You will write many different types of letters as you progress through your job search. The following sections describe a few of them.

Letters of Introduction

A letter of introduction does just what it says; it introduces you and your circumstances to readers. You also clearly identify what you would like the reader to do next and what you will do next. You can seek assistance, specific information, or referrals. Most often, readers are prospective network members and advocates or persons who can offer answers to specific questions. Less often, they are potential employers from whom you solicit consideration.

Letters of introduction are most effectively used as research and information-gathering tools. They ask readers to conduct conversations or to give referrals to people, organizations, or Web sites that might be of assistance. Always phrase your requests in ways that require more than yes or no responses. They should inspire readers to forward names, e-mail addresses, phone numbers, Web sites, or other desired information. In closing, you note whether you will patiently wait for an e-mail response or follow up by phone to discuss reactions to your request.

Don't ever ignore the power of a brief cover note, most often an e-mail. Effective communication does not have to be formal or lengthy. You can first briefly ask for some very specific information and then follow up with more detailed documentation. In fact, people today may respond better at first to a number of quick e-bites, rather than one multiparagraph document. While it is always a good idea to attach resumes to any job-search letter, you do not have to do so with these briefer messages. Eventually, through follow-up efforts, you will send resumes to everyone you contact. Letters of introduction are particularly helpful when you utilize social networking Web sites. They may help you gain critical information or provide entrée to prospective employers of interest.

Letters of Application

A letter of application is a reactive tool used specifically to apply for a posted position. Within this letter, you first state the job title (and number when given), where you saw the posting, and your desire to interview for the position. Later, you support requests for consideration by offering an accurate assessment of your qualifications. These two, or at most three, subsequent paragraphs show readers that you know the field, function, and title in question and that you have thought about what it will take to succeed.

These middle sections are where you very thoroughly share with readers what you learned through inventorying your qualifications and achievements and analyzing your goal-focused competencies and capabilities. This can be done simply by rephrasing your resume's qualification summary. You are the one required to look back, then look forward, and, most important, share your confident, future-focused views. After reviewing these paragraphs, readers must sense that you are worthy of an interview.

Be prepared to reflect knowledge of the job, and use words contained in the announcement. Show readers that you have more than the minimum qualifications. Refer to your attached resume, and expand upon the qualification summary. Again and again, the more you talk the talk, the more likely you will walk the walk, down the path toward job-search and career success.

You should use phrases from your resume that reflect upon past achievements, with a preference for those that project knowledge of the future. Maintain and share your always-improving target vocabulary in letters of application. Use words from the actual job description and from Web sites and articles written about the firm. Through this targeted letter of application, you are applying for a particular job with a specific organization. Give them a clear sense of your focus.

For creative fields, including public relations, advertising, and publishing, you can take more creative approaches, but for others, goal-direct yet formal phrasing will do. Some jobs allow you to take a more humorous approach, while others may require you to illustrate your abilities to create and send formal business communication skills. Know your audience, and keep in mind that you can share creativity in follow-up letters, rather than in first contacts.

Whenever possible, close letters of application with a statement like, “I will call to confirm receipt of this letter and to discuss the next step.” You must remember to follow up initial correspondence with phone calls and, if needed, with e-mails, then phone calls again. Do leave voicemail messages if you don't get through when you call. Don't call too often; be persistent, yet not obnoxious.

Later in this chapter, samples illustrate a very user-friendly and quick approach to creating effective letters of application.

Letters of Inquiry

A letter of inquiry is a proactive tool, used to inquire about current opportunities and, most often, to inspire individualized consideration for future ones. In order to gain consideration, you must reinforce the sense of focus represented in your resume. In fact, the more effective you are at revealing your knowledge of the field, the more likely it is you will get an interview. Show reviewers that you have done your homework about the field, function, and firm. Ironically, the last is very much the least important. If readers are impressed with your knowledge of the field and with your abilities to serve within specific functions, you don't need to impress them with your knowledge of their firm. You'll have the opportunity in the interview to show how much you know about the particular organization.

A letter of inquiry is your opportunity to state in very clear terms what field and within what functions you are focusing your search. Ideally, you can cite some commonly used job titles, but they don't have to be specific to any particular organization. Like letters of application, the middle two, or at most three, paragraphs show readers that you have analyzed what it will take to succeed. You support your request for consideration by offering your summary of qualifications.

Address queries like the following:

• Why have you chosen the particular field?

• What does your background have to do with the field and the function you wish to serve?

• What are the key qualities required to serve within the desired day-to-day roles?

Answer these questions proactively, and you will have the opportunity to answer others reactively, via the phone or in person during an interview. Use phrases and vocabulary that are field specific.

Some letters of inquiry begin with an “I'm contacting you at the suggestion of” a specific person who is serving as an advocate or network member. A name recognizable to the reader at the very beginning of your correspondence should ensure that it will be thoroughly read and, you hope, that an interview will follow. Close all letters of inquiry with, “I will call to confirm receipt.” You might also wish to copy your contact person to generate some behind-the-scenes supportive communication. Don't hesitate to identify the option of “meeting to discuss current opportunities or informally discussing future options.”

Networking Requests

Networking involves clearly stating your goals, then asking for specific help from others to attain these goals. These requests can be of persons you know or of those you would like to know. They can follow or be included in letters of introduction to individuals who are at first just names gained via articles, professional association directories, or search engine referrals. As with all communications, the impact will come from follow-up efforts.

Requests for networking assistance should be clear and concise. Not everyone shares a common definition of this term. With a letter, you can seek “information about your career biography,” “advice regarding how to gain consideration within your organization,” or “referrals to others who can provide information or consideration.” When you do research before you actively start your job search, you might focus on the first and third requests.

When in job-search mode, you might focus on the second and third. When communicating with alumni, family, or friends, do not be vague in your requests. If you want the names and e-mail addresses of specific people, ask for them. If you want to know how to break into a specific field or whether the recipient will forward the attached resume to the right person, ask. Regardless of your request, be appreciative in tone and in words. Be sure you say thank you. Then say it again, for good measure.

Follow-Up Letters

Ideally, everyone you contacted would respond promptly and positively. But as you know, job-search undertakings are most often far from ideal. Effective campaigns involve follow-up communication. Patience may be a virtue, but it is not a characteristic of a strategic job search. Your challenge is to figure out what to say next and when to say it.

Your cover letters will broadcast your intent to call and confirm receipt of your resume. Don't expect much out of this exchange. Very few of them will result in any kind of positive response. Most likely, you will leave a message with a receptionist or a voicemail system. Do leave voicemail messages. Identify yourself, state that you sent a cover letter and resume, and express your wish to confirm receipt and, ideally, set up a phone or in-person interview.

You should alternate your communication approaches — phone calls, e-mails, and faxes — and be sensitive to how often you are contacting potential employers. Because most resumes today are e-mailed or faxed, your initial confirmation call can take place within twenty-four hours. The old, “I will call within a week” standard closing phrase is most definitely passé. If next-day calls get through, that's great. If they lead to interviews, wonderful. Most likely, they will yield a polite, “Please be patient.” If you talk to an actual person, ask when you should call back. Then follow the suggested time frame. If you were told next week, don't call before that. In general, one contact a week for the first three weeks, then one contact a month after that, is a good rule of thumb.

You can follow calls with brief telegram-style e-mails. A message like the following is appropriate:

“Tried to call today, but could not get through. Understand how busy you are. Just wanted to confirm receipt of resume and cover letter. Can we talk by phone or in person? Thanks.”

For the first follow-up contact, you can include another copy of the cover letter and resume. For the following two (maximum) follow-up contacts, you can include just a copy of your resume.

Thank-You Letters

Expressing appreciation is a very effective form of job-search communication. While it may sound trite, you can say thank you at every step along the way. Everyone knows to send a thank-you note after interviews, but too few communicate their gratitude before then. A thanks for confirming receipt of your resume, including an expression of continued interest and a clearly articulated wish for a telephone or a face-to-face interview, is usually the first of these efforts.

A thanks for clarifying status, including an expression of continued interest, with a statement regarding when you might follow up again, is most likely the second. Too often ignored, a thank you for a rejection letter or e-mail is also appropriate. Respond to a “your background does not match” letter or e-mail with an “I remain very interested in your firm, hope at a future date my qualifications might be appropriate for other opportunities” statement. Be careful of tone, but do seek continued consideration as well as some additional focus.

Appreciation should always be expressed to network members and advocates who have referred you to postings or persons. By keeping these individuals informed of your efforts, you inspire their own follow-up efforts. Follow-up calls or e-mails by network members to their contacts requesting special consideration often lead to interviews and speed up an otherwise slow process. In many ways, your follow-up networking letters are as important as those to organizations you wish to work for.

Confirmation, Acceptance, and Declining Letters

While it's usually not legally or logistically required, it is a good idea to confirm most activities and decisions in written form. Whether these expressions are transmitted via electronic means or physically mailed is not important. But it is important that you communicate continually and effectively. The use of e-mails has made this process quicker, easier, and less awkward.

You must call or e-mail a few days before each interview to confirm the time and date and to assist with your preparation for this important series of conversations. When making decisions regarding offers, you must continue to communicate enthusiastically. After you have made a decision, you will accept or decline via a brief note.

These continued communications are good habits to get into and they set the scene for future positive interactions. Preinterview contacts facilitate critical next steps, and post-offer communications impact salary and other discussions. In many cases, they can lead to consideration and offers years from now.