Whether you are preparing an application letter or an acceptance letter, it
is important to understand the purpose of each type of letter so that the
recipient can quickly understand the information that you are trying to
convey.
Cover or application letters are used to introduce your resume to a
potential employer. In the first paragraph, tell the employer that you are
interested in working for them and describe the position you are seeking.
In the second paragraph, outline your strongest qualifications that match
the position. Provide evidence of your related experiences and
accomplishments. Make reference to your enclosed resume. Sell yourself in
the third paragraph. Convince the employer that you have the personal
qualities and motivation to perform well in the position. In the fourth
paragraph, suggest an action plan. Request an interview and indicate that
you will call during a specific time period to discuss the possibility of
an interview. In the last paragraph, thank the reader for their time and
consideration.
Prospecting letters are used to find out if a job opening exists or may be
created. In the first paragraph, indicate your interest and reveal your
source of information. In the second paragraph, outline your strongest
qualifications. Focus on broader occupational or organizational skills. In
the remaining three paragraphs, sell yourself to the employer, suggest an
action plan, and thank the reader for their time and consideration.
Networking letters are used to make contact with a specific person
recommended to you by someone else who may assist you in some way with your
job search. In the first paragraph, tell the reader how the two of you are
connected (i.e., alumni, mutual friend, similar background, etc.). In the
second paragraph, state your purpose without pressuring the reader. Briefly
explain your situation. In the last paragraph, request a meeting at a
mutually convenient time, and indicate that you will call during a specific
time period to make arrangements.
Thank you letters are used to express appreciation and interest following
an actual job interview or for particular assistance. They should be mailed
within one day of the interview but may be handwritten. In the first
paragraph, express your sincere appreciation. In the second paragraph,
reemphasize your strongest qualifications. Draw attention to the good match
between your qualifications and the job requirements. In the third
paragraph, reiterate your interest in the position. Provide supplemental
information not previously given. In the final paragraph, restate your
appreciation.
Acceptance letters are used to accept a specific job offer. In the first
paragraph, confirm, accept and reaffirm your decision to accept the
position. In the second paragraph, confirm the logistics, including your
start date and time. In the last paragraph, express your appreciation for
the opportunity.
Withdrawal letters are used to notify the employer that you presently are
not interested in working for them. In the first paragraph, state your
decision and provide a polite explanation. In the second paragraph, express
appreciation for the employer's consideration and courtesy.
Rejection letters are used to decline an offer of employment. In the three
paragraphs, acknowledge the offer, show thoughtful consideration and
express your appreciation.
Regardless of which letter you are preparing, it is vital that it contain
no spelling or grammatical errors. If a friend or family member is a
skilled writer, have them read and critique your letter.
