Different types of letters are needed during the job search process. Sometimes they will be sent by postal mail, printed on high quality paper (the same paper used for the resume and reference list, with matching envelopes), and other times by e-mail.

All letters sent to employers should be professional in appearance and language to make a good impression. Have someone with good writing, spelling and grammar skills proofread each letter before it is sent.

For all employment letters, there are six parts. Separate each part with a blank line.

  1. Return address
    Sender's Address
    City, State Zip Code
  2. Inside address
    Name of Person
    Person's Job Title
    Person's Department
    Name of Company
    Company's Address
    City, State Zip Code

    It is best to send a letter to a specific person, but if the name and job title can't be found, substitute the words Employment Manager.

  3. Salutation
    Choose from
    • Dear Mr. Last Name:
    • Dear Ms. Last Name:
    • Dear Dr. Last Name:
    • Dear Employment Manager:

    Use a colon at the end of the salutation, and don't include the person's first name in the salutation, unless he or she is a friend.

  4. Body
    Be brief and keep it simple. See examples.
  5. Complimentary Close
    Choose from
    • Sincerely,
    • Yours truly,
    • Very truly yours,

    Use a comma at the end of the close, and leave four blank lines, so the sender can sign in that space. Use black or blue ink for the signature on printed letters.

  6. Sender's Name

    Type formal full name.