Cover Letters

Remember that the immediate goal of a cover letter is to get the reader to read the resume.

Don't think of a cover letter and resume as a one-shot communication but as an invitation to a conversation that might go on for years.

Network and do your homework to generate specific names of people in the organization who can serve as prospective readers and to learn data that can enable you to show that you have a strong, informed interest in it.

Immediately let your reader know why you're writing --in terms that speak to the reader's professional needs and responsibilities.

Consider beginning with the want to do argument because it clarifies your interest in the position and organization and answers the reader's question about why you're writing.

Include your claim and supporting data. To demonstrate your interest, you need to document what you know about the organization.

Don't assume that all letters begin with the want to do argument. Don't use it, for instance, if your reader already knows you, if your interest is already established, or if simply knowing about the position demonstrates your interest.

Don't tell readers what they already know.

Be careful not to make claims that are the reader's responsibility instead of yours.

Immediately establish the context in which you're writing: Tell your reader how you learned about the position and what position, exactly, you're applying for.

Use relatively short, tightly developed paragraphs that make your claims and provide evidence to support them.

In closing, direct the reader toward the specific action you seek and provide all necessary information the reader needs to take this action.

Keep in mind that making the offer to call the reader to follow up gives you control over the subsequent exchange but has risks, too, because some readers find such calls distracting.

Introduce your resume late in the body of your letter and type the word resume right after the word Enclosure, double-spaced below your typed name.

Follow the conventions governing letter format.

Embody your ethical stance--your will do argument--in a clear, vivid, specific style that shows you are interest in the reader's organization and that your interest is grounded in your background and knowledge.

Express appropriate confidence in your abilities and pride in your accomplishments.

At the same time, express a humble eagerness to learn more.

Choose language that's clear, direct, and professional.

Use active voice and show yourself as a doer.

Requests

Remember that if you're requesting a reference, you have both task and relationship goals: You're invoking the relationship you've had with this reader and encouraging the writing of a letter of support.

Make sure the reader knows you well enough to speak authoritatively about your qualifications.

Let your reader know what arguments you plan to use in your employment documents; perhaps also suggest arguments the readers could make that would be helpful to you.

Thank the reader for helping.

Write your letter carefully even though your reader is a supporter.

Include a copy of your resume with your request.

Following Up to Interviews, Offers, and Rejections

Making the effort to write a follow-up letter powerfully demonstrates your regard for your reader and the organization.

Not following up an interview with a letter is a significant breach of etiquette.

Remember that your goal is to maintain and nurture your relationship--to keep the conversation going and to provide and receive additional information.

Follow up interview questions by making relevant arguments about your qualifications or by replying to your reader's arguments.

Follow up a phone conversation with an acceptance letter when you've accepted a position.

Respond to an offer when you're not directly accepting the position by reasonably asking for what you need.

You might invite readers to reconsider their decision when responding to a rejection letter.

Remember that writing to vent your hostility isn't appropriate.

Keep in mind that your follow-up letter will certainly be read by those individuals who've already read earlier correspondence but may also be read by others reviewing files in the future.

Tie your can do, want to do, and will do arguments to the relationship that you've developed with readers.

Even if you reject an offer, you'll probably want to affirm that you've communicated in good faith throughout your dialogue with the reader.

Don't miss an opportunity to write a follow-up letter.

Be sure to maintain professional, mature expression.

For questions and suggestions, please e-mail us at kilbornj@stcloudstate.edu or rinkster@stcloudstate.edu.

The print version of the Instructor's Manual for The Writing of Business
was written by Robert P. Inkster and Judith M. Kilborn for Allyn and Bacon.
This web version of the manual was coded by Judith M. Kilborn.