Employment Guide

Job Search Documents

Cover & Job Search Letters

Letters and emails are used for all parts of the job search process. When applying for positions they are used to introduce yourself, express your interest in an employer or position, summarize your qualifications, present your resume and request an interview. Your goal is to create letters that are concise, personalized and professional. Like the resume, there should be no spelling or grammatical errors. Remember that business letters are formal documents. Career Services has identified eight basic letters to use while conducting your job search. See examples of each letter in this guide or on our website. Application Cover Letter This letter is used when applying to an advertised job vacancy. You should: • Tailor the letter for a job with a specific company or organization. Do not write a form letter. Keep the letter business-like, yet personal. • Address the letter to a specific person when possible. • Proofread to avoid any errors. Prospecting Cover Letter The purpose of this letter is to inquire about any vacancies in areas of interest. The structure of the letter is similar to an application letter. Instead of using position information, use occupational or organizational interest to describe how your qualifications match the work environment. The letter is used to target specific individuals and organizations. See the prospecting section of this guide to learn more. Networking Cover Letter/Email This letter/email is sent to a variety of individuals you know personally, or who are referred to you. The purpose is to connect, introduce yourself, and express an interest in learning more about their organization and job opportunities. In addition, “network” letters/emails may request an informational interview, help to define your career goals, or collect geographic and industry information, while broadening your job search. Thank You Letter/Email A thank you letter/email is used to establish goodwill, to express appreciation and to strengthen your candidacy. The basic rule is to send a thank you letter to everyone who assists you in any way. When used to follow up on employment interviews, thank-you letters should be sent within two days to everyone who interviewed you. Also, be sure to send thank-you letters to each of the contacts who granted you informational interviews and anyone who provided references. Make the letter warm and personal, and use it as an opportunity to: • Re-emphasize your strongest qualifications

Reiterate your interest in a position

• Provide supplemental information not previously given • Draw attention to the good match between your qualifications and the job requirements • Express sincere appreciation Delay Decision Letter/Email This correspondence is used to request a delay in making a decision regarding a job offer that was extended to you. There may be times when you will need more time to evaluate your opportunities to make a more informed decision both for you and the organization. Use this letter/email to: • Thank employer for the offer and the interest shown in you. • Specify the date on when you wish to respond. • Briefly explain why you need more time. • Ask if extension date is convenient for the employer. Acceptance Letter/Email This correspondence is used to accept a job offer. Terms and conditions of your employment should be stated such as: • Acceptance of offer • Starting date/time • Geographic location • Position and title • Starting salary Withdrawal Letter/Email If after an interview you decide to not pursue the position, or you have accepted an offer from another company, you have the obligation to contact the employer and other employers who are seriously considering you for employment, and withdraw your application. Briefly discuss the reason(s) why you are withdrawing your candidacy. It is appropriate to tell the employer that you have accepted a position with another organization. Keep it short and professional. Rejecting Offer Letter/Email Letters of rejection are sent to employers to decline a job offer. Be thoughtful and courteous thanking the employer for the offer and consideration of you as a candidate.

Remember! Keep a copy of all your job search documents for your records.


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