Job Search Letters

In the job search process, written [via email or otherwise] correspondence remains a critical tool and potential difference maker.

Letters typically fall into two primary categories:

1. Letters of Application – Used to apply for known vacancies or to express interest in potential openings.
2. Follow-Up Letters – Including Thank You notes, interview confirmations or responses to offers and rejections.

Regardless of the type, every letter you send should be professional, concise and well-structured. Follow these foundational guidelines to make your communications stand out for the right reasons.

The Basics: Writing with Purpose and Precision

Every Resume Needs a Cover Letter

Every time you send a resume, whether you are applying for a posted opening or inquiring about potential opportunities, you should include a tailored cover letter. Its primary role is to generate interest, prompting the employer to want to learn more about you.

Keep It to One Page

Your letter should be clear, direct, and no more than one page in length. Think of it as a highlight reel, not a comprehensive autobiography. Save the deeper details for the interview.

Avoid Generic or Mass Produced Letters

You can create a core template but each letter must be customized for each position. Employers can easily spot generic, cookie cutter letters and they often interpret them as a lack of genuine interest or effort.

Address the Right Person

Always try to identify the hiring decision maker and address your letter directly to them. A letter beginning with "Dear Hiring Manager" is acceptable only if no name is available but a personalized greeting is far more effective.

Personalization Through Research

A strong letter shows you've done your homework. Research the organization, school or agency you are contacting and reference something specific that appeals to you, whether it’s their mission, recent initiatives or leadership in the field. This kind of insight reflects genuine interest and attention to detail.

Professional Appearance Matters

• When sending documents via email, always save and send them as a PDF. PDFs help ensure that your formatting remains consistent, cannot be easily altered in transmission, and will appear the same regardless of the recipient’s device or software.
• If sending via air mail, use high-quality resume paper and matching envelopes when mailing hard copies.
• Format your letter in a standard business layout, aligned to the left, with consistent margins and spacing.
• Proofread carefully for spelling, grammar, punctuation, and tone. Typos or awkward phrasing can damage an otherwise strong impression.

Tips for an Effective Letter

• Be concise: Get to the point quickly. Communicate why you're writing, what you're seeking and what value you would bring.

• Stay relevant: Focus only on information that supports your candidacy for the specific role.

• Define your objective: Know what you want the letter to accomplish (e.g., securing an interview) and structure your message accordingly.

• Avoid pitfalls: Steer clear of negativity, overconfidence, exaggeration or inconsistencies between your letter and resume.

Final Thought

Your cover letter is often your first introduction to a potential employer, make it count! A thoughtfully written letter can differentiate you from the competition and open the door to a successful interview.