Guide to Writing Job Search Cover Letters

Also including: Approach Letters Thank You Letters Letters of Recommendation

Contents
Cover Letter Basics3 Writing a Targeted Letter..3 Cover Letter Checklist...4 Basic Sample Cover Letter......5 Sample Letters in Response to Posted Vacancies6-10 Electronic Cover Letters / Sample Email Letter 11 Sample Approach Letters..12 Sample Thank You Letter..13 Sample Letter of Recommendation Worksheet.14 Other Job Search Letters..15 Additional Resources.15

Priscilla A. Scotlan Career Services Center University of San Francisco University Center 429 2130 Fulton Street San Francisco, CA 94117 Phone: 415.422.6216 Fax: 415.422.6470 www.usfca.edu/career Hours: Monday, Thursday and Friday 9:30am5:00pm; Tuesday and Wednesday 9:30am7:00pm
Revised 8/2002

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Cover Letter Basics

The cover letter acts as a letter of introduction and serves to supplement and clarify your resume. Through it you can focus on your interest in a particular firm or type of company/employer. Be clear, concise and factual. Below, and on the following pages, are guidelines and examples to help you prepare effective cover letters. It is best to write an individual letter to each person to whom you send a resume. Direct your letter to a specific person whenever possible by calling the company and asking for the name and title of the hiring manager. You can also use your networking contacts to learn the name and title of someone who will be able to direct your resume to the proper individual. Letters mailed to Dear Sir or Madam or Hiring Committee are usually not met with the same response as Dear Ms. Thompson. Follow accepted business letter protocol with regard to style and format. When possible, use the same quality paper on which your resume is printed (you can usually purchase extra paper from the business where your resume was duplicated). The letter should not exceed one page. Use the letter to demonstrate your investigative and writing skills, and your professional approach toward securing a job. Be accurate, precise and error-free; hire a typist if necessary. Do not rely solely on the spell check feature of a word processor to spot typographical errors have one or two people carefully proofread your letter before you mail it.

Writing a Targeted Letter

A targeted letter is written to a specific employer in response to a particular job opening. Targeted letters are personalized and emphasize your skills and experience that are most relevant to the position. To write a targeted letter, first carefully analyze the job announcement and highlight the specific skills and experience requested by the employer. Next, make a list of your skills and experience which most closely reflect what the employer is seeking. Choose two or three of the strongest examples of your related accomplishments and describe them in the body of the letter.

Position Description
Public Information Rep. Staff public info center; respond to public questions and issues via telephone, written correspondence, and in person; provide info to the public and media; develop materials and weekly press releases for project; deliver presentations; coordinate with transit agencies. BA in Comm., PR, Lib. Arts, Pub. Adm., or related, 1-3 yrs. related exp. Strong verbal and written communication skills; public speaking; ability to work independently; Microsoft Word, Excel and Access. Send or fax resumes to

Your Related Accomplishments

Responded to inquiries from students, alumni and general public regarding program and services offered by University office Wrote public service announcements regarding community events for Bay Area radio station 18 months office experience with major Bay Area transportation agency 4 years work experience, 2 internships related to public affairs and promotions Public speaking coursework at USF Computer skills listed on resume

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Cover Letter Checklist

Be sure to
Write the letter yourself and have
someone else proofread it for grammar, syntax, and spelling. Keep the letter to one page, three to four paragraphs (shorter for email). Address the letter to a specific individual with his or her correct title and business address. Tailor your letter for each situation. In the opening paragraph, mention the name of the person who referred you, if applicable. Write a letter that is work-centered and employer-centered, not self-centered. Mention something you know about the company that is related to the position for which you are applying. Tell the reader why you are qualified for the position. Mention a personal interest you have in the company, its location, service, or product. Make it attractive and easy to read. Use high quality, matching stationery and envelopes (16-25 pound weight). Produce error-free, laser-printed, clean copy. Refer the reader to your resume. Be honest. Be positive. Be direct. Write clearly and simply; use industryspecific keywords. Use the active voice and action verbs. Be sure your phone number, email and home address are included. Sign your cover letter in blue or black ink (or type your name if you are sending it electronically). Keep your letter personal, warm and professional.

Never
Give a summary of your life, values,
goals, etc. longer than 50 words. Describe, at length, your admiration for the companys history. Overuse the pronoun I. Explain why you left your last job or want to leave your present one. Use a form letter and just change the company name. Begin the letter with To Whom It May Concern, or Gentlemen. Repeat verbatim the information in your resume. Include your salary history or current salary requirements (unless specifically required to do so, and even then it may not be advisable). Inflate or exaggerate your experience and qualifications. Hint that you are interested in virtually any job with that organization. Say anything negative about your previous employer(s). Expect the reader to figure out what job you are best qualified for. Use copier paper and/or a dot-matrix printer.

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Basic Sample Cover Letter

Your Street Address Your City, State Zip Date Name of Recipient Title Company Street Address City, State Zip Dear Name of Recipient: INITIAL PARAGRAPH: State the reason for the letter, the specific position or type of work for which you are applying, and indicate from which resource (i.e., Career Services Center, news media, friend, employment service) you learned of the opening. Some examples include: I am writing to express my interest in the position of _______________. Your advertisement in the ____________ for a ______________seems to perfectly match my background and experience. I am writing to you at the recommendation of ____________________. In response to your job posting for a __________ on your companys website, I have attached my resume for your consideration. If you are seeking a talented, motivated salesperson for your outside sales team, I believe my skills and background are a good match for your organization. SECOND PARAGRAPH: Indicate why you are interested in the position, the company, its products or services. State clearly what you can do for the employer. If you are a recent graduate, explain how your academic background makes you a well-qualified candidate. If you have some practical work experience, point out your specific achievements or unique qualifications. Try not to repeat the same information the reader will find in your resume. Refer the reader to the enclosed resume or application form which summarizes your qualifications, training and experience. Sell yourself! Convey enthusiasm! Some examples include: My qualifications for the position include . . . I believe my background in . . . I have experience/education in the field of . . . THIRD PARAGRAPH: In the closing paragraph, indicate your desire for a personal interview and your flexibility as to the time and place. Repeat your telephone number in the letter and offer any assistance to help in a speedy response. Finally, close your letter with a statement or question which will encourage a response. For example, state that you will be in the city where the company is located on a certain date and would like to set up an interview. Or, state that you will call on a certain date to set up an interview. Some examples include: I would like to speak to you in person . . . Should you be interested in my qualifications . . . For an interview, I can be reached at . . .

Block Style all sections left-aligned.

Note: formal business letters should have

margins of at least one inch around the entire page. These reduced-size examples do not necessarily illustrate that practice.

Sincerely,

Your Signature
Your Name

The sample cover letters included in this guide illustrate a variety of styles and formats. All of the identifying information on the letters is fictitious.

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Sample Letter in Response to Posted Vacancy

Job Sought: Marketing Researcher Degree: B.A. English Experience: One-semester internship

1214 Fulton Street San Francisco, CA 94118 July 1, 2002 Ms. Margaret Ferrin McMaster-Carr Supply Co. 9630 Norwalk Boulevard Santa Fe Springs, CA 90670 Dear Ms. Ferrin: A recent graduate of the University of San Francisco with a Bachelors degree in English Literature, I am responding to your May 2, 2002 MonsterTRAK posting for a Marketing Researcher. What I offer to McMaster-Carr is curiosity, a passion for learning, and a repertory of practical research and writing skills that would enable me to be an effective and dynamic member of your catalog production team. I welcome the creative challenge of promoting your companys commitment to providing a comprehensive array of mechanical supplies in a timely manner. As you can see from my attached resume, my experience relevant to market research and catalog creation includes taking difficult, inconsistent, and often technical information and turning it into clear, benefit-oriented copy that is useful to both the casual user and a more professional audience. During my years at the University of San Francisco, I honed my ability to conduct thorough research upon which to base concise and accurate written summaries. Along with my academic writing pursuits, I have gained firsthand training and experience in a business environment through my internship with the Michael Larsen and Elizabeth Pomada Literary Agency. In this capacity, I corresponded with major clients in the publishing industry, maintained the agencys contract files, read and edited manuscripts from writers, and established a reputable contact list of such publishers as Random House, W.W. Norton, Chronicle Books LLC, and Farrar, Straus & Giroux. In my three months with the agency, I received feedback that my professionalism and excellent follow-through skills contributed significant value and energy to the team. The Marketing Researcher position with McMaster-Carr is a challenge I am prepared and enthusiastic to meet. I would like to further discuss my qualifications and will follow up with you next week. I look forward to learning more about this unique employment opportunity. Respectfully,

Semi-Block Style your address, date, and signature begin at center of page; paragraphs indented one tab stop.

Rick Snyder
Rick Snyder

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Sample Letter in Response to Posted Vacancy

Job Sought: Curriculum Advisor Degree: Ed.D. Education Experience: 12 years

187 Easy Street San Francisco, CA 94123 weldenm@edutime.net April 23, 2003 Ms. Janice Hiroshito Programming Manager WKBZ Television Cincinnati, OH 84565 Dear Ms. Hiroshito: If youre looking for an experienced, forward-thinking person to fill the role of Curriculum Advisor for your teen drug and alcohol prevention program, Im a great candidate for your search. I read of your opening in the July 22nd edition of Opportunity NOCs and was extremely enthusiastic to see the alignment between your needs and my background in curriculum development, media relations, and community involvement. As a former high school teacher and recent graduate of the University of San Franciscos doctoral program in Instruction and Curriculum Development, I have a keen interest in designing educational materials for adolescents. My ten years teaching 9th to 12th grade social studies have provided me with a firm grasp of the needs of teens. Additionally, I have a particular interest in working with at-risk teens and see WKBZs ten-session Drug & Alcohol Prevention project as an integral part of a public television stations communityoriented programming. In addition to my teaching background, I have created and implemented five teen volunteer events which I promoted in concert with local television and radio stations, as well as newspapers and community web sites. My unique combination of hands-on curriculum development, social service, and media relations knowledge provide me with a strong foundation from which to approach your project. I hope we may soon discuss in more detail my qualifications for the Curriculum Advisor position. Please contact me at 415-546-2882 or at weldenm@edutime.net if you would like to learn more about how I can contribute to the goals of WKBZ. Very sincerely,
Marianne Welden

Modified Block Style - your address, date, and signature begin at center of page; all else left-aligned.

Marianne Welden

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Sample Letter in Response to Internship Listing

Job Sought: Youth Counselor Intern Degree: B.A. Psychology, in progress Experience: 3 months, plus coursework

562 Arguello Street #3 San Francisco, CA 94117 August 22, 2002 Mr. Joseph Bowman Youth Services Director Harper Street Youth Services 1155 Harper Street San Francisco, CA 94109 Dear Mr. Bowman: I was intrigued by the position description for the Youth Counselor Intern position I found on your website a few days ago. As a junior Psychology major with a minor in Sociology at the University of San Francisco, I am very interested in developing skills to work effectively with high-risk adolescents and young adults. After graduation, I wish to pursue a career in social services working with a similar population. Both my educational background and summer work experience have prepared me for this internship opportunity. As a Psychology major, I have taken several courses with regard to child and adolescent development and issues related to counseling in multicultural environments. In addition, my coursework in sociology has exposed me to societal issues regarding poverty, homelessness, and factors that contribute to atrisk situations among youth. This past summer, I worked with the C.A.R.E. Camp program at USF, a camp designed to expose underrepresented youth, ages 10-15, to a college environment. As the Lead Camp Counselor, I motivated children to learn teamwork concepts, leadership skills, and organized a field trip for 48 campers to the San Francisco Zoo. Growing up in a bi-lingual/bi-cultural Spanish-speaking household has been both a challenging yet rewarding experience. I speak, read, and write Spanish fluently and would like to use my language skills to assist your clients. Currently, as the Vice President of External Relations for my student club, I have taken on responsibilities that require me to be flexible, motivated, and responsible; I believe these skills would be very valuable to your organization. I have enclosed my resume for further review and would like to discuss my qualifications with you at an interview. The best time to reach me is after 2pm Monday thru Friday. The possibility of participating in this internship opportunity is very exciting and I look forward to hearing from you soon! Thank you for your time and consideration. Respectfully, Mark Chavez Mark Chavez 415.555.5763 chavezmark@usfca.edu

Block Style all sections left-aligned.

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Sample Letter in Response to Posted Vacancy

Job Sought: Sales Representative Degree: B.S. Biology Experience: 2 years, Sales

539 El Camino Real #25 San Mateo, CA 94205 December 11, 2002 Mr. Troy Winters Human Resources Manager Biotecha, Inc. 18720 N. Mission Blvd. San Diego, CA 92031 Dear Mr. Winters: You need a sales representative with proven skills in sales, teamwork and a background in science. I have over two years of experience in as a Sales Technician for a reputable Bay Area firm and would like to put my skills and talents to work for you as a Sales Representative for the Research Technology Division. After receiving my Bachelor of Science degree in Biology from the University of San Francisco, I became a member of the Sales Management Training program with Mercury Pharmaceuticals. During an extensive 12-week training program, I learned effective sales techniques that ensure success, even in a tight market. Within the first 3 months, I was recognized as Salesperson of the Quarter. As other members of my sales team faced challenges with their sales numbers, I was able to motivate and help them troubleshoot their areas of weakness. My work experience also includes selling in the retail industry where I worked under strict sales quotas in a fast-paced, competitive environment. As Vice President of Communications with the Junior Business League of San Francisco, I have learned the value of leadership and have developed strong communication skills as I outreach to over 200 members via a monthly newsletter. Enclosed you will find my resume for your review. I would like to further discuss my qualifications with you in person. I will be out of town until December 26th, but please do not hesitate to leave a message for me at 650.555.8176 (home) or 650.555.8813 (cell), and I will return your call promptly. I am very excited about this potential opportunity and very much look forward to hearing from you soon. Thank you for your time and consideration. Sincerely, Krystyna D. Miller Krystyna D. Miller

Block Style all sections left-aligned.

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Sample Letter in Response to Posted Vacancy

Job Sought: Account Executive Degree: B.A. Communications Experience: 3 years, Public Relations

Linda Pacheco

1876 Wildwood Avenue, San Francisco, CA 94333

July 2, 2002 Ms. Katherine Gorman Director of Human Resources Fleishman-Hillard Inc. 595 Market Street, Suite 2600 San Francisco, CA 94105-2839 Dear Ms. Gorman: I am excited to apply for the position of Account Executive with your agency. Fleishman-Hillard Inc.s dedication to consistent, top-quality, and results-oriented work is congruent with my personal values and appreciation for excellent service to the customer. This position is one I would relish taking on. Please consider the excellent match between your requirements and my experience: Your Needs My Qualifications

Block Qualifications Style Q Letter Uses Qualifications section with bullet-point comparison of employers needs with your qualifications. Best used with at least a few years of work experience.

2+ years agency and/or

corporate PR experience focused on technology sector or Communications writing skills knowledge

Over 2 years PR agency experience with Graham and 1.5 years corporate communications experience with Nanomix
(electronics, energy storage) Francisco Associates and Wunderman San Francisco

B.A. in Public Relations Strong research and Relevant media

B.A. in Communications, emphasis in P.R., University of San Researched and composed 25+ press releases and 6 byline
articles per year

Created and maintained highly successful media relationships

(print, web, radio, TV): Fast Company, Red Herring, MIT Technology Review, NPR, KGO, KFOG, KRON, yahoo.com) Pitched journalists/editors via phone/email to generate positive press clips

In short, I am confident that my varied successes in the P.R. realm would allow me to creatively contribute to the continued vision of Fleishman-Hillard as the national leader in quality reputation. I look forward to meeting with you personally so that we may discuss in greater detail how my expertise would best meet the needs of your organization. In the interim, thank you for your consideration. Best regards,

Linda Pacheco
Linda Pacheco

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Electronic Cover Letters

Electronic cover letters can take two forms: email text or attached document. If you dont know
whether an employer prefers to receive your resume and cover letter in the body of the email or as an attachment, play it safe and include them only in the body of the email itself (some employers will not open attachments because of the risk of viruses). Be sure to use plain text with no formatting.

If an employer indicates that email attachments are acceptable, limit the number of attachments
by combining your cover letter and resume into a single file. In addition, even if you include your cover letter and resume as an attachment, you should also cut and paste a plain text version into the body of your email message. By including it in both places, you ensure that the reader will be able to view your information even if he or she cannot open the attachment for some reason.

Use an attention-grabbing yet professional subject line in order to increase the chances that a
busy hiring manager will read (and respond to!) your submission.

Include complete contact information at the end of your email message. This should, minimally,
include a phone number. Many employers prefer to speak with you over the phone before inviting you to an in-person interview

Sample Email Letter in Response to Posted Vacancy

Job Title: Financial Aid Counselor Degree: B.S. Organizational Behavior Experience: 4 years, Administrative Support

To: hendricksc@ggu.edu (Connie Hendricks, Director of Human Resources) Re: Application for Financial Aid Counselor position Dear Ms. Hendricks:

Email Style letter in body of email message, not as attachment; all left-aligned.

It was with great interest that I noted your August 2, 2002 job posting on MonsterTRAK.com for a Financial Aid Counselor at Golden Gate University School of Law. As a financial aid professional with four years experience, a B.S. degree in Organizational Behavior from the University of San Francisco, and a talent for initiating action, I believe that I am an excellent candidate for this position. In my role as Financial Aid Assistant at Santa Clara University, I have developed a keen understanding of federal and state regulations, procedures, and policies pertaining to financial aid issues. In addition, my ability to listen attentively and discern students concerns has allowed me to excel in providing useful, pertinent information to our clients. I am now ready to take on greater responsibility as a Financial Aid Counselor and look forward to the opportunity to combine counseling/advising priorities with such managerial functions as the coordination of Golden Gate Universitys Federal Work-Study program. I very much look forward to an opportunity to meet with you in person. Should you be interested in learning more about my qualifications, please contact me via email or at 510-654-8934. Thank you in advance for your consideration. Cordially, Frank Lepillo 510-654-8934 flepillo@yahoo.com

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Sample Approach Letters

1250 Golden Gate Avenue San Francisco, CA 94118 April 14, 2002 Ms. Marcia Khan Genetic Counselor Pacific Meridian Hospital 3322 Pacific Drive Oakland, CA 94582 Dear Ms. Khan: I was intrigued by your articles, "Genetic Counseling: The Way of the Future," printed in the latest edition of Biology Today. My biology studies at the University of San Francisco have introduced me to the world of genetics. Until reading your article, however, I was unaware of the genetic counseling profession. I have since done a periodical literature search to uncover more information. Nonetheless, I now find the need to move beyond the written word and talk with professionals in the field. Thus, I write in the hope of meeting you and discussing your occupation. Your perspective and advice would be extremely valuable to me as I consider this career field. With many new areas of expertise in the health professions, I desire a clear understanding of how these opportunities will allow for my meeting the health-related needs of others. A genuine concern for humankind propels me toward a medical career. It appears to me from your writing that the same motivation gives you satisfaction in your occupation. Please consider taking a short amount of time from your schedule 22400 Larkin Street,to #2tell me about your experience and to provide any advice for my San Francconsideration. isco, CA 94109 August 29, 2002 I will call you next week to discuss the possibility. Thank you for your attention. Sincerely,

Block Style all sections left-aligned

Semi-Block Style your address, date, and signature begin at center of page; paragraphs indented one tab stop.
Timothy Jacobs Marketing Representative A+ Software Co. 400 Fremont Street Suite 401 San Francisco, CA 94104 Dear Mr. Jacobs,

Claudia Edwards
Claudia Edwards 415-422-3333

It was a pleasure to see you again at the American Marketing Association meeting last month. I particularly enjoyed the presentation on networking and have decided to put some of those suggestions to use for myself. As you may know, I will graduate from the University of San Francisco with a Bachelors degree in Marketing in May, and I am just beginning my job search. I am most interested in beginning a career in marketing within the computer software industry, and I would appreciate any assistance you might be able to provide. Highlights of my background follow along with a resume for your review. Currently, I am a Marketing Intern at XYZ Software Inc. where I am responsible for communicating with vendors and clients over the telephone and in person. Several projects which I look forward to this semester include: writing a marketing newsletter to inform company executives of our latest marketing projects, performing market research for a diverse group of clients including advertising and media, and leading a project for my Marketing class combining resources from my internship and research data. In addition, I am working part-time in the Admissions Office on campus where I lead tours for prospective students and parents around the USF campus. Furthermore, I have extensive computer experience including familiarity with wordprocessing, spreadsheet and database software. I continue to be excited about beginning a career in Marketing. My education, internship experience and campus work have prepared me with excellent oral and written communication skills as well as a solid computer background. I will be contacting you soon to further discuss my job search. I appreciate any advice or contacts you may be willing to share. Sincerely,

An approach letter can be used for requesting an informational interview or an informal meeting to discuss career possibilities, even when a position is not currently open.

Jason Wong
Jason Wong

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Sample Thank You Letter

Sending thank you letters is an essential part of any job search. Send letters to anyone you meet who gives you information, advice or referrals. You can also send a thank you to someone who gave you help during a telephone conversation. Of course, a letter should be sent after each job interview. Write the letter as soon as possible to give it the greatest impact. Remind the reader of what was discussed, and comment on how you plan to act on the information, advice or referral you received. If you are writing a letter after a job interview, you might include something relevant about your qualifications that you neglected to mention in the interview. Managers who have to choose between two good candidates have been known to make the decision based on which candidate sent a thank you letter. Remember, your professional presentation during the job search is often the only indication a manager has of how you can be expected to present yourself on the job.

1234 Golden Gate Avenue #1 San Francisco, CA 94117 April 5, 2002

Block Style all sections left-aligned.

Refer to something you learned about the company or position

Ms. Jane Baxter Vice President Bank of the Bay Area 25 South Street San Francisco, CA 94111 Dear Ms. Baxter:

Write the letter very soon after the interview!

It was indeed a pleasure meeting with you yesterday to discuss opportunities in commercial banking. Your planned expansion is most interesting, especially your ideas concerning outreach to small businesses. My experience working for a number of small service businesses in San Francisco while completing my degree has made me particularly sensitive to the unique needs of small business owners. As you learned from our conversation, I have also worked as a bank teller, and understand the banks commitment to high quality customer service. I remain very interested in the commercial banking representative position. I am confident that my skills and experience would be a valuable addition to your team. I look forward to hearing from you soon. Sincerely,

Reinforce the most important aspects of your qualifications

Include something you forgot to mention in the interview, or expand on your relevant

qualifications

Chris Williams
Chris Williams

Show confidence and enthusiasm!!

Restate your interest in the position

DID YOU KNOW ? -- You can improve your chances of standing out from the crowd? It is estimated that only 50% of job candidates send a thank you letter after an interview!
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University of San Francisco, Priscilla A. Scotlan Career Services Center

Sample Letter of Recommendation Worksheet

(You can create a similar version of this worksheet and give it to the people who will write letters of recommendation for you.) TO: ____________________________________ (Name of person who will write the letter)

FROM:____________________________________ (Name of student/alumnus) RE: Letter of Recommendation for: Employment Graduate School

Date needed:______________ Please address this letter to: To Whom It May Concern The name and address below:

______________________________________________________________________________ ______________________________________________________________________________ First paragraph: state that the letter of recommendation is for me, and that I am applying for the following type of work/graduate program: _____________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Second paragraph: state the nature of our relationship, the length of time you have known me, and the types of assignments, projects, work, or other experience we shared. Relationship:________________________________ Length of time: ___________________ Type of work/projects:___________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Third paragraph: please give some detail about my skills, talents, abilities, or personal qualities. In addition, please describe one or two accomplishments that would be of interest to the potential employer or graduate program listed above. Here are some skills, talents, abilities you may want to cover: ______________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Here are some accomplishments you may want to refer to (please see my attached resume for additional information): ___________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Final paragraph: please state how you can be reached for more information if you are willing to be contacted. Please give me a call at (_____)_____________ when the letter is ready to be picked up. Please email me at _______________________ when the letter is ready to be picked up. Please mail the letter directly to the address above.

University of San Francisco, Priscilla A. Scotlan Career Services Center

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Other Job Search Letters

Either email or hard copy versions of these letters are appropriate.

Inquiry
Use inquiry letters to ask about the status of your application; summarize the history of your
application and request a brief report on the status of your candidacy. Close the letter with an expression of appreciation for the companys consideration.

Acknowledgment
Send a letter of acknowledgment after you have received a job offer; express your appreciation for
the offer and indicate when you plan to notify the company of your acceptance or rejection. It is appropriate to send an acknowledgment letter even though you may have conveyed the same information in a telephone conversation.

Acceptance
Write a letter of acceptance to formally state your acceptance of a job offer, your pleasure in working
for the company, and any details concerning arrival date, travel/relocation arrangements or other important factors.

Job Refusal
Send a letter of job refusal to formally reject a job offer even if you have already done so in a
telephone or personal conversation. Express your appreciation for the offer and give a brief indication of your reason for declining the position.

Additional Resources
Cover Letters that Knock Em Dead, Yate, 2001* Electronic Job Search Almanac, Adams Media Corporation, 2000* Job Searching Online for Dummies, Dixon, 2000*

*Available in the Career Services Centers resource library.

University of San Francisco, Priscilla A. Scotlan Career Services Center

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