Letter Writing
Exploratory, Transfer, and Career Services (ETC Services) Appleby Hall 127 612-624-4346 www.education.umn.edu/ETCS/
“The world is terribly apt to take
people at their own evaluation.”
~Anonymous
The University of Minnesota is an equal opportunity educator and employer. This material is available in alternative formats upon request.
Table of Contents
Letter Basics Types of Letters ……………………………………………… 3 Standard Letter Format …..………………………………… 4 Content Salutation …..……………………………………….………… 5 Opening …..…………………………………………………… 5 Body …..……………………………………………..………… 6 Close …..……………………………………..………………… 7 Enclosures …..……………………………………………...… 8 Tips Content Tips ………....………………………………….....… 9 Pragmatic Tips …..…………………………………………… 9 Cover Letter Checklist …..………...…………………………..… 10 Letter Samples …..……………………………………………...… 11 Additional Resources …..……………………………………..… 14
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Letter Basics
Types of Letters
Letter of Inquiry:
Use to introduce yourself to an organization and inquire about available or anticipated positions. You are not responding to an advertised position. If possible, express why you are writing to that particular organization: relocating, committed to their vision. Avoid impersonal, mass-mailing types of letters. Always enclose a résumé.
Letter of Application: Use as an introduction/application in response to an advertised position. The point of the application letter is to give the employer a reason to look at your résumé. This also gives you an opportunity to use your voice to highlight your skills. Frequently this personal introduction is as important as the résumé itself. Always enclose a résumé. Follow-up Letter: Use to announce any follow-up correspondence (i.e. forwarding a transcript, application or references, checking on status, confirming an interview). If complying with specific instructions such as forwarding reference info, inform the reader that that is your purpose for writing. Thank-you Note: Use to show appreciation to anyone who has been useful in your search. Always use following an interview. A thank-you note following an interview can be an invaluable tool. It can allow you a second chance to answer any questions that you stumbled on during the interview. It also allows you to emphasize your enthusiasm for the position and re-highlight your skills.
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Letter Format
Your Name Your address City, State Zip Code Feel free to be creative with this: consider noting your name on the top or left column similar to company letterhead (see examples)
[one line of space] Date [three lines of space] Name/Title Name of Organization Street Address City, State Zip [one line of space] Salutation: [one line of space] Opening Body Close Don’t indent, one line between each
[one line of space] Complimentary Closing,
[four lines of space] Type Name [one line of space] Enclosures: (specify documents and page total)
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Content
Salutation
Do your best to address the letter to a specific person § Spell the person’s name correctly—take the time to double check! § If you don’t know a woman’s marital status, don’t assume: Use Ms.______. § If gender is unclear, use the position title or full name i.e. Dear Superintendent Jones or Dear A.B. Jones. § If the person has a doctorate, use Dr.________. If you cannot locate the person’s name, use “Hiring manager” or “recruiter.” § Do not use Dear Sir or Madam (or worse—Dear Sirs). § Do not use To whom it may concern.
Opening
Quickly inform the reader: § Why you are writing. (To apply for a specific position? To inquire? To follow up? To thank?) § If applying, how you learned of the position § Whether you have any personal contacts with the hiring manager or company § What are your general qualifications for the job
Application Example: I noted, with great interest, your posting on the information board at _____. My talents match well with this position and I am confident I would be a good fit for your organization. Inquiry Example: I have been advised by ________ that the Minneapolis Public School district may have an opening for a high school biology teacher in the coming year. In addition to my strong professional qualifications, you will find that I also have the intangible personal qualities that fit your culture. I would be interested in learning more about any science positions that you anticipate will be available.
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Body
Inform the reader of your skills and qualifications.
Do not say: “Here I am; I want you to give me this job.”. Rather, say: “Here I am; here’s what I can do for you. You would be so fortunate to have me working for you rather than your competitor.” Keep in mind how you can help them. There are three ways to demonstrate skills: paragraph, comparison list and bullets: Paragraph: Use your voice to tell the reader who you are and what value you bring to the organization. This style allows you to demonstrate your enthusiasm as well as your accomplishments.
Example: Throughout my student teaching and field experience, I have worked with students from each of the K-12 levels. Specifically, I have provided individual, small-group and whole class instruction to students with learning and physical disabilities. I value individuality and strive to meet the needs of each student by using a variety of hands-on activities and teaching strategies. I recognize the importance of trust, and have successfully established relationships with students resulting in a safe, yet challenging, learning environment.
Comparison List: Demonstrate—visually—how your qualifications match the requirements of the position. Be concise and aggressive.
Example: You Require
§ 3 years administrative experience
My Qualifications
§ 5 years of increasing responsibility as an
§ Detail-oriented § Diversity experience
§ Familiarity with billing procedures
office professional resulting in a top-level executive assistant position § Manage the weekly schedules of 2 executives and 5 mid-level managers § Proficient in spoken and written Spanish after living and working in Madrid, Spain for 18 months § Active in community outreach programming aimed at supporting recent immigrants/refugees from Somalia, Mexico and Laos § 3 years of HIPPA compliant billing experience in the medical field averaging a 93% payment rate (within 6 months of billing)
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Bullet: Allows you to combine the best of the two previous styles. You would generally begin with a narrative introduction, then highlight your top skills with bullets, and conclude with a narrative closing. You would likely use bullets similar to those demonstrated above, but would introduce them in your own voice (and not compare them directly to the employer requirements)
Differences between letters of application and letters of inquiry: Letters of Inquiry: § Qualifications stated broadly—you don’t want to shop yourself out of a position because the qualifications you chose to highlight don’t match their current needs § Needs of the organization should be anticipated if possible § Highlights and expands the most relevant and important pieces of the résumé: Do not repeat what is already on the résumé. Letters of Application: § Specifically address their needs—show how you are a good fit for the position. § Relate your résumé to the position (don’t restate it). § Tell the employer why you want to work for them—show them that you are not just interested in any job, you want this job. § Can indicate an interest in secondary responsibilities i.e., coaching, club sponsorship
Close
Reiterate that your skills match their needs, request a specific follow up and state 1-2 good ways for the employer to contact you. Also, inquire about additional application procedures. Thank the reader for his or her time.
Strategies—passive and active tone: Passive tone: Best used when replying to an advertised position—they likely have their own timeline in mind.
Example I would welcome the opportunity to interview with you regarding this position and can be reached at 555.123.4567 or jdoe@umn.edu.
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Active tone:
Best used when sending a letter of inquiry. If they aren’t actively seeking to fill a position, they are more likely to drag their feet on contacting you.
Example I look forward to meeting with you discuss opportunities within your district. I will call during the early part of next week to arrange an interview and discuss my possible involvement with the St. Paul Schools district.
Other Considerations:
§ Call the phone number listed-make sure it rings to your phone; listen to your
voice announcement—Are you comfortable with future employers hearing your message? § Send an e-mail to the address listed: Make sure it is accurate! § If you elect to use the active approach, be sure to follow through as you said you would
Enclosures
When submitting a letter of application or inquiry, always enclose a résumé. Enclose other documents only if they are specifically requested (i.e., transcript, writing sample) Be sure to enclose everything requested. Inform the reader of enclosures by naming the documents enclosed, and providing the total number of pages below your signature. Sincerely,
Jane Doe
Enclosures: Résumé, writing sample, references (7)
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Tips
Top 10 Content Tips
1. 2. 3. 4. 5. 6. 7. 8. Proofread proofread proofread—do not tolerate errors! Hook the reader with your opening paragraph. Avoid trite expressions and slang. Limit use of adverbs and adjectives—avoid a flowery style. Do not try to be fancy. Write in plain English and use your voice. Write positively, your letter should exude self-confidence. Use active voice whenever possible. Favor simple sentences/words over complex ones: don’t bury your message in verbiage. 9. Do not repeat yourself. 10. Sell your skills to the employer—do not write as though you are applying for a position, write as though you are offering your skills and abilities to the employer.
Top 10 Pragmatic Tips
Match font style and size with your résumé. Keep it to a single page. Use standard margins: 1 inch on all sides. Print on standard 81/2 inch x 11 inch paper. Match your résumé and cover letter paper. Fold no more than twice. Print using the highest print quality and black ink Use high quality #10 envelope (matching your paper if possible) or a large, high-quality flat envelope. 9. Type the address and return address on the envelope. 10. Keep a chart of the who, what and when of your letters/résumés with instructions to yourself about how to follow up. 1. 2. 3. 4. 5. 6. 7. 8.
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Cover Letter Checklist
Is my letter personalized to the company: directed to a specific individual, indicating knowledge of the company? Does my letter begin with a strong first statement? Is the purpose of my letter clearly stated early in the letter? Have I highlighted my most relevant achievements and qualifications? Have I focused on what I can do for the organization versus what I want from the organization? Does my letter reflect my personality and use my voice? Does my letter require enclosures? (Have I included them?) Is it clear how the employer can contact me during business hours? Is my letter well-presented: Does it stand out as being sharply designed? Does my name stand out? Is my letter error free? Has someone else proofread my letter? Do I have a copy for my records? ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ YES ¨ NO ¨
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Sample letter of inquiry
Tasia Nichols
3216 West 20th Avenue Minneapolis, MN 55414 612.555.1234 tnichols@umn.edu
March 24, 2005 Assistant Director of Personnel Minneapolis Public Schools 807 North East Broadway Minneapolis, MN 55413 Dear Ms. Johnson: I am interested in being considered for an elementary teaching position within the Minneapolis Public School District. When I complete my sixth year at the University of Minnesota this spring, I will have earned a Bachelor of Arts degree in Elementary Education and finished the coursework for Minnesota K-6 licensure (expected July 2005). My experience includes settings as varied as a multi-age classroom to individual tutoring sessions. My strengths are particularly visible when creating and implementing curricula. It is my strong belief that children best learn by doing and figuring things out for themselves. I strive to incorporate such learning strategies into all of my lesson plans. I have benefited professionally from my students and supervising faculty at Park Brook, Webster and Rush City elementary schools. My strong work ethic, training and passion for teaching would make me an effective member of your teaching staff. I have taken the liberty to enclose my résumé and two letters of reference that will attest to my skills and enthusiasm for teaching. Please feel free to contact me at 612.555.1234 or tnichols@umn.edu with any questions. I will be in touch with you in the early part of next week to discuss the possibility of a personal interview. Thank you for your time and consideration in this matter.
Sincerely,
Tasia Nichols Enclosures: résumé, 2 letters of reference (3)
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Sample letter of application
Daniel L. Kelley
May 17, 2006 M.E. Jackson Director of Personnel Independent School District #000 Dear Mr. Jackson:
138 Lake Place Boulevard Minneapolis, MN 55400 612.555.1234
I recently learned from Principal Mills of Central High School that you have a vacancy for high school science teacher with a strong background in the physical sciences. This is precisely the kind of assignment for which my education and experience have prepared me. I would like to be considered a candidate for this position. I expect to be licensed to teach secondary science beginning in July 2006. While I have the mandatory experience afforded by my masters coursework at the University of Minnesota, I feel my real strengths stem from my classroom experience. At Edina High School, I was fortunate to work with advanced placement physics students. In contrast, I worked with both mainstream and remedial chemistry students at North High School in Minneapolis. Combined, these two experiences have helped me to better understand the importance of tailoring lesson content to a variety of student achievement levels. By taking the time to consider the abilities of each student, teachers are far more effective at engaging students with the material. I am committed to sharing my own joy and interest in the physical sciences with my students—regardless of their learning level. My instructors and supervisors have provided evaluation of my academic competence and teaching experiences. These are on file with the Student and Professional Services in the College of Education and Human Development (612.625.6501). You may learn more about my qualifications immediately on my enclosed résumé. Please contact me with any additional questions or to schedule an interview. You may reach me at 612.555.1234 or dankelley@umn.edu. Thank you for your time and consideration. Sincerely,
Daniel Kelley Enclosures: Résumé (1)
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Sample Thank You letter
Diane Francis
418 Alcorn Street St. Paul, MN 55103 April 13, 2006 Mr. Robert Franker, Superintendent School District 2 P.O. Box 123 Sheridan, Wyoming 82801 Dear Mr. Franker: It was a pleasure to visit with you yesterday regarding the physical education teaching position at Meadowlark Elementary School. I particularly appreciated having the opportunity to meet with the current instructor, Ms. Olson as well as the students. I am impressed by Meadowlark’s dedication to the physical health of its students. I agree that physical well-being, apart from being an important wellness aspect all its own, supports the learning done in the classroom. I am confident that would be able to continue this fine tradition. It is important that I reassure you about my willingness to relocate. As you mentioned during our interview, moving across the country takes a huge commitment. I have always envisioned myself living in the west, and felt incredibly welcomed in Sheridan. As you requested, I have arranged to have an official transcript forwarded to your office. Thank you again for your time and consideration during my visit to Wyoming. I am eager to hear of your decision. Sincerely, 612.555.2345 dfrancis@umn.edu
Diane Francis
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Additional Resources
Résumés and Cover Letters
Résumé Magic. Susan Britton Whitcomb (2003). JIST works. The Résumé Handbook: How to write outstanding résumés and cover letters for every situation. Arthur Rosenberg and David Hizer (2003). Adams Media Corporation. The Elements of Résumé Style: Essential rules and eye-opening advice for writing résumés and cover letters that work. Scott Bennett (2005). AMACOM. Dynamic Cover Letters. Katherine Hansen, and Randall Hansen (2001). Ten Speed Press. Cover Letter Magic. Wendy Enelow and Louise Kursmark (2004). JIST Publishing.
Educator Specific Resources
Inside Secrets to Finding a Teaching Job: The most effective job search methods for both new and experienced educators. Jack Warner, Clyde Bryon, and Diane Warner (2003). JIST works. Expert Résumés for Teachers and Educators. Wendy Enelow, and Louise Kursmark (2005). JIST publishing. Teacher Interviews: How to get them and how to get hired. Robert Pollack (2002). Advanta. How to Get the Teaching Job You Want: The complete guide for college graduates, teachers changing schools, returning teachers and career changers. Robert Feirsen and Seth Weitzman (2004). Stylus Publishing
The University of Minnesota is an equal opportunity educator and employer. The College of Education and Human Development is committed to recruiting, enrolling, and educating a diverse population of students who represent the overall composition of our society. For alternative formats of this publication, please contact Student & Professional Services, 612.625.6501 02/07
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