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How to write your message

Your "Letter of Introduction", also known as a "Cover Letter", and most often now is an email message, is your opportunity to STAND-OUT from other applicants, highlighting your writing and communication skills. Follow these basic instructions to create your message:

3 paragraphs, 2-3 sentences each:
  • Greeting/Introduction and notification of why they (the reader) are reading your message.
  • Include information on the position you hope to obtain.
  • If you have been referred by another person, include that reference here.
  • Does the company have an application website? If yes, go there and submit this FIRST, then include a sentence here, indicating you have already completed this task.
  • Research the company and describe how they match your career aspirations.
  • Why did you chose this company?
  • What product do they produce that you wish to be a part of?
  • Make them feel special, that you want to join their team.
  • Mention any enclosed/attached documents (resume, portfolio, etc.) you have provided for their review. 
  • FUTURE STATEMENT: Request future correspondence, a meeting, or an invitation/timeline.
  • Thank them for their time and consideration.

SAMPLES

IMPORTANT: Copy/paste this text into an email, do not send as an attachment.


Good Morning/Afternoon/Evening [NAME],

My name is [YOUR NAME], contacting you in search of a career opportunity with [COMPANY NAME].  (Use this sentence, if applicable)  I received your contact information through a mutual acquaintance, [REFERENCE NAME], who recommended that [COMPANY] would be a great place to advance my career.  The specific opportunity I am seeking is an internship, or similar position, (or simply "position") beginning this coming [TIME-FRAME].

[COMPANY NAME] interests me because of the [mention specific reasons, products, motivators, etc. why you chose this company].  This potential opportunity will allow me to utilize and improve upon the skills I have attained throughout my collegiate and professional career, as well as contribute positively to [COMPANY NAME]’s mission and goals.  It might also provide an opportunity to increase productivity and introduce new, industrious ideas.

Attached is my resume for your review and if appropriate, I am flexible to meet and further discuss the potential of my joining [COMPANY] as a productive member.  Should you have any questions, please contact me.

Thank you for your time and consideration on my behalf.

Sincerely,

INSERT ELECTRONIC SIGNATURE HERE (if desired/available)

YOUR NAME
ADDRESS
PHONE
EMAIL


NOTE: Your attached resume should be PDF file format only.


Known as a cover letter, or letter of introduction.

[DATE]

[CONTACT NAME]
[POSITION TITLE]
[COMPANY]
[ADDRESS]

Greetings Mr./Ms. [NAME],

My name is [YOUR NAME], contacting you in search of a career opportunity with [COMPANY NAME].  (Use this sentence, if applicable)  I received your contact information through a mutual acquaintance, [REFERENCE NAME], who recommended that [COMPANY] would be a great place to advance my career.  The specific opportunity I am seeking is an internship, or similar position, (or simply "position") beginning this coming [TIME-FRAME].

[COMPANY NAME] interests me because of the [mention specific reasons, products, motivators, etc. why you chose this company].  This potential opportunity will allow me to utilize and improve upon the skills I have attained throughout my collegiate and professional career, as well as contribute positively to [COMPANY NAME]’s mission and goals.  It might also provide an opportunity to increase productivity and introduce new, industrious ideas.

Attached is my resume for your review and if appropriate, I am flexible to meet and further discuss the potential of my joining [COMPANY] as a productive member.  Should you have any questions, please contact me.

Thank you for your time and consideration on my behalf.

Sincerely,

YOUR NAME
ADDRESS
PHONE
EMAIL

WRITING TIPS

  1. Your writing should be more formal than your speech. Use well-planned wording and sentence-structure.
  2. Use the "Billboard Policy": Know that everything you send in email could be read by anyone else, so be careful. Only write what you would have no trouble seeing on a public billboard.
  3. Be short and to the point. Avoid explaining too much or using run-on sentences.
  4. Avoid using the following:
    1. Emoticons
    2. ALL CAPS
    3. Too many exclamation marks!!!!!
    4. Humor, unless you know your reader
  5. Subject Line: Be clear and to-the-point
  6. PROOFREAD before sending, for both content and correct recipient(s)
  7. Simple/Professional fonts. Calibri, Times, Helvetica are safe bets. Avoid colors, use black.
  8. Use Professional Greetings. Some Examples:
    1. Good Morning ______,
    2. Good Afternoon _______,
    3. Good Evening _______,
    4. Greetings Mr. Smith,
    5. AVOID: Hi, What's Up, Yo, and similar
  9. Send from your BGSU email address. If not from there, be sure the email you use is professional (not "beerchugger11@whatever.com", or something similarly inappropriate)
  10. Be aware of cultural differences in communication if sending to an international recipient.
  11. Include your contact info. in your signature. EXAMPLE:
    1. Thomas C. Siebenaler, M.Ed.
      BGSU College of Business
      Director, Business Career Accelerator
      phone: (419) 372-9964
      email: thomacs@bgsu.edu
      tweet: @bgsubizjobs    
      web: bgsu.edu/bizjobs
  12. To avoid premature-sending or errors, type in the recipient's email address(es) last, then send.
  1. Proofread. (Don’t trust spell-check) Check for spelling, grammar and punctuation mistakes. Did you spell the name correctly? Proofreading makes the difference between you going from the "rejection" pile to the "interview" pile.
  2. Tailor your letter. Match the employer’s needs to the skills you mention in your letter. For example: if the employer states they rely heavily on their excellent reputation for completing a job on time, highlight your scheduling skills. Do not use the same letter for each potential employer, make it personal.
  3. Less is more. Keep your message to one page (3 paragraphs). Avoid run-on sentences which give too much detail. This shows the employer you are efficient and well-organized.
  4. Dig deep. Be sure to research the employer before writing the letter so that you can include specific key words and phrases. This helps in paragraph 2.
  5. Professionalism is key. Be sure to use professional, non-slang terms in your letter.
  6. Get personal. When addressing the employer, be sure to obtain a name and title to use. Try not to use the “To Whom It May Concern” approach. How can you find this information?
    1. Call the company and ask.
    2. Search the company website. (About Us, Contact, Careers, etc.)
    3. Ask people in your network.
  7. Don’t repeat your resume. Your message should motivate the employer to view your resume. Your cover letter should not detail what your resume already does. This takes away from the purpose of the cover letter, which is to get the employer excited and impress them with your knowledge and skills.

ADDITIONAL CORRESPONDENCE

Please use the following templates to help guide you in your professional writing.  Do not copy/paste these verbatim, use them as a guide in creating your own personal message.

INSTRUCTIONS:
1. FORWARD the original email,
    delete the "FWD:" in the subject line.
2. Be sure your resume is attached.
3. Use the message below as a guide.
4. Track activity on your Employer List
 

Good Afternoon Ms. Rollins,

I'm writing to follow-up regarding my initial message sent on August 20, 2016, to ensure you successfully received my message and resume, and to answer any questions you may have.

Thank you for your time and consideration on my behalf.

Sincerely,

Tom Siebenaler
BGSU College of Business
Junior, Marketing
419-372-4081
thomacs@bgsu.edu

OUTLINE:
1 – Thank you
2 – Personal Note/connection
3 – Future Statement

OUTLINE APPLIED–SAMPLE EMAIL:

Good Afternoon Mr. Rollins,

1 – Thank you for the engaged conversation today, I enjoyed getting to know both yourself and Promedica in greater detail.

2 – Knowing that Promedica cares so intently about their clients and patients means a great deal to me. Especially the “Helping Hand” program, dedicating resources and aid to children makes a potential career with Promedica much more meaningful. This is the type of company I wish to engage with.

3 – I will be completing the online application as instructed and hope to speak with you again in person about my potential employment. Should you require additional information, I’m happy to provide this.

Thank you for this opportunity Mr. Rollins, I truly appreciate it.

Sincerely,

Tom Siebenaler
BGSU College of Business
Junior, Marketing
419-372-4081
thomacs@bgsu.edu

A Thank You card can be mailed or delivered in peron.  

CLICK HERE FOR THANK YOU CARD MESSAGE & SAMPLES

After verbal offer, send WRITTEN MESSAGE (to their email, because you have their business card), to reply confirming details of the offer.  This ensures both parties understand exactly what the other is expecting, avoiding potentially negative resulting situations, caused by confusion and 'he-said-she-said' scenarios. EXAMPLE:

  1. Good Morning/Afternoon/Evening EMPLOYER,
  2. Thank you for the generous job offer for the JOB-TITLE-HERE position you extended to me today.  To ensure we are both understanding the details of you offer accurately, could you please reply to this email, confirming I have understood these details correctly (include all that apply):
    1. SALARY
    2. JOB DUTIES
    3. JOB LOCATION
    4. TRAVEL
    5. BENEFITS
    6. START DATE/SCHEDULE
    7. OTHER
  3. Thank you very much for the offer, I look forward to receiving your reply.
  4. SIGNATURE/NAME
    phone
    email

Good Afternoon INSERT-NAME-HERE,

Thank you for offering me the INSERT-POSITION-TITLE-HERE position at INSERT-COMPANY-NAME-HERE.  After careful consideration, I gladly accept your offer.

[ADD THIS NEXT LIST OF QUESTIONS ONLY IF YOU HAVE QUESTIONS REMAINING.
IT IS ALWAYS BEST TO CONFIRM DETAILS IN WRITING.]

I appreciate your efforts in recruiting me and have a few follow-up questions at this time:

  • What is the compensation rate for the position?
  • What is the expected weekly schedule?
  • What benefits will I receive?
  • (Add other questions that pertain to your situation….)


Please contact me with next steps.  I’m looking forward to working with you.

Sincerely,

INSERT-YOUR-NAME-HERE

The sample message below can be used after you have received a job offer, detailed in writing, and you wish to reply with a counter-offer (which is ALWAYS done in writing):

  1. Good Morning/Afternoon/Evening EMPLOYER,
  2. Thank you for the position offer at EMP-NAME for the JOB-TITLE-HERE position you extended to me on DATE, which includes an annual salary of $ALARY.
  3. Upon careful review of this offer, I feel I possess an increased value to EMP-NAME, for the following reasons (examples here, sell your value as an employee, give specific/measureable outcomes):
    1. E.g. “During my internship, I increased production by 18%.”
    2. E.g. “Because of my increased knowledge, I will save ABC Co. training costs and will offer increased productivity starting day 1.”
    3. E.g. “Decreased transit time by 5%, saving ABC Company $2,520 daily.”
    4. E.g. Above average knowledge of systems (SAP, Excel, etc.) allowing for quick-start
    5. E.g. Take points from job description specifically that match/showcase your skills, show how you increase these efforts
  4. Thank you again for the offer, I look forward to receiving your reply,
  5. SIGNATURE/NAME
    phone
    email

Good Afternoon INSERT-NAME-HERE,

Thank you for offering me the INSERT-POSITION-TITLE-HERE position at INSERT-COMPANY-NAME-HERE.  After careful consideration, I have decided to decline the offer at this time.

I appreciate your efforts in recruiting me and hope to remain in contact should any future opportunities present themselves.

Sincerely,

INSERT-YOUR-NAME-HERE

Good Afternoon INSERT-NAME-HERE,

Thank you for offering me the INSERT-POSITION-TITLE-HERE position at INSERT-COMPANY-NAME-HERE.  After careful consideration, and selecting from multiple offers, I have decided to accept an offer from another employer.

I appreciate your efforts in recruiting me and hope to remain in contact should any future opportunities present themselves.

Sincerely,

INSERT-YOUR-NAME-HERE