WRITING LETTERS OF APPLICATION/INQUIRY

The letter of application is just as important as your resume. Include one with every resume that you send unless a
prospective employer provides other directions. Tailor this letter to each position for which you are applying. Make
reference to the job and include highlights of your background that qualify you for it. Take care not to tell the
employer what you want from them, but instead focus on what you can do for the employer. Generic letters simply
do not work. Develop each letter so it reflects what is of interest to the prospective employer and sells your
capabilities to the requirements of the position.
Letter of Application (may be called a letter of interest or cover letter) – Send when applying for a known opening.
Letter of Inquiry – The purpose of this letter is to contact a school district or company about possible vacancies.
Structure this letter to tell an organization why you are interested in them and outline your strengths. Include a
resume.
APPLICATION OR INQUIRY LETTER

Your Street Address OR A newer style is to copy and paste the

City, State (Zip) header of your resume here instead.

Current Date

Name of Person
Title or Position
Name of Company
Street Address
City, State (Zip)

Dear (Mr.) (Ms.) (Mrs.) (Dr.):

Use last name
or you can eliminate (First Paragraph) Tell why you are writing, the name of the position for which
salutation completely you are applying, and how you heard of the opening. To catch their attention, you
if name is unknown. may also begin with a brief summary of your assets that would qualify you for the
position. This is usually not more than a two-sentence paragraph.

(Middle Paragraph[s]) Elaborate on your main qualifications, such as educational

background, related work experience, professional involvement and leadership
Margins should roles that relate to the position for which you are applying. Provide evidence and
be even and letter convince the employer that you have the personal qualities and motivation to
should be centered perform well in the position. Do not merely restate the details included on your resume.
from top to bottom.
(Last Paragraph) Request the next step in the employment process, such as asking
for an interview or suggesting a time to meet. Suggest a preferred method of contacting
you.

Sincerely,
Always sign
your letters! Your Signature

Your Name (typewritten)

Note if a resume Enclosure(s): List names of documents enclosed

or other supporting
documents are
enclosed.
(over)
Additional Tips for Application/Inquiry Letters:
• It is a good idea to know as much as possible about the company you are contacting. You can find
information on companies and school districts in the Resource Center (CMU 114) at MSUM’s Career
Services or on the Career Services web site: www.mnstate.edu/career. Directories are available in most libraries.
• Keep your letter to one page. Be concise, accurate, and grammatically correct. Get to the point right away
without using unnecessary words.
• Sell your qualifications to the position requirements whenever possible. Be honest. Always provide evidence to
support your claims.
• Don’t use a form letter. Prepare each letter individually and explain why you are interested in working for this
particular employer. Use quality bond paper and letter-quality or laser printing.
• Take care to avoid stiff formality or lofty language—remember you are writing to an individual.
WRITING THANK YOU LETTERS
A thank you letter is one of the most important yet least used tools in a job search. Use it to express your
appreciation and to strengthen your candidacy. Send a thank you letter (or note) to those who helped you in your
job search. When used to follow up on interviews, send within 24 hours to the individual who will be making the
hiring decision and to the person who arranged the interview asking that your thanks be expressed to others who
were part of the interview process (name them, if possible).

THANK YOU LETTER

Date

Name of Person
Title or Position
Name of Company
Street Address
City, State (Zip)

Dear ______________________________:

(First Paragraph) State the position for which you interviewed and the interview
date and place. Express your sincere appreciation for their time and information.

Keep thank you letter (Middle Paragraph[s]) Include some reference to your conversation.
brief—never more than Re-emphasize your strong points, or better yet, share a capability or
one page. accomplishment you forgot to mention in the interview. Draw attention to the
match between your qualifications and the job requirements.

(Last Paragraph) Reaffirm your interest in the position and the company
and use this as an opportunity to offer concise, helpful, job-related information not
Set the tone of your previously shared. Your appreciation and enthusiasm should be apparent.
letters to be warm
and personal. Sincerely,

Your Signature

Typed Name

Additional Tips for the Thank You:

• Handwritten notes may be appropriate in some situations. If you believe that you have established rapport with
the interviewer/employer and you have good handwriting, a hand-written thank you card would be a good
choice—do it! It may help make you memorable in a positive way.

Note: If you are not interested in the position, it is appropriate to thank the employer (by phone or letter) and ask
that your application be withdrawn.

Prepared by MSU Moorhead Career Services, 9/2005, Comstock Memorial Union Room 114, Phone 218.477.2131