Writing letters is an integral part of communicating with employers when you're looking
for a job. Several different types of letters are used for different circumstances.
The most common term used to refer to job search letters is "cover letter."
It literally means any letter that accompanies (or "covers") another piece
of paper, such as a resume or an application. In everyday usage, however, it has
generally come to mean the first letter you send to an organization to initiate contact
with them. It should always be accompanied by a resume unless it is an information
request letter.
There are two types of "cover" letters:
- letter of inquiry - used when you are contacting an organization to inquire
about and apply for possible openings when you don't know if any vacancies exist
- letter of application - used when you are applying for a specific position
that you know is open because you saw it advertised or someone told you about it
Career Guide L2, Cover Letter Pointers,
and Career Guide L3, Cover Letter Outline,
provide more detailed information about writing these types of letters.
Another type of letter frequently used in the job search can be called the follow-up
letter. Just as its name implies, it is used to "follow up" previous contact
with the organization. It should always refer to that previous contact, tell the
reason for writing this letter, and mention future contact or action, when appropriate.
Typical follow-up letters may include:
- A letter accompanying a completed application that the organization has given
to you
- A letter checking on the status of your application (although a telephone call
is a more timely approach)
- A letter accompanying a revised or more current version of your resume and reiterating
your interest in the position/organization
- A letter accepting a job offer
- A letter rejecting a job offer
- A letter withdrawing your application because you have accepted an offer from
another organization
- A letter written after receiving a rejection to keep the employer aware of your
interest in future opportunities
A thank-you letter is written after an interview. It can help you to be
unique among candidates because although it is considered common courtesy, it isn't
all that common. It reminds the interviewer of your conversation, shows that you
are conscientious and interested, as well as expresses your sincere appreciation.
An information request letter is written prior to applying to the organization.
Its purpose is to request information about an organization, specific job titles
or functions and/or career opportunities. It does not request information about possible
openings. This can also be done by telephone.
TIP: Keep a record of your activity (letters, phone calls, dates, names,
titles, and notes) for each organization you have contacted. Keep a copy of everything.
This helps you to know when you last communicated, what kind of information they
have about you (resume, credentials file, application), and when to follow up with
them. It also helps you to respond appropriately when you are contacted for an interview
and to prepare for that interview. Most important, it keeps you organized and makes
job searching easier.
For additional information about writing job search letters, with samples,
refer to the following resources located on the Job Search Information shelves in
the CDO:
200 Cover Letters for Job Hunters, William S. Frank
Cover Letters That Knock 'Em Dead, Martin Yate
The Perfect Cover Letter, Richard H. Beatty
"Close, Follow-up and Implement," Interview for Success, Krannich
and Krannich, pp. 116-119, also Appendix A and Appendix B.
"Correspondence in the Job Search," For Your Action: A Practical
Job Search Guide for the Liberal Arts Student, Wallace, Wagner, Sisha, pp. 60-74.
"Cover Letter Mistakes," The 110 Biggest Mistakes Job Hunters Make
(And How to Avoid Them), Hermann & Sutherland, pp. 121-131.
"Cover Letters, Thank-you Letters, and Reference Sheets," From College
to Career,
Donald Asher, pp. 155-162.
"101 Grade A Resumes for Teachers," Rebecca Anthony and Gerald Roe, pp. 54-56.
"Job Search Correspondence," Liberal Arts Power!, Burton Jay
Nadler, pp. 127-138.
"Perfecting Your Follow-up Form: Respond to Get the Response You Want,"
The Perfect Follow-up Method to Get the Job, Jeffrey G. Allen, pp. 81-98.
A final thought: A CDO counselor can critique your letters and make
suggestions during Drop-in Hours, which are held from 2-4:30pm several afternoons
a week when classes are in session. Call the CDO or check CDO Online for
specific days.
 CAREER GUIDES are provided by the Career Development Office,
Gregory Hall, 2nd floor, SUNY Fredonia, Fredonia, NY 14063 (716) 673-3327
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