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	Conducting Your Job Search Corresponding with Employers Effective communication with employers is a frequently underestimated yet critical component of a successful job search. Correspondence often serves as a first introduction and first impression to employers. The same job seeker who may spend hours writing resumes and refining interviewing skills will often fail to give due attention to the equally important written correspondence. Correspondence written without thought to content or delivery could impede an otherwise well planned search. It may signal that you are not specifically interested in, or knowledgeable about, the employing organization. Letters that do not take employers’ needs into account rarely evoke your desired response. Effective letters, however, will demonstrate clear writing and thinking, and an understanding of professional style and protocol. Using correspondence as an integral job search tool can greatly affect your success. Well-written correspondence demonstrates by example that you have strong writing skills. It is also an opportunity to elaborate on your qualifications. Creative and well-constructed correspondence may increase the number of interviews secured through a letter writing campaign. After interviews, your Creative and well-constructed correspondence may increase the number of interviews secured through a letter writing campaign. correspondence could be a vehicle to reiterate to employers why they should hire you. Described below are several types of correspondence that may be necessary in your job search. Successful execution of each could be the difference between being considered for employment and actually being offered the job. Correspondence: An Employer Connection Prior to contacting employers, become familiar with your chosen career areas in order to help you focus the content of your job search tools. Job searchers without a focus, those “just looking for a job,” will have a difficult time throughout the job search process, and, in particular, with developing an effective letter writing campaign. Develop a strong sense of your skills, abilities and interests in order to convince employers that you can contribute to their organizations. With a clear understanding of the information you want to convey about your background you will be in a strong position to investigate career fields where your skills and strengths may be applied. You may find that some fields interest you more than others. By reading about career areas, speaking with professionals and reflecting on your background, you will get a better sense of the areas you wish to target in your correspondence. Showcasing information that addresses the employers’ needs will add credibility to your enclosed application materials. In focusing cover letters, keep in mind that within each field there will be many potential employers whom you may target in your search. You will find that each organization has goals and philosophies that guide their method of operation. Just as the mission of each organization is unique, so, too, are the ways you can contribute. By gathering organizational information you can consider the best way to present your background to each employer. In some instances you may highlight your academic preparation, your work experience may be of interest to another, while yet another may be interested in your leadership skills gained through involvement in campus organizations. Showcasing information that addresses the employers’ needs will add credibility to your enclosed application materials. Understanding the organizational structures of the employers you are targeting may also help focus your cover letters. By researching organizations you gain a knowledge of the departments, areas or positions best suited to your background. Not only will this add focus to your letter, but it will demonstrate your keen interest in the organization. This information will also be useful in deciding where to send your correspondence. In job searching, it is important to know specifically where applications are received and how they are processed. As organizational structures differ, so do their selection processes. Typically, you may apply to personnel departments, managers of functional areas within the organizations, or both. It is important to note that personnel and functional area managers may view application materials differently. Personnel deals primarily with positions currently available. If your materials reflect a background applicable for an available position, they may invite you to interview; if your background does not fit the criteria for an existing opening they may keep your materials on file for a certain amount of time. Personnel does not usually have the ability to invite candidates whose qualifications do not match those requested by a department manager. However managers of functional departments may have more latitude in making personnel decisions. Functional managers may review your background, find it related and interesting, and invite you to interview. They may also have a broader perspective on future departmental needs, budget considerations, and departmental expansion, as well as potential staff turnover and planned retirements. Sending your materials to department managers may increase your opportunity to interview with organizations that interest you. Incorporating a letter writing campaign into your job search is often an effective way to increase the number of employers you meet. In researching application procedures you may also uncover additional helpful information. For example, you are interested in advertising, but discover that an organization does not have an advertising department, you may decide to change the language of your letter and send the materials to the marketing department. If your correspondence had been addressed to the advertising department and none existed, it may have created the impression that you knew little about the organization. A letter that clearly demonstrates knowledge is more likely to receive attention and will greatly improve your chance of connecting with employers. Incorporating a letter writing campaign into your job search is often an effective way to increase the number of employers you meet. The effectiveness, however, will depend on how active an approach you take. For example an approach that incorporates research about the organization, identifies specific contacts, and involves initiating the “next step” with employers will pave the way for success. It emphasizes quality letters sent in manageable quantities. Compare this to writing generic letters, sending them to hundreds of organizations, and waiting for responses. Research shows that the latter method has a maximum response rate of two to five percent, virtually ineffective for the energy expended. A letter writing campaign that achieves results will include letters, with a focus, written to targeted organizations in your field. Shaping Your Correspondence Cover Letters As mentioned, cover letters are used primarily for letter writing campaigns. A cover letter introduces you to employers through your application materials. Its purpose is to highlight your qualifications and to show interest so employers wish to arrange interviews. Eliciting responses which result in interviews, however, requires that each letter be written individually and with each employer in mind. Letters that only take into consideration your needs and objectives will have minimal impact on employers. Since cover letters introduce you to employers it is important for your letters to reflect your personality and style. Through cover letters you communicate confidence in your abilities and a Since cover letters introduce you to employers it is important for your letters to reflect your personality and style. willingness to contribute to an organization. Create a letter that is conversational and positive, yet professional. The tone of your letter will convey as much as the ideas expressed through your words. The objective, in addition to requesting an interview, is to give the employer a glimpse of your personality and creativity. Cover Letter Format Cover letters are usually one page in length. This requires that you concisely communicate your message to employers. Since employers spend a relatively short period of time reviewing cover letters and resumes, use language that is simple and direct. Remember that cover letters and resumes work in tandem. Since your cover letter previews the details outlined in your resume, highlight the information most likely to attract the employers to your more detailed information. Standard business format is suggested when writing to employers. There are a few variations of business format which will slightly impact the visual impression of the letters: full block, block, and modified block. The formats are distinguished by the placement of the return address and closing, and the use of paragraph indentation. Regardless of the format chosen, give consideration to the layout of each letter. To increase the ease with which your letters are read, you might incorporate a one inch border of “white space” to frame the contents of the letter; also allow adequate space between sections. The overall appearance should be neat with contents that are concise yet informative. Letters written in standard format include: your return address date the letter is written name and title of the person with whom you are corresponding address of the organization salutation body of the letter closing your name your signature Some of these sections will be the same for each letter (e.g., your address and signature); however, most of the information, especially in the body of the letter, will vary depending on where it is being sent. To follow standard business format precisely, know the name and title of the person to whom you are writing. Some contacts may be readily available from personal referrals, directories or want ads; however, there may be other situations where it will be necessary to research the contact information. There are many advantages to addressing your letter to a specific person. By identifying one person, you decrease the chances of your materials being lost or misdirected. Also, when the letter is addressed to a specific person, your “next steps” are easier. Once an adequate amount of time has passed, you may contact the person to whom your materials were sent to discuss your candidacy and the possibility of an interview. Providing only skeletal information may preclude the arrangement of an interview if the letter does not reach the appropriate person. Taking the time to find the appropriate contact persons, prior to sending your letters, will save time and energy in your letter writing campaign. In addition, addressing your letter to a specific individual also creates the impression that you are truly interested in the organization. As you may imagine, when employers receive letters addressed to “Dear Sirs” and they are female, or “Dear Madame” and they are male, their initial reactions may not be positive. A similar reaction may occur when employers read letters addressed “To Whom It May Concern”; they may gather that the letter is being mailed to hundreds of employers, and that the writer is not really interested in working specifically for them. Occasionally, you may discover that it is not possible to find a contact person within an organization. For example, in want ads some employers list a P.O. box number instead of listing the name of the organization and address. In cases such as this create a greeting that appeals to a wide audience: “Dear Personnel Officer,”or “To the Recruiting Coordinator.”   Cover Letter Content The greetings in your letters should be formal, unless you are well acquainted with an employer from a previous situation. If you have conducted informational interviews with employers, or have worked for them previously and they have extended the offer to address them by their first names, it may be appropriate to address their letters more informally. If you are introducing yourself for the first time, it is recommended that you use their surnames. If the person to whom you are writing is female, the standard practice is to address it to “Ms._______” unless you know that she prefers to be addressed as “Mrs._______.” In most cases, individuals with a terminal degree (e.g., Ph.D., M.D., O.D.) prefer being addressed as “Doctor.” However, before researching preferred titles, it is important to know if your contact is male or female. Often it is difficult to determine strictly by a Remember that a cover letter is an introduction to a resume, not a duplication; highlight only the information that will be most relevant to the employers’ needs. name. If you were told that the contact person was Terry Brown, Pat Smith or Chris Jones, would you know how to address the letter? The accuracy of this information will have a significant effect on the reader. Following the name, the correct punctuation for a business letter is a colon (:), not a comma. Use the body of your letter to be persuasive informative and communicate your enthusiasm about an organization. Since cover letters are usually three or four paragraphs long, be selective in choosing the information you wish to include. Remember that a cover letter is an introduction to a resume, not a duplication; highlight only the information that will be most relevant to the employers’ needs. The first paragraph is your opportunity to introduce yourself and explain your reasons for writing. Since your goal is to interest the employer in your candidacy, develop an introduction that is dynamic and interesting. Employers receive a great deal of correspondence each day; create a letter that stands above the rest. Creative, attention-getting sentences are suggested for openings. For example, you may pose a question, cite information that you have read in a recent article, or find a unique way to present your attributes to the employer. Your opening is best when it is both creative and directly related to the organization or a position; consequently, your opening for each letter may be different. The next paragraphs highlight the most interesting aspects of your background. In deciding what to include, reflect on the employer’s needs; how could you make a contribution to the organization? For each organization you may choose to focus on different areas. There are several areas on which you could focus: academic background, employment, related volunteer experiences, extra-curricular Support your statements with examples of past successes. activities or special skills such as computer ability, organization or leadership. When responding to want ads or posted positions in professional journals, you may use the desired qualifications as an outline for potential areas to cover. Support your statements with examples of past successes. Examples create a clearer picture for employers and also make letters more personal and interesting; however do not quote directly from your resume. Keep in mind it is your responsibility to demonstrate how past experiences or training will be of benefit to the organization. When appropriate draw parallels between your background and their position, so they understand the connection. You may choose to highlight experiences in one paragraph or separate your information into two, or sometimes three, paragraphs. The final paragraph suggests a course of action for you and employers. Draw their attention to your resume and request the opportunity to discuss your background in more detail, in person. You may wish to take the initiative to contact employers regarding a meeting. Estimate the amount of time it will take for your materials to reach the appropriate person, then indicate that you will contact him/her during a specific week to further discuss employment opportunities. Employers are encouraged by job seekers who show initiative. Additionally, those who close their letters with “I look forward to hearing from you in the near future” are often never contacted. It is important to record the week indicated in each letter, and follow through at the appropriate time, as planned. Close your letter formally. Typically, letters end with some variation of “Sincerely,” “Sincerely yours,” or “Yours truly.” Since this is a business letter, the closing should end the letter on a professional note. Leave enough space to sign each letter individually, then type your full name approximately four lines below your closing. It is important that each letter is signed individually. Letters sent without signatures often raise questions about interest in the organization and the job seeker’s attention to detail. As with all introductions to employers, take the time to create a positive first impression. The “Write Angles” Letter of Appreciation/Thank You Letter A letter of appreciation should be sent after any significant interaction with an employer. It is most commonly used after a job interview or an informational interview. Not only is it an expression of appreciation for the time spent, it is also an effective job search tool. After an interview you will want to write a thank you letter as soon as possible. Employers continually comment on the number of candidates who forget this important step. Time your thank you letter so it arrives before the employer makes the hiring decision. It is quite possible that your thank you letter may impact the employer’s decision. If employers are interested in you, thank you letters serve to reinforce the decision to offer you a position, or have you continue in their selection processes. If an employer is unsure of the decision, a thank you letter reaffirming your interest and enthusiasm may sway the decision in a positive direction. If employers are interested in you, thank you letters serve to reinforce the decision to offer you a position, or have you continue in their selection processes. Thank you letters are less formal than cover letters, since they follow interactions with employers. Continue, however, to maintain a professional tone. If appropriate, you may address employers by their first names if you were asked to do so in the interviews. Refer to the date and location of your interview, so the employer has full recollection of the interaction. Think of the letter as one more opportunity to restate an interest in the organization and highlight the aspects of your background that were of particular importance to the employer. Also include information you found especially interesting — which personalizes the letter and conveys your sincerity. If you interviewed with several people in an organization, you may choose to write thank you letters to each person; however, it is a personal decision and not essential that you do so. If you choose to write only one letter, direct it to the “host,” or chair of the search committee, who coordinated your interviews. Within the letter you may request that your appreciation be expressed to the others with whom you interacted. A thank you letter may also be sent after other types of employer interactions. For example, if you conducted an informational interview with an employer, a thank you letter expressing your appreciation for his or her time would be appropriate. Not only is it courteous, but it is also a way to build a network in your field. At the time you are actually looking for a job, you may decide to again contact some of these employers. Employers remember those who make extra efforts throughout their job searches. Thank you letters may be sent after an extended telephone conversation with an employer or after speaking with an employer at a presentation. Sending thank you letters serves to reinforce your professionalism to employers. Letter of Inquiry Letters of inquiry are sent to employers prior to the beginning of a job search, or after having some initial interaction with an employer. For example, if you are targeting organizations for your job search and want addition information before applying, you may request that information in writing. After evaluating the information you can then decide if you are interested in the organization. You may also write a letter of inquiry after an interview. If you have questions about the organization or position, you may address your questions in a letter. You may also call the employer and discuss questions via telephone. Letter of Acceptance After verbally accepting a job offer it is suggested that you confirm your acceptance in writing. An acceptance letter is usually brief, stating the terms of employment (e.g., location, salary) and the starting date and time. This is a letter you will look forward to writing, since it indicates you have found a position which is compatible with your career plans. By constructing a grammatically correct, well-written letter you can convey your enthusiasm for your new position and reinforce that your new employer made the right choice. Letter Rejecting an Offer It is very possible that you will be in the situation of deciding among job offers. After closely evaluating the offers, you may need to reject one or several of them. To officially reject an offer, it is best to do so in writing; this may be in addition to, or in place of, rejecting an offer during a telephone conversation. Your letter should be professional and gracious, communicating your appreciation for the time spent during the selection process. While it is not necessary to give a detailed explanation for your decision or where you have accepted an offer, you may wish to remark on the positive qualities of the organization, position, or staff members you met. Keep in mind that although you have rejected the offer at this time, you may be interested in working for the organization at another point in your career. If you continue to work in the same field, it is also likely that you may encounter some of the same professionals at conferences, professional meetings, or in other organizations due to their career moves. Maintaining positive relations with all organizations and potential colleagues will allow you to explore all your options when you are seeking employment at other points in time. A Final Proof As with your resume, seek feedback on drafts of your correspondence. After writing your letters it is helpful to obtain objective feedback on the content of your correspondence. The The Career Center Office offers a Walk-In Service each afternoon that assists students in developing their letters. This is in addition to other resources in the Career Center library as well as programs that address the topic of correspondence. Additionally, it is beneficial to have someone proofread your draft for typographical and grammatical errors. Your goal as a job searcher is to develop effective letters that create an interest in your candidacy. Attending to the content, style, and details of your correspondence will convey a positive message about you, and will attract employers’ attention throughout your job search.   SAMPLE: FULL BLOCK   123 Maple Lane Detroit, Michigan 48226 June 1, 1993   Recruiting Coordinator Campbell, Inc. P.O. Box 987 Detroit, Michigan 48231 Dear Recruiting Coordinator: With a background in economics, a successful personal portfolio and my interest in international trade, I am exploring the possibility of employment with Campbell, Inc. I believe the combination of my skills and educational background will enable me to make a significant contribution to your organization. Through my education at the University of Michigan I have taken a variety of courses and developed a clear understanding of economic principles and concepts. Due to my particular interest in international trade a portion of my focus has been on Japanese economics and import/export regulations. In addition to a solid theoretical base I have developed the strong research and analytical abilities critical in making business decisions. I have spent the past few years developing a financial portfolio through which I have learned, sometimes the hard way, the importance of carefully assessing information before making decisions. By working on my portfolio, and in my role as treasurer for the Finance Club, I have honed my business skills. These skills provide a solid foundation upon which I hope to build. Since your merger with Abbott and Company this spring, your dynamic organization has made some critical, and successful, decisions. I am interested in joining your team and wish to personally discuss my credentials with you. I will contact you the week of June 15 to arrange a time that is convenient for you. Thank you for your consideration. Sincerely,     Pat Brown   SAMPLE: MODIFIED BLOCK FORMAT 123 Maple Lane Detroit, Michigan 48226 June 1, 1993   Mr. John Smith Editor The Michigan News 111 State Ave. Detroit, Michigan 48231 Dear Mr. Smith: I am currently a journalist without a newspaper. I have an empty reporter’s notebook, a full pen and story ideas waiting to find a way into print. I am eager to put my skills to work at The Michigan News. Through my experience I have come to love reporting. While at the University of Michigan I had the opportunity to cover a range of stories from recycling on campus to saving the rainforests, from student elections to the selection of a new dean, from clothing trends to the attitudes of students in the ’90s. I began with the student newspaper my first year at U of M and progressed to managing editor by my junior year. I work well under deadlines and create clean copy. I have been recognized for my writing skills in and out of the classroom. Recently, I was awarded second prize by the National Student Newspaper Association for an article on local politics. I was also selected as one of ten students to participate in a University writing program in New England during the summer of 1989. Through my experiences I have honed the necessary skills to be successful in this profession. If you are looking for a reporter who is motivated and capable of contributing to the success of your paper, I am your candidate. I have enclosed a resume outlining my experiences. I will contact you the week of June 15 to discuss the possibility of joining your reporting staff. Thank you in advance for your consideration. Sincerely,   Chris Jones
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