COVER LETTERS: LETTERS OF
APPLICATION AND INQUIRY
Tips for writing and producing letters:
Your cover letter is often your first contact with a prospective employer,
so write it carefully in order to make a good first impression. Recognize
that your letter is a marketing tool that should address the needs of the
employer and evoke a desire to learn more about you. A dull, poorly
written letter could cause your resume to end up on the rejection pile
without having been read. A well-written letter demonstrates your
communication skill and increases the chances that you will be
considered further.
1. Address your letters to a specific person using his or her correct title
and business address.
2. Use language that is clear, concise and natural for you. Avoid stilted
or flowery language and jargon.
3. Focus on what you can do for the employer, not how the job would
benefit you.
4. Never mention your salary requirements unless specifically asked to.
5. Use high-quality paper. Never use your last employer's letterhead,
or personal stationery with cute sayings, happy faces, etc.
6. Create and sign each letter individually. Never send out massproduced letters.
7. Use a typeface that is easy-to-read, and print that is dark and clear.
8. Keep the letter to one page. Eliminate extraneous words and avoid
rehashing material from your resume.
9. Proofread carefully for spelling, grammatical and punctuation errors.
THE LETTER OF APPLICATION
Additional tips for people seeking employment in education:
Write a letter of application to accompany your resume/application for a
specific position, encouraging the recipient to grant you an interview.
Never mail your resume without enclosing a letter.
1. Describe why you are interested in the school system. Show what
you can do for the school both in and out of the classroom.
2. Be sure to point out any specific education-related achievements.
For example, you might describe what you accomplished as a
student teacher, show how you improved your communication or
organization skills on a past job, or illustrate how you improved your
leadership skills through your volunteer work with young people.
3. Describe your coaching or other extracurricular qualifications.
4. Request an application form.
5. Tell the reader that other supporting documents (credentials,
references, transcripts, etc.) are available upon request or that you
are forwarding them separately.
Prepared by the Career Services Office staff at the
University of Wisconsin-Stevens Point
Begin by identifying the position for which you are applying and
indicating how you learned of the opening. In the body of your letter, call
your reader's attention to your skills, competencies, and qualifications as
they relate to the duties involved in the available position. Highlight your
relevant experiences, emphasize appropriate training, and sell yourself
as a competent, committed professional. In your conclusion, express
interest in arranging an interview to discuss the position and your
qualifications in detail.
THE LETTER OF INQUIRY
Write a letter of inquiry to determine if a vacancy exists or is anticipated
with a specific employer. You may wish to solicit information about
current or anticipated openings, request application forms or instructions,
inquire as to the availability of electronic or printed information describing
the employer.
Normally you will include a resume with your letter when inquiring about
employment opportunities, but you may opt not to if you are merely
seeking information about the employer. Follow the same basic rules of
good letter writing in an inquiry letter that you do in a letter of application.
On the reverse side you'll find two common formats for cover letters.
The traditional letter format is best used when writing to a specific
individual whose name and title you know. The simplified letter format
works well when you don't have a name and title to use in addressing
your letter.
S:\LTW\forms\cover letter
TRADITIONAL LETTER FORMAT
SIMPLIFIED LETTER FORMAT
Your Present Address
City, State and Zip
Today's Date
Your Present Address
City, State and Zip
Today's Date
Person's Name
Person's Title
Organization's Name
Mailing Address
City, State and Zip
Person's Name (if known)
Person's Title (if known)
Organization's Name
Mailing Address
City, State and Zip
Dear (Name):
HEADNOTE IDENTIFYING THE PURPOSE OF YOUR LETTER (capital
letters)
Tell why you are writing; name the position, department or field in which
you are interested. Identify how you learned of the opening or
organization.
Describe why you are qualified for the job. Identify specific
achievements that would be of particular interest to the prospective
employer, slanting your remarks to their point of view. If you have had
related experience or specialized training, be sure to point it out, but do
not reiterate your entire resume. Refer the reader to the enclosed
resume or application form.
Explain why you are interested in this employer. Specify your reasons
for wanting to work in this setting, and identify what you can do for this
employer.
Suggest an action plan. Request an interview and indicate that you will
call during a specific time period to discuss setting arrangements.
Express appreciation for being considered.
Tell why you are writing; name the position, department or field in which
you are interested. Identify how you learned of the opening or
organization.
Describe why you are qualified for the job. Identify specific
achievements that would be of particular interest to the prospective
employer, slanting your remarks to their point of view. If you have had
related experience or specialized training, be sure to point it out, but do
not reiterate your entire resume. Refer the reader to the enclosed
resume or application form.
Explain why you are interested in this employer. Specify your reasons
for wanting to work in this setting, and identify what you can do for this
employer.
Suggest an action plan. Request an interview and indicate that you will
call during a specific time period to discuss setting arrangements.
Express appreciation for being considered.
Closing,
Your Name (typed)
Your Name (typed)
Enclosure (if you are sending along a resume or application form)
Enclosure (if you are sending along a resume or application form)