The Interview Handbook

Writing cover letters is a responsibility most people carry, regardless of their jobs. However, the most crucial ones are those written for prospective employers when you are searching for a job. Generally speaking, there are two kinds of cover letters you will need to compose with respect to your job search:

Letter of Application

This letter will probably be written in response to an advertised position. It may be submitted by e-mail or by snail mail, depending upon where the position is advertised. If you are responding to an online posting, there will usually be an e-mail address specified. On the other hand, if you have seen the ad elsewhere, such as in a newspaper or newsletter, you will be using the postal service to transmit your information.

Letter of Inquiry

Typically, this letter is a request for information sent to an organization regarding employment opportunities. You are interested in the organization and in the possibility of working for it, but you need to scout out any available openings that you qualify for. Likewise, a letter of inquiry may be sent to inquire about internship opportunities. Both of these may be sent either by e-mail or the post office, depending on your source for information about the company. If you found it online, it’s likely there will be an e-mail address provided. If you found the company elsewhere, you will send your inquiry via parcel post.

Tips for Writing Cover Letters

1. If you send a resume, it should have a cover letter.
2. Be specific. Don’t beat around the bush. Make your desire known immediately.
3. Explain where and how you learned about the position you are applying for.
4. Do your best writing on the cover letter. If it does not attract the attention of the reader, the resume will not be looked at.
5. Draw attention to your background, but don’t be long-winded. Be very concise and specific.
6. It’s important that your letter convey who you are—attitudes, personality, etc.
7. Fill in the gaps in the ad. It might have left out specifics such as when the job begins, when you will be available to start, etc.
8. Tell the reader how you are going to follow up—a phone call in a specific time frame—next week, for example. This is particularly important if you are sending a letter of inquiry rather than an application letter.

E-Mail or Snail Mail?

It’s better to wait until invited to use e-mail, especially with a company or employer you do not know. However, most websites virtually invite e-mail contacts for purposes of applying for or inquiring about jobs. The big difference is that if the website has been set up to accept e-mail applications, someone will be designated to field the inquiries. An e-mail sent without that structure will probably end up in cyberspace. When in doubt, use the hard copy route.

On the other hand, if an employer has contacted you by e-mail, it is advisable to reply in kind. Even so, pay attention to the directions in the contact message. You may need to send the e-mail to another person in the company. Just pay attention to the details.