TYPES OF LETTERS
Inquiry Letter/Email
First, prepare a list of organizations that complement
your interests, qualifications, and the position(s) you
are seeking. Then, write a letter of inquiry to employers
requesting employment information. In your letter:
• Write to a specific person within the organization.
• If the contact person’s name is not available, address
your letter “Dear Hiring Manager” or “Dear Search
Committee Chair.”
• State your exact interest in the organization and
explain why they should be interested in you.
• Emphasize your positive assets and skills. Be specific
about the type of position you are seeking and tie
this to your knowledge of the organization and its
products, services, or core mission. Use the job
description and company website as a guide.
• Express your interest and availability to meet for an
interview and refer to the contact information located
in your header or address block.
Interview Appreciation Letter/Email
Follow up the interview with a thank you note or email
(see page 4) expressing appreciation for the interviewer’s
time. In your letter:
• Express appreciation for the interviewer’s consideration.
• State the date of the interview and the position title
for which you interview.
• Reiterate your interest by mentioning new points or
assets you may have forgotten to address.
• Express your availability to talk further or answer
additional questions regarding your fit for the position
Letter/Email of Acknowledgment
Once you have received an offer from an organization, it
is important to respond as soon as possible. While this
is usually done during a phone call, it is appropriate to
follow up with an email acknowledging the offer.
• Acknowledge the receipt of the offer.
• Express your appreciation for the offer.
• Tell the employer when you will make a decision.
• Respond to the offer within the agreed upon time.
WRITE EFFECTIVE LETTERS
There are a variety of formats, content choices,
and purposes for writing professional letters. It
is important to consider your intentions and the
appropriate type of letter that corresponds to your
current professional situation and needs.
Letter/Email of Declination
As a matter of courtesy, a letter declining the offer is
due to those organizations you are rejecting. Despite
the negative nature, it is vital that these employers
know your decision. Such a letter often follows a
telephone call, making your decision a matter of
record and avoiding any confusion arising from verbal
communication. In your letter:
• Express appreciation for the offer.
• State the exact position for which you were being
considered.
• Mention the name of your potential supervisor.
• Decline graciously.
• Briefly explain the reason for your choice, sticking
to the facts.
• Do not profusely apologize. Simply re-express your
appreciation.
Letter/Email of Acceptance
Once you have decided to accept the offer, the
employer should be notified immediately. In your letter:
• Acknowledge your receipt of the offer by letter,
face-to-face meeting, or telephone on the date it
occurred.
• Be as specific as possible, mentioning starting
salary and supervisor’s name.
• Be sure to list and detail items (benefits, moving
expenses, etc.) agreed to in the offer.
• State when you will be able to report to work.
• Express appreciation to your contact person and
anyone else who has been particularly helpful.
• Ask if any other information is required.
Cover Letter
Cover letters are one-page documents written as part
of the job/internship search that can either announce
your availability for candidacy or accompany an
application to help explain to an employer why you are a
strong candidate for a particular position.
COVER LETTER TEMPLATE
Name
Your Present Address
City, State, Zip Code
Today’s Date
Person’s Name
Title
Organization
Street Address
City, State, Zip Code
Dear Name/Title:
1st Paragraph: Introduction. Greet the reader and inform him or her of the position title and area/
department to which you are applying. Reference how you found the position or who referred you to
apply. Summarize your intention and reason for your interest in the job and/or company. Transition into
the next paragraph.
2nd and/or 3rd Paragraph: Qualications and Fit. Help the employer see how your qualications
and experiences meet the needs of the position. Mention specic qualications that you believe will be
of greatest interest to the organization, slanting your remarks toward addressing specied requirements
needed for success listed in the position description. Do not simply restate your résumé. Rather,
summarize your most relevant skills and experiences as they relate to the employer’s needs. Help the
employer see how you are a strong t for the organization’s culture by highlighting what interests
you about the mission, vision, values, and/or projects and services. Emphasize how you would like to
contribute your qualications to benet the organization.
Final Paragraph: Conclusion. Close by making a request for an opportunity to talk with the employer
and include your contact information. If you intend to follow up with an email or phone call, you may
say so here. If your request is not concerning an interview, but more information about the organization
and current job openings, you can request the information be sent electronically. Prior to requesting
this information, make sure it is not readily available on the organization’s website. Include your
contact information and any preferences for how you prefer to be contacted. ank employers for their
consideration of your application materials.
Complimentary Close (such as “Sincerely” or “Best Regards”),
Your Handwritten Signature
Your typed name
COVER LETTER EXAMPLE
Joanne Taylor
105 Seminole Lane, #100
Tallahassee, FL 32304
August 23, 2018
Mary Ross
Human Resources Manager
Guess, Inc.
1444 South Alameda Street
Los Angeles, CA 90021
Dear Ms. Ross:
e Spring 2019 Merchandising or Retail Buying internship in California or New York with Guess,
Inc., which was advertised on the Guess website, is of great interest to me. What draws me most to your
organization is the success of Guess, Inc.’s ability to merge European and American style into a unique
branding concept. I know working for an organization that transforms opposing global perspectives
into iconic fashion will allow me to build my skills portfolio while working toward my long-term career
goal of managing the buying division of an international fashion label. It would be an honor to work
alongside individuals with goals and passions that mirror my own. I feel my experience in retail sales
and customer relations, combined with my courses in retail merchandising and product management at
Florida State University, make me a strong candidate for an internship position with Guess, Inc.
In reading the position description, I understand that this internship requires past experience and
knowledge in retail. My work experiences include positions in three separate Express stores, where I
received several awards for outstanding sales performance. My work at Express also helped me develop
a greater understanding of customer relations. In addition, the Retail Merchandising and Product
Management program at Florida State University taught me valuable skills in business administration
and management. I am interesting in contributing the knowledge and skills I gained through these
experiences to serve customers as a member of the Guess, Inc. team.
e opportunity to discuss how my experiences would benet Guess is welcomed and much
appreciated. I will follow up via email in the next week. Should you need to contact me, I can be
reached via phone at (850) 474-7214 or email at [email protected]. ank you for your time and
consideration.
Sincerely,
Joanne Taylor
Joanne Taylor
850-644-6431 • career.fsu.edu • @fsucareercenter • #NolesWithGoals
SAMPLE THANK YOU LETTER
January 22, 2019
Name
Title
Organization
Address
Dear Mr./Ms. Last Name,
ank you for taking the time out of your busy schedule to talk with me about the
__________________ position with __________________ company. I appreciate your time
and consideration in interviewing me for this position. Our conversation conrmed my interest in
becoming a part of your team. e information that you shared about the __________________
was especially interesting to me, and I am excited about the possibility of applying my education and
__________________ skills to get the job done. __________________ seems like an innovative and
dynamic organization.
After speaking with you (and the group), I believe that I would be a match for this position, oering the
quick learning and adaptability that is needed to be successful at __________________.
I am very interested in working for you and look forward to hearing from you once the nal decisions
are made regarding this position. Please feel free to contact me if further information is needed. I can be
reached at (850) 555-1234 or [email protected].
ank you for your time and consideration.
Sincerely,
Steven Seminole
Steven Seminole
