Application Letter

The application letter is written in response to a definite specific job opening. It is always sent with an enclosed résumé. Your cover letter should demonstrate skills and experiences that are relevant to the position. See Sample 1 and Sample2

Follow-up Letters

Follow-up letters should be sent out throughout your job search.
See Thank-You Notes

Acceptance Letters

Acceptance letters are sent to accept a job or internship offer and to confirm the terms of your employment (salary, starting date, living arrangement, medical examinations, etc.). Even if you have accepted the job verbally, it is recommended you confirm your acceptance in writing. These letters often follow a telephone conversation in which the terms of employment are discussed. By sending a well-written letter you convey your enthusiasm for your new position and reinforce that your new employer made the right decision.

Withdrawal Letters

Whenever you decide you no longer wish to be considered for a position, you should mail a withdrawal letter to that employer. Once you have accepted a position, you are ethically bound to notify other employers of your unavailability. It is not necessary to say that you found a better job. You do not want to burn bridges during your job search. Sending courteous withdrawal letters will leave a positive impression of you in employers’ minds.

Rejection Letters

A rejection letter is for an employer who offers you a job you decide not to take. To officially reject an offer you need to do so in writing. This may be in place of, or in addition to, rejecting an offer during a telephone conversation. This letter should be courteous and professional. It should state that you carefully considered the offer but have decided not to take the job. It should express your thanks to the employer for the offer and for considering you as a candidate.

Letters in Response to Rejection

It is important to write a letter in response to rejection if the position was important to you. It will stress your professionalism and will paint future job inquiries in a positive light. It improves the chances that your résumé will be kept on file and reviewed. See Sample 5.

Alumni/Networking Letter

The alumni/networking letter is used to obtain an informational interview. It is a great way to tap into an existing networking resource and learn more about an industry or position. Do not ask for employment. The alumni/networking letter often results in job leads or contacts. See Informational Interviewing for more information, and see Sample 6.

E-mailing Cover Letters

E-mailed cover letters are formatted differently. It is unnecessary to write the date or the company/organization address. Use the subject line to indicate the position you are seeking. When addressing the contact, add the title and company name. The body of an e-mailed cover letter should be more condensed. Keep in mind that real, tangible, hard copies tend to make a better statement.

Attachments

If you are sending your résumé or other materials, contact the company to find out whether you should attach the documents or include them in the body of the message. If you do use attachments, indicate what kind of file you are sending. Also ask if you have sent them properly. If you send your résumé as an attachment, ensure that it contains all your contact information. Your e-mail will most likely be discarded.