Job Search Letters

Cover letters

The cover letter is an important part of the first impression you create for a prospective employer. While a cover letter may not always be required, it is a great way to explain to an employer who you are, what you can offer a company, and ultimately why you are a good fit for the position.

General Cover Letter Content (3-5 paragraphs)

Introduction (1 paragraph)

  • Catch the employer’s attention quickly by leading with a strong statement
  • Clearly express why you are writing
  • State how you learned of the organization and job opening
  • Express your interest in the organization and job
  • Identify any connection(s) you have with the organization

Proof of qualifications (1-3 paragraphs)

  • Expand on the information in your resume
  • Identify one or two of your strongest qualifications and clearly explain how these skills apply to the job

  • Refer to the job description, if applying to a specific position

  • Demonstrate that you have researched the organization

  • Explain how you are a good fit for the position and/or organization

Strong finish (1 paragraph)

  • Re-emphasize your interest in the position
  • Express your interest in an interview
  • State that you will follow-up with a phone call (make sure you do call)
  • Thank the reader for their time

Make sure to ...

  • Address your cover letter to a specific person. Figure out who this person is and their title. If you cannot find the contact information, address your letter with “Dear Hiring Manager.”
  • Write your cover letter in the traditional business format (even if you are sending email).
  • Customize each letter to the position by analyzing the job description and highlighting the experience, skills, and education that the employer is seeking.
  • Align your skills and experience with the position requirements in the cover letter.
  • Demonstrate your industry and company knowledge through the use of industry-specific keywords.
  • Use a professional email account and be sure to name your attached resume using your name, i.e. Last Name_Resume or First.Last_Resume.
  • Proofread, proofread, and proofread!  Errors are not professional.
  • Have someone else read your letter before you send it.
  • Use matching paper and fonts for the cover letter and resume if you are sending via mail or in person. This shows continuity and professionalism.

Examples of cover letters

Thank you letters

Thank You Note Guidelines

  • Thank you notes should be sent for job interviews, informational interviews, job shadows, and any other career development opportunities where you interact with employers, alumni, etc.
  • Ask for a business card from the person(s) who interviewed you so you have their contact information
  • Send a thank you note within 24 hours
  • Use 1-inch side margins and make sure the body of the letter is centered within the page
  • You may email your thank you note or print it on business stationary and send it via mail
  • When using letter format, print the letter and matching envelope on business stationary
  • Avoid “text-speak” when composing your thank you note:  ex: thx, r, u, thru, etc.
  • Check for grammatical errors by proofreading

Thank You Note Layout

Introductory paragraph

  • Thank the employer for meeting with you
  • Express your enthusiasm for the position/organization/experience.
  • Indicate which day you interviewed with the individual – they see many applicants
  • Indicate the position you applied for – recruiters recruit for more than one position

Middle paragraph

  • After an interview, re-emphasize your strongest qualifications by drawing attention to your skills, experience, or commitment to the position/organization
  • After an informational interview, recall something you learned or gained
  • Mention something specific you discussed with the individual.  This personalizes you.

Concluding paragraph

  • Thank the individual again
  • Reiterate your interest in the position
  • Provide your phone number and email address

Examples of thank you letters

Accepting and declining Offers 

Accepting an offer

  • Accept offers in good faith
  • Confirm and accept the job, verify logistics such as starting date and completion of paperwork
  • Express excitement for the new position and appreciation for the opportunity
  • Thank and notify all other employers for which you are a candidate, that you have accepted a position

Dear Ms. Jarred:

This letter is to confirm my acceptance of your employment offer on March 8, and to tell you how delighted I am to be joining Keys Regional Industries’ St. Joseph location. The duties are exactly what I have prepared to perform and have hoped to do. I feel confident that I can make a significant contribution to the company, and am grateful for the opportunity you have given me. As we discussed, I will report to work at 8 a.m. on April 30 and will have completed the medical examination and drug testing by the start date. All employment and benefits forms for the new employee orientation will be filled out by then, as well. I look forward to working with you and your team. Your confidence in me is appreciated, and I am very happy to be joining the staff.


Mohan Khan

Declining an offer

  • Decline an offer promptly and graciously
  • Acknowledge the position that was offered
  • Express appreciation for the employer’s time and consideration

Example - Phone Script 

Good Morning. This is John Smith from Western Michigan University. I interviewed with you last Thursday for an internship. I am calling to thank you for offering me the position. It was really considerate of you to discuss the details with me and give me time to consider your offer. After carefully weighing all the factors, my decision is that I will not accept the position with your company. While grateful for the offer, I have been offered a position in the Chicago area, which is a better fit for me personally. It was a pleasure meeting you and your staff and learning more about the company.