Engineers are frequently accused of not being able to write. That isn't always true, but writing the letters involved with a job search can be difficult and time consuming.
Most of the letters you write should be fairly short. You want them to be read and to convey your meaning precisely. Letters should be neatly printed on quality paper. THEY MUST BE GRAMMATICALLY CORRECT WITH NO SPELLING ERRORS.
One tip: If you buy a ream of good quality paper and some matching envelopes, you can use half the paper for your resume and half for letters. That way you will have a good looking, professional package to send to employers.
Sample letters can be found here in pdf format.
Cover Letter
This is perhaps the most important letter you will write.
It must catch the employer's attention and convince him/her to do something, e.g. read your enclosed resume or invite you for an interview. Write in terms of the value you can be to the company and how your background will fit its operation. Your letter should be so specific no one else could have possibly written it.
Demonstrate your knowledge of the company, e.g. expansion plans. new products. If you are responding to an ad or specific opening, use the language of the posting.
The letter should be addressed to a specific person, preferably a manager in your field. Without identifying yourself, you can call the company and request the full name, correct spelling, and title of the person who would hire you. If you have any personal touch which you can add (referral from someone the person knows, having read an article by the person, etc.) add that in the first paragraph. Ask for a personal meeting. State how and when you will follow up on this letter. Keep the ball in your court to set up an appointment time so you won't have to wait around for them to call or write.
Thank You Letter
Thank you letters are a demonstration of good manners while also being good strategy. They provide a tremendous opportunity to present a positive image of yourself and to make the recipient of the letter feel good about his/her own self-image. They may also be used as an additional contact after receiving information from a company.
Thank you letters after interviews should be written within 24 hours. Strive to include some reference to your conversation which will help the employer remember you.
Letters following an interview trip may include an expense sheet as well if appropriate.
Interim Follow-Up Letter
A letter can be a tool to "nudge" an employer into action. In a tactful way you may remind the employer of your interest, reiterate your positive points, and add any additional information you think might assist your cause. Ask for action or clarification of the status of your application.
Acknowledgment Letter.
When the happy day arrives with an offer from an employer. you should immediately acknowledge !"eceipt of the offer. State your understanding of the terms of the offer and indicate a date by which the employer may expect to receive an answer from you. If necessary. you may wish to ask for an extension of the decision date requested by the employer.
Letter of Decline
The letter to decline a job should be as positive as any other letter. It is not a time to make unfavorable comparisons or to belittle. Maintain a warm tone as you thank the employer and decline the offer. Your promptness in notifying the employer will be especially appreciated.
and may open an opportunity for an offer of employment to another CSM graduate.
I. Indicate your appreciation of the job offer.
2. If applicable. indicate you are turning down the offer based on another more suitable opportunity (graduate school. another offer, etc.)
3. Call attention to some positive element(s) of your interview.
4. Thank anyone who was particularly helpful. (Remember you may want a position with them in the future).
Acceptance Letter
This letter should be written as soon as a positive decision is made by you. Usually it is best not to assume you have a job offer until you receive it in writing. Remember, this letter constitutes an employment contract. Restate the details of the agreement to avoid any misunderstanding (title, place, work, salary, etc.). Be sure to give the date you will be available for work. Finally, do not forget to thank the company for selecting you for that position.
Acceptance of an employment offer is a serious commitment on both sides. DO NOT continue to interview or search for a better offer from another employer.
Reneging on an accepted offer is a serious violation of principle. Ethical conduct shows responsibility toward oneself and others, and preserves the professional relationship between students, institutions, and companies.
The sample letters are designed to assist you when corresponding with employers for a variety of situations. The letters include examples of appropriate content for each type of circumstance. As cover letters always should be written from your background and geared to the specific employer to whom you are writing, these samples should serve as guidelines for you. Direct copying of these samples, rather than individualizing your letters, will produce letters that do not accurately reflect your talents and experiences. This can have a negative effect on the impression you give to the employer. If you are uncertain whether or not to include particular items of information about yourself in your letters, please consult the Career Center staff for advice.
Cover Letter Format
Your Address
City. State Zip Date
Employer's Name Title
Company Name
Address
City. State Zip
Dear
(Address the letter to an actual person by name. A phone call to the company can provide this information.)
Opening Paragraph: State why you are writing. Try not to start with "I." Name the position or type of work for which you are applying and mention how you heard of the opening.
Middle Paragraph: Catch the reader's interest in you. Keeping his point of view in mind. explain why you are interested in working for this particular company (you probably will need to do some research). Emphasize your relevant experience or course work. Confidently state your skills. abilities. or other qualities which would make you a good employee. Be brief and specific.
Third Paragraph: Refer the reader to the enclosed resume, application, or other medium which gives information concerning your qualifications.
Closing Paragraph: Make a specific request for an interview. Indicate what you will do to initiate an interview date. Indicate where you can be contacted (email and/or phone number) for further information.
Sincerely.
(Handwritten Signature)
Typed Name
Enclosure(s)
Types of Letter Samples to View (pdf)