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Writing Effective LettersObjectives1. Develop a system to keep your communicationswith employers organized during your jobsearch.2. Identify types of letters to use in your job search.3. Learn do’s and don’ts for writing a professionalletter.4. View sample letters.5. Access additional sources of help.Develop a SystemBefore you send any professional letters, it isimportant you devise some way of keeping trackof when and what you have sent. For instance, ifyou send a letter to Mr. X asking for an interviewand offer to call him during the week of June 6, youneed to have that date on record so you can be sureto meet that commitment. If you are sending out40 letters to various employers, it can be critical toknow what you have said in a particular letter inorder to follow it up with accuracy. Two methods oforganizing your letter campaign are to use a chart orfile system.Chart SystemCreate a chart with columns for the prospectiveemployer’s name, the person contacted, the date sent,any commitments you made in the letter, and followup actions taken. Make another chart showing theresponse you received from each letter with columnheadings, such as prospective employer’s name,person who replied, date of reply, and action taken.Keep these charts current and file both the lettersyou send out and those you receive. This can bedone electronically or in a more traditional manner,depending on your style. The main idea is to have asystem.File SystemSave copies of all the letters you send and file themin an electronic or paper folder. Set up another folderfor the correspondence you receive that requiresfurther action on your part and a third folderfor your rejection letters. The file system can beespecially helpful because you can access previouscorrespondence when composing additional letters.You also can look back over the letters and emailsyou have sent and see which ones were the mosteffective in generating interviews.What’s InsideCover Letter Do’s and Don’ts.2Other Types of Letters.2General Formatting Guidelines.4Additional Resources.4Example Cover Letters.5Cover Letters: Choose an ApproachCover letters are documents generally written as partof a job search campaign. They can either announceyour availability for candidacy or accompany anapplication to help explain to an employer whyyou are a strong candidate for a particular position.When writing a cover letter, choose an approachbased on what you are seeking to accomplish withthe letter.Broadcast Letter ApproachThis type of letter is used to broadcast youravailability to many employers in your field.Although it is not usually used to pursue a specificjob lead, it is wise to personalize this letter. Forexample, “I am writing to highlight my qualificationsfor a position as an account executive at.” or “Iam very aware of the changing role of the nursein today’s (hospital, clinic, etc.).” By insertingthe appropriate word or phrase, you can tailoreach correspondence with much less effort thanindividually composed letters.

Targeted ApproachThis approach is used to investigate a specific joblead. You may be answering an ad or investigatinga suggestion offered from The Career Center, arelative, friend, faculty member, etc. You mayalso mention specific information you discoveredthrough conversations or by doing research about theorganization.Tailor your letter to the job description specifiedin the ad. Some reading between the lines may benecessary so you can customize your response. Besure to:yy Apply for the job posting as soon as possibleafter it appears. However, make sure you allowyourself enough time to adequately prepare.yy Be creative and authentic. Interpret theemployer’s needs and be sure to articulate howyour qualifications and experiences meet theseneeds. Make sure your letter stands out from thewave of response letters the employer is sure toreceive.yy Follow the instructions carefully regarding wherethe response should be directed and what toinclude (e.g., résumé, statement of geographicpreference, etc.).yy Answer all questions, if provided, with theexception of responding to a request for salaryrequirements. In this case, it is advisable to avoidthe question and simply indicate that salary isnegotiable.yy Be brief! Letters should be individualized,concise, and factual.yy Always consider the reaction of employers byputting yourself in their place. Try to determinewhat accomplishments and skills would be mostattractive to a particular employer.yy Be straightforward, professional, and businesslike— remember you are marketing yourself. As withthe résumé, stick to the facts.Cover Letter Do’s and Don’tsDoyy Spell, punctuate, and format correctly inprint and email communication.yy Write in your own words and useconversational language.yy Whenever possible, address to anindividual, with his/her correct title.yy Slant letter toward what you can offeremployers, not what they should beoffering you.yy Be brief, concise, and to the point.yy Take advantage of any link to theemployer that can give you an edge overthe competition (mentioning the name ofsomeone you know in the organization ora mutual contact).yy If including an attachment with an email toan employer, make sure the document canbe easily opened (a PDF, for example).yy Hand-sign in addition to typing yoursignature (unless the letter is sentelectronically).yy Use quality paper.yy Close by expressing a wish to speakfurther about the position and how youmight contribute to the organization.yy Include your contact information.Don’tyy Use overly formal language or use wordsincorrectly.yy Use gimmicks in an attempt to be originalor clever.yy Lead with constant use of “I.”yy Be arrogant or indicate the employerwould be lucky to hire you.View the “Example Cover Letters” on page 5 of this guideto get an idea of how to format and design content for acover letter.Other Types of LettersInquiry LetterFirst, prepare a list of organizations whichcomplement the position you are seeking, as wellas your interest and training. Then, write a letter ofinquiry to contact employers requesting employmentinformation. It is important to research the2organization as much as possible to give credibilityand insight to your contact letter.In your inquiry letter:yy Write to a specific person within theorganization. As a general rule, send the letterto the Employment, Recruitment, or PersonnelManager in the Personnel or Human ResourcesDepartment. Directing your letter to the keyWriting Effective Letters

executive or manager in the department to whichyou are applying is also advisable. If the contactperson’s name is not available, address yourletter: “To whom it may concern” or “Dear HiringManager.”yy State your exact interest in the organization andexplain why they should be interested in you.The more you know about employers, the easierit will be to tailor your letter to their needs andinterests.yy Emphasize your positive assets and skills. Be asspecific as possible about the type of positionyou are seeking and tie this to your knowledgeof the organization and its products, services, orbusiness.yy State when you would be available to meet foran interview and include a phone number and/oremail where you can most easily be reached. Youcan also write that you will follow up via phoneor email within a certain time frame.Interview Appreciation LetterFollowing the interview, send a thank you letter oremail expressing appreciation for the interviewer’stime. Not only is this an accepted courtesy, but yourletter can also refresh your session in the mind of theinterviewer. In your letter:yy Express appreciation for the interviewer’sconsideration and arrangement of the meeting.yy State the date of the interview and name of theemployer.yy Reiterate your interest in the employer bymentioning new points or assets you may haveforgotten to address in the original interview.yy Ask any questions you may have which were notanswered in the original interview.yy Express your anticipation to receive wordregarding a decision.Letter of AcknowledgmentOnce you have received an offer from anorganization, it is important to respond as soon aspossible. While an immediate “yes” or “no” is notessential, acknowledgment of the offer is expected.In your acknowledgment letter:yy Acknowledge receipt of the offer.yy Express your appreciation for the offer.yy Notify the employer of the date by which youexpect to make your decision.Writing Effective LettersLetter of AcceptanceOnce you have decided to accept the offer, theemployer should be notified immediately. It is notnecessary to wait until the offer expiration datebefore contacting the person making the offer.Employers will appreciate your promptness, as itwill allow them to assess the status of their personnelselection process. In your acceptance letter:yy Acknowledge your receipt of the offer by letter,face-to-face meeting, or telephone call on the dateit occurred.yy Be as specific as possible, mentioning startingsalary and supervisor’s name. Be sure to list anddetail all items (benefits, moving expenses, etc.)agreed to in the offer.yy State when you will be able to report to work.Acknowledge if employment is contingent onevents, such as graduation, certification, etc.yy Express appreciation to your contact person andanyone else who has been particularly helpful.yy Ask if any other information is required, or ifadditional details should be attended to prior toreporting.Letter of DeclinationAs a matter of courtesy, a letter of declination is dueto those organizations whose offers you are rejecting.Despite the negative nature of the correspondence,it is vital that these employers know your decisions.Such a letter often follows a telephone call, makingyour decision a matter of record and avoiding anyconfusion arising from verbal communication. Inyour declination letter:yy Express your appreciation for the offer.yy State the exact position for which you were beingconsidered.yy Mention the name of your potential supervisor.yy Decline graciously.yy Briefly explain the reason for your choice,sticking to the facts.yy Do not profusely apologize as it is not necessary.Simply re-express your appreciation.*Types of letters adapted from The PrincetonReview’s Job Notes: Cover Letters, by L. MichelleTullier.3