Cover Letters & Business Correspondence

Developing Your Cover Letter: 3 Necessary Components back to top

A professional cover letter generally has three paragraphs:

1. Introductory (Why you are writing)

• Mention the position and how you heard about it.
• If you are writing to inquire about an opening, indicate what type of position you are interested in.
• If you have been referred to the company, mention the name of the individual who referred you.
• This section should about 2-3 sentences.

2. Body (Why you are qualified)

• Most important section! It gives the employer reasons why they should consider you for an interview.
• Include examples of your accomplishments when appropriate. Please see the cover letter examples.
• Includes an overview of your strengths and qualifications as they relate to the target position
• Demonstrate what you can contribute by illustrating how you achieved relevant accomplishments
• You may mention your resume and/or reframe resume content but DON’T BE REDUNDANT.
• Set yourself apart from the other candidates by stating how you will add value to their company.
• This section should be 5-6 sentences.

3. Closing (What you want)

• Indicate an interest in meeting with the employer.
• Thank them for their consideration and include your phone number so they may contact you.
• Let them know how and when you will contact him/her to set up a meeting time (unless the employer states they will not accept calls). Note: Be sure to follow through with whatever you state you will do in the cover letter. If you write you will call...be sure to call.
• This section should be about 2-3 sentences.

Cover Letter Musts! back to top

Cover Letter Musts!

• Research the company and learn as much as you can about the position (check organization’s Web site to gain relevant information).
• Target the letter to the specific position and organization.
• Address the cover letter to a specific individual within the organization (example: Mr. John Brown, Manager). Always address the company’s Hiring Manager unless application provides different directions.
• Do not list salary requirements in your cover letter unless absolutely necessary (meaning your resume will not be accepted without mentioning your salary history or requirement).
• Make every word count. Use clear, crisp and succinct language.
• PROOFREAD YOUR LETTER BEFORE YOU SEND IT; it should be error free!

Formatting Your Cover Letter back to top

Basics

• Use same color and quality grade of paper as you used on your resume.
• Use block letter format.
• Margins should be at least 1 inch from top; other three sides a minimum .5 inch and a maximum of 1.25 inches.
• You may follow the name and address with a reference to the position. For example: Subject: Marketing Assistant Position).
• Single space paragraphs; double space between each paragraph.
• At the signature closing, be sure your name is typed and a handwritten signature is above. Use black or blue ink for signature, no colored ink.

Font

• Times New Roman, Arial or Courier font suggested. Be consistent: use the same font as resume.
• Use 10 or 12 size font.

Submitting/Sending the Cover Letter and Resume back to top

• Mail in a 9x12 envelope. Never tri-fold your documents to fit in a business-sized envelop!
• Do not staple or paper clip the cover letter to the resume.
• Follow Up: keep a copy of the cover letter and follow up as stated in the letter.

Email Cover Letter back to top

An e-mail cover letter is has the same purpose of a regular cover letter with the exception of some key content and format rules. Please see the information below.

• Keep it short: Don’t get too lengthy or wordy. It should be direct and to the point.
• Include a formal salutation and closing similar to the one in the traditional cover letter.
• Highlight your relevant experiences only…remember you want your attached resume opened!
• Capture the attention of the reader in the subject line (ex: Jill Armstrong, Web Design Intern, #12345)
• Use spell check and proofread your correspondence.
• Type “Resume attached” or “Resume follows” after the salutation.

Sample Cover Letters back to top

Additional Forms of Business Correspondence back to top

Prospecting Letter - Example
The prospecting letter is very much like the cover letter except that it is being sent to an organization that HAS NOT announced specific job openings. Same rules apply as stated previously in the cover letter section; please see the examples of business correspondence to review a prospecting letter.

Thank-you Letters and Cards
As a professional courtesy, thank-you letters or handwritten thank-you cards should follow every interview 24-48 hours after the event. This will further distinguish you from other candidates. The goals of thank-you letters and/or cards:

• To express genuine appreciation for the employer’s time and consideration.
• To reaffirm your interest in the position and cite additional qualifications you may not have mentioned during the interview.
• To clarify your understanding of the next step in the application process.
• To include your expense statement and any other detail of your visit (if previously arranged with the employer).

Acceptance Letters
While you will initially speak with the employer directly to accept a position, you will also want to send an acceptance letter as a follow-up. The acceptance letter should be addressed to the person who made you the offer and should be typed in a standard business letter format. In the letter, you should include: appreciation of the offer, acceptance of the position, title of the position or department, and an overview of the hiring terms discussed (ie: start date, who to report to on the first day, etc.)

Withdrawal and Rejection Letters
As part of managing your professional image, you are expected to communicate with employers regarding your candidacy. After you have accepted a position, you should send a formal business letter to the appropriate companies to withdraw your candidacy from any of the other positions for which you have appliced. Additionally, you should prepare a courteous and thoughtful letter to decline employment offers that do not fit into your current career goals. Be sure to thank the employer for his or her offer and consideration and that you hope to communicate with him or her in the future regarding opportunities.