Cover Letters/Application Letters

Cover Letters/Application Letters

Never underestimate the power of correspondence in your job search. Your application cover letter, in particular, is an important marketing tool which highlights your most attractive qualifications as a potential employee and, if well written, will lead the employer to your resume. Because there is no single formula or model letter applicable for all occasions, this article describes and provides examples of seven types of letters you may use in your job search. It also offers tips on appropriate letter format and effective writing style.

Writing Style

Before writing your letter, analyze your reader by considering his/her requirements and needs. Plan your letter accordingly, placing the most important items first, supported by facts. By putting yourself in the reader's situation, you will better understand his/her needs. After this analysis you can write a letter demonstrating how your background, training, work experience, and abilities can meet those needs. Such an approach will help you persuade the reader that you are a good match for the position and that he/she should interview you. Remember that you are responsible for explicitly communicating your value to the employer. Do not expect employers who typically receive hundreds of letters for each job opening to wade through a great deal of text or a poorly written, mundane, or disorganized letter to figure out what you can do for them.

Experienced letter writers follow these basic principles:

Take the time to research each employer's organization and personalize each letter. Indicating that you know something about the company shows that you are careful and interested in the employer. This approach is much more effective than sending out hundreds of identical form letters.
Highlight one or two of your most significant accomplishments or abilities to show you are an above average candidate. Selecting only one or two special attributes helps your chances of being remembered. Be brief; demonstrate that you understand the value of the reader's time.
Use a polite, formal style that strikes a balance between confidence in yourself and respect for the employer. Be clear, objective, and persuasive rather than simply describing your background.
Be positive in tone, content, and expectations. Do not add details about yourself, your past experience, or your preparation that may call attention to your weaknesses or raise questions about your confidence or ability to do the job.
Use active voice and powerful action verbs in your writing to hold the reader's interest and convey a sense of energy.
Group similar items together in a paragraph; then organize paragraphs so that they relate to each other logically. Avoid writing that lumps together unrelated information without a strong topic sentence to tie the information together. Remember it is your responsibility to organize the information for the reader.
Always back up general statements with specific facts or examples. Documentation creates credibility and reduces uncertainty and abstraction for the reader.
Avoid jargon and cliches. It is tempting to use ready made phrases such as "self-starter," "proven leadership skills," "excellent interpersonal skills," etc., but using today's buzz words can suggest parroted formulas rather than original thought.
Check the spelling and grammar in all correspondence. If you are not confident of your ability to detect grammatical, punctuation, or English usage errors or if you need help in organizing your letters, bring your correspondence to a professional for assistance.
Never misrepresent yourself by overstating your experience or skills. Even if you do not have every qualification sought by the employer, stick to the facts and tell the truth by emphasizing your strengths.

Business Letter Format

Your cover letter should be prepared on a computer with a letter-quality printer. Letters should be printed on high quality bond paper and mailed in envelopes that match the stationery. Use conservative colors such as white, ivory, or light grey. For information on the parts of a business letter, its organization or format (e.g., block, semi-block, or indented style), consult a reference guide such as Business Letters for Busy People.

Types of Letters

You will probably use seven types of letters in your search: application, prospecting, networking, thank you, acceptance, withdrawal, and rejection. Experienced candidates may wish to use a variant of the application letter called the resume letter. Each has its own purpose and use. Descriptions follow, and examples are provided.

1. Application Letter

Example 1
Example 2

The purpose of this letter is to get the employer to read your resume and invite you for an interview. Use this type of letter to respond to job advertisements and vacancy announcements. Your approach here is to show that your qualifications fit the employer's requirements for the position. Analyze the position description carefully and pick out key phrases. Try to match your letter point by point to the requirements by emphasizing key parts of your resume. Example 1 illustrates what to include in each part of the letter; Example 2 is a standard letter of application.

2. Resume Letter

Experienced candidates with several years of substantial work experience and/or unique educational credentials, may want to develop a resume letter. Resume letters are standard letters of application which highlight key qualifications to potential employers. The format includes pertinent professional information captured in short phrases. The purpose of a resume letter is to trigger employer interest in a unique background by showing the applicability of work or academic experience to the employer's situation.

3. Prospecting Letter

The purposes of this letter are to search for possible vacancies in your field, to promote your resume, and to generate interviews. Prospecting letters are used for long distance searches and to uncover the hidden job market of positions that are not advertised. Begin by targeting specific companies and then identifying the appropriate person to contact. Organize this letter in a similar fashion to the application letter but focus instead on the company's needs, direction, problems, products, or trends to describe how your qualifications match their requirements.

4. Networking Letter

This letter is written to generate informational interviews- not job interviews. You may have a variety of purposes in seeking an informational interview-need for career advice, information about industry or company hiring trends, advice about appropriate job search strategies etc. Your letter must express your sincere interest in meeting with a specific individual and briefly describe who you are and the intended purpose of your visit. Usually a resume is not attached to a networking letter; however, it can be brought to the interview itself to help the interviewer understand your background and respond to your questions.

5. Thank you letter

Thank you letters are used to express appreciation and strengthen your candidacy. They should be sent to everyone that helps you in any way. When sent after an employment interview, they should be mailed within 24 hours to each person that interviewed you. Be sure to reaffirm your interest in the position and to cite additional qualifications you may not have cited during the interview. You may also wish to clarify information that may not have been positively conveyed. Don't forget to send letters to people who granted you informational interviews or provided references.

6. Acceptance letter

Use this letter to accept a job offer. Your letter should confirm the terms of your employment (salary, starting date, hours, benefits etc.). Usually employers will telephone first and discuss the terms of employment. Accepting the offer constitutes a moral (not legal) contract between you and the employer.

7. Rejection letter

Occasionally candidates may have to decline an offer when it does not mesh with short or long-term career goals. This letter should be written carefully. Indicate that this was a difficult decision to make and that you have given it serious consideration. Be sure to thank the employer for his/her time, consideration, and the offer. It is not necessary to indicate which offer of employment you decided to take or where you will be working, but you may do so if you wish. Example 8 illustrates the appropriate language.

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The purpose of this article is to both provide information and facilitate general dialogue about various employment-related topics. No legal advice is being given and no attorney-client relationship created. Please see the disclaimer for further limitations and conditions.