Letters play a very important role in a job search. They serve as an introduction to your resume, an inquiry about possible vacancies, a request for information or a follow-up to an interview. Many job seekers concentrate their efforts on developing a resume, but dedicate little time to writing effective letters. While a resume is important, a letter is another opportunity to introduce yourself and market your qualifications to a potential employer. Below are 2 types of cover letters.

1.  APPLICATION LETTERS/COVER LETTERS

This type of letter is used to apply for SPECIFIC positions and accompanies your resume. It gives you an opportunity to introduce yourself to an employer and provides a link between the job and the skills you have to offer that position.

• A letter should inform the reader why he or she is receiving your resume. If you have already spoken to them by phone or in person, note this in your letter. Hiring officials talk to many applicants each day. Do not assume they will remember you.
• An application letter should give detailed information about your qualifications without repeating information from your resume verbatim. Instead, state the value of your experiences, education, or personal qualities. Ask yourself "What have I learned from these experiences?" Then relate these experiences to the skills you can provide to the employer. 
• Emphasize what you can do for the employer, not how you will personally benefit from being hired for the job. 
• When applying for a specific position, your letter should explain how your qualifications match the qualifications listed in the job posting. The closer a match there is between the employer's requirements and your background, the more likely you will be contacted for an interview.
• Letters should be professional, yet written creatively enough to attract the attention of the reader. If a position is widely advertised, an employer might receive over 100 letters and resumes. A well-written letter could determine whether or not your resume will be reviewed.

Example 1: Cover Letter / "Application Letter"

2105 Beacon Street
Brooklyn Park, MN 55447

May 1, 1995

Mr. Thomas Johnson, Vice President
Social Research Institute
455 University Avenue
Saint Paul, MN 55401

Dear Mr. Johnson:

Dr. Sievert, Chairperson of the History Department of University of Wisconsin-River Falls, recommended that I contact you concerning a Research Associate position with your organization. I am graduating this month and would like to begin working immediately.

As my resume indicates, I majored in U.S. Studies, an interdisciplinary program with a comprehensive research component. I am knowledgeable in research techniques, library searches, and have often worked from original source documents. In my junior year, I completed an independent research project on the sociological impact of child labor on the family unit in rural Minnesota in the early 1900's. This project helped expand my knowledge of social service research and in-depth investigative principles.

I would like an opportunity to interview for a position with your organization and will call next week to arrange a convenient time for an interview. I look forward to speaking with you.

Sincerely,

(Your typed name)

Enclosure

Example 2: Cover Letter / "Application Letter"

NAME
Address
Address
Phone #

Date

Saint Paul Public Schools
360 Colbourne Street
Saint Paul, MN 55102

To the Saint Paul Public Schools:

This letter of application for the position of secondary Language Arts teacher expresses a sincere interest in interviewing and working for the public school system of Saint Paul. Enclosed is my application form and resume. A credential file and transcript are being sent to your office.

As an English teacher, I bring real world experience to this position. Having successfully owned and operated a business, my practical knowledge and survival skills are extensive. My background has encompasses rich and varied experiences that have utilized the English language to function in society. Saint Paul's motto of "lifelong learning" has been my experience.

I also have all the qualities for an English Language Arts and Literature teacher, expressed in my innate appreciation and love of the language. Reading and writing have always be fundamental aspects of my life and, thus, my teaching. As a person, I combine thoughtful intelligence with empathetic concern. As a teacher, I incorporate firm expectations of my students into a flexible approach of addressing students' individual learning styles. My students appreciate the diversity expressed in my classroom. Regarding professional relationships, I have been commended for using tact and diplomacy in dealing with staff, administration and parents.

Recently, the state of Minnesota imposed guidelines regarding mandates for the year 2000. The challenge of working with students in the Saint Paul School District to ensure that they can meet state mandated evaluations interests me. I will work to implement the "road to change" that Saint Paul advocated throughout the school district.

Please consider my application and resume, as well as my credential file and references. If you need any further information, call me collect. I look forward to an interview to discuss how my qualifications are suited to your school district.

Sincerely,

(Signature)

Name

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2.  COVER LETTER OF INTEREST / PROSPECTING LETTER

Letters of interest are sent to organizations to investigate POSSIBLE job vacancies. State your reason for inquiry in the letter. How did you find out about the organization? What prompted you to send a letter? Did you receive a referral from someone who works at the organization?

• The central paragraphs will be much the same as a cover letter / "application letter". Provide examples of your qualifications to persuade the employer to consider you for a position.
• It is important to follow these letters with a phone call, since you may never receive a response if no positions exist. In your letter, state the day you will be contacting the person. Then make sure you follow-up as promised. Allow 1 to 1 1/2 weeks from the time you send the letter to the day you will make contact.

Fill-In Form: Cover Letter of Interest / Prospecting Letter

(Block style)

Your street address
Your city, state, and zip code
(Can use the same heading as the resume)

Date

(3 spaces between the date and the inside address)

Ms. Sandra Jones, Director
Marketing Division
American Industrial Corporation
1111 American Avenue
America, IL 60006

Dear Ms. Jones:

Opening paragraph: State why you are writing, identify the position for which you would like to be considered, and indicate how you heard of the position. (If you are sending a letter of interest which is not in response to a specific job opening, simply indicate the type of work you are seeking). Be specific.

Middle paragraph(s): Your goal here is to show how you can be useful to this particular organization. Describe what strengths you have to offer this employer. You might use one of the following approaches:

1. Illustrate the relationship between your skills and experience and the position for which you are applying.
2. Describe your previous accomplishments as they relate to the position.
3. Identify three reasons for the employer to consider you for the position.

Refer the reader to your enclosed resume for additional information.

Closing paragraph: End your letter by clarifying what will happen next and how they can most easily reach you. Whenever it is possible, you want to take the next step yourself. You might say, "I look forward to meeting with you to discuss my qualifications in more detail. I will call you on ________ to arrange a time."

Sincerely,

(3 spaces)

Always sign your name
Type your name beneath your signature

Enclosure(s)

Example: Cover Letter of  Interest / Prospecting letter

3877 University Avenue
Minneapolis, Minnesota 55455

March 15, 1995

Mr. Stephen P. Tatoe, Sales Manager
Frito-Lay
P.O. Box 741
Dallas, Texas 75235

Dear Mr. Tatoe:

I am very interested in the Frito-Lay sales and marketing position posted in the Career and Counseling Services at University of Wisconsin - River Falls. When I graduate in June, I would like to begin a career in sales and marketing with your organization.

You will note from the enclosed resume that many of my extracurricular and work experiences involved the organization, promotion, and publicizing of events. My background includes direct sales experience soliciting potential customers for COMB Company and success in managing employees in various capacities. My most challenging and rewarding experience to date was working with Senator Grey in the organization of his last successful legislative campaign. I am confident that I have the sales and managerial skills required to be a contributing member of the Frito-Lay organization.

A letter and resume can tell you only so much about my motivation and qualifications. I welcome the opportunity to discuss my background with you in person and would travel to Dallas at my own expense to do so. I will call you at the end of next week to discuss whether such a meeting would be possible and to confirm appropriate next steps.

Thank you for your consideration.

Sincerely,

Sharon Smith

Enclosure

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THE COVER LETTER - BEGINNINGS, MIDDLES AND ENDS

The following statements provide ideas to assist you in creating your own cover letter.

#1 - FIRST PARAGRAPH

• I am interested in a (type of work) position in your (company, agency). I believe that my interest, experience and education support my ability to learn and produce in this area.
• I am interested in applying for a (teaching position, opportunity in your school district). I will be/am certified to teach (subject or grades).
• My educational background and experience support my sincere interest in a career in (Marketing). I am interested in a challenging opportunity with your firm, affording training and eventual advancement in (Marketing) Management.
• Would you kindly send me an application for a teaching position in your school district. I will graduate in May (year) with a (double) major/s in , and will be certified to teach (subject, grades).
• I will be living in after of this year, and would appreciate your consideration of my application for a position with your (company, school system).
• My interest in entering a career in , and my plan to locate in your (area or city) support my request for employment consideration with your (firm). I would appreciate receiving information relative to your application procedure.
• Enclosed please find the application for your (professional opportunity, teaching position) in . I have requested that my credential file be forwarded to you in support of my application for the position.
• Mr./Ms. (name), (title) of (school, company) suggested that I write concerning my interest in (joining your staff, applying for your opening) in .
• In the course of completing my (senior research paper, study) in , I became familiar with your organization's work in/with (product, research, clients). I will complete my BA degree in May of this year, and I would like to join your (quality control) staff in a position. My senior studies (field experience) dealt with (short description).
• Thank you for arranging a very productive day of interviews for me (last Wednesday). I appreciated meeting and talking with members of your (marketing) and (sales) department. I was able to gain a thorough understanding of the (sales representative) position and of various facets of your training program.
• Thank you for the opportunity to talk with you about (school or company name) at UW-River Falls on (date). I am most impressed with your (school system, company, training program) and the opportunities (or challenge) you presented.
• I want to thank you for the opportunity I had of visiting (name of school system, company) on (day or date). I enjoyed talking with (name/s of other interviewers) and feel that you provided a most informative and attractive picture of your (Co., school). I can appreciate the opportunities as well as the challenges of (working, teaching) with/in (company or school system name).
• I would like to thank everyone at (company name) for the hospitality and the exceptional (position, opportunity) which I have been offered.
• Thank you for the pleasurable and informative interview I had at (time) during your recent visit to UW-River Falls.
• Thank you for the invitation to visit you (school system, plant operations and office facilities). I am looking forward to visiting with you and continuing our discussion about the (career opportunities, challenges of teaching) at/in (company or town name). I will arrive at (time) on (date).
• Thank you for interrupting your busy schedule on (Saturday morning, January 15) and granting me an interview. I found the interview both enjoyable and informative concerning the requirements and opportunities of a (accounting) career with (employer).
• It was certainly a great pleasure to visit with you in/at (town, company) on (date). I was quite favorably impressed by (name of company) plant operations and office facilities, and by the courtesy extended to me by your staff. 

#2 - SECOND PARAGRAPH

• My educational background, experience in this area, and my sincere interest in the challenges offered support my belief that I have the qualifications you seek.
• During the past four years of college, I have developed through education and experience a strong desire to find an entry level opportunity in (work area). I feel that I am equipped with a strong basic educational preparation and valuable experience supportive of my qualification for a career in .
• A position with your firm would provide the kind of opportunity and challenge I seek. (I am seeking).
• With a BA degree in Business Administration and Computer Science, plus varied experience in (traffic) departments of local industries, I am certain I could make a positive contribution to your organization (firm).
• Your opportunity demands the kind of responsibilities I seek in a career position. My experience and capabilities to supervise, communicate effectively, and to see a task to its successful completion (to "get a job done") would support my contribution to the overall functioning of your operation.
• While attending school I have worked as a (dept. aide), (laboratory technician) in , and have been involved in a variety of (research, analytical) assignments.
• I believe that my background and experience would enable me to make a positive contribution to a full-time career positions with (type of work) responsibilities.
• I am confident that I can offer positive contributions to (company, agency, council name) while being open to the personal growth the experience will undoubtedly provide.
• Previous experience in a variety of organizations has given me a considerable amount of confidence in my organizational abilities and inter-personal communication skills. Although I realize that each person, circumstance and problem dictates an individual approach, the background and attitude that I hold can be an asset in supporting the activities of the (society, council, YMCA).
• I view the position as described in (publication) as an excellent opportunity to learn and produce, and I would welcome the chance to perform and contribute to (company name) growth as a member of your (department) staff.
• I find the possibilities for learning and productive challenge in this position extremely attractive.
• This position would provide an avenue for learning and advancement, which is important to me.
• The challenges and professional input I foresee in this position represent the type of opportunity I seek.

#3 - THIRD PARAGRAPH  

• Enclosed is a resume describing my employment and educational background for your consideration.
• Enclosed is a resume describing my education and employment background in support of my qualifications for your staff opportunity.
• If you will review the enclosed resume you will see that I have had a strong education and varied experience which is compatible with (supportive of) the requirements of this position.

#4 - FOURTH PARAGRAPH

• I would appreciate an opportunity to discuss my qualifications in a personal interview at your convenience. I look forward to hearing from you.
• I look forward to an opportunity to discuss my qualifications in a personal interview at your convenience (at a time mutually convenient).
• I appreciate your consideration of my application, and look forward to an opportunity to discuss my qualifications in a personal interview.
• I will be looking forward to further communication with you regarding employment with (name of company).
• I would appreciate the opportunity to discuss my background and your organization's needs during a personal interview in the near future.
• I would appreciate an opportunity to discuss the mutually beneficial possibilities of employment with (company name) in a personal interview.
• If you find my qualifications acceptable for your purpose, please contact me at your convenience.
• Should my qualifications be of interest to you, please suggest arrangements for a personal interview in the near future.
• I have asked the UW-River Falls Registrar's Office to send you a transcript of my grades in support of my application (per your request).
• I plan to be in your area (at home) during our spring recess (break) from (April 2nd to April 9th). I would appreciate an opportunity to discuss my qualifications during this time. I look forward to hearing from you relative to an interview date.
• My thanks again for your time, Ms./Mr. __________________. I look forward to hearing from you in the near future.
• Thank you for your consideration. If you require additional information, please call me at _____________.
• Sincerely,
  Sincerely yours,
  Respectfully,
• Your Signature
• Your Name (Typed)
• Enclosure(s) (possibly)

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COVER LETTER CRITIQUING GUIDELINES

Does your cover letter meet the following criteria?

Layout/Appearance:  

• Always type your letters, or pay someone to do it for you. Because of wider access to computers and printers, employers expect your letter to be printed in a quality, professional-looking font. Adhere to the block style format for business correspondence (double-space between paragraphs; text flush to the left ---seek examples if you are uncertain about layout and spacing!) _____
• Typos, misspellings and grammatical errors can leave a negative impression with employers and cause your application to be rejected. Have you proofread to make sure your letter is error-free? _____
• Have you signed your letter at the bottom of the page? _____
• Have you printed your letter on quality paper that matches your resume? (When possible, match the heading of your resume and the heading of your cover letter for a professional look.) _____
• Cover letters should be concise and simple, yet still fully discuss your qualifications. Have you kept your letter to one page, if possible? _____  

Writing Style:

• Have you avoided beginning all your sentences with the word "I"? (Place a greater emphasis on the word "you" when possible!) _____
• Avoid the phrase "I am writing" in your opening paragraph, as this is understood in a letter. _____
• Lengthy paragraphs are overwhelming to read. Have you divided text into several paragraphs when necessary to keep paragraphs short? _____
• Have you used transition phrases and topic sentences to improve the flow of the letter between paragraphs? _____

Overall Impression/Marketing Effectiveness of Content:

• Is your letter addressed to a specific person, and have you spelled the individual's name correctly? (If the job posting did not indicate a name, you may need to call the organization to obtain this information.) _____
• Is your letter individually tailored to the position/organization, emphasizing how your specific qualifications match the employer's needs? _____
• Have you used factual statements regarding an organization rather than flattery to gain attention of the employer? _____
• Is the tone of your letter professional, yet show enthusiasm for the job and the organization? _____
• Have you written your letter in a style which conveys self-confidence in your abilities without being egotistical or overly aggressive? _____
• Do not oversell yourself or appear too desperate. Phrases such as "I will work for free if you give me the chance," or "I will take any job you have available" are not effective. _____
• Are you prepared to follow through on any action stated in your letter, such as a phone call to the employer? _____