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Office  of  Career  Services  
Cover  Letter  Guidelines  and  Business  Communications  
 
OVERVIEW  
 
Although  there  are  many  ways  to  write  a  cover  letter,  the  following  guidelines  set  a  standard  that  ensures  a  
level  of  professionalism  for  Smith  student  cover  letters  regardless  of  style.    This  standard  has  been  proven  to  
be  effective  in  the  job  search  process  and  helped  to  establish  a  standard  of  excellence  with  our  employer  
partners.      
 
PREFERRED  APPEARANCE  
 
§ One  page,  block  format  (no  indents),  12  point  font,  left  justified  
§ Targeted  to  the  position  
§ Tone  is  confident,  but  not  arrogant  
§ The  pronoun  “I”  is  not  overused  
§ The  salutation  is  “Dear”  and  a  colon  is  used  after  the  salutation,  for  example,  “Dear  Hiring  Manager:”  
§ Correct  spelling  and  grammar    
 
THE  CUSTOMER-­‐FOCUSED  COVER  LETTER:  FOUR  STEP  PROCESS  
 
The  cover  letter  is  the  one  document  that  makes  the  connection  between  what  you  have  done  (resume)  to  
what  the  employer  wants  (job  description).    To  successfully  create  an  effective  cover  letter  –  this  section  was  
created  to  enhance  a  student’s  ability  to  identify  and  understand  the  “wants”  of  the  employer  before  
presenting  the  benefits  the  Smith  student  will  offer.    To  formulate  a  company  and  job-­‐specific  positioning  
cover  letter  carefully  review  the  job  description,  conduct  your  research  on  the  employer,  articulate  and  
synthesize  their  desired  qualifications,  skills  and  attributes  and  then  sell  yourself  to  those.    Here  is  a  four  step  
process  to  help.  
 
Phase  I:    Identify  Desired  Qualifications,  Skills  and  Attributes  
Systematically  read  through  the  job  description  and  web  site  and  underline  key  clues  to  what  the  employer  
wants.      Include  skills,  knowledge,  personality  and  experience-­‐related  items.  
 
Phase  II:  Categories  
Categorize  these  desired  qualifications.    Examples  of  categories  are  “people  management”,  “project  
management”,  “analytical  skills”,  “leadership”,  or  “area  expertise”.  
 
Phase  III:  Positioning  
Use  the  worksheet  on  p.  4  to  articulate  accomplishments  that  prove  that  you  fulfill  each  category  that  the  
employer  seeks  paying  attention  to  how  they  have  defined  that  category.  
 
Phase  IV:  Cover  Letter  
Use  these  focused  accomplishments  in  your  cover  letter  as  bullet  points  under  the  category  headings.    Only  
include  three  categories  and  at  most  use  three  bullet  points  below.    You  can  combine  categories  where  
appropriate.      
PHASE  I:  IDENTIFY  COMPANY  “WANTS”  
 

1
Systematically  read  through  the  job  description  and  web  site  and  underline  key  clues  as  to  what  the  employer  
is  looking  for  in  a  candidate.      Include  skills,  knowledge,  personality  and  experience-­‐related  items.    Here  is  a  
sample:  
 

Job:  Financial  Analyst,  Private  Equity,  ABC  Private  Equity  (PE)    


SUMMARY:  The  Financial  Analyst  will  work  closely  with  senior  investment  professionals.  The  role  involves  
varying  levels  of  involvement  in  all  aspects  of  private  equity,  including:  supporting  partners  to  perform  due  
diligence  for  new  deals,  reviewing  and  evaluating  business  plans  and  other  material,  working  closely  with  
portfolio  companies,  producing  detailed  financial  models  and  investment  write-­‐ups,  drafting  term  sheets,  
reviewing  legal  documentation,  and  communicating  investment  related  matters  within  RFC.    
 

 
 

RESPONSIBILITIES:  
1.  Financial  modeling  and  analysis.  The  Financial  Analyst  role  requires  extensive,  in-­‐depth  experience  in  
creating  detailed  monthly  and  annual  financial  models  with  fully  integrated  income  statements,  balance  
sheets,  and  statements  of  cash  flow.  A  firm  grasp  in  accounting  and  very  strong  at  financial  statement  analysis  
is  required.    The  analyst  will  need  to  be  proficient  executing  several  valuation  techniques.    
 

2.  Transaction  structuring.  The  Financial  Analyst  will  need  to  be  familiar  with  private  company  capitalization  
alternatives,  and  be  able  to  understand  and  communicate  structural  options.    
 

3.  Interpersonal  and  communication  skills.  The  Financial  Analyst  will  execute  a  wide  variety  of  due  diligence  
activities  that  will  require  extensive  interaction  with  potential  portfolio  company  senior  management,  
reference  check  contacts,  vendors,  and  Republic  Financial  Corporation  management.  Excellent  verbal  and  
written  communication  skills  are  required.    
 

4.  Risk  and  opportunity  assessment.  The  Financial  Analyst  will  be  required  to  read  and  assess  business  plans.      
A  critical  aspect  of  success  is  the  ability  to  identify  and  evaluate  risks  and  opportunities  Financial  Analyst  with  
each  unique  business  model  and  industry  structure.    
 

5.  Industry  and  competitive  research.  Conduct  extensive  research  with  respect  to  current  and  potential  
portfolio  companies  to  help  senior  investment  professionals  understand  competitive  dynamics.    
 

QUALIFICATION  REQUIREMENTS:    Experience  creating  and  presenting  oral  and  written    evaluations  of  
companies  and  industries.    Experience  in  a  wide  variety  of  analysis  and  research  (quantitative,  qualitative,  
company,  industry,  competitive,  etc.).  
 

EDUCATION/CERTIFICATION:  MBA  with  an  exceptional  level  of  academic  achievement  at  a  highly  ranked  
school,  along  with  accomplishments  that  go  outside  the  classroom.  Degree  in  Finance,  Accounting  or  Business  
preferred.    2-­‐3  years  experience  at  a  top  tier  investment  bank,  private  equity  firm  or  commercial  bank  in  an  
investment  banking  or  lending  capacity  preferred.    
 

RELATED  EXPERIENCE:    Experience  working  with  operating  companies  in  an  M  &  A  capacity  preferred.      Project  
management  experience  in  a  transactional  capacity  strongly  preferred.  Entrepreneurial  experience  a  strong  
plus.    Experience  with  Bloomberg,  Lexis  Nexis,  and  Capital  IQ  a  strong  plus.    
 

 
 

FROM  THE  WEBPAGE:    ABC  Private  Equity  is  a  global  private  equity  firm  providing  wealth  investment  advisory  
services  for  individuals  and  institutions.    We  seek  top  talent  with  a  track  record  of  excellence  and  the  desire  to  
compete.    ABC  PE  is  a  firm  of  diverse  individuals  who  focus  on  building  strong  client  relationships.      We  believe  
through  our  continual  attention  to  service  and  product  improvement  we  can  provide  the  best  private  equity  
firms  have  to  offer.  
 
PHASE  II:  CATEGORIES  
 
Categorize  the  desired  qualifications,  skills  and  attributes.    Examples  of  categories  are  people  management,  
project  management,  analytical  skills,  leadership,  and/or  area  expertise.  
2
 
Work  with  internal  and  external  constituencies  
§ work  closely  with  senior  investment  professionals    
§ supporting  partners    
§ working  closely  with  portfolio  companies  
§ interaction  with  potential  portfolio  company  senior  management,  reference  check  contacts,  vendors,  
and  senior  management.    
 
Analyze  and  Evaluate  
§ due  diligence    
§ transaction  structuring  
§ private  company  capitalization  alternatives    
§ industry  and  competitive  research.  
§ read  and  assess  business  plans  
§ identify  and  evaluate  risks  and  opportunities  
 
Modeling  
§ detailed  financial  models  and  investment  write-­‐ups,  drafting  term  sheets,  reviewing  legal  
documentation  
§ financial  modeling  and  analysis  
§ monthly  and  annual  financial  models  with  fully  integrated  income  statements,  balance  sheets,  and  
statements  of  cash  flow  financial  statement  analysis.  valuation  techniques.    
 
Communication  
§ interpersonal  and  communication  skills  
§ communicating  investment  related  matters  
§ excellent  verbal  and  written  communication  skills  are  required  
help  senior  investment  professionals  understand  competitive  dynamics    
§ communicate  structural  options  
§ build  strong  client  relationships  
 
Company  Culture/Line  of  Business  
§ top  talent    
§ track  record  of  excellence    
§ desire  to  compete  
§ diverse  individuals    
§ attention  to  service  and  product  improvement    
§ lower-­‐middle  market  buyouts  and  private  equity  investments.    
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

3
PHASE  III:  POSITIONING  
 
Using  this  worksheet,  articulate  accomplishments  that  prove  that  you  fulfill  each  category  the  employer  seeks.    
Pay  close  attention  to  how  each  category  is  defined.  
 
Positioning  Worksheet  
(Illustrate  2-­‐3  accomplishments  for  each  category)  
 
Desired  Qualifications,  Skills  and   Your  Accomplishments      
Attributes   Addressing  Those  Qualifications,  Skills,  Attributes  
1.  Work  with  internal/external   1. Conducted  projects  with  multinational  teams  across  two  
constituencies   continents  involving  Operations,  Finance,  Marketing  and  
General  Management  divisions  of  5  corporations.  
 
2. Managed  project  involving  client  interaction  for  
  troubleshooting  All-­‐In-­‐One  products  

3.  

2.    Analyze  &  Evaluate   1. Spearheaded  project  to  analyze  business  of  200  projects  
and  implemented  solution  to  monitor,  analyze  and  report  
  defects,  resulting  in  savings  of  $2  million.    
2.    

3.  

3.    Modeling   1. Awarded  for  developing  models  for  risk  assessment  and  


resource  allocation  of  projects.  
  2. Forecasted  business  viability  of  domain  registration  
business  for  client,  created  business  growth  plan  and  
managed  re-­‐launch  of  this  clients’  product  resulting  in  
benefits  of  $5  million.  
3. Applied  customized  financial  models  for  IT,  CPG  
companies,  conceptualized  risk-­‐reward  investment  
strategies,  and  forecasted  returns  based  on  fundamentals  

4.    Communication   1. Raised  capital  worth  INR  5  million;  managed  portfolio  


(senior  management  communication  of   growing  200%  in  over  two  years.  
technical  and  customer   2. Led  5  large  scale  IT  implementation  projects  creating  
communication)   strong  business  relationships  leading  to  $2M  in  additional  
contracts.  
3. Awarded  the  Best  Customer  Satisfaction  Ratings  from  25  
different  product  categories.  
 
5.    Company  Culture   1. GPA:  3.6,  Honors:  In  top  5%  of  the  class  
(competitive,  excellence,  service,   2. GMAT:  720,  Award:  Dean’s  Scholar  
product  &  service  improvement)   3. Applied  Carnegie  Mellon’s  quality  improvement  principles,  
  saving  maintenance  cost  of  $1  million.  
 
 
4
PHASE  IV:    THE  COVER  LETTER  
 
Combine  Phases    I-­‐IV  and  create  your  targeted  cover  letter.    Use  the  focused  accomplishments  in  your  cover  
letter  as  bullet  points  under  the  category  headings.    Typically,  a  maximum  of  three  categories  is  best.    You  can  
combine  categories  where  appropriate  and  condense  bullets  to  one  sentence  on  one  line  where  possible.  
 
Cover  Letter  Template  
 
Your  Street  Address  
City,  State  Zip  
 
Date  (Month  Date,  Year)  
 
Mr./Ms./Dr.  Full  Name  of  Recipient  
Title  of  Recipient,  Company  Name  
Recipient  Street  Address  
City,  State  Zip  
 
Dear  [Mr./Ms.  Last  Name]  OR  Dear  Hiring  Manager:  
 
FIRST  PARAGRAPH:  The  first  sentence  is  who  you  are,  the  job  you  are  applying  for,  and  where  you  found  the  posting.    
The   next   sentence   states   why   this   job   and   company   are   of   particular   interest   to   you   -­‐   tailor   this   as   much   as   possible.    
The   third   sentence   is   the   “WOW”   sentence   which   summarizes   your   job   experience   in   a   way   that   demonstrates   your  
value   to   the   job.     (Example,   “I   have   four   years   experience   in   a   global   pharmaceutical   company   in   the   Corporate  
Finance  division  where  I  developed  strong  financial  skills  managing  $1B  assets  using  hedging  strategies”).    The  last  
sentence  says  something  like,  “The  skills  I  look  forward  to  bringing  to  your  company  include:”.  
 
Category  
• Accomplishment    
• Accomplishment    
• Accomplishment    
 
Category   For  paragraph  
  version,  see  
• Accomplishment     Cover   L etter   S ample  #3.  
• Accomplishment    
 
Category  
• Accomplishment    
• Accomplishment    
 
LAST   PARAGRAPH:   your   summation,   statement   that   a   resume   is   included,   and   a   proactive   statement   of   looking  
forward  to  meeting  with  them  along  with  your  contact  information  (phone  number  and  email).      
 
Regards,  
 
 
Your  Name  
 
 
 
 
 
5
Cover  Letter  Sample  #1  
 
234  Baltimore  Ave,  Apt.  210  
College  Park,  MD  20742  
 
January  1,  2011  
 
J.  J.  Jones    
HR  Director,  ABC  Private  Equity  
111  South  St.  
New  York,  NY  10028  
 
Dear  Mr.  Jones:  
 
I  am  a  second-­‐year  MBA  student  at  the  Robert  H.  Smith  School  of  Business  at  the  University  of  Maryland,  and  I  
would  like  to  apply  for  the  position  of  Financial  Analyst  at  ABC  Private  Equity  as  posted  on  HireSmith.    With  
four   years   work   experience   in   investment   analysis   and   project   management,   I   believe   I   have   built   diverse   skills  
and  demonstrated  the  desire  for  excellence  that  can  add  value  to  ABC.    Some  of  the  skills  and  experience  I  look  
forward  to  bringing  to  your  company  include:  
 
Analytical  and  Modeling  Skills  
• Spearheaded   project   to   analyze   business   of   200   projects   and   implemented   solution   to   monitor,   analyze  
and  report  defects,  resulting  in  savings  of  $2  million.    
• Awarded  for  developing  models  for  risk  assessment  and  resource  allocation  of  projects.  
• Applied   customized   financial   models   for   IT,   CPG   companies,   conceptualized   risk-­‐reward   investment  
strategies,  and  forecasted  returns  based  on  fundamentals  

Interpersonal  &  Communication  Experience  


• Conducted   projects   with   multinational   teams   across   two   continents   involving   Operations,   Finance,  
Marketing  and  General  Management  divisions  of  5  corporations.  
• Led   5   large   scale   IT   implementation   projects   creating   strong   business   relationships   leading   to   $2M   in  
additional  contracts.  
• Awarded  the  Best  Customer  Satisfaction  Ratings  from  25  different  product  categories.  
 
Proven  Academic  Accomplishment  and  Business  Improvement  Focus  
• GPA:  3.6,  Honors:  In  top  5%  of  the  class  in  undergraduate  school  and  a  GMAT  of  720  and  achievement  of  
the  Dean’s  Scholar  Award  at  Robert  H.  Smith  School  of  Business.  
• Applied   Carnegie   Mellon’s   quality   improvement   principles   at   Hewlett   Packard   saving   maintenance   costs   of  
$1M.    
 
I   would   welcome   the   opportunity   to   discuss   how   I   can   help   contribute   to   the   success   of   ABC   Private   Equity.     If  
you   should   have   any   questions   about   my   qualifications   or   require   additional   information,   please   feel   free   to  
contact  me  at  xxx-­‐xxx-­‐xxxx    or  myemail@rhsmith.umd.edu.      
 
 
Sincerely,  
 
 
 
John  Smith  
 
 
 

6
Cover  Letter  Sample  #2  
 
Your  Street  Address  
City,  State  Zip  
 
Date  
 
Mr./Ms.  Full  Name  of  Recipient  
Title  of  Recipient,  XYZ  Brand  Company  
Recipient  Street  Address  
City,  State  Zip  
 
Dear  Ms.  or  Mr.  Last  Name:  
 
I   enjoyed   the   opportunity   to   meet   with   you   and   other   managers   from   XYZ   Brand   Company   recently   at   the  
National  XXXX  Conference.      After  speaking  in  further  detail  with  Sue  Davis,  a  Brand  Manager  at  your  company  
and  Smith  ’07  MBA,  I  am  enthusiastic  about  the  possibility  the  brand  management  internship  opportunity  at  
XYZ  Brand  Company.  
 
My  professional  achievements  with  an  internet  commerce  company  over   the  last  three  years  reflect  my  ability  
to   transform   ideas   and   concepts   into   action,   formulate   solutions   that   lead   to   change,   and   analyze   growth  
opportunities.   I   have   collaborated   with   internal   and   external   customers   to   identify   opportunities   for   service  
improvement   and   implemented   strategies   that   exceeded   target   goals.   Among   the   skills   I   would   bring   to   a  
position  at  XYZ  Brand  Company  are:  
 
§ Leadership:   Managed   a   cross-­‐functional   team   that   increased   customer   retention   by   65%   during   the  
2006-­‐07  fiscal  year.    
 
§ Creativity:  Designed  an  advertising  campaign,  targeting  first-­‐time  computer  purchasers  that  resulted  in  
an  18%  increase  in  new  subscriptions.    
 
§ Analytical   Ability:   Developed   a   metric   for   measuring   product   fulfillment   that   reduced   shipping   cycle  
time  by  6%  and  saved  company  more  than  $200,000.    
 
I   understand   that   XYZ   Brand   Company   representatives   will   be   at   the   Marketing   Forum   in   November   for  
summer  internship  interviews.  I  would  appreciate  the  opportunity  to  be  placed  on  your  interview  list  and  to  
participate  in  any  other  MBA  student  activities  you  may  have  planned.  I  have  enclosed  a  copy  of  my  resume  
for  your  review.    
 
If  you  should  have  any  questions  about  my  qualifications  or  require  additional  information,  please  feel  free  to  
reach  me  at  xxx-­‐xxx-­‐xxxx  or  myemail@rhsmith.umd.edu.    Thank  you  for  your  time  and  consideration.  
 
Sincerely,  
 
(your  signature  would  go  here)  
 
Your  Name  
 
 
 
 
 
7
 
Cover  Letter  Sample  #3  
 
Your  Street  Address  
City,  State  Zip  
 
Date  
 
Employer  Contact  Name  
Title,  EFG  Company  
Address  
City,  State  Zip  
 
Dear  Ms.  or  Mr.  Contact  Name:  
 
I  am  a  first-­‐year  MBA  student  at  the  Smith  School  of  Business  at  the  University  of  Maryland  pursuing  a  career  
in  XXX.    While  attending  your  company’s  presentation  on  September  22,  I  was  particularly  impressed  with  the  
entrepreneurial   mindset   of   EFG   Company   XXX   managers   and   their   emphasis   on   both   the   qualitative   side   of  
marketing  (creativity)  and  the  quantitative  side  (market  research).    I  believe  that  my  background  in  consulting  
and  strategic  planning,  combined  with  my  exposure  to  marketing  and  consumer  insight  would  be  a  strong  fit  
for  EFG  Company.  Therefore,  I  am  writing  to  request  an  interview  for  the  XXXXX  Summer  Intern  position  within  
the  XXXX  division.  
 
Most   recently   at   QRS   Pharmaceuticals   and   earlier   at   TUV   Consulting,   I   developed   leadership,   analytical   and  
communication   skills   that   would   apply   to   the   many   strategic   opportunities   ahead   at  your   firm.     My   experience  
includes  successfully  anticipating  the  financial  needs  of  both  mature  business  units  and  new  business  activities.  
For  example,  by   reassessing   the   potential   ROI   from   a   therapeutic  unit,   I  mobilized  my   colleagues  to  provide  an  
increased   level   of   financial   support   which   helped   trigger   a   15%   growth   within   6   months.     Management  
subsequently   relied   on   me   for   insight   in   areas   ranging   from   value   options   to   deal   support   on   several   out-­‐
licensing  and  co-­‐development  opportunities    
 
I   would   welcome   the   opportunity   to   discuss   how   I   can   help   contribute   to   the   success   of   EFG   Company.    
Attached  please  find  a  copy  of  my  resume.    If  you  should  have  any  questions  about  my  qualifications  or  require  
additional  information,  please  feel  free  to  contact  me  at  xxx-­‐xxx-­‐xxxx  or  myemail@yahoo.com.        
 
Thank  you  for  your  time  and  consideration.  
 
 
Best  regards,  
 
 
Your  Name  
 
 
 
 
 
 
 
 
 
 
8
 
 
 
FINAL  TIPS  
 

§ Do  not  duplicate  OR  restate  your  resume  in  the  cover  letter.  
 

§ Research  the  company/position  to  determine  wants/needs  and  how  your  skills  and  background  match.  
 

§ Leverage  your  self  assessment:  


a. Determine  your  most  salient  skills/competencies,  strongest  interests,  important  values.    How      
have  you  demonstrated  them?  
b. Which  of  your  skills,  interests  and  values  are  most  relevant  to  the  company’s  culture,  and  to  
the  position  for  which  you  are  applying?  
 

§ Customize  all  your  cover  letters  to  fit  the  job.    Each  cover  letter  should  contain  the  company  name,  job  
title,  and  contact  information,  if  it  is  available.    It  should  also  illustrate  your  interest  in  the  position,  the  
company,  and  indicate  why  the  employer  should  hire  you.    Be  sure  to  highlight  relevant  accomplishments  
and  skills  that  set  you  apart  from  other  candidates.  
 

§ Be  cognizant  of  your  introductory  sentences.  


 

Weak  Introductory  Sentence:  


“I  had  a  conversation  with  Don  Marshall,  a  current  case  team  leader  at  ABC  Consulting,  at  the  on-­‐campus  
corporate  presentation.  I  learned  a  lot  from  him  about  consulting  and  gained  a  deeper  appreciation  for  the  
company.”      Note:  The  interaction  was  generic  and  it  appears  to  be  just  “name  dropping.”  
 

Better  Introductory  Sentence:  


“ABC  Consulting  is  not  only  a  prestigious  firm,  but  one  that  really  invests  in  the  development  of  its  
consultants.  My  conversations  with  Dan  Marshall  -­‐  a  current  case  team  leader  -­‐  reinforced  my  belief  that  this  
separates  ABC  from  the  other  firms,  and  is  my  central  reason  for  applying.”    Note:  “Name-­‐dropping”  occurs  
in  the  context  of  a  broader  point  -­‐  that  ABC  Consulting  focuses  on  the  development  of  its  people.  
 

§ Proofread  your  cover  letters  before  sending  out!    You  will  be  applying  to  a  number  of  opportunities,  and  it  
is  imperative  that  you  do  not  mistakenly  send  your  cover  letter  to  a  company  with  the  wrong  company  
name,  contact  name,  and/or  job  title.  
 

§ Address  your  cover  letter  to  a  specific  individual  within  the  company.    If,  after  careful  research,  you  are  
unable  to  identify  a  person  within  the  organization,  address  the  letter  to  “Dear  Recruiting  Manager”  or  to  
“Dear  Hiring  Manager”.    Many  companies  have  multiple  recruiters  or  hiring  managers.    Contact  names  
acquired  from  an  on-­‐campus  event  or  other  sources  may  not  necessarily  be  the  same  people  recruiting  for  
a  particular  position  within  that  company.      
 

§ Be  sure  that  it  is  clear  to  an  employer  how  and  where  to  reach  you  during  business  hours.  If  you  leave  your  
home  number,  make  sure  you  have  an  answering  machine  or  voicemail  with  a  “professional”  greeting.    If  
you  indicate  your  cell  phone  number,  be  sure  to  answer  your  phone  in  a  professional  manner,  and  only  
answer  the  phone  when  you  are  available  to  take  the  call  in  a  quiet  place.    
 

§ Avoid  starting  too  many  of  your  sentences  with  the  word  “I”.    To  improve  sentence  flow,  you  can  begin  
sentences  with”My  skills  would  enable  me  .  .  ,”  “My  experience  includes  .  .  .  “  “My  background  .  .  .”.  
 

§ Describe  how  your  interests  and  skills  fit  the  position  to  which  you  are  applying.    Your  cover  letter  should  
incorporate  the  company  research  you  have  done,  i.e.  state  how  the  company’s  strategy,  culture,  growth  
or  new  initiatives  motivate  you  to  explore  career  opportunities  with  them.  Be  specific!  Use  facts  and  
figures  taken  from  the  company’s  web  site,  or  business  news  when  describing  the  firm's  characteristics.  
 

§ Don’t  use  long,  run-­‐on  sentences.  Long  sentences  may  indicate  a  lack  of  clarity  in  your  thought.    
 

§ Use  your  cover  letter  to  explain  details  regarding  your  accomplishments  that  are  not  highlighted  on  your  
resume.      
9
 
 
POST  –INTERVIEW  “THANK  YOU”    LETTER  
   
Send  thank  you  letters  after  each  interview  –  no  exceptions!  Each  type  of  thank  you  acknowledgement  sets  a  
specific  tone,  so  evaluate  your  situation  carefully  before  opting  to  use  a  specific  type  of  thank  you.    However,  it  
should   be   professional   and   contain   the   same   information   as   a   written   note.   Remember   to   thank   the   employer  
for   their   time,   reiterate   your   interest   in   the   position   and   any   specific   details   about   the   job   that   may   have   been  
mentioned  by  the  employer,  mention  anything  you  feel  may  set  you  apart  from  other  candidates,  and  reiterate  
your  interest  in  future  communication  or  follow-­‐up.  
 
       
Date  
 
Contact  Name  
Title,  Company  Name  
555  East  42nd  Street  
New  York,  NY    10034  
 
Dear  Ms.  XXX:  
 
Thank  you  for  interviewing  me  for  the  management  position  with  XXX  Company.    I  enjoyed  meeting  you  and  
learning  more  about  XXX  Company’s  customer  base  and  philosophy.    Your  approach  to  providing  exceptional  
quality  service  is  a  management  philosophy  well  aligned  with  my  expectations.    As  a  result,  I am further
convinced that my XXXX background and analytical skills coincide well with your needs.

As  we  discussed  in  the  interview,  my  management  experience  and  formal  training  provide  the  essential  skills  
necessary   to   meet   the   needs   of   your   rapidly   expanding   organization.   My   strong   background   in   customer  
service   and   retail   management,   coupled   with   my   MBA   focusing   in   XXX   make   me   an   excellent   match   for   this  
position.  
 
I  reiterate  my  interest  and  enthusiasm  for  the  position,  and  know  that  I  can  make  a  solid  contribution  to  XXX  
and  XXX  Company’s  objectives.  Please  feel  free  to  contact  me  for  any  additional  information  at  (xxx)  XXX-­‐XXXX.    
 
Thank  you  again  for  your  interest  and  time.  
 
 
Sincerely,  

Your Name

OTHER  CAREER  CORRESPONDENCE:    FOLLOW-­‐UP  LETTER  -­‐  POST  JOB  APPLICATION  


10
 
There  are  times  in  which  you  may  not  receive  a  response  form  employers  after  applying  electronically  or  via  
mail.     Typically,   after   7-­‐10   days   it   is   appropriate   to   follow   up   regarding   the   status   of   your   application   and   if  
indeed  it  was  received.      Your  inquiry  must  always  be  professional,  reiterating  your  interest  in  the  position  and  
your  willingness  to  submit  additional  information  if  needed.  
 
Andrea  Hoover,  CEO  of  JobLynx  Online,  as  interviewed  by  Kevin  Donlin  of  CollegeRecruiter.com    provides  some  
good   advice.     “The   day   after   you   submit   your   resume   to   a   company,   e-­‐mail  them  a  brief  letter  inquiring  about  
the  receipt  of  your  resume  and,  if  applicable,  other  online  submissions.    
 
The   day   after   the   online   submission,   send   a   stationery   version   of   your   resume   by   U.S.   mail   to   the   hiring  
authority,  along  with  a  copy  to  any  other  company  contacts,  for  review  and  filing  for  future  opportunities.    
 
One   week   after   your   initial   contact,   send   an   e-­‐mail   to   the   hiring   authority   inquiring   if   you   can   supply   any  
further  information  not  included  in  your  original  resume.    
 
Finally,  around  10  days  after  your  online  application,  send  another  e-­‐mail  asking  for  the  phone  number  of  the  
hiring  authority,  since  you  are  considering  several  other  offers.  Attach  your  resume  to  this  e-­‐mail  so  they  won't  
need  to  hunt  for  it.”    
     
 
 
Date  
 
Employer  Contact  Name  
Title  
Company  Name  
Address  
City,  State  Zip  
 
Dear  Ms.  /  Mr.  Contact:  
 
I   submitted   a   letter   of   application   and   a   resume   on   Tuesday,   March   12,   20XX   (or   “earlier   this   month”)   via   your  
website   for   the   XXX   position.     To   date,   I   have   not   heard   from   your   office.   I   would   like   to   confirm   receipt   of   my  
application  and  reiterate  my  sincere  interest  in  the  job.    
 
If   necessary,   I   would   be   glad   to   reapply   electronically,   mail   my   application   materials   or   provide   any   further  
information   you   might   need   regarding   my   candidacy.   I   can   be   reached   at   (xxx)   xxx-­‐xxxx   or  
yourname@rhsmiht.umd.edu.    I  look  forward  to  hearing  from  you.  
 
Best  regards,  
 
Your  Name  
 
 
 
 
 
 
 
 
OTHER  CAREER  CORRESPONDENCE:    OFFER  ACKNOWLEDGEMENT  LETTER  
11
 
Date  
 
Employer  Contact  Name  
Title  
Company  Name  
Address  
City,  State  Zip  
 
Dear  Ms.  /  Mr.  Contact:  
 
Thank  you  for  your  telephone  call  offering  me  a  position  as  a  [title]  in  your  [name]  department  at  an  annual  
salary  of  [$xx,xxx].    After  visiting  your  office,  I  knew  I  would  like  to  begin  my  career  with  an  organization  such  
as  yours.    I  was  impressed  with  all  of  the  people  I  met  and  felt  very  comfortable  with  the  environment.    You  
have  requested  a  decision  within  three  weeks,  and  I  will  honor  your  deadline.    This  is  a  very  attractive  offer  
and   a   good   match   for   the   type   of   challenge   and   opportunity   I   am   seeking;   therefore,   I   want   to   give   careful  
consideration  to  this  very  important  decision  about  my  career.  
 
I  appreciate  the  confidence  in  me  that  your  offer  expresses.    I  will  be  in  touch  with  you  soon,  but  please  let  me  
know  if  there  is  any  additional  information  you  need  in  the  interim.    
 
Best  regards,  
 
Your  Name  
 
OTHER  CAREER  CORRESPONDENCE:    OFFER  ACCEPTANCE  LETTER  #1  
 
Date  
 
Employer  Contact  Name  
Title,  Company  Name  
Address  
City,  State  Zip  
 
Dear  Ms.  /  Mr.  Contact:  
 
I   am   pleased   to   accept   your   offer,   and   I   am   looking   forward   to   joining   you   and   your   staff   next   month.     The  
Financial  Analyst  position  is  ideally  suited  to  my  background  and  interests.    I  assure  you  I  will  put  forth  my  best  
effort  in  making  this  an  effective  position  within  your  company.  
 
I  understand  I  will  begin  work  on  June  6  in  the  Boston  office.    By  way  of  confirmation,  I  agreed  to  a  starting  
salary   of   (enter   the   offer,   terms,   etc   .).     If,   in   the   meantime,   I   need   to   complete   any   paperwork   or   take   care   of  
any  other  matters,  please  contact  me  at  301-­‐XXX-­‐XXXX.  
 
I   enjoyed   meeting   with   you   and   your   staff   and   appreciate   the   professional   manner   in   which   the   hiring   was  
conducted.  
 
Best  regards,  
 
Your  Name  
OTHER  CAREER  CORRESPONDENCE:    OFFER  ACCEPTANCE  LETTER  #2  
 
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Date  
 
Employer  Contact  Name  
Title  
Company  Name  
Address  
City,  State  Zip  
 
Dear  Ms.  /  Mr.  Contact:  
 
It  was  a  pleasure  speaking  with  you  and  John  Johnson  during  the  on-­‐campus  interviews  at  Robert  H.  Smith  
School  of  Business.    I  appreciated  the  opportunity  to  speak  with  you  about  HIJ  Company.    As  we  discussed,  I  
enjoyed  several  opportunities  at  the  Pro  Wear  Company  to  work  on  projects  that  involved  financial  analysis.    
Here  are  a  few:  
§ Wrote  operating  budget  guidelines  and  provided  training  and  assistance  to  managers  for  the  
development  of  their  information  systems  budget  and  long-­‐range  plans.    
 
§ Coordinated  the  cost-­‐benefit  analysis  for  the  selection  and  purchase  of  a  $30  million  computer  
upgrade.  I  led  a  team  of  systems  programmers  and  financial  analysts  to  analyze,  select  and  present  the  
best  technological  and  financial  choice  to  the  vice  president  of  finance.    
 
§ Redesigned  internal  transfer  pricing  for  computer  services.  The  information  services  department  had  
been  outsourced  and  I  quantified  the  new  costs  and  identified  the  new  cost  drivers  to  develop  internal  
transfer  pricing  for  PC  support,  centralizing  computing  and  telecommunication  services.    
 
I  am  confident  that  my  problem  solving  and  communication  skills  combined  with  the  broad  business  education  
from  Smith  will  enable  me  to  contribute  as  a  financial  analyst  at  HIJ.    Thank  you  for  your  consideration.    I  look  
forward  to  speaking  with  you  and  the  search  committee  soon.    
 
Sincerely,    
 
Your  Name  
 
 

OTHER  CAREER  CORRESPONDENCE:    THANK  YOU  LETTER  TO  A  CONTACT  (FOR  A  REFERRAL)  OFFER    

13
 
Date  
 
A  Contact  Name  
Title  
Company  Name  
Address  
City,  State  Zip  
 
Dear  Ms.  /  Mr.  A  Contact:  
   
Thank  you  for  your  help  in  providing  me  an  opportunity  to  talk  with  the  FGBC  recruiters  during  their  visit  to  
Smith.    As  you  are  probably  aware,  I  had  a  successful  on-­‐campus  interview  with  Ms.  Interviewer,  and  have  
been  invited  to  Ohio  for  a  full-­‐day  visit.    
 
I  was  very  impressed  with  FGBC’s  campus  presentation  and  enjoyed  learning  more  about  marketing  careers  
during  my  discussion  with  Job  Contact.    I  am  looking  forward  to  my  visit  and  the  opportunity  to  further  discuss  
career  options.    
 
I  am  sure  that  I  will  have  an  occasion  to  speak  with  you  further  during  my  visit  to  FGBC.    However,  I  just  
wanted  to  take  a  moment  to  thank  you  again  for  your  help.    Feel  free  to  contact  me  at  xxx-­‐xxx-­‐xxxx  if  you  have  
any  questions.    
 
Sincerely,    
 
Your  Name  

14