DeVry Phoenix Letter Writing

Letter Writing

You will have many opportunities to write letters in your professional life. The libraries and bookstores are filled with excellent guides to business communications. How to Write for the Work of Work by Thomas E. Pearsall and Donald H. Cunningham, and Business and Administrative Communication by Kitty O. Locker are only two of these.

Cover Letters

Companies will expect a "cover" letter accompanying every resume you send. Although employment correspondence should not be mass produced as form letters, you should develop a template for each type of letter you will be using. This model will be modified slightly to customize each letter. Some other letter writing tips:

Use 8 ½" by 11" good quality bond paper, either white or matching your resume paper. Never use erasable, onion skin or parchment paper.
Type every letter, unless you have been specifically directed to "reply in your own handwriting."
Personalize each letter by addressing it to a specific person. Include that individual's title. If you don't know the appropriate person's name, call the company and ask for the name of the personnel manage or the hiring manager for the department you're interested in. Spell the name correctly.
Be concise. Don't include irrelevant information or provide too much detail.
Include your address (street and e-mail) at the top of the letter. Don't print your name there; it will appear printed and signed at the bottom of the letter. Remember to sign your letter.
Proofread your letters and have others proofread your letters. Any typing or grammar errors will help the reader screen you out.

Sample Format for a Basic Business Letter

Your Street Address
City, State Zip Code
Date

(4 Spaces Down)

Mr./Ms. First and Last Name
Company Name
Street Address
City, State Zip Code

(2 Spaces Down)

Dear Mr./Ms. ____:

(2 Spaces Down)

Use block style, where the date, inside address, and salutation are placed at the left-hand margin.

The first line of each paragraph begins at the left-hand margin. Paragraphs are single-spaced within, while double spacing is used between paragraphs.

The complimentary close is also typed on the left-hand margin, two lines below the last line of the letter itself. Your name should be typed four lines below the complimentary close. Remember to sign ABOVE your name.

(2 Spaces Down)

Sincerely,

(4 Spaces to fit your signature)

Your Name Printed

Target Letters

Target letters are used to formally submit your resume/application for employment. No more than three concise paragraphs need to be used as follows:

Purpose of letter: What your interest in the company is.
Qualifications: Summarize your resume by highlighting your skills and qualifications specifically as they meet the company's needs. Sell yourself. Mention your degree. Remember the mindset "what you can do for the company vs. what they can do for you."
Closing: Thank the reader for their time and consideration and state when you will follow up with them.

If you are "targeting" a specific position that you read about in the newspaper or on-line, or heard about from someone, your closing paragraph should take a proactive approach; state a specific week when you will call back to follow up.

If you are being referred to the position by someone within the company, or someone who is known to the person you are writing to, start the letter with that person's name. For exampe:

Dear Mr. Smith:

Mr. John Jones, a manufacturing coordinator at your company, has informed me of your need for a systems programmer.

...

Thank You Letters

Thank you letters are used to express your appreciation for an interview or company tour. These must be sent to each individual involved in your interview, and must be sent for every interview you have. The format is typically as follows:

Purpose of letter: To express thanks for consideration. Be specific about date and location of interview. Show enthusiasm and excitement.
Sell yourself! Refer to topics mentioned during interview. Reemphasize your strengths and important points made in the interview, and why they should hire you for this position. State any important information that you may have forgotten during the interview.
Closing. State that you hope to hear from them soon. Tell them that you want this job!

Unlike the target letter, in your thank-you letter you don't take a proactive stance in the closing. The ball is in their court; they will contact you.

DeVry's Career Services Department has a handout for letter writing which you may feel free to pick up. Please be cautious about copying the letters verbatim: most employers have seen these same letters numerous times. Be creative and original in writing your cover letters.