PDF Examples of Job Search Correspondence:
Letter of Acceptance | Application Letter | Components of a Cover Letter
Cover Letter | Letter Declining Offer | Letter of Inquiry | Thank You Letter
Every resume you send needs an accompanying Cover Letter, which can be used to inquire about possible job openings in your field or to apply for known vacancies. The main function of a cover letter is to spark an employer’s interest in you so he or she will want to read your resume.
The letter should be concise; limit your cover letter to one page. (You can go into details in the interview, should you get one.)
Develop one basic letter that can be changed slightly for each different position for which you apply. It is essential, however, that you type each letter individually. Mass-produced letters are usually recognized as such and connote a lack of sincere interest in the organization to which you have written.
While your letter should follow a standard business format, try to make it as personal as possible. Identify the individual who will be in a position to say, “You’re hired,” and direct your correspondence to him/her.
In order to personalize your letters, obtain information about the business, industry, agency or school in which you are interested and refer to this knowledge in your letter. Your letter is often the first contact between you and a prospective employer, and your research will leave a good impression.
There are several types of letters that one may use in a job campaign. These may be divided into two broad categories:
1. letters of application
2. follow-up letters of various kinds.
Observe the following basic rules regardless of the type of letter:
- Use resume paper (and matching envelope) of the usual business correspondence size (8-1/2” x 11”).
- Use a word processor or typewriter for your correspondence, and type only on one side of the paper.
- The letter should be neat in appearance. Proofread carefully for form, spelling, punctuation and English usage.
- Keep the letter brief and to the point. Employers will lose interest if they are required to read through irrelevant information.
- Letter of Application
Identify the position for which you are applying and the way you learned about it. (If the letter is unsolicited, identifying the position for which you are applying is all that is necessary.)
- Indicate why you are applying for this particular position
- Describe your main qualifications. Keep the letter sales-oriented
- Refer the reader to your enclosed resume
- Request action! Under no circumstances should you adopt a subservient attitude
Thank-You Letter
After an interview, it is advisable to send a thank-you letter to the recruiter, both as a professional courtesy and as a method of establishing communication with the company.
The letter should be mailed within one or two days of your interview and need only be two or three paragraphs in length. State the date and place you had your interview and reiterate your strongest selling points.
If you interviewed with more than one person, send the thank-you letter to either the main contact person or the individual who will make the hiring decision (or both, if you feel it is appropriate).
Letter of Acknowledgment
- Invitation to Company
Acknowledge it and, if interested, state what dates would be convenient for you, avoiding weekends and holidays. Do not delay; procrastination makes a bad impression. - Offer of Employment
Acknowledge receipt of offer, restating title of position and salary and expressing your appreciation. Indicate the date you will let the company know your decision and be sure to act before that date.
Letter Declining Offer
In declining an offer of employment, express your appreciation for the offer and for the company’s interest in you.
Letter Seeking Additional Information
Indicate an interest in the company and the offer, if an offer of employment has been made.
- Be specific about the information that you need
- Express your appreciation for the cooperation that you anticipate
Letter of Acceptance
Indicate your acceptance of the offer of employment; restate position classification, compensation offered and the starting date, if previously established.
- Refer to the date of the original offer
- Indicate your travel plans and anticipated arrival date if the initial assignment is at a considerable distance from your home
- Express your appreciation