A sequence of written communication is usually necessary during the job search campaign. This vital exchange
between applicant and employer is expected by both. A positive response from an employer usually prompts a
detailed series of letters and other paperwork. Proper documentation leaves little room for surprise. Although
correspondence is a time-consuming, business etiquette demand it if you’re serious about making a favorable
impression. When a resume is mailed to an employer, a cover letter should be included. A sample cover letter
is attached. Samples of other types of employment correspondence may be reviewed in the Career/Transfer
Write to a specific individual in a decision-making role rather than title.
Use a positive, enthusiastic, tone.
Develop 3-5 paragraph letters with 3-5 short sentences in each.
Type letters on a word processing program.
Avoid flowery words, phrases, extraneous words, and clichés.
Use white, light gray or beige high-quality bond stationery with matching envelopes.
Employers are usually impressed with self-confidence; a signature with a blue felt-tip pen seems to
indicate this trait.
Always keep a copy of every letter sent for future reference.
When initially mailing to a chief executive, mark “private” or “confidential” on the envelope and
omit your name and return address on the envelope.
Cover Letter (for advertised job opening)
Open your letter with a strong positive statement about yourself and your qualifications.
Identify the position for which you are applying and how you learned of the organization
and the opening.
Indicate why you are interested in the position, the organization and its services. Tell
what you can do for the employer by briefly matching your achievements and skills to the
job requirements and the employer’s perceived needs.
Describe your main qualifications. If you have been recently trained, explain how your
educational background makes you qualified for the position. Refer the employer to your
State that you will call on a certain day to arrange an interview at the employer’s
convenience. Indicate your desire to provide additional information, if necessary.
Thank the employer for considering you, and mention you are looking forward to your