Correspondence

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Contents of this Page
Cover Letters | 1 | 2 | 3 | 4
Thank You Letters | 1 | 2 | 3

In this tutorial, correspondence stands for written communication sent to prospective employers.

Cover Letter

The cover letter, letter of application, or job search letter, whatever you wish to call it, is an essential part of your job search. You should always include a cover letter with your resume to explain why you are contacting the potential employer, and allows you to highlight the most relevant information from your background as it relates to the position you are seeking,peaks an employers interest about your candidacy, and also provides the reader with a sample of your writing skills.

(See the cover letter example)

The cover letter should be written in a formal tone using a business letter style, and should be fairly brief and to the point. A long cover letter will seldom be read. Whenever possible, you should address your resume to an individual. These may be identified through a company's web site or by calling the company directly. If calling, be sure to ask for the appropriate person's name and title and be sure to confirm the correct spelling. Ideally, you should use the same paper for your resume and cover letter. Finally, remember to sign the letter and not leave the space above where you typed your name blank.

There are three basic parts to the cover letter:

1 - Why Are You Writing

This first paragraph states why you are writing. Are you responding to an advertised vacancy? If so, state where you heard about the position and the title of the position for which you are applying. Are you exploring possible employment opportunities? What type(s) of position(s) are you interest in pursuing? Did some one suggest to apply to the company? Who referred you and why? Briefly highlight some personal characteristics and basic background information that would make you a good candidate to consider. in a short paragraph. Hopefully, this will cause the reader to want to finish the letter and review your resume.

2 - Why Should They Consider You

This is the main point of your letter. It should also be to the point and may be one or two short paragraphs. If you are applying for a specific position, it should highlight how you meet their qualifications. If you are exploring potential opportunities, it should indicate how your background would be of benefit the company. If you were referred, the letter should explain why the person felt you would be a good fit. Use this section to highlight information provided on your resume or to detail an experience or interest not included on your resume. Refer your reader to the resume by making statements like, "As you will note on my resume, I have a strong background in..." You will also want to show that you have done some research on the company and tell them why you are interest in working for them. The more you know about the employer through research, the more you can link your qualifications to the specific position.

3 - Request An Interview/Meeting

The final paragraph should state your desire for an interview (in the case of a known vacancy) or request a meeting to discuss potential employment opportunities (when there are no known opening). If you are doing mass geographical mailings (see below), you should include when you plan to be in the area. You may wish to repeat your desire to work for the company and ask the reader to contact you if they have any questions. It is a good idea to include your phone number in case your cover letter and resume become separated once they reach the employer.

4 - Mailing Your Cover Letter and Resume

Although it is a little more expensive, it is a good idea to mail your cover letter and resume in an 8 1/2 x 11 envelope to avoid creases since more and more companies are scanning resumes into their computers to allow for key word searches. A crease in a line of text may make it unreadable by the scanner. There are generally two approaches to conducting a job search by mail. One method is to target select employers where there are known vacancies or referrals by faculty, friends, relatives, etc. Vacancies may be identified through want ads, internet listings, company web sites, or the Job Listingings Book in the Office of Career Services. It is a good idea to follow up (call) after a week or so to confirm that the company received your resume, if they have any questions, and could you arrange a meeting/interview?

The second approach is by sending out mass mailings. This involves identifying companies you are interested in working for or who do work in the areas in which you may be interested or who hire people with your major. A mailing list may be created by using employer directories and Recruiters of UAH Graduates notebook (found in the Career Resource Library), the Internet, professional society directories, and the Yellow Pages. Mass mailings usually have a response rate of less than 4 invitations for interviews for every 100 letters sent. This number could be more or less depending on your field of study and distance from the employer.

Sending out hundreds of resumes at a time make it almost impossible to follow up. To make it more manageable, send out a batch of 30 one week and follow up with them next week while sending out a new batch of 30. You may also want to do geographical mass mailings. Send 30 or so to companies in Nashville and tell them that you plan on being in Nashville on a Monday and Tuesday in two weeks. Call them the following week and see how many appointments you can make for the following Monday and Tuesday.

Finally, be sure to keep a job search notebook and record when, where, to whom, and why (specific position or exploring) you mailed your cover letters and resumes. A fairly easy way to do this is by keeping a copy of your cover letters or a list of your mass mailing groups including the above information. You should also be sure to note when you said you were going to follow up with the geographical mass mailings.

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Thank You Letter

If you are serious in your job search, a thank you letter must be written after every interview with an employer, this includes contacts at Job Fairs. The letter should be written to each person you interviewed with and be sent no more than a week after the interview. Be sure you have the correct spelling of the person's name and their title, and call the company to confirm if you are not sure. The thank you letter may be word-processed or handwritten and should follow the business letter format. Emailing a thank you letter is acceptable if you and your employer have already used e-mail for correspondence. Be sure to keep the letter brief and to the point.

(See the thank you letter example)

There are three basic paragraphs to a thank you letter:

1. Refresh their memory - Thank the interviewer for taking the time to meeting with you and refresh their memory by stating the time and date of your meeting. Remind him or her about the position that was discussed and highlight areas where you were a solid match for the position or areas that the interviewer seemed most interested.

2. Make the sell - The second paragraph is used to express your interest in the position and/or organization. This is your last chance to mention any personal characteristics, experiences, academic activities, or other information relevant to the position but not mentioned during your interview.

3. Final Thanks - The last paragraph once again thanks the employer for his or her time and consideration. You remind the employer of your phone number and encourage him or her to contact you if they have further questions. Be sure to sign the letter.