Correspondence With Employers

Like your resume, your cover letter exemplifies your work product. Your goal is to convince the employer to interview you.

The cover letter should explain why you are interested in a position with the employer and make a connection to the employer when possible. Demonstrate that you are familiar with the employer's business and eager to work with the employer. Make a convincing case about why the employer should consider you for this position. Highlight your accomplishments, and prove why you will add value to the employer's practice or other business. Do not simply repeat what is in your resume; use specific examples to illustrate why you are right for the position. Finally, use a concluding paragraph to thank the employer for consideration and to request an interview at the employer's convenience.

Guidelines to Follow

• Consult a dictionary and a manual of style to check punctuation, spelling, and grammar. Be sure there are no typographical errors. Have someone else help you proofread your letter.

• Cover letters should accompany your resume whenever you mail it in response to a known opening or as part of your direct contact with an employer.

• Cover letters should reflect a little of your personality while conveying your message clearly and succinctly.

• Avoid using "gimmicks" in your letters. Strive for a warm, personalized, yet businesslike letter.

• Each letter must be tailored to specific employers. You will lend credibility to your request if you reference the recipient's practice. Personalizing the letter also will reflect the time you have spent analyzing what the employer does and how your skills fit into their overall picture.

• Use the qualifications listed in the job description as prompts for information to cover about your experience and credentials.

• In most cases, cover letters should be no longer than one page. You may go over one page if you have considerable experience related to a particular employment area. This is not typically the case with law students or recent graduate positions.

• Cover letters should be printed on 8 1/2" by 11" neutral-colored bond paper (preferably white or cream). The paper used for the cover letter should match the resume. Use a printer to generate an address label for each envelope; do not handwrite the address. Envelopes should match the paper used for your resume and cover letter.

• For letters to be sent by email, use pdf format whenever possible. Print a copy of the pdf to ensure no spacing problems after the document conversion. If you send a letter in a word-processing form, remove metadata.

• Address your letter to a specific person (ideally, the individual who has the power to hire) by name and title. Avoid addressing letters to "Dear Sir/Madam" or "To Whom It May Concern" unless you are responding to a posting that does not have specific contact information. Correct spelling and verification of the title can be checked online or by phone for this information.

• Let the letter reflect your individuality by describing what particularly appeals to you about the organization, i.e., practice areas, geographic location, size, etc.

• Keep copies of all letters you send, as these can be valuable for future action. For example, if you wish to send a thank you note or a second letter to a different department or individual of the same organization, referring to your earlier correspondence can be helpful.

Students often have questions about the best way to communicate with potential employers. Specifically, a key question is whether to send applications, cover letters, and resumes by email or hard copy through the United States mail. The answer to this question varies, depending on the employer. Employers who post positions on Symplicity will specify how to apply. In other cases, if you have not previously communicated with the potential employer, take a look at the employer’s website under “Employment,” “Careers,” or “Contact.” Many times employers will specify their preferred contact method.

Since email has become a primary means of business communication, most employers prefer to receive applications (resumes and cover letters) as attachments to emails. Your email should be short, simply stating that you are attaching copies of your materials to apply for a specified position. Attach your documents in either pdf or Word format (but be sure to check Word documents for metadata before sending).

Absent specific instruction, it is generally better to mail a hard copy of your letter and resume.

There may be situations in which you can use email as your primary communication instead of a separate cover letter. We don= not recommend that you do this unless the employer specifically requests it. If you find yourself in a situation appropriate for substantive email communication, be sure to use the same formality and attention to detail you would if you were composing a formal cover letter.

Most employers appreciate receiving a thank you note following an interview. Although it is impossible to say whether sending a thank you note increases your chances of getting the position, as a matter of professional courtesy, you should send a thank you note after an interview. Thank you notes should be personalized, and you should draw on your conversation in your message. If you have interviewed with several lawyers at a firm, you may consider sending a note to the recruiting coordinator or the hiring partner. Remember that your thank you note will serve as an example of your work product, so ensure it is well done.

If you send a thank you note, you must also decide whether to send a handwritten note or email. You will hear different opinions about this question as well. A handwritten note may be a little more personal, but most lawyers are very comfortable sending and receiving all types of communications by email. Use your judgment based on your interview.