CAREER

Success Guide
University Center-Lower Level, Pittsburgh, PA 15213 (412) 268-2064
www.cmu.edu/career/

Employment Letters: Cover Letters

Thank You Letters
Confirmation Letters
Rejection Letters

Employment letters are an important communication tool and most job search campaigns cannot
be conducted without them. When sending a letter, students should follow the basic business
letter format described in this section. There has been a dramatic increase of letters and
resumes sent through email and the Internet. Regardless of the communication mode being
used, strong letters will produce a positive first impression. Students who send exceptional
letters either on paper or electronically, are noticed and strongly considered for opportunities.

The cover letter is a 3 to 4 paragraph, one-page letter, typed in a business format that introduces
you and your resume to an employer and identifies your reason for sending it. The letter is also
an opportunity for you to focus on and communicate to a prospective employer your relevant
skills, knowledge and accomplishments that match the characteristics of a specific position or
organization. Finally, the cover letter serves as an introductory sales letter and motivates the
employer to read the resume and invite you for an interview for the position you are seeking.

Cover Letter Guidelines:

Appearance

Individualized: Address the letter to an individual rather than to “Dear Recruiting Manager”
whenever possible. Call to get a contact if one is not known. This is important for follow-up.
You should follow up your letter with a phone call to confirm that it arrived and to demonstrate
continued interest.
Paragraphs: Be brief; keep them short enough to encourage reading.
Paper: Use high quality bond paper with matching envelopes.
Print: Type or laser-print your letter using block or semi-block basic letter styles. The page
should be well balanced.
Signature: Remember to sign your letter.

Writing Style

Targeted: Be specific. Indicate a special reason for wanting to work for that particular
employer, if possible, or something about your interest and skills for the industry or career field.
Persuasive: The letter should be problem-solving oriented referring to how you can meet the
employer or job needs rather than simply listing accomplishments or your desires.
Tone: Be clear and concise. The letter should expand upon the resume and add personal
flavor. Give the impression of confidence, but not conceit. It is best not to be clever or cute, but
you may choose to be creative, depending on the type of employer to whom you wish to appeal.
Accuracy: Use correct grammar, punctuation and spelling. Make certain there are no
mistakes. Have career counselors and/or individuals you know critique your letters.

8/30/2007

Page 1 of 19
 Self-Descriptive Words Action Words
(Add personal qualities to the letter) (Serve to convey a spirited
personality and a productive person)
active independent accelerated managed
adaptable logical adapted motivated
aggressive loyal administered organized
alert mature analyzed originated
ambitious methodical approved participated
analytical objective coordinated performed
attentive optimistic conceived planned
broad-minded perceptive conducted pinpointed
conscientious personable completed programmed
consistent pleasant controlled proposed
constructive positive created proved
creative practical delegated provided
dependable productive developed recommended
diplomatic realistic directed reinforced
disciplined reliable eliminated reorganized
discrete resourceful established revamped
economical respective expanded revised
energetic sense of humor founded scheduled
enterprising sincere generated set up
enthusiastic sophisticated influenced structured
extroverted systematic implemented supervised
fair talented
Types of Cover Letters:
Letter of Application
Explains your interest in a specific position known to be open with an employer. This letter includes
pertinent details about your qualifications and requests action regarding the position.

Letter of Inquiry
Expresses interest in working for the employer and inquires as to whether a particular type of
position might be available.

Using Contacts in a Cover Letter

Students should always mention the name of a contact whenever possible. A contact can be a
professor, a friend’s parent or alumnus/ae. By mentioning the contact’s name, a whole new image about
the candidate is generated. The employer may conclude that the contact is endorsing the candidate; the
resume will be read and the chance of an interview is more favorable.
(Adapted from: Career Planning Today, C. Randall Powell; Resumes That Knock'em Dead, Martin John Yates)
Sample Cover Letter Resources
BOOKS – Check the Career Resource Library for additional print resources
200 Letters for Job Hunters. William S. Frank. Ten Speed Press.
Cover Letter Almanac & Disk. Adams Media Corporation.
Resume & Job Search Book for College Students. Bob Adams. Adams Media Corporation.
WEBSITES
Career Lab www.careerlab.com/letters
Carnegie Mellon Career Center www.studentaffairs.cmu.edu/career/
Catapult www.jobweb.org/catapult/jsguides.htm

Suggested Cover Letter Format

Page 2 of 19
Your Address

Date

Contact Person
Title
Department
Company Name
Address

Dear Mr./Mrs./Ms./Dr. (Contact Person):

First Paragraph - Introduction (2 - 4 sentences)

Establishes the purpose of your letter, attracts attention and arouses interest.
• Mention the name of your contact person, if applicable.
• State why you are writing by naming the specific position or type of job.
• Tell how you heard about the position/employer and why you are interested in it.
• Insert a brief sentence that gives your degree, major, college affiliation, and graduation date.

Second/Third Paragraph - Body (1 - 2 paragraphs, depending on background)

Generate interest with content by indicating how much employer research you
have done and how your skills/background match the employer's needs.
• Indicate how you can help the employer achieve organizational goals in your specialty. Focus on
what you can do for them rather than why you want the position.
• Highlight your most significant accomplishments, abilities, and experiences that are specifically
relevant to the employer and job requirements.
• Sell your credentials - your mission is to prove you should be invited to an interview. Make
reference to enclosures.
• Do not simply repeat your resume but point out important experiences and key assets - show
some of this to demonstrate to the employer your more personal qualities that cannot be
indicated on a resume.

Fourth Paragraph - Closing (4 sentences maximum)

State your commitment to action.
• Take the initiative to make clear what happens next - you will be calling to arrange an
appointment, and/or ask for additional information.
• State your availability. Let them know if/when you will be in the area.
• Mention enclosed resume or sample work, if applicable.
• Restate contact information so the employer can reach you.
• Thank the employer.

Very truly yours/Sincerely,

(followed by four spaces)

Your Signature
Your Name Typed

Page 3 of 19
Sample Cover Letters

Carnegie Mellon University

SMC 1234
5032 Forbes Avenue
Pittsburgh, PA 15289

September 18, 2007

Mr. Douglas Reid

Director, Human Resources
Colgate-Palmolive Company
Global Technology Center
99 River Road
Piscataway, NJ 08811

Dear Mr. Reid:

I am writing to apply for a full-time Chemical Engineering position at Colgate-Palmolive. As a senior in

Chemical Engineering at Carnegie Mellon University graduating in May 2004, I am very interested in
the development of consumer products. I would welcome the opportunity to bring my research and
engineering skills to Colgate-Palmolive’s products.

As you can see from my attached resume, I developed my research and engineering skills through
several internships and academic projects. During my internship at Procter & Gamble, I developed all
aspects of a prototype for a newly conceptualized oral care product. By the end of my project, I was
able to hand out samples of the product. My supervisors commended me for my communication and
creative problem solving skills, and for my ability to work well with many different people within our
development team.

As an active member of the Carnegie Mellon campus, I developed my leadership skills. As president
of the American Institute of Chemical Engineers, I am in charge of planning meetings, fundraisers,
activities and our annual departmental banquet. While Service Chair for Lambda Sigma, the
sophomore honor society, I organized service activities and motivated members to participate in the
service events.

I welcome the opportunity to speak to you regarding a full-time position with Colgate-Palmolive and
will call you in two weeks to set up a convenient time. If you have any questions, please contact me at
(412) 862-9999 or [email protected]. Thank you for your consideration.

Sincerely,

Polly Mer

Attachment: resume

Page 4 of 19
 Paul W. Wordsworth
[email protected]

School Address: SMC 3333, Pittsburgh, PA 15230-2888 (412) 862-3333

Home Address: P.O. Box 333, Mediaville, MA 03333 (508) 791-3333

Mr. Allan Eisenberg

Greater Media Cable
95 Higgins St., Worcester, MA 01606

March 24, 2008

Dear Mr. Eisenberg:

As a student at Carnegie Mellon University majoring in Professional Writing, I am writing to apply for a
summer internship in Promotions or Public Relations. In addition to pursuing a BS in Professional
Writing, I am also minoring in Multimedia Production and preparing for a career on the broadcasting
industry. I have developed skills in document production, media promotion, interviewing, and editing.

As indicated in my resume, I have the strong interpersonal, oral communication, and writing skills to
qualify for a position in Promotions or Public Relations. I have developed and demonstrated these
skills through a promotional project I did for an upper level class entitled Writing and the Public
Interest. After extensive research and interviewing, I wrote a model press kit and conducted a full
press conference for a Carnegie Mellon Outreach Program called Role Models.

Additional experience in promotions includes working as head of fundraising for ISA International at
Boston University. At BU, I interacted with the Boston media and business sectors while working to
fund a fashion show, an international conference, and a soccer tournament. As an executive of the
club I worked on marketing, including a promotional event hosted at Avalon in Boston in 1999. While
at BU I studied Hospitality Administration and did a number of case studies, customer analysis
reports, and market operations projects.

As a resident of Massachusetts, I am familiar with Greater Media Cable. I will contact you next week
to discuss internship opportunities at your company. Thank you for your time and consideration.

Sincerely,

Paul W. Wordsworth

Page 5 of 19
SMC 5555, PO Box 3320
Pittsburgh, PA 15230

October 27, 2007

Mr. Kevin Fields

Integrated Circuit Business Division
Hewlett-Packard Company
1501 Page Mill Road, MS 6LD
Palo Alto, California 94304

Dear Mr. Fields:

I am a junior majoring in Electrical and Computer Engineering at Carnegie Mellon University. I

recently met with Bill Jones, a Control Designer at Hewlett-Packard’s Fort Collins, Colorado Unit. He
recommended that I bring this resume to your attention. I would appreciate if you accepted this letter
and the aforementioned resume as an application for an intern position on your design team.

Over the past few semesters, I have taken several classes that have broadened my background in
digital design. These courses familiarized me with the techniques used to abstract and organize
complex computational devices and behaviorally simulate their models. In addition, I gained
experience in low-level circuit simulation techniques and VSLI layout. The list of CAD tools I’ve used
includes Cadence Design Studio, Verilog, MAGIC, and Spice.

My last internship at Microsoft Corporation provided me with an opportunity to make a significant

contribution to a large, dynamic project. While on the Outlook Web Access team, I learned to
coordinate my individual efforts with the other highly motivated people around me. I developed strong
organizational and team oriented skills. I am confident that these abilities would serve me well on
your design team.

As stated earlier, I am very interested in integrated circuits and feel that I could contribute to the
efforts of your design team. I would appreciate the opportunity to discuss my qualifications and your
summer employment opportunities in more detail. I can be contacted at 412-268-1111 or
[email protected]. I look forward to hearing from you.

Sincerely,

Ender C. Einstein

Page 6 of 19
 Joe Business
2222 2nd Ave., • Pittsburgh, • PA 15213 (412) 555-1212

January 31, 2008

Dr. Howard Dennis

Career Opportunities
A. Great Company
Hong Kong

Dear Dr. Dennis:

I am writing in response to your email concerning summer opportunities in Asia with A. Great Company.
As a junior at Carnegie Mellon University double majoring in Industrial Administration and Economics, I
am very interested in the fast paced world of investment banking. I believe my business education, wide
range of work experience, and success in managing my finances provides me with a valuable
understanding of the financial world of A. Great Company.

As the Assistant Recruiting Coordinator at the Career Opportunities Center, I operate in a complex work
environment. My day typically consists of last minute scheduling of students, and corresponding with
recruiters via fax, phone and email to verify and confirm schedules, and to ensure up-to-date information
for everyone. It is my ability to provide practical solutions to the many problems that I encounter that
make me successful.

Balancing school along with work, in order to support myself, has been a constant challenge, and has
taught me many valuable lessons about time management and self-motivation. I place just as much
effort in budgeting my monthly expenditures and up-keeping my apartment as I do into performing my
duties at the career center.

I am a team player and an active contributor in all that I do. My fluency in Cantonese, professionalism in
the office, and ability to work under pressure are a perfect match for A. Great Company. I believe that I
will succeed as well as thrive in the global world of constant innovation and change.

I look forward to meeting with you in February to discuss how I can contribute to A. Great Company.
Until then, if you have any questions, feel free to give me a call at (412) 555-1212.

Sincerely,

Joe Business

Enclosure

Page 7 of 19
123 University Road
Pittsburgh, PA 15213

September 5, 2007

Jennifer Johnson
Research Assistant
A. Good Company
2225 President Avenue N.W
Washington, DC 20000

Dear Ms. Johnson:

I am writing in response to the job opportunity posted by A. Good Company for a Legal
Reader/Research Assistantship on MonsterTRAK. As a senior at Carnegie Mellon University, I
will be graduating this May with a double degree in Psychology and Ethics, History & Public Policy
and a double minor in Architecture and Architectural Technology. I am very interested in law and,
in the future, hope to pursue a degree in law. I believe that my wide range of work experience in
fast paced environments, my knowledge in human behavior and conflict resolution, and my
interests in policy will allow me to easily adapt and interact with diverse groups of individuals.

As a supervisor and a lifeguard at Carnegie Mellon University, it is requested of me on a daily

basis, to not only serve as a liaison between the staff and upper management, but to also serve
as a representative of the University as a whole. By doing this, I consistently enforce rules,
quickly make decisions, and solve problems and issues between patrons and campus workers. I
work well under pressure, articulate, and delegate responsibilities and believe I am an effective
communicator. Each of these qualities has made me a successful supervisor and an excellent fit
for the Legal Reader/Research Assistantship position at A. Good Company.

During college breaks, I have the opportunity to work at an architecture firm drawing and
designing residential and corporate spaces. With its fast pace demands and deadlines, working
at an architecture firm allows me to use my creative talents, as well as my analytical abilities to
get the job done. I find it easy to collaborate with other designers, architects or engineers on
large projects or independently on smaller projects. Through this experience, I am able to
demonstrate my ability to work well on a team in addition to my success when working individually
with clients.

I believe that I will thrive in the global corporate world of constant innovation and change. I look
forward to discussing my qualifications with you and how I can contribute to A. Good Company in
the Washington DC office. Attached is my resume for your review. If you have any questions, feel
free to contact me by e-mail “[email protected]” or by phone (555)-444-4321.

Sincerely,

Good Student

Enclosure

Page 8 of 19
Samples of Other Letters

Thank you for interview

Your Address

Date

Inside Address
(with individual's name)

Dear _________:

I appreciated the opportunity to talk with you on (date). The information

you shared with me about (organization name) was excellent, and I am
excited about the possibility of applying my education and experience to
the position we discussed.

(In the second paragraph, you may want to highlight a specific topic you
discussed during the interview or indicate some skill/experience that will
set you apart from the other applicants.)

If I can provide you with any additional information, please let me know. I
look forward to hearing from you soon.

Sincerely,

Your signature

Your name typed

Page 9 of 19
Thank you for Plant/Office Visit

Your Address

Date
Inside Address
(with individual's name)

Dear __________:

Thank you for your letter of (date) suggesting a plant/office visit at (time)
on the following dates: (list dates).

The most convenient date for me would be (date). I will arrive at your
office at (time).

Enclosed is a copy of my resume, along with the application for

employment. (if applicable).

I appreciate the opportunity to visit your plant/office. I am very interested

and eager to learn more about possible employment opportunities with
(organization name).

Sincerely,

Your signature

Your name typed

Page 10 of 19
Follow-up of Encouragement Letter

Your Address

Date

Inside Address
(with individual's name)

Dear __________:

I received your letter telling me that it is too early to determine if there

will be any management trainee positions available with your company
next spring.

Because of your industry leadership role and the outstanding reputation

enjoyed by your training program, I am very interested in being
seriously considered for a career entry opportunity with (organization).

I will, therefore, telephone you on or about (date) to determine if you will

be selecting any candidates next year for your program.

I am pleased you are retaining my resume in the interim. Please let me

know if there is any additional information or documentation you require
from me.

Sincerely,

Your signature

Your name typed

Page 11 of 19
Follow-up of Interview

Your address

Date

Inside Address
(with individual's name)

Dear _______________:

Thank you for the opportunity to visit your office yesterday and to be
interviewed by several of your managers at that time. The day was very
hectic, but extremely informative and only intensified my wish to be one of
the candidates selected for your Management Training Program this year.

I realize that your selection procedure requires that you have second
interviews with all candidates who clear your campus screening process
before you make a final choice of those who will receive offers.
Accordingly, I will not expect to hear from you concerning my candidacy
for three to four weeks.

As you suggested, enclosed is your travel expense form on which I have

detailed the expenses I incurred in conjunction with my visit. I look
forward to hearing from you next month and I earnestly hope that I will be
one of the applicants receiving an offer of employment from you.

Sincerely,

Your signature

Your name typed

Page 12 of 19
Confirming Site Visit Invitation

Your Address

Date

Inside Address
(with individual's name)

Dear __________:

I was very pleased to receive your telephone call earlier today inviting me
to visit your offices (date) for further interviews with representatives of
your company.

As you suggested, I have made airline reservations for this trip and will
arrive at Center City Airport on USAir flight no. 55 at 5:00 PM,
Wednesday, January 21. My return flight to Pittsburgh is at 6:00 PM,
January 22.

When I arrive at Center City Airport, I will pick up the rental car reserved
for me and will travel to the Midtown Hotel where a guaranteed
reservation has been made in my name. I will arrive at your office at 8:00
AM on the 22nd. It is my understanding that the airline, auto rental and
hotel charges will be billed directly to your office.

Needless to say, I am very happy to have been selected for this site visit
and interview. I am genuinely interested in (name of employer) and
excited about the opportunity to learn more about it on a firsthand basis.

Sincerely,

Your signature

Your name typed

Page 13 of 19
Declining an Offer

Your Address

Date

Inside Address
(with individual's name)

Dear __________:

After carefully weighing all aspects of your employment offer with (name
of employer), I must respectfully decline the opportunity to accept
employment with your organization at this time.

The decision has not been easy for me, and I hope I have made the
correct choice. You have been very patient, fair and generous with your
time; I can honestly say that I have nothing but the most favorable
feelings toward (name of employer).

Thank you for your courtesy and consideration.

Sincerely,

Your signature

Your name typed

Page 14 of 19
Confirming an Offer

Your Address

Date

Inside Address
(with individual's name)

Dear _________:

I was pleased to receive your letter of (date of letter) in which you offered
me a position as a Junior Systems Analyst in your Customer Services
Division at a salary of $2,150 per month.

In your letter you stated that this offer will remain open for my
consideration until April 1. I am confident that I will be able to give you
my decision regarding this offer on or before that date.

It was thoughtful of you to arrange for a month long subscription to your

daily newspaper for me. That and other publications about (name of
employer) and the surrounding community will be very helpful to me as I
consider your offer.

Sincerely,

Your signature

Your name typed

Page 15 of 19
Request for Extension of Time

Your Address

Date

Inside Address
(with individual's name)

Dear _______:

It has become necessary for me to request a few additional days to

respond to your offer of employment. In your letter, you stated the offer
would remain open for my consideration until (deadline). It would be most
helpful if this expiration date could be extended to April 7.

The position you offer is very appealing to me and I am giving it serious

attention. There are other employers, however, whom I have been in
contact with earlier this year, and who will soon decide upon my
candidacy. In fairness to the employer whose offer I select and to myself,
I wish to make this choice with the best information available to me and
without having second thoughts about the wisdom of my decision.

I will telephone you a few days before (deadline) to see if you are able to
approve this request.

Sincerely,

Your signature

Your name typed

Page 16 of 19
Example Letter-Rejection of Offer

Plains University
Omaha, NE 68122

June 4, 2008

Mr. Edward Lee

Systems Manager
International Signal, Inc.
One Washington Plaza
Omaha, NE 68102

Dear Mr. Lee:

It has been a pleasure getting to know you, Barbara Jacobs, and Howard Chapin these last few
weeks, and I am deeply grateful for the potential opportunity to work with you at ISI. However,
after careful consideration, I have decided to accept a position at another company.

I want you to know that my decision was not easy. Although I was interested in working for ISI, I
feel the position I accepted leads more directly towards my career goals.

Thank you very much for your fine offer. I hope we have the opportunity to work together in the
future.

Sincerely,

Susannah Boyle

Page 17 of 19
Say Thank You and Tactfully Decline Job Lead

188 West Randolph Avenue

Oak Brook, Illinois 60521

January 30, 2008

Mr. Allen S. Sutton

President
TransCon, Inc.
5000 Medco Road
Birmingham, Alabama 35217

Dear Mr. Sutton:

Just a brief note to thank you for the employment information you sent to
me earlier this month. Unfortunately, that is not exactly the type of work I
am looking for right now.

In my search I'm focusing on obtaining a position in the management area

of marketing. I feel that my experience will suit that role. Please keep me
in mind if you hear of any other situations that might be appropriate.

Thanks again for the information and thinking of me. I look forward to our
continued conversations.

Best regards,

Bruce K. Ward

BKW/dk

For more information see: www.careerlab.com/letters/

Page 18 of 19
Sample Response to Rejection Letter

15213 N.E. 15th St.

Seattle, WA 95231

April 30, 2007

Cynthia Alvarez
Accounting Manager
GSA Manufacturing Corporation
1342 Sandstone Drive
Allen, TX. 75013

Dear Ms. Alvarez:

Thank you for considering me for the position of Accounting Supervisor. I am disappointed that
you selected another candidate for the position because I feel strongly that my skills and
experience closely match your company’s needs and requirements.

My interest in working with GSA Manufacturing continues and I would like to be kept in mind for
future positions. If you hear of an opening in an associate’s organization please pass along my
resume.

I would be grateful if you could provide me any feedback on my qualifications or my presentation.

I really enjoyed meeting with you and would like to meet or talk again if you have time in the near
future.

Sincerely,

Jack Horner

Page 19 of 19