COMMUNICATIONS - Quick Reference Chart For Email and Letter

COMMUNICATIONS

Quick Reference Chart

For Email and Letter

Letter Type

Content

Notes

Cover Letter: Job Application

The purpose of a cover letter is to

help generate an interview. It is

typically written to respond to a

published opening or to prospect for

jobs with companies you target for

employment.

The cover letter accompanies your

resume.

 Get the reader’s interest

with your introduction. Tell

how you are unique for this

position and what value you

bring.

 Match your qualifications

with the position

requirements.

 Include relevant, specific

quantified achievements

 Use action verbs and

keywords.

 Respond to both the stated

and implied requirements in

the posting.

 Use a cover letter if you

have updated your resume.

Send a new version,

reiterate your skills and ask

recipient to replace your

former resume.

Cover Letter: Search Firm/

Recruiter

Letters to search firms,

consultancies or employment

agencies that serve the type of job

you are seeking.

 Why you are writing.

 Titles of jobs you are

seeking

 Your geographic

preferences.

 Companies /industries you

are interested in.

 Your salary history and

requirements. Industries of

interest.

 Relevant highlights of your

enclosed/attached resume.

 Availability for

interviews/start working

 You may not receive an

acknowledgement of your

letter. You may want to

follow-up after several

days.

Letter Type

Content

Notes

Cover Letter

Network Referral Letters

Purpose: Build your network and

gain information.

 Introduce yourself as

referred by the name of the

person who referred you to

the recipient.

 State your purpose: to

introduce yourself and gain

information (not ask for a

job).

 Use this letter to develop

networking contacts,

request information and/or

a meeting.

 Helpful when recipient has

been unavailable by phone.

Reference Letters:

To the Reference

Four “Golden rules” of references

 Ask them

 Prepare them

 Alert them

 Thank them

To Inform a reference of your need:

 Thank the person for

agreeing to be a reference.

 Summarize what you are

seeking and your relevant

skills and achievements.

 Mention what you would

like the reference to

emphasize.

 What might be perceived as

a weakness, and how would

you like the reference to

address that?

 Include your resume and

business card.

 Always send a copy of the

job description to your

reference.

Reference Letters:

Requesting a reference letter:

 Summarize what you are

seeking and your relevant

skills and achievements.

 Specify to whom you want

the letter addressed.

 Request a hard copy on

letterhead.

 Include your resume and

business card.

Letter Type

Content

Notes

Thank You Letters

After an Interview

Send a personal, individualized

note to thank each decision

maker with whom you

interviewed.

 Use the person’s name,

title and correct address.

 Include the position title

and the date of your

meeting.

 Show your interest and

enthusiasm.

 Provide any additional

information

 Clarify an open or

misunderstood issue.

 Let them know you want

the job!

 Mention names of

others.

 Recipients will include

thank you notes in your

file.

 Write a follow-up date

on your calendar.

 Let your networking

contact who

recommended this job

know of your progress.

Thank You Letters

When you are not selected for a

position

 Include the position title.

 Express your appreciation

for being considered for

the job and being a final

candidate.

 Show your good attitude.

 Show your enthusiasm

about employment with

the company.

 Ask for suggestions or

feedback.

 Sending this letter shows

your professionalism,

dignity and continued

interest in a particular

job/company. It also

keeps your name in front

of the decision-makers.

Thank You Letters

To appropriate people at your

new company

 Thank people for their

assistance.

 Express your enthusiasm

to be part of new team.

 Express appreciation for

encouragement.

 This letter is not often

written but can get you

started on the right foot.

Letter Type

Content

Notes

Thank You Letters

After an Interview

Send a personal, individualized

note to thank each decision

maker with whom you

interviewed.

 Use the person’s name,

title and correct address.

 Include the position title

and the date of your

meeting.

 Show your interest and

enthusiasm.

 Provide any additional

information

 Clarify an open or

misunderstood issue.

 Let them know you want

the job!

 Mention names of

others.

 Recipients will include

thank you notes in your

file.

 Write a follow-up date

on your calendar.

 Let your networking

contact who

recommended this job

know of your progress.

Thank You Letters

When you are not selected for a

position

 Include the position title.

 Express your appreciation

for being considered for

the job and being a final

candidate.

 Show your good attitude.

 Show your enthusiasm

about employment with

the company.

 Ask for suggestions or

feedback.

 Sending this letter shows

your professionalism,

dignity and continued

interest in a particular

job/company. It also

keeps your name in front

of the decision-makers.

Thank You Letters

To appropriate people at your

new company

 Thank people for their

assistance.

 Express your enthusiasm

to be part of new team.

 Express appreciation for

encouragement.

 This letter is not often

written but can get you

started on the right foot.

Letter Type

Content

Notes

Thank you Letter

When you are selected and

decline the offer.

 Indicate you are declining the

position offered. Include title.

 Thank the person extending the

offer and acknowledge others

involved in the process.]

 Emphasize the decision was

difficult.

 If appropriate, share the offer

you have accepted, indicating

hour new title and the

company, and the reason for

accepting, especially if it is

affording opportunities greater

than the offer you are declining.

 Express desire to stay in

contact.

This is a strategic letter that needs

to be crated carefully. Express

appreciation and acknowledge the

time and efforts spent to recruit

you.

You want to be careful not to burn

bridges and to leave the door open

for continuous networking.

Job Acceptance Letter

 Mention your new position title.

 Show your enthusiasm.

 Express your appreciation for

the opportunity.

 Restate the start date, time and

place.

 Attach any company papers if

required.

Makes your acceptance official and

shows your follow-through and

professionalism.

Announcement Letters

Use to notify references and other

network contact of your new job.

 Indicate your acceptance of the

job, title and company.

 Express enthusiasm.

 Thank people for their support

during your job search.

 Offer future assistance.

Supports your network and the

connections made in your job

search.