JOB SEARCH CORRESPONDENCE

JOB SEARCH CORRESPONDENCE ______________________________________________________

CAREER PLANNING SERIES

UNIVERSITY CAREER SERVICES UNIVERSITY OF HOUSTON * STUDENT SERVICE CENTER * (713) 7435100

www.career.uh.edu

JOB SEARCH CORRESPONDENCE INTRODUCTION 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. Explanations of their format and style are presented. Of particular importance is the letter that accompanies the resume when applying for a position – called the cover letter, application letter or letter of inquiry. Like the resume, the cover letter will influence the employer’s decision to interview you. While the resume may be mass produced, the cover letter is an opportunity to individualize the job search to a particular employer. A well written cover letter cannot be written until you have researched a company and found what you might be able to offer it. The cover letter should be addressed to an individual. Sources of contact information can be found oat the end of this booklet. SUGGESTIONS FOR COMPOSING LETTERS Use highquality stationery and envelopes. Use quality rag bond paper. Paper may be white, offwhite, tan, beige, or light gray. Letters should be typed with a computer, word processor or good electric typewriter. Center on the page.. Proofread each letter for content by reading it slowly aloud; use spellcheck device on PC 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. TYPES OF LETTERS 1. APPLICATION LETTER – 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 for the requirement 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.

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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. Make reference 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 and 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.

SAMPLE: LETTER OF APPLICATION 1225 Hampton Drive Houston, TX 77299 June 27, 1995 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 enduser 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.

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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) 6840000, or by email: [email protected]. Thank you for your consideration. I look forward to meeting with you.

Sincerely,

(Written Signature) Laura Paige

2. LETTER 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 longdistance 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.

SAMPLE: LETTER OF INQUIRY 829 Baldwin Avenue Houston, TX 77067 January 1, 2000 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 CDROM 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 the 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

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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, and excellent training program, and 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) 6268888 or, by Email, [email protected]. Thank you for your time and consideration. Sincerely, (Written Signature) Craig W. Watson Enclosure

3. NETWORKING LETTER – This letter is designed to generate information interviews – not job interviews which allows 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.

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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.

SAMPLE: NETWORKING LETTER 545 Kenlock St. Houston, TX 77000 June 30, 1995 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 longterm career implications of each path, as well as a better handle on the daytoday 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, (Written Signature) Janis K. English

4. THANK YOU LETTER – This 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.

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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: THANK YOU LETTER (After informational interview) 9999 Thompson Lane Houston, TX 77099 June 1, 1995 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, (Written Signature) Diane Doss

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

2130 Baxter Rd Houston, TX 77030 February 10, 1995 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 enginner 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 Email, [email protected], if you need additional information. Again, thank you for the interview and your consideration. Sincerely, (Written Signature) Frederick Blackburn

5. ACCEPTANCE LETTER – Use 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 you appreciation for the opportunity, and positively reinforces the employer’s decision to hire you.

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SAMPLE: ACCEPTANCE LETTER 777 North Shore Dr. Houston, TX 77001 May 20, 1996 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, (Written Signature) Marc McNeese

6. WITHDRAWAL LETTER – Once 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 employers consideration and courtesy. It may be appropriate to state that your decision to go with another organization was based on having better personjob fit for this stage in your career. Do not say that you obtained a better job.

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SAMPLE: WITHDRAW LETTER 4300 Chester Lane Houston, TX 77777 June 5, 1995 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, (Written Signature) Peggy Ware

7. REJECTION LETTER – Employers 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 U.H. 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.

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SAMPLE: REJECTION LETTER 3000 Lees Road Apartment 555 Houston, TX 77089 May 30, 1995 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 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, (Written Signature) James L. Gordon 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.

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SAMPLE: REJECTION LETTER (Response to a Job Rejection) 90001 Gears Road Pasadena, TX 77556 July 1, 1995 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, (Written Signature) Sarah Jane Moore COVER LETTERS The first 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 should consist of three to four paragraphs and always be under one page in length. In addition, make sure to spellcheck your letter and proof it for any grammatical errors. Use good quality stationery and matching envelopes. First Paragraph: Should serve to identify yourself (i.e., I am a senior at the University of Houston) and should identify why you are contacting them. Mention how you learned about the organization or the specific job opening, whether it was a friend, an article in the newspaper, a professor or a job posting.

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Second Paragraph: Should highlight 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 employers needs. This paragraph should also include a sentence or two about why you seek work with this particular employer or organization. Third Paragraph: Should thank the employer for their 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.

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