Cover Letters
& Thank You Letters
California State University, Sacramento
Written by:
Cici Mattiuzzi, Assistant to the Dean for Career Programs
College of Engineering and Computer Science
California State University, Sacramento
Cover Letters
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A cover letter, in the world of job seeking, is
the letter you send with your résumé to explain
why the résumé is being sent. It is frequently what
gets you an interview. It should be clear, to the
point, and business like.
The cover letter and résumé demonstrate how
you organize your thoughts, how well you can
communicate in writing, and whether you can
correspond effectively in a business-like fashion.
Be sure to have your cover letter free of grammar,
spelling, and sentence structure errors.
The cover letter is always typed, in proper business
form and is no more than one page long. If you do not
type well, pay a typing service or a professional typist
to type your letter. Maintaining your letter on a
computer file or on a disk for future editing could save
you lots of time.
The letter should be addressed to a specific person by
name with the individual's title and department listed.
The best situation is to send your cover letter to a
person who is expecting to receive it. A phone call to
the manager of a department describing your interest in
the company, or to the personnel manager who is listed
in an ad, can provide you with a contact person in the
company. Check with faculty, friends, relatives, and
your school career counselor for names of people they
might know, who work for a company you are interested
in. It's always much easier to break into a company if
you have a name - a friend of a friend, someone you can
contact before you send your résumé so you know your
résumé is going to someone who has an interest in you or
can put you in touch with the right people.
Sending an unsolicited résumé with a "form"
cover letter to "To Whom it may concern" or "Dear
Sir/Madam" is the least effective approach to a
company, and your résumé will probably end up in
the waste basket.
Tailor your cover letter to the company
receiving it. The following sample tells you what
elements should be included in a cover letter.
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Your Address
City, State, Zip
Date of Writing
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Name of Employer
Title
Name of Organization
Address
City, State, Zip
Dear _______:
Tell why you are writing; name the position, or field,
or general vocational area about which you are asking (be
as specific as possible). Tell how you heard of the
opening or organization.
Summarize your qualification which you think would
be of greatest interest to the employer, slanting your
remarks to their point of view. Cite relevant experience.
Sincerely state your interest in their organization,
location, or type of work. Make reference to the
application or résumé you are including.
Request the next step in the employment process: ask
for or suggest a date and time for an interview. Indicate
that you will phone for confirmation. Make sure your
closing is not vague, but makes a specific action from the
reader likely.
Sincerely,
Enclosure: résumé
The following samples are of actual
letters sent by engineering and computer
science majors to employers.
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8746 South Street
Orangevale, CA 93467
December 10, 1992
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Richard Lehan, Director of Personnel
Diamond Walnut
P.O. Box 1727
Stockton, CA 95201
Dear Mr. Lehan:
This letter is in reference to my interest in the possibility of a position as a
design engineer for processing machines in your production plant. I was referred
to you by Susan Olson, an instructor at San Joaquin Delta College. I am indeed
interested in this position.
In December, I will be graduating with a Bachelor of Science Degree in
Mechanical Engineering Technology from California State University, Sacramento.
I have had previous full-time summer industrial work experience with the
Kingsford Company in Elk Grove, CA. I was also a Project Coordinator for my
Senior Project. With these experiences, I believe I've acquired leadership and
organizational skills which would be an asset to your company.
Enclosed, please find a résumé for your review. A response regarding my
eligibility as soon as you complete processing my application would be
appreciated.
Enclosure: Résumé
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7586 Olive Way
Fair Oaks, CA 93754
May 2, 1992
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Dr. J.A. Hughes
Bio-Solar Corp.
9744 Dino Dr.
Elk Grove, CA 95624
Dear Dr. Hughes:
This letter is in reference to my interest in a career position with
Bio-Solar Corp. I was present during your presentation at CSU,
Sacramento. As a result, I have become very excited about the possibility
of working for Bio-Soiar Corp.
I would enjoy a job which entails the versatility, responsibility, and
challenges that you described during your presentation.
I would welcome an opportunity to find out more about Sio-Solar Corp.,
and to answer any questions you might have regarding my qualifications
and background. Thank you for your consideration, I look forward to
hearing from you soon.
enclosure: résumé
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Follow up a few days after your
letter and résumé have been sent with a phone
call requesting a meeting or asking what the
status of your application is. Never let things
ride. Remember, you are your own best
advocate! You can draw attention to yourself,
(without being obnoxious), by being persistent.
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Thank You Letters
Thank you letters are used to acknowledge a kindness
someone has extended to you. In the job search process,
they help keep you in the mind of the person or persons
doing the hiring and identify you as being a thoughtful
individual.
Thank you letters should be sent to:
1) People who give you information about a company
2) People who provide you with contact names, and
3) People who interview you for positions.
Letters should be typed in proper business
form and should be personalized to the recipient.
Highlight points of discussion from your
conversation and reiterate your interest in the
company.
Following are a few samples.
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7564 Seventh Street
Sacramento, CA 93757
(916) 555-3645
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June 24, 1992
Mr. Richard Schilling
Aerojet Strategic Propulsion Company
P.O. Box 1 5699C
Sacramento, CA 95813
Dear Mr. Schilling:
Thank you very much for setting up the interviews for me with
yourself and your staff on Monday, June 17. The information you shared
was very helpful in broadening my understanding of the types of projects
Aerojet is engaged in and the opportunities that exist for mechanical
engineers. The experience I could gain at Aerojet would be hard to match
elsewhere.
I believe my education and experience as shown on my résumé would
be an asset to your organization. I look forward to hearing from you in
the near future. Thank you again.
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Sincerely,
Sherri Crenshaw
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Enclosure: résumé
May 29, 1995
Ms. Caroline Kramer
RD Labs, Inc.
1783 Tribute Rd.
Sacramento, CA 95844
Dear Ms. Kramer:
I would like to take this opportunity to thank you for your time and
consideration in interviewing me for the Software Engineer position this past
Tuesday. The interview was very informative. I was especially impressed
with the cohesiveness of the staff and their support of the company effort. I
was also favorably impressed with the flexible management style.
The career opportunities available at RD Labs fit very well with my long
term professional goals. I believe I could make a significant contribution to
the company.
Thank you again. I look forward to speaking with you next week.
Sincerely,
Brian Robbins
7743 Andrews Way
Sacramento, CA 98745
(916) 555-8437
8754 Main Street
Sacramento, CA 97647
April 30, 1992
Mr. George Kidder
Compass Consulting Group
2550 9th Street, Suite 103
Berkeley, CA 94710
Dear Mr. Kidder:
I am writing to thank you for the opportunity to interview with you
this past week. I found our discussion very informative. As a result, I
have become very excited about the possibility of working for Compass
Consulting.
Traveling to the user's site to implement systems and training
individuals on a system's uses sounds very interesting.
I sincerely hope you will consider me for one of your Programmer
/ Analyst positions. I would welcome the opportunity to visit your
office in Berkeley and meet some of the employees of Compass
Consulting. Thank you.
Be sure to have your letter proofed.
Errors merely reflect how careless you
are and will probably cost you the job.