JOB SEARCH

CORRESPONDENCE

www.career.uh.edu
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 JOB SEARCH CORRESPONDENCE
INTRODUCTION

W ritten communication, whether hard copy or e-mail, serves many purposes in

a job search. An effective job campaign may require a variety of correspondence: cover
letters for resumes, networking letters, letters requesting information, thank you letters, job
acceptance and/or rejection letters. Examples of these letters are illustrated in the accompanying
pages, along with explanations of their style and format.

In addition, knowing how to send correspondence via e-mail or through an online application
system is just as important. How you communicate with an employer may have an impact on your
job search. It is considered professional business practice to use e-mail etiquette when
communicating with business professionals. The rules for communicating with employers via e-
mail in a job search will also be presented.

TYPES OF LETTERS WITH SAMPLES

Cover Letters

T he cardinal rule in sending out cover letters is very simple: whenever possible, address your
cover letter to the particular person doing the hiring. Avoid addressing a letter “to whom it
may concern.” The cover letter serves as a forum to communicate your enthusiasm and
professional strengths and to highlight those experiences and interests that make you a unique
applicant. When writing to employers who have indicated specific job openings, you should draft a
one page cover letter with the same creativity as the effort put into your resume.

Your cover letter may consist of three to four paragraphs and always should be under one page in
length. In addition, make sure to spell-check your letter and proof it for any grammatical errors.
Use good quality stationery and matching envelopes.

First Paragraph: Serves to identify yourself (i.e., I am a senior at the University of Houston)
and should explain why you are contacting them. Mention how you learned about the
organization or the specific job opening, whether it was from a friend, an article in the
newspaper, a professor or a job posting.

Second Paragraph: Highlights your qualifications, education and experiences most relevant to
the position without merely rehashing the description in your resume (i.e., I feel that my
experience and academic preparation in _______ will enable me to make an important
contribution to the future of “company name.”) Display genuine enthusiasm for the position
highlighting relevant work experience. Focus on how your skills fulfill the employer’s needs.

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 This paragraph should also include a sentence or two about why you
seek work with this particular employer or organization.

Third Paragraph: Serves to thank the employer for his/her

consideration of you, give the employer your telephone number, and
indicate that you will be calling within the next week regarding the
possibility of arranging an interview.

 Keep the cover letter short and to the point.

 Use appropriate language.
 Repeat terms the employer uses.
 Avoid jargon and the passive voice.
 Use action verbs, as well as the active voice.
 Don’t try to be cute or too aggressive.
 Always be positive by stressing your past accomplishments and skills, as well as your future
value.

Cover letters generally fall into two categories:

1. Application Letters – The purpose of the application letter is to get your enclosed resume
read and to generate interviews. Use this type of letter in response to specific job
advertisements and vacancy announcements. Your strategy is to demonstrate that your
qualifications match the requirements of the position. Study the position description
carefully and decide on one or more themes – education, experience, interests,
responsibility, etc. – that show persuasively how well you fit the position. Link major job
dimensions with your related past performance and experience.

STRUCTURE FOR APPLICATION LETTERS:

Paragraph 1: Reveal your purpose and interest. Identify the position and source of
information (placement office, newspaper ad, faculty referral, etc.)
Paragraph 2: Outline your strongest qualifications that match the position requirements.
As much as possible, provide evidence of your related experiences and
accomplishments. Refer to your enclosed resume.
Paragraph 3: Convince the employer that you have the personal qualities and motivation
to perform well in the position. Sell yourself. Indicate why the position appeals to you.
Paragraph 4: Suggest an action plan. Request an interview and indicate that you will call
during a specific time period to discuss interview possibilities. Show appreciation to the
reader for his/her time and consideration.

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 SAMPLE 1: LETTER OF APPLICATION
1225 Hampton Drive
Houston, TX 77299
June 27, 2010

Ms. Jane Doe

Manager of Human Resources
Atlantic Coast Industries, Inc.
Virginia Beach, VA 23444

Dear Ms. Doe:

I am applying for the position of systems analyst which was listed with University Career
Services at the University of Houston. The position seems to fit very well with my education,
experience, and career interests.

I understand that the position requires experience in computer systems, financial applications
software, and end-user consulting. With a major in Management Information Systems, I have
training on mainframes, minicomputers, and microcomputers as well as with a variety of
software programs and applications. My practical experience in the University’s computer
center as a programmer and student consultant for systems users gave me valuable exposure
to complex computer operations. Additionally, I worked as a cooperative education student in
computing operations for a large bank where I gained knowledge of financial systems. My
enclosed resume provides more details as to my qualifications.

My background and career goals seem to match your job requirements, and I am confident
that I can perform the job effectively. Furthermore, I am genuinely interested in the position
and in working for Atlantic Coast Industries.

Please consider my request for a personal interview to discuss further qualifications and learn
more about this opportunity. I shall call you next week to see if a meeting can be arranged.
Should you need to contact me, please feel free to call me at (713) 684-0000, or by e-mail:
lpaige@hom.pc. Thank you for your consideration. I look forward to meeting with you.

Sincerely,

Laura Paige
Laura Paige

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 2. Letters of Inquiry – The purpose of this letter is to look for possible vacancies in your field,
to get your resume read, and to generate interviews. Letters of inquiry are used extensively
for long-distance searches and to target specific individuals in specific organizations.
Structure this letter similarly to the application letter, but instead of using position
information, focus on broader occupational and/or organizational dimensions to describe
how qualifications match the work environment.
 Please see Sample 2: Letter of Inquiry

Networking Letters

T his letter is designed to generate information interviews – not job interviews- which allow you
to meet individuals who can give you specific information about your intended career. Your
purpose in seeking information interviews may vary, but your reasons for wanting to meet with a
contact person must be genuine and sincere.

Information interviewing, or “networking,” has been tainted in recent years by job seekers who
misuse this approach, but it remains a viable way to conduct job market research, to refine career
goals and to uncover vacancy information in an industry or a specific geographic region.
Information interviewing is not a magic shortcut to employment; it requires solid preparation,
sincerity, and much effort. The networking letter is the first step in the information interviewing
process.

STRUCTURE FOR NETWORKING LETTERS:

Paragraph 1: Make a connection between you and the reader, e.g., alumnus of your school,
mutual acquaintance, similar interest or background, etc.
Paragraph 2: State your purpose without pressuring the reader. Explain your situation
briefly.
Paragraph 3: Request a meeting at a mutually convenient time and indicate that you will
call to make arrangements.

Normally, a resume is not attached to a networking letter, but it may

be presented during the interview itself to help the interviewer address
your questions.
 Please see Sample 3: Networking Letter

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 SAMPLE 2: LETTER OF INQUIRY
829 Baldwin Avenue
Houston, TX 77067
January 1, 2010

Mr. Timothy S. Brown

Director of College Recruiting
Midwest Mercantile Company
4500 Rankin Road
Chicago, IL 60601

Dear Mr. Brown:

I read your company’s description on the CD-ROM program Companies International and
would like to inquire about employment opportunities in your management training program.
I want to work in retail management and would like to relocate to the Chicago area after
graduation.

I will receive my Bachelor of Science degree in Business this May. My interest in business
started in Junior Achievement while in high school, and developed further through a variety of
sales and retail positions during college. My internship with a large department store
convinced me to pursue a career in retailing. When I researched the top retailers in Chicago,
Midwest Mercantile emerged as having a strong market position, an excellent training
program, and a reputation for excellent customer service. In short, you provide the kind of
professional retail environment I am seeking.

Enclosed is my resume for your consideration. My education and experience match the
qualifications you seek in your management trainees, but they don’t tell the whole story.

I know from customer and supervisor feedback that I have the interpersonal skills and
motivation needed to build a successful career in retail management. Also, my relatively
extensive experience gives me confidence in my career direction and in my abilities to
perform competently.

I realize how busy you must be during this time of year; however, I would appreciate a few
minutes of your time. I will call you during the week of January 22 to discuss employment
possibilities. In the meantime, if you need to contact me, my telephone number is (713) 626-
8888 or, by e-mail, cwatson@pc.educ.

Thank you for your time and consideration.

Sincerely,

Craig. W. Watson
Craig W. Watson
Enclosure

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 SAMPLE 3: NETWORKING LETTER
545 Kenlock St.
Houston, TX 77000
June 30, 2010

Mr. Paul Hunsaker

Jones, Smith and Doe, P.C.
1400 World Trade Center
Houston, TX 77088

Dear Mr. Hunsaker:

Dr. James Phillips, professor of accounting at the University of Houston, suggested that I
contact you. He thought that you would be in an excellent position as a UH alumnus to assist
me with questions concerning career direction.

As an accounting student, I am exploring which career path to pursue. Public accounting,

management accounting, and IRS work all sound interesting to me at this point; however, I
want to go into my campus interviews next semester with a clear sense of direction. I would
like to get your advice on the long-term career implications of each path, as well as a better
handle on the day-to-day activities of a CPA.

I will call you next week to see if we can arrange a brief meeting at your convenience.
Thank you for considering my request.

Sincerely,

Janis K. English
Janis K. English

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Thank You Letters

T his is one of the most important yet least used tools in a job search. It is used to establish
goodwill, to express appreciation, and/or to strengthen your candidacy.

In following up a second interview at the plant or office, send a thank you letter to your host/team
leader with a request that your appreciation be conveyed to others who interviewed you. Use the
letter as an opportunity to:
Reiterate your interest in a position
Provide supplemental information not previously given
Draw attention to the good match between your qualifications and the job requirements.
Express your sincere appreciation

SAMPLE 4: THANK YOU LETTER

(After Informational Interview)

9999 Thompson Lane

Houston, TX 77099
June 1, 2010

Mr. Brent Clark

Evans Finance Corporation
2122 Fountain View Circle
Dallas, TX 75222

Dear Mr. Clark:

Your advice was most helpful in clarifying my questions on careers in finance. I am now
reworking my resume and have included many of your thoughtful suggestions. I will fax you
a copy next week.

Thank you very much for taking time from your busy schedule to see me. I will keep in
contact and follow through on your suggestion to see Sara Cook about opportunities with the
Evans Finance Corporation.

Sincerely,

Diane Doss
Diane Doss

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 SAMPLE 5: THANK YOU LETTER
(After a Job Interview or Plant Visit)

2130 Baxter Rd.

Houston, TX 77030
February 10, 2010

Dr. Julia Edmonds, Director

Technical Design Group
Texas Engineering Systems, Inc.
1220 Main Street, Suite 2200
Houston, TX 77001

Dear Dr. Edmonds:

Thank you very much for interviewing me yesterday for the associate engineer position. I
enjoyed meeting with you and learning more about your research and design work.

My enthusiasm for the position and my interest in working for Texas Engineering Systems,
Inc. were strengthened as a result of the interview. I think my education and cooperative
education experiences fit nicely with the job requirements, and I’m sure that I could make a
significant contribution to the firm.

I want to reiterate my strong interest in the position and in working with you and your staff.
You provide the kind of opportunity I seek. Please feel free to call me at (713) 666-9999 or by
E-mail, fblackburn@hm.adm, if you need additional information.

Again, thank you for the interview and your consideration.

Sincerely,

Frederick Blackburn
Frederick Blackburn

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Acceptance Letters

U se this letter to accept a job offer and to confirm the terms of your employment (salary,
starting date, medical examination, etc.).

Most often, an acceptance letter follows a telephone conversation during which the details of the
offer and the terms of employment are discussed. The letter confirms your acceptance of the offer,
expresses your appreciation for the opportunity, and positively reinforces the employer’s decision
to hire you.

SAMPLE 6: ACCEPTANCE LETTER

777 North Shore Dr.
Houston, TX 77001
May 20, 2010

Mr. Diamond Jones

Data International Corporation
1212 Corporate Lane
Houston, TX 77002

Dear Mr. Jones:

I am writing to confirm my acceptance of your employment offer of May 18, and to tell you
how delighted I am to be joining Data International in Houston. The position is exactly what I
have prepared for and hoped to do. I feel confident that I can make a significant contribution
to the corporation, and I am grateful for the opportunity you have given me.

As we discussed, I will report to work at 8:00 a.m. on June 1, and will have completed the
medical examination and drug testing by the start date. Additionally, I shall complete all
employment and insurance forms for the new employee orientation on June 2.

I look forward to working with you and your fine team. I appreciate your confidence in me
and am very happy to be joining your staff.

Sincerely,

Marc McNeese
Marc McNeese

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 Withdrawal Letters

O nce you accept a position, you have an ethical obligation to inform all other employers of
your decision and to withdraw your employment application from consideration. Your
withdrawal letter should express appreciation for the employer’s consideration and courtesy. It may
be appropriate to state that your decision to go with another organization was based on having
better person-job fit for this stage in your career. Do not say that you obtained a better job.

SAMPLE 7: WITHDRAWAL LETTER

4300 Chester Lane
Houston, TX 77777
June 5, 2010

Ms. Melissa Anderson

Executive Director
New York School of Performing Arts
1 Rockefeller Square
New York, NY 20001

Dear Ms. Anderson:

I am writing to inform you that I am withdrawing my application for the program coordinator
position with the New York School of Performing Arts. As I indicated in my interview with
you, I have been exploring several employment possibilities. This week I was offered an
administrative position that provides a very good match for my interests at this point in my
career.

Thank you very much for interviewing and considering me for your position. I enjoyed
meeting you and learning about the innovative community programs you are planning. You
have a fine school, and I wish you and your staff well.

Sincerely,

Peggy Ware
Peggy Ware

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Rejection Letters

E mployers are not the only ones to send rejection letters. Candidates may have to decline
employment offers that do not fit their career objectives and interests. Rejecting an
employment offer should be done thoughtfully. Indicate that you have carefully considered the
offer and have decided not to accept it. Also, be sure to thank the employer for the offer and for
consideration of you as a candidate. You should also let the company know if you are not going to
accept their offer of a plant visit.

Employers consider it very important that you let them know if you are declining their offer –
either of a job or a plant visit. Not to do so may reflect poorly on your university and the
opportunities of other UH graduates with that employer. In addition, you may at some future time
want to go to work for that employer which may not be possible if they have a record that you did
not respond to a previous offer.

SAMPLE 8: REJECTION LETTER

3000 Lees Road

Apartment 555
Houston, TX 77089
May 30, 2010

Ms. Lorraine Taft

Sales and Marketing Division
Colonial Properties, Ltd.
1801 Boston Avenue
Boston, MA 02022

Dear Ms. Taft:

Thank you very much for offering me the position of commercial leasing agent with Colonial
Properties. I appreciate your discussing the details of the position with me and giving me time
to consider your offer.

You have a fine organization and there are many aspects of the position which are very
appealing to me. However, I believe it is in our mutual best interest that I decline your offer.
This has been a difficult decision for me, but I believe it is the appropriate one for my career
at this time.

I want to thank you for the consideration and courtesy given to me. It was a pleasure meeting
you and your fine staff.

Sincerely,

James L. Gordon
James L. Gordon

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 If you are rejected by a company in which you are very interested, you may want to consider
sending a “thank you and please consider me in the future” letter.

SAMPLE 9: REJECTION LETTER

(Response to a Job Rejection)

90001 Gears Road

Pasadena, TX 77556
July 1, 2010
Mr. Jarmon Ullman, President
Doodlittle Corporation
Red River Drive
Austin, TX 78701

Dear Mr. Ullman:

I appreciate your consideration for the research associate position. While I am disappointed in
not being selected, I learned a great deal about your corporation, and I enjoyed meeting with
you and your staff. I felt particularly good about the professional manner in which you
conducted the interview.

Please keep me in mind for future consideration. I have a strong interest in your company. I
believe we would work well together. I will be closely following the progress of your
company over the coming months.

Best wishes.
Sincerely,

Sarah Jane Moore

Sarah Jane Moore

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TIPS FOR USING E-MAIL IN YOUR JOB SEARCH

Follow Instructions
Following instructions is crucial when contacting employers for the first time. Instructions on how
to contact the employer can be found through an employer’s website, job posting, verbal
conversation, or other reliable advice. Send an e-mail only when an employer specifically invites or
instructs you to do so; otherwise, you are safer sending a resume and cover letter via hard copy.

If an employer e-mails you, you can probably respond via e-mail. When reading the e-mail, make
sure to note to whom and how you should respond, following the employers’ instructions. For
example, Chris Johnson of ABC Technology, might send you the e-mail, but instruct you to e-mail
your resume and cover letter to Melissa Peters of ABC Technology.

E-mails that have been forwarded to you and or have gone through lots of forwarding may take
more time for you to interpret. Read the details so you do the right thing. It won’t help to shoot off
a response to someone who just happened to forward the e-mail but isn’t the actual employer.

Follow the Employers’ Lead

If an employer has been communicating with you, take your cues from the employer. If he/she
clearly prefers the phone and there’s no problem reaching each other, then use the phone. If he or
she uses e-mail, follow suit.

Thank You Letters Via E-mail

In most cases, e-mailing a thank you letter to an employer after an interview is appropriate and
welcomed. The advantage is that you can send your letter out immediately. Try to send it within 24
hours after the interview. If the employer is making a quick hiring decision then an e-mail will be
seen sooner than hard copy. Some companies however, may still prefer the more traditional hard
copy letter or hand written note because they see it as more personal. Another option is to do both.
If time is not an issue you can e-mail a brief thank you and follow up with a hand written note.

Maintain a Written Record

If you do something important verbally – like agree upon an interview date and time, accept a job
offer – it’s important to follow up in writing, and an e-mail can serve that purpose. Usually an
employer will confirm an interview time in writing, and an employer should
always follow up a verbal employment offer with a written offer. But if the
employer doesn’t, you can. Example: “Thank you so much for the offer of an
interview at your office. I look forward to seeing you on Tuesday, March 7th
at 8:00 a.m.” Putting information in writing creates a record and can (if
worded clearly) protect everyone from confusion and misunderstanding.

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 Suggestions for Composing Letters in E-Mail
Your e-mail alias:
For your e-mail alias, include your first and last name or your first initial
and last name. Using your UH e-mail address is a good option. Using a
personal e-mail alias that does not include your name, for example
“superfly26” is not appropriate.

Your subject line:

Don’t ever leave your subject line blank. The employer will not likely read it or will delete your
e-mail. Your subject line should be clear and specific. For example: "Application for catering
manager position listing 43713," or "Thank you for the Interview 10/4.”

Your content:
Always use standard business letter protocols. Remember this is still a formal correspondence
so be sure to use the appropriate title or salutation (e.g., Mr. Mrs. Ms. Dr.). Keeping your letter
brief and to the point is even more important when corresponding via e-mail. An employer
may not have time to read through a wordy and lengthy letter. Be sure to proofread, checking
for spelling, typos and grammatical errors.

Your signature block:

For e-mail letters, include your address and contact information in a signature block, instead of
at the top of the page. It should give your full name and full contact information, including
mailing address, e-mail address and phone number(s). After your name, you can include
something that identifies you (as a job title would) like Finance major at UH. Don’t assume that
your reader will open attachments to get basic information that should appear in your e-mail,
like your name and who you are.

Sending and naming attachments:

If you’re e-mailing an employer because the employer instructed applicants to do so, again
check any instructions the employer has given. If the employer said to attach a resume, do it. If
an employer said to attach a cover letter, do it (and in your e-mail give a short explanation of
what’s attached, why, and who it’s from). Use the format the employer requests.

Name your attachments logically for the recipient, not you. JoeSmithResume.doc works fine.
Myresume3.doc might work for you, but it won’t mean anything or be helpful to the employer.

When attaching an MS Word document, include the extension .doc so the employer
and the employer’s computer know it’s a Microsoft Word document. Don’t send
a .PDF file to an employer unless you are instructed to do so by the employer.

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 Final considerations:
Be aware that e-mail is a form of written communication and it creates a written record. Retain
copies of the e-mail you send and receive. Don’t let the speed and ease of sending e-mail blind
you to the fact that you will be judged on what you say and how you say it. E-mail, like other
forms of written correspondence, doesn’t reveal your tone of voice. Choose your words
carefully. A well written e-mail can quickly impress an employer and the reverse is also true.

SUGGESTIONS FOR COMPOSING LETTERS IN HARD COPY

U se high-quality stationery and envelopes. Use quality rag bond paper. Paper may be white, off
-white, tan, beige, or light gray. Letters should be typed with a computer or word processor.

Proofread each letter for content by reading it slowly aloud; use spell-
check to identify misspelled words. One spelling error is a
professional disaster.

Responsibility for effective communication rests with the writer. If

you are struggling with your written communications, you may need
to do more work in clarifying your career direction and in articulating
your value to employers. Ask a counselor or other qualified person to
critique your written materials.

RESOURCES
The Online Writing Lab (OWL) at Purdue University houses writing resources and instructional
material, and provides these as a free service of the Writing Lab at Purdue. Students, members of
the community, and users worldwide will find information to assist with many writing projects.
 http://owl.english.purdue.edu/owl/

The Writing Center offers one-on-one consultations where our writing consultants (peer tutors)
assist students with their writing assignments. Any student may make an appointment to bring their
paper to the Writing Center and receive a consultation.
 http://www.uh.edu/writecen/

 http://www.uh.edu/writecen/Resources/index.php

June 2010 15