Ready Reference F-1
Types of Job Search
Correspondence
Types of Correspondence
Cover Letters
Serve as an introduction to you or to your resume. You may wish to
review Ready Reference F-2 for general cover letter tips, and Ready
Reference F-3 for the basic cover letter formula. The most common
types of cover letters include:
Letter of Inquiry:
Written when you are inquiring into a possible position with a
company. Focus on broad occupational or organizational dimensions
to describe how your qualifications match the work environments.
See Ready Reference F-4 for an example.
There are various forms of correspondence that you may use during your job search. Several
common types are presented below. Keep in mind that all job search correspondence
should follow these basic business letter guidelines:
Use the same paper for your correspondence that you use for your resume.
The paper should be white or off-white, 8 ½ X 11. Also, use the same heading you used in
your resume.
Always use a quality printer for your correspondence.
Print on only one side of the paper. Your letter may be scanned for storage with your
resume. Make sure the format and font meet scannable guidelines. See Ready
Reference E-10 for information on scannable document requirements.
All correspondence should be neat in appearance.
Check for spelling, grammar, punctuation, and typographical errors. It is advisable to
have someone else proofread your documents. Remember, the letter is your personal
representative.
Keep all correspondence brief and to the point.
Employers don’t have time and will lose interest reading through irrelevant information.
Be sincere. Be polite.
Remember to sign your correspondence.
What is Job Search Correspondence?
Letter of Application:
Used when you are applying for a specific position. The purpose is to get your resume read,
and to generate an interview. So the letter should demonstrate that your skills fit the
requirements of the position. Ready Reference F-5 provides a sample of a letter of
application.
Networking Letter:
You may also find this useful at some point in your job search. The networking letter can serve
as an introduction, a request for an informational interview, or a letter to seeking to establish a
network contact. In most cases, your resume will not be included with a networking letter. See
Ready Reference F-6 for an example.
Follow-Up Letters
Used after a Job Search event. They include:
Thank-You Letters:
These letters are sent as a professional courtesy and as a method of establishing
communication and goodwill with a company or contact. Thank-you letters are one of the
most important tools, yet one of the least used, in a job search. The basic rule of thumb is that
anyone who helps you in any way should receive a thank-you letter. They may be used
following a contact with a recruiter at a career fair, after receiving assistance from a
networking contact, in response to phone conversations or informational interviews, and for
those who provided references. You should always send a thank-you letter within 24 hours of
an interview. In addition to thanking the interviewer for his or her time, a post-interview thank-
you letter may also be used to provide additional information or to clarify a point from the
interview. See Ready Reference F-7 for thank-you letter tips and an example.
Letter of Acknowledgement:
To confirm an invitation or offer. In the case of a plant visit or informational interview, if
interested, state what dates would be convenient. Do not delay. Procrastination makes a bad
impression.
Letter Acknowledging an Offer of Employment:
Confirm the receipt of an offer. Restate the title of the position and salary. Express your
appreciation. Indicate the date you will notify the company of your decision. Act on your
decision and notify the company before that date.
Letter of Refusal:
If declining an offer of employment, express your appreciation for the offer and the
company’s interest in you. Indicate that you have carefully considered the offer and have
decided not to accept it. Be polite and positive. You may be corresponding with the same
individual or applying with the same company at a later date. See Ready Reference F-8 for
an example.
Letter Seeking Additional Information:
May be written if you are awaiting an offer, or if you have
received an offer but need additional information. Indicate
your interest in the company. Be specific about the information
or response you need. Express your appreciation for the
cooperation you anticipate. See Ready Reference F-9 for a
sample of a status inquiry letter, used when awaiting an offer of
employment.
Letter of Acceptance:
When you have received that perfect job offer. Indicate your
acceptance of the offer of employment. Restate the position
title, compensation offered, and the starting date if previously
established. Refer to the date of the original offer. Indicate your
travel plans and arrival date if the position requires relocation.
See Ready Reference F-10 for a sample Letter of Acceptance.
Withdrawal Letter:
Once you have accepted a position, you should inform other employers of your decision
and withdraw you application from consideration. You may choose to state that your
decision to accept employment with another organization was based on a better fit at this
point in your career. DO NOT say that you obtained a better job. Ready Reference F-11
provides a withdrawal letter example.
Follow-up After a Turndown Letter
This letter would be used if you interviewed for a position, but the employer decided to hire
someone else. It’s a good idea to the let recruiter know that you are still interested, and
would like to be considered for another position, should one arise. See F-12 for an example.
All job search correspondence should express your appreciation. Remember that your
correspondence is your representative. Good letter-writing skills are worthwhile to develop
and will benefit you in future years.