Writing Effective Letters Objectives 1. Develop a system to keep your communications with employers organized during your job search. 2. Identify types of letters to use in your job search. 3. Learn do’s and don’ts for writing a professional letter. 4. View sample letters. 5. Access additional sources of help. Develop a System Before you send any professional letters, it is important you devise some way of keeping track of when and what you have sent. For instance, if you send a letter to Mr. X asking for an interview and offer to call him during the week of June 6, you need to have that date on record so you can be sure to meet that commitment. If you are sending out What’s Inside 40 letters to various employers, it can be critical to know what you have said in a particular letter in Cover Letter Do’s and Don’ts...............................2 order to follow it up with accuracy. Two methods of Other Types of Letters ..........................................2 organizing your letter campaign are to use a chart or General Formatting Guidelines ...........................4 file system. Additional Resources............................................4 Example Cover Letters .........................................5 Chart System Create a chart with columns for the prospective employer’s name, the person contacted, the date sent, any commitments you made in the letter, and follow- Cover Letters: Choose an Approach up actions taken. Make another chart showing the Cover letters are documents generally written as part response you received from each letter with column of a job search campaign. They can either announce headings, such as prospective employer’s name, your availability for candidacy or accompany an person who replied, date of reply, and action taken. application to help explain to an employer why Keep these charts current and file both the letters you are a strong candidate for a particular position. you send out and those you receive. This can be When writing a cover letter, choose an approach done electronically or in a more traditional manner, based on what you are seeking to accomplish with depending on your style. The main idea is to have a the letter. system. Broadcast Letter Approach File System This type of letter is used to broadcast your Save copies of all the letters you send and file them availability to many employers in your field. in an electronic or paper folder. Set up another folder Although it is not usually used to pursue a specific for the correspondence you receive that requires job lead, it is wise to personalize this letter. For further action on your part and a third folder example, “I am writing to highlight my qualifications for your rejection letters. The file system can be for a position as an account executive at....” or “I especially helpful because you can access previous am very aware of the changing role of the nurse correspondence when composing additional letters. in today’s (hospital, clinic, etc.).” By inserting You also can look back over the letters and emails the appropriate word or phrase, you can tailor you have sent and see which ones were the most each correspondence with much less effort than effective in generating interviews. individually composed letters. Targeted Approach This approach is used to investigate a specific job Cover Letter Do’s and Don’ts lead. You may be answering an ad or investigating a suggestion offered from The Career Center, a Do relative, friend, faculty member, etc. You may y Spell, punctuate, and format correctly in also mention specific information you discovered print and email communication. through conversations or by doing research about the y Write in your own words and use organization. conversational language. Tailor your letter to the job description specified y Whenever possible, address to an in the ad. Some reading between the lines may be individual, with his/her correct title. necessary so you can customize your response. Be y Slant letter toward what you can offer sure to: employers, not what they should be offering you. y Apply for the job posting as soon as possible y Be brief, concise, and to the point. after it appears. However, make sure you allow y Take advantage of any link to the yourself enough time to adequately prepare. employer that can give you an edge over y Be creative and authentic. Interpret the the competition (mentioning the name of employer’s needs and be sure to articulate how someone you know in the organization or your qualifications and experiences meet these a mutual contact). needs. Make sure your letter stands out from the y If including an attachment with an email to wave of response letters the employer is sure to an employer, make sure the document can receive. be easily opened (a PDF, for example). y Follow the instructions carefully regarding where y Hand-sign in addition to typing your the response should be directed and what to signature (unless the letter is sent include (e.g., résumé, statement of geographic electronically). preference, etc.). y Use quality paper. y Answer all questions, if provided, with the y Close by expressing a wish to speak exception of responding to a request for salary further about the position and how you requirements. In this case, it is advisable to avoid might contribute to the organization. the question and simply indicate that salary is y Include your contact information. negotiable. y Be brief! Letters should be individualized, Don’t concise, and factual. y Use overly formal language or use words y Always consider the reaction of employers by incorrectly. putting yourself in their place. Try to determine y Use gimmicks in an attempt to be original what accomplishments and skills would be most or clever. attractive to a particular employer. y Lead with constant use of “I.” y Be straightforward, professional, and businesslike y Be arrogant or indicate the employer — remember you are marketing yourself. As with would be lucky to hire you. the résumé, stick to the facts. View the “Example Cover Letters” on page 5 of this guide to get an idea of how to format and design content for a cover letter. organization as much as possible to give credibility Other Types of Letters and insight to your contact letter. Inquiry Letter In your inquiry letter: First, prepare a list of organizations which y Write to a specific person within the complement the position you are seeking, as well organization. As a general rule, send the letter as your interest and training. Then, write a letter of to the Employment, Recruitment, or Personnel inquiry to contact employers requesting employment Manager in the Personnel or Human Resources information. It is important to research the Department. Directing your letter to the key 2 Writing Effective Letters executive or manager in the department to which Letter of Acceptance you are applying is also advisable. If the contact Once you have decided to accept the offer, the person’s name is not available, address your employer should be notified immediately. It is not letter: “To whom it may concern” or “Dear Hiring necessary to wait until the offer expiration date Manager.” before contacting the person making the offer. y State your exact interest in the organization and Employers will appreciate your promptness, as it explain why they should be interested in you. will allow them to assess the status of their personnel The more you know about employers, the easier selection process. In your acceptance letter: it will be to tailor your letter to their needs and interests. y Acknowledge your receipt of the offer by letter, y Emphasize your positive assets and skills. Be as face-to-face meeting, or telephone call on the date specific as possible about the type of position it occurred. you are seeking and tie this to your knowledge y Be as specific as possible, mentioning starting of the organization and its products, services, or salary and supervisor’s name. Be sure to list and business. detail all items (benefits, moving expenses, etc.) y State when you would be available to meet for agreed to in the offer. an interview and include a phone number and/or y State when you will be able to report to work. email where you can most easily be reached. You Acknowledge if employment is contingent on can also write that you will follow up via phone events, such as graduation, certification, etc. or email within a certain time frame. y Express appreciation to your contact person and anyone else who has been particularly helpful. Interview Appreciation Letter y Ask if any other information is required, or if Following the interview, send a thank you letter or additional details should be attended to prior to email expressing appreciation for the interviewer’s reporting. time. Not only is this an accepted courtesy, but your Letter of Declination letter can also refresh your session in the mind of the interviewer. In your letter: As a matter of courtesy, a letter of declination is due to those organizations whose offers you are rejecting. y Express appreciation for the interviewer’s Despite the negative nature of the correspondence, consideration and arrangement of the meeting. it is vital that these employers know your decisions. y State the date of the interview and name of the Such a letter often follows a telephone call, making employer. your decision a matter of record and avoiding any y Reiterate your interest in the employer by confusion arising from verbal communication. In mentioning new points or assets you may have your declination letter: forgotten to address in the original interview.