A.

Cover Letter
The cover letter typically accompanies your resume when you are
applying for a position. It should bespecific to the position that you are
applying for, and demonstrates to the employer why (based on your
background) you are a great candidate for that particular position (based
on the job description) and/or company. The cover letter is a business
document, so should be formatted with a business heading and left
aligned.
The cover letter serves as an introduc-tion to your resume. A well-
orchestrated cover letter tells the pro-spective employer why you are inter-
ested in the company or position you are applying for, provides an
effective summary of your skills and experi-ence in relation to the specific
posi-tion of interest, and prompts further contact. In short, the cover letter
il-lustrates what a perfect match you’d make! Be aware that your letter
also provides the employer with insight as to your communication abilities
and attention to detail, therefore, compose your letter carefully and
proofread before sending.
B. Different types of cover letter
In general, cover letters come in one of two forms: application
letters and prospecting letters.
Application letters are written in response to a specific job opening
or vacancy notice. This letter is used to formally apply for the position and
show the employer how your qualifications match what the position
requires. Use the position description and your research about the
organization to compose your letter.
Prospecting letters are written to inquire about possible job
openings. This letter is often used for long distance searches or when you
have targeted an organization that is not currently advertising an opening.
The prospecting letter is similar to the application letter, but the focus is on
matching your qualifications to the broader occupational area and the
organization rather than to a specific position.
C. Structure of cover letter
Keep it to one page, 3-4 paragraphs tops: The first paragraph should
state your purpose for writing. In the middle paragraph or two, summarize
your qualifications and highlight your strengths in relation to the job.
Show your interest in the position and the company. Your closing
paragraph should reiterate your interest and convey your appreciation for
the reader’s consideration. First paragraph
State the reason for the letter, the specific position or type of work
for which you are ap-plying, and the source of awareness/contact with
the company (Career Center, new media, friend, official website,
career fair).
1. Second paragraph
This para-graph should demonstrate your qualifications.
Communicate what you can do for the organization as an
employee/intern and why they should hire you. You may want to
highlight particularly relevant as-pects of your resume, experience
and/or educational preparation. You can also include relevant skills or
qualifications that you did not include in your resume.
2. Third paragraph
This paragraph is designed to show interest. Indicate why you are
interested in the posi-tion, the organization, and its prod-ucts or
services; refer to research you have conducted on the position and
employer. Try to stimulate inter-est in you as a possible
employee/intern.
3. Fourth paragraph
In the final para-graph, you ask for action. Indicate your desire for
an interview and flexibility as to the time and place. You may want to
indicate that you will follow-up with a phone contact on a particular
day or week to arrange an interview. Be posi-tive in your attitude.
Expect an inter-view.
D. Prospecting cover letter
Prospecting letters are written to inquire about possible job
openings. This letter is often used for long distance searches or when you
have targeted an organization that is not currently advertising an opening.
The prospecting letter is similar to the application letter, but the focus is on
matching your qualifications to the broader occupational area and the
organization rather than to a specific position.
E. Application cover letter
Application letters are written in response to a specific job opening
or vacancy notice. This letter is used to formally apply for the position and
show the employer how your qualifications match what the position
requires. Use the position description and your research about the
organization to compose your letter.
F. Thank-you letter
A thank-you letter sent after an interview can distinguish you from
the crowd since so few people send them. It is used to establish goodwill,
to express appreciation, and to strengthen your candidacy. If someone is
undecided about hiring you after the interview, a thank-you letter might
weigh as a positive factor in the decision.
1. Convey gratitude for time spent on the interview.
2. Letter should be sent within 1–2 days.
3. Restate your qualifications and interest.
4. Indicate interest in hearing from them.
G. Letter of acceptance
This letter is perhaps the most exciting letter of all to write. To
begin with, you should refer to the letter or telephone call you received
from your new employer that outlined the position offered and terms of
your employment. Your letter of acceptance should confirm your date for
reporting to work, as well as salary and benefits information. Express your
appreciation and excitement at joining the organization.
1. Accept the offer.
 2. Outline what you understand to be the parameters of your
employment (salary, days of vacation, benefits package,
compensation for moving, if provided, include details of any
negotiated items).
3. Confirm your start date.
4. Express your appreciation and your pleasure at joining the
organization.
H. Letter declining an offer
This type of letter is written when you definitely decide to decline an offer
from an employer. It is a matter of common courtesy, as well as good
business practice, to notify an employer once you have made a decision to
reject an offer of employment. Express your appreciation for the interest
and confidence the employer showed in making you an offer.
1. Decline the offer.
2. Convey your appreciation for the offer and the organization’s
interest in you.
I. Follow-up to a rejection
This is probably the most difficult of all job hunt correspondence to
write. In your letter, acknowledge the decision of the employer. Express
your thanks for their consideration and be sure to keep the door open to
future prospects. While organizations have varying practices in sharing
feedback with candidates, it is always good to request it. At the very least,
this important information will help you prepare for future interviews.
1. Acknowledge the employer’s decision.
2. Keep future prospects open.
3. Request feedback.
J. The difference between a traditional cover letter and an email cover
letter
The main difference is length. An email cover letter is brief. You
will condense your traditional cover letter into two or three short
paragraphs. Make good use of the subject line when sending an email
cover letter and include a signature block at the bottom of the email after
your name with your contact information included. You can set this up
automatically in your email program.