’t assume: use Ms.______.
- If gender is unclear, use the position title or full name, i.e., Dear Superintendent Jones or Dear A.B. Jones.
- If the person has a doctorate, use Dr.________.
- If you cannot locate the person’s name, use “Hiring manager” or “recruiter.”
- Do not use Dear Sir or Madam (or worse—Dear Sirs).
- Do not use To whom it may concern.
Opening
Quickly inform the reader:
- Why you are writing. (To apply for a specific position? To inquire? To follow up? To thank?)
- If applying, how you learned of the position
- Whether you have any personal contacts with the hiring manager or company
- What are your general qualifications for the job
Application example:
I noted, with great interest, your posting on the information board at _____. My talents match well with this position and I am confident I would be a good fit for your organization.
Inquiry example:
I have been advised by ________ that the Minneapolis Public School district may have an opening for a high school biology teacher in the coming year. In addition to my strong professional qualifications, you will find that I also have the intangible personal qualities that fit your culture. I would be interested in learning more about any science positions that you anticipate will be available.
Body
Inform the reader of your skills and qualifications.
Do not say:
“Here I am; I want you to give me this job.”
Rather, say:
“Here I am; here’s what I can do for you. You would be so
fortunate to have me working for you rather than your competitor.”
Keep in mind how you can help them.
There are three ways to demonstrate skills: paragraph, comparison list and bullets:
Paragraph: Use your voice to tell the reader who you are and what value you bring to the organization. This style allows you to demonstrate your enthusiasm as well as your accomplishments.
Example:
Throughout my student teaching and field experience, I have worked with students from each of the K-12 levels. Specifically, I have provided individual, small-group, and whole class instruction to students with learning and physical disabilities. I value individuality and strive to meet the needs of each student by using a variety of hands-on activities and teaching strategies. I recognize the importance of trust, and have successfully established relationships with students resulting in a safe, yet challenging, learning environment.
Comparison List: Demonstrate—visually—how your qualifications match the requirements of the position. Be concise and aggressive.
Example:
| You Require | My Qualifications |
|---|---|
| 3 years administrative experience | 5 years of increasing responsibility as an office professional resulting in a top-level executive assistant position |
| Detail-oriented | Manage the weekly schedules of 2 executives and 5 mid-level managers |
| Diversity experience | Proficient in spoken and written Spanish after living
and working in Madrid, Spain for 18 months Active in community outreach programming aimed at supporting recent immigrants/refugees from Somalia, Mexico, and Laos |
| Familiarity with billing procedures | 3 years of HIPPA compliant billing experience in the medical field averaging a 93% payment rate (within 6 months of billing) |
Differences between letters of application and letters of inquiry
Letters of inquiry:
- Qualifications stated broadly—you don’t want to shop yourself out of a position because the qualifications you chose to highlight don’t match their current needs.
- Needs of the organization should be anticipated if possible.
- Highlights and expands the most relevant and important pieces of the résumé. Do not repeat what is already on the résumé.
Letters of application:
- Specifically address their needs—show how you are a good fit for the position.
- Relate your résumé to the position (don’t restate it).
- Tell the employer why you want to work for them—show them that you are not just interested in any job, you want this job.
- Can indicate an interest in secondary responsibilities, i.e., coaching, club sponsorship.
Close
Reiterate that your skills match their needs, request a specific follow up, and state one or two good ways for the employer to contact you. Also, inquire about additional application procedures. Thank the reader for his or her time.
Strategies—passive and active tone:
Passive tone: Best used when replying to an advertised position—they likely have their own timeline in mind.
Example:
I would welcome the opportunity to interview with you regarding this position and can be reached at 555.123.4567 or jdoe@umn.edu.
Active tone: Best used when sending a letter of inquiry. If they aren’t actively seeking to fill a position, they are more likely to drag their feet on contacting you.
Example
I look forward to meeting with you discuss opportunities within your district. I will call during the early part of next week to arrange an interview and discuss my possible involvement with the St. Paul School district.
Other considerations:
- Call the phone number listed. Make sure it rings to your phone and listen to your voice announcement. Are you comfortable with future employers hearing your message?
- Send an e-mail to the address listed. Make sure it is accurate!
- If you elect to use the active approach, be sure to follow through as you said you would.
Enclosures
- When submitting a letter of application or inquiry, always enclose a résumé. Enclose other documents only if they are specifically requested (i.e., transcript, writing sample).
- Be sure to enclose everything requested.
- 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 (7)