Writing Letters to Your Contacts
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Telephone: (202) 994-6704 Fax: (202) 994-8347
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Each year, students ask our office numerous questions about how best to reach out and
establish contact with an alum, networking contact, past co-worker, etc. Certainly, a “live”
conversation either in person or over the phone is preferred; usually it is best and easiest to
reach out to your contacts over email first. Email is often used as a very “casual” method of
correspondence. However, when writing letters to your contacts, you should opt for a more
formal business writing style. (Note-remove any “signature statements,” bible verses, quotes,
etc. from your email format prior to sending correspondence to your professional contacts.)
When writing letters to your contacts, it is important to remember that each letter you write
should contain five critical elements to produce a coherent and effective statement:
1. Build a bridge to your prospect. Start with appreciation and recognition of your
contact’s position, importance and relationship to you. Utilize information that identifies
what you have in common and/or what both of you may know about each other.
Mention any personal contact or referral you may have.
2. State your case. Say you are seeking a new position (it is not necessary to state the
reason) or ask for information about a particular industry or company. If asking for an
interview, this is also your opportunity to demonstrate how your abilities can meet their
needs.
3. Be open-minded. Give your contact the opportunity to express an opinion, to react, or
to criticize. Ask for suggestions, information, guidance and advice about your resume,
market or material, or your contact’s industry or geographical area.
4. Decompress – remove pressure. It is unlikely that your contact will have or will even
know of a position for you now, so give him or her an avenue to decline. State the
obvious; give your contact the opportunity to “window shop” without feeling the obligation
to “buy.”
5. Supply an action statement. Where possible, work out a closing sentence that will
enable you to maintain the initiative for the next action. Ask for, or indicate action to
“keep your foot in the door.”
Regardless of your intent or the specific letter you choose, these five points serve as a checklist
for each piece of correspondence. The following sample letters will give you a better idea of
how to apply these concepts. Although these letters do not represent every type of
correspondence you may need to write, they should serve as useful guides.
I. Sample letter to a referral – a key executive
John L. Sullivan
4713 Bladen Street
New York, New York 10082
June 17, 2003
Ms. Bernadette Crew
Vice President
Information Systems, Inc
431 Allen Street
New York, New York 10090
Dear Ms. Crew:
Bridge
Mr. Rolland Winters of ABC Electronics suggested I write to you. He knows
of my search for a marketing position, and believes you might be willing to
talk with me about future prospects in the high technology industry.
State your
Case
Enclosed is a summary of my experience, designed to show my overall
qualifications in marketing, with special emphasis on my manufacturing
experience, that I wish to utilize more fully. I have four years of experience
with Andersen and am currently an Industry Marketing Coordinator,
specializing in the high technology industry.
Decompress Mr. Winters did not imply that you had, or would know of any immediate
opportunities for me. He did point out, however, that you could provide me
with some real insights that could help maximize my efforts.
Action
Statement
Sincerely,
John L. Sullivan
I am looking forward to seeing you, and will telephone you in a few days to
see when we might be able to arrange a brief meeting.
II.
Sample letter to executive you have not met
John Allen Jackson
4727 13th Street
Manhattan Beach, California 90067
September 7, 2003
Mr. Alex B. Jones
Assistant Vice President
XYZ Company
13 Oak Mills Road
Los Angeles, California 90007
Dear Mr. Jones:
Bridge
Through conversations at several professional organizations and the reading
of professional periodicals, I am aware of your success in developing the
growth of your company. I am writing to you because I know that your
advice will be invaluable to me.
State your
Case
After nearly eight successful years in Andersen’s Marketing Division, I am
seeking a position in the healthcare industry. I am an Industry Marketing
Coordinator with Andersen and have a significant amount of exposure to the
healthcare industry. My specialty is proposals and market research. To help
me assess my prospects in your industry, I have taken stock of the kind of
work I have done and can do— as you can see from the enclosed resume.
Decompress I so not expect that you would have, or know of, a suitable position for me at
this time. I do hope to benefit from your judgment and experience.
Action
Statement
With this in mind, I plan to call you on Thursday, July 14, to ask when you
might be able to fit me into your schedule for a brief meeting.
Sincerely,
John Allen Jackson
III. Sample letter – to follow up on a contact you have made
Susan Sanders
1846 Dwight Way
Berkeley, California 94703
December 7, 2003
Mrs. Meryl Kicklighter
Bank of America
1755 Grant Street, No. 3795
Concord, California 94520-2468
Dear Mrs. Kicklighter:
Bridge
I enjoyed talking to you on the phone this week about possible opportunities
in you Human Resources area at Bank of America. The work sounds very
challenging. I am sure that given my experience at Andersen, I would be
able to contribute to the work you are doing and gain some valuable
experience myself.
As you requested during our conversation, I have enclosed my resume for
you to review. I would like to emphasize my experience in new hire
orientations, coordinating events and supporting various recruiters.
Decompress Although, as we discussed, my experience has been with a professional
services firm, I believe it is a good background for doing the type of work you
described to me.
State your
Case
Action
Statement
Sincerely,
Susan Sanders
Thank you very much for your time and interest. I will call you December 14
to confirm an appointment. I certainly look forward to meeting you in person.
IV.
Sample letter to referral
Ann Jones
201 Main Street
San Francisco, California 94501
May 2, 2003
Mr. David Goodman
Vice President, Public Affairs
and Marketing
The Clorox Company
1221 Broadway
Oakland, California 94612
Dear Mr. Goodman:
Bridge
I am presently working as a Customer Support Representative for Andersen,
and am in the process of leaving the firm. As I discussed with your son,
Michael, I am very interested in a technology position in the Technology
Department at Clorox, supporting the Help Desk along with other
technology-related duties. I have enclosed a copy of my resume for your
convenience.
State your
Case
I feel my academic background from Texas Tech, the work experience I
have received at Andersen and my interest in various technology software
match well with the services your Technology Department provides. From
my experience, I have been able to apply my technical skills to help other
recognize and solve various technology problems. By working with clients
on several different systems, I have acquired a broad base of functional and
business knowledge, coupled with a sound ability to work with people and to
communicate effectively.
Decompress I am excited to learn more about the opportunities in the Technology
Department and the types of services that this department provides for the
company.
Action
Statement
Sincerely,
Ann Jones
I will phone you shortly to arrange a mutually convenient time for an
interview.
V.
Sample letter – informational interview request
Thomas L. Smith
221 Poplar Street
San Francisco, California 94501
December 12, 2003
Mr. John P. Johnson
Personnel Manager
Ajax Corporation
555 Taramack Drive
San Francisco, California 94102
Dear Mr. Johnson:
Bridge
I am writing you at the suggestion of Sally Simpson. Currently, I am an
executive assistant with Andersen and am seeking an executive position in
your company. Ajax Corporation interests me because it is a consumer
goods company that not only offers opportunities for professional growth, but
also markets superior products.
State your
Case
My role within Andersen has afforded me opportunities to work with various
software, multitasking, databases, client billing travel arrangements and
multiple schedules. More recently, I participated in the coordination of the
Houston Energy Symposium. Prior to Andersen, I worked at Jeffries, Inc. as
an executive assistant in the Technology group.
Decompress I am in the information gathering stage of my job search and am seeking to
join a company where I can further build my career. I would like to meet with
someone at Ajax Corporation to learn more about your organization. My
resume is enclosed.
Action
Statement
I will contact you next Tuesday morning, December 18, to arrange a meeting
with the appropriate person at Ajax Corporation. Thank you, Mr. Johnson,
for your time and consideration.
Sincerely yours,
Thomas L. Smith
VI.
Sample letter— to a search firm
Sarah C. Techie
773 Ellendale Place, Apt. 17
Irvine, California 94705
October 26, 2003
Mr. John Recruiter
Headhunters International
123 Oak Street, Suite 1700
Los Angeles, California 900006
Dear Mr. Recruiter:
Bridge
I am aware of Headhunter International’s excellent reputation in the
recruiting field. I have recently initiated my search activities and would be
interested in your consideration for an appropriate client search.
State your
Case
I am currently a Mail Services Clerk at Andersen, LLP. My positive attitude,
ability to multitask, and customer service skills have made me successful in
my position. I am looking for a similar position in another organization,
seeking compensation in the $20,000 range. I have enclosed my resume for
your further consideration.
Decompress While I realize that you may not have a current assignment that would be
appropriate for me at this time, I would appreciate your maintaining my
resume for consideration in future searches.
Sincerely,
Sarah C. Techie