A cover letter is needed when applying for a position you have seen listed or have heard described specifically. Its purpose is to help you get an interview with the employer! This letter should be accompanied by your résumé and, if appropriate, your reference page. Cover letters follow a basic format, as described below, but each cover letter should be tailored to the specific position for which you are applying.
 

FIRST PARAGRAPH

This paragraph states your purpose for writing. Identify the specific position for which you are applying; state that you wish to apply for the position; mention where and when you saw the job described or how you heard about the job.

MIDDLE PARAGRAPH(S)

One or two middle paragraphs should tell the reader about your best qualifications and credentials. Pick the one or two things about your training, your personal assets, your achievements that directly relate to the skills needed in the sought-after job.

CLOSING PARAGRAPH

Make it easy for the employer to respond to your wishes. This is where you make an action request. State your desire for a personal interview. Give the reader any information that will make it easier to contact you for the interview. Be enthusiastic and positive.

The cover letter should be no longer than one page. Follow the style and organization suggested by the position advertisement, but choose words and ideas that are fitting to you.
 

123 Sunshine Lane
Elmhurst, Illinois 60126
January 5, 2000

John E. Smith
Vice President for Human Resources
Smith & Jones, Incorporated
555 West Berkely Street, Suite 130
Elmhurst, Illinois 60126

Dear Mr. Smith:

In response to your advertisement in the Chicago Tribune on January 4, I am enclosing my résumé for your consideration. I am interested in the Assistant Director of Marketing position and believe you will find me to be a well-qualified candidate.

I am particularly attracted to your position because of my interest and experience in marketing and communications. I am familiar with the educational community from which Smith & Jones attracts many of its clients. Your company has an excellent reputation as having a team-oriented environment with a strong commitment to creativity and new ideas. My work style and strengths fit well with those characteristics.

As you will notice on my résumé, I have worked with a publishing firm to promote new product lines. I created a successful marketing plan that led to great profits and the approval of that new product from Kendall’s largest client. My previous supervisors will tell you that I am a valuable employee who works well with others, meets deadlines consistently, and gives 110%!

I would like to meet with you and discuss in-depth the many contributions I can make to your organization. I am available to interview at your earliest convenience. Please feel free to contact me at (630) 999-0000. Thank you for your time and consideration.

Sincerely,
 
 

Jane M. Doe

Enclosure
 
 
 
 
 

PURPOSE OF A THANK YOU LETTER

The Thank You letter is crucial! Not all candidates will write thank you notes, although it is still an expected and polite gesture. If you want to stand out from others applying for the same position, send thank you notes--to everyone you met there, that day. This includes not only employers, but also their secretaries, receptionists, or anyone else who gave you a friendly helping hand in any way. Treat every employer with courtesy, even if it seems certain they can offer you no job here; they may be able to refer you to someone else next week, if you made a good impression.

CONTENT

The letter should thank the interviewer/staff member for his/her time, for answering your questions and for sharing information about the company and position. Include a brief synopsis of your unique qualities and explain how you are well-suited for the position. Use the thank you letter to underline anything that was discussed during the interview or to add anything you left out that was important.

BUSINESS LETTERS

The Thank You letter is a business communication, but it can be more informal. You may hand write it if you prefer but only if your handwriting is very legible. Ask them, at the time you are face-to-face with them, for their business card (if they have one), or ask them to write out their name and work address on a piece of paper for you. It is difficult to figure out how to spell some people’s names and this is no time to misspell a name! Write the thank you letter that same night or the very next day at the latest. This is important!

Be neat, error free (correct spelling and grammar) and printed on good quality paper (preferably the same paper on which your résumé is printed). The envelope should be printed or typed on good quality envelopes (again, of the same paper on which your résumé is printed is preferable).

The thank you letter should be no longer than one page. In fact, it may only be a few short sentences. Thank you letters should be written individually for each prospective employer, not printed in quantity like the résumé.
 
 

Every contact you have with a prospective employer can impact your chances of getting a job. While it’s true that first impressions last forever, second and third impressions count as well! Be purposeful and conscientious about how you present yourself in interviews, letters, phone calls-- in every single interaction you have! Following are different examples of why and how you may be communicating with an employer and suggestions to help you.

LETTERS OF INQUIRY

If you are interested in working for a particular company or organization but you have not seen a listing for a relevant position, you can write a letter of inquiry. This allows you to introduce yourself to the employer and express your interest in the company. Perhaps you are relocating to the area or simply exploring other possibilities while still employed; a letter of inquiry would be appropriate. Many companies recognize their employees as their greatest asset and therefore won’t pass up a good candidate just because there isn’t currently an opening. You don’t know what other circumstances may be affecting hiring decisions: maybe a promotion is just around the corner for their current staff accountant. Your timing may be perfect and you’ve just saved this company the huge expense of conducting a job search!

You can find a good sample of a letter of inquiry in any of several books available in the Career Services library. Additional information sources that may be helpful are Internet sites and other literature from the local library or bookstore. Use the sample letter as a guide to writing your own letter which can then reflect your own style.

FOLLOW UP

Most employers are very busy people with many responsibilities not at all related to filling the particular position to which you are applying. It is important, therefore, for you to maintain regular and appropriate contact throughout the "application process." This can be difficult if you feel that you are pestering or bothering the hiring authority. While you are correct in avoiding either of those behaviors (you want the employer to remember your name for good reasons!), you can initiate contact with him/her within proper boundaries. The employer could be looking for someone who can take initiative and show persistence!

PHONE CALLS

There are different reasons you may be calling an employer and it is important that, before you make the call, you know why you are calling. Have your résumé and reference list in front of you and complete company information (especially name and title of the person you are calling). It may be helpful for you to practice what you will say or jot down some ideas of how you want the conversation to go. Understand what you hope to accomplish through the conversation: i.e. do you want to set up an interview or do you want to know when a decision will be made? This will give you focus and clarity once you are actually on the phone with the hiring authority.

TYPES OF PHONE CALLS

After Sending Résumé/Pre-Interview

You sent your cover letter and résumé (along with any other materials/information requested) according to the position classified/posting. If the advertisement specifies "No Calls," don’t call! Some companies will send a postcard or letter immediately upon receipt of your application, notifying you that your materials have arrived and identifying the next step of the process (i.e. "if we are interested, you will be contacted to schedule an interview"). If there is no such request and you have not heard from the employer, you can follow up with a phone call. The purpose of your call may be to make sure your materials have been received or the purpose may be to set up an interview. Be clear and confident, but not overbearing, during your conversation.

After Interview/Pre-Decision-Making

You had an interview (or two) and immediately sent thank you letters. You were told the decision would be made within a week and it has now been two weeks. It is appropriate, then, to call the person who interviewed you or the person coordinating the search. In this conversation be sure to thank him/her again and express your continued interest in and enthusiasm about this opportunity. Ask if a decision has been made and, if not, if there is more information or another interview you can provide to assist in the decision-making process. Most hiring decisions are not made by one person, so it’s important to understand the great coordination of feedback and opinions it can take to hire a new employee. Be empathetic!

After Decision-Making

You have been notified that another candidate was offered and has accepted the position. Sometimes this information is communicated to you verbally, but typically you will receive a letter. Instead of just walking away and feeling defeated, see what you can gain from this experience. Call the person conducting the search (or, if someone different, the person who interviewed you) and ask for feedback. Express your congratulations and best wishes for their new employee, thank him/her again for time and consideration, and ask for feedback (on your cover letter, résumé, interview style, etc.). This information could directly benefit you as you continue your search, maybe even help you in your next interview!

Another purpose of this type of call would be to ask for a referral. If you receive very positive feedback about your candidacy, ask if s/he knows of any colleagues in the field who might be hiring for a similar position right now. Perhaps a call could be made on your behalf or you would receive a job lead. This can be a good opportunity for networking!

ELECTRONIC COMMUNICATIONS

Is it ever appropriate to e-mail instead of writing or calling? At this time, it is not acceptable to substitute electronic business communications for traditional paper unless specified by the employer. Occasionally it may be permissible to use e-mail for informal communications; an example would be if you discussed a particular book with the employer during an interview and s/he requested you pass on the author’s name and publishing company. You could e-mail that information to the employer. In some cases, it may be acceptable to E-mail a business letter or your cover letter and résumé to a prospective employer. In such cases, printed copies should be sent in the mail at the same time. This issue will undoubtably become more prevalent as technology advances. In the meantime, however, we recommend more traditional methods of communication.