Module 4: Letters - Humber College

Module 4: Letters 

This module will help you: 

1. Prepare effective letters using a 3 step process 

Work Preparation eManual 

2. Develop content for your letters using the results of your self‐ 

assessment exercise 

3. Learn how to prepare letters for a variety of situations 

You will correspond with individuals at every step of your job search. You will write to: 

Apply for a specific job 

Submit a resume to a company of interest to you (unsolicited) 

Ask for an information interview 

Thank an employer for a job interview 

Thank someone for an information interview, or for helping you in your search 

Accept a job offer 

It is a good practice to send a thank you letter (or email) 

to anyone who has helped you in your search. 

What Do Employers Look for in your Letters? 

1. Employers want to know why you are writing to them – the purpose of your letter. 

2. Employers want to see what you have to offer – the skills, knowledge and experience you 

have, that are attractive in light of their open jobs or their organization. 

3. Employers will also evaluate your ability to communicate. 

© Copyright 2009, 2004-08 School of Applied Technology M4 - 1

Three Steps to Developing Effective Letters 

1. OPENING PARAGRAPH ‐ Why are you writing? 


Tell people why you are writing to them. State the specific job or type of work you are 

looking for, and how you learned of the opening (online ad, friend, Co‐op job board, etc.) 

2. BODY OF THE LETTER ‐ What do you have to offer? 

Provide details about your skills, knowledge and experience for the job you are applying 

to. Avoid repeating (word‐for‐word) information that is on your resume. Keep the body 

of your letter to 1 to 3 short paragraphs, or consider using point form. 

If you are applying to a posting or job ad, respond to all of the requirements in the 

posting. List/briefly describe the skills, knowledge and experience you have that matches 

the requirements in the posting. 

In a general (unsolicited) application to a company, highlight what you feel are your top 

qualifications. Indicate your interest in the position, the company and/or its 

products/services, and tie in what you have researched about the company with what 

you have to offer. 

If you are writing to request an information interview, provide a few details about the 

kind of information you are looking for. 

If you are sending a thank you letter after a job interview, use this letter to also address 

points you feel you did not handle well in the interview, and/or to reinforce your 

strengths and interest in the position. 

3. CLOSING PARAGRAPH – What action do you desire? 

Finish your letter with some final details and a desirable action. For example, refer the 

reader to an attached resume, or suggest an interview. Provide your phone number, or 

email address, to make it easier for someone to reach you. 

In a thank you letter, you may wish to reaffirm your interest in the position, and your 

desire to go to the next stage of the hiring process. 



Developing Content for your Letters 

Its challenging to write a good letter. If you have not done this recently, here is an approach to 

developing content for your letters, in particular, the “body” of your letters: 

Review your Self‐Assessment: From the results of your personal self‐assessment, you can start 

to describe the components of a job and work environment that would be a good fit for you. 

Even if you haven’t identified a specific “job title”, you should be able to clearly describe 

A career direction and your interests (your employment goal) 

Your top technical skills and some of the things you can do well, 

Your personal qualities that will help you succeed in the workplace, and 

The factors that are important to you in a job or work environment. 

Complete as many of the following sentences as possible by “filling in the blanks” with your 

findings from the self‐assessment exercise. 

I am interested in a (...add your list eg. summer, Co‐op, contract, consulting, full‐time....) 

position. 

I am interested in exploring opportunities in (....add the industry/sector you are 

interested in targeting.....). 

I am interested in a position that would utilize (....add your strengths/experience....). 

I am interested in opportunities that will provide (.....add your workplace 

preferences....). 

I have been described by others as (.....add your personal qualities....). 

I tend to work best in an environment that (....add your workplace preferences....). 

The group of statements will be a starting point to describe yourself in “sentence form”. The 

finished sentences in a letter will be based on these statements. 

Next, rephrase the statements into sentences, and keep modifying the wording until it flows: 

Example: 

Please accept my resume as application for a Co‐op placement this summer. I am currently a 

second year honours student in the Civil Engineering Technology program at Humber College. 

I am most interested in a role that would utilize my strengths in surveying and inspection, and 

where I would have the opportunity to spend a good part of my time in the field. I tend to work 

best in a fast‐paced environment that demands a lot of time and energy, and where the job 

duties are varied. My previous supervisors have described me as very conscientious and 

committed to the work I am doing, no matter how large or small the task. 

In the September issue of “The Ontario Technologist”, I noticed the major development work 

your firm has been doing. It is my career goal to be involved in managing projects one day, and 

for this reason I would greatly appreciate the opportunity to join your organization.......etc 


Letter Tips – Content: 


Customize your content to show how you meet the requirements of the position (when 

responding to a posting, or applying to companies in a specific industry, etc). 

Address your letter to a specific person, when possible. 

Use the terminology of the industry in your letters. 

Make your letter “you‐focused” instead of “I‐focused”. 

i.e. The enclosed resume will provide you with a brief outline of my experience. 

Avoid starting paragraphs with the word “I”. For example, instead of “I am interested in 

your opening….” try “Your opening in ____ caught my attention”. 

Do not “make up” statements in order to try to impress an employer. For example, do not 

write “A number of people have suggested I write to you, as your company sounds like a 

great place to work” unless you can substantiate this claim. 

Check for correct Spelling and Grammar. Or have someone else proofread your letter for 

you. 

Letter Tips – Layout and Format: 

In general, the easier a letter is to read, the more likely it will be read. Use a legible font size 

(10, 11 or 12 point), and leave white space, to help make the letter easy to read and visually 

pleasing. 

Avoid the use of bold face, underlining, italics or capital letters. 

Keep your letter to one page. 

For hard copy letters to be mailed or handed to an employer, use white or off‐white 

8½”x11” paper. 

Prepare your letters in MS Word. 

For a professional looking package, use the same style and font type as you use in your 

resume. 

You can indent paragraphs, but “block style” is more acceptable. 

Sample opening sentences and letters are provided on the following pages to help get 

you started. These letters should be used as a guide. Avoid copying them directly. 

Your letters are a reflection of your personality and writing style, so try to compose 

your letters in your own words. 

Draft your own letter, in the appropriate section of the eWorkbook. 


Sample Letter Structure: 

Your Street Address 

Your City, Prov, Postal Code 

Date of Letter 

Employer / Individual Contact Information: 

Contact Name, Title 

Company Name 

Street Address 

City, Prov, Postal Code 

Dear Mr. / Mrs. / Ms. LastName 


RE: or FILE NUMBER 

(This is usually centered after the salutation or used in place of the salutation) 

Opening Paragraph: 

Tell the person why you are writing – the job you are applying to, where you saw the job 

posting, the person who referred you, etc. 

Body of the Letter: 

Look at the key requirements listed in the job description, or the results of your company 

research, to help you organize your ideas. 

Highlight your qualifications (skills, knowledge, experience) that best support your 

employment objective. 

Link what you have to offer, with what you have learned about the company and/or its 

products and services. 

Keep Body of the Letter to 1 to 3 short paragraphs, or use point form. 

Organize your paragraphs by listing the most important qualifications first. 

Closing: 

Refer to your resume (enclosed or attached). 

Express the action you desire (i.e. suggest an interview) 

Provide your phone number (or email address), so the employer can reach you. 

Sincerely, 

Your Name 

Add your phone number and email address under your name, to make it easy for the employer 

to contact you. 


Sample Starting Sentences for Letters: 

Your advertisement for a CAD Operator caught my attention. 


I am seeking an entry level position in Design or Project Planning within your company. 

Please accept my resume in response to your posting on Monster.ca for a Network Support 

Technician. 

Please accept my resume as application for a Co‐op Work Term in your organization. 

It was a pleasure speaking with you the other day. At your suggestion, attached is a copy of my 

resume for your review. 

A friend and colleague, ____(provide name of contact) _______recommended I contact you 

regarding summer employment in your department. 

The opportunity to work on xxx technology has been my career goal for quite a while. For this 

reason, I am greatly interested in exploring opportunities in your firm. 

At the ABC trade show, I had a great discussion with __(provide name)______ at your booth, 

and was excited to learn your company provides Co‐op opportunities in Product Development. 

Your advertisement for a _____ caught my attention. 

Your Engineering Manager, Henry Smith, suggested I contact you regarding a work placement in 

your department. 

I read with interest that your company is developing a new concept in _____. An opportunity to 

join your team would be amazing. 

Henry Smith felt my skills and experience might be of value to your company, and suggested I 

contact you. 

As an Interior Design student with experience in commercial design and client service, I believe 

my background would be of interest to you. 

My research indicates your division manufactures xyz components for the automotive industry. 

As a Co‐op student in the Mechanical Engineering Technology program at Humber College, I 

feel I have skills that would be of value to your operation. 

Thank you for the tour of your plant yesterday. It was really interesting to see ….. 


Sample Cover Letter #1 – Applying to a Specific Job Ad: 

1234 Main Street 

Toronto, ON 1S2 3E9 

February 12, 2xxx 

Mr. Bob Smith 

Plant Supervisor 

ABC Manufacturing Inc. 

5678 Central Drive 

Toronto, ON K9L 0M9 

Dear Mr. Smith, 

RE: Manufacturing Technician Co‐op Opportunity, File #4544 


Please consider my application for the position of Manufacturing Technician, which was posted on the 

Co‐op Services web site, at Humber’s School of Applied Technology. 

During my studies in the Mechanical Engineering Technology Co‐op program, I have developed skills 

in…..(List the key skills you have developed/acquired that relate to the position. Make a link between 

what you have to offer, with the job opportunity and/or what you have learned about the Company, its 

products or services). 

Last summer I had the opportunity to work for XYZ Company, which manufactures ___. I operated 

_______ machinery and worked on projects related to ____. (Link past experience). 

My previous supervisors have described me as a hard working and reliable individual. I possess strong 

communication and presentation skills. Through group projects at Humber and my experience at XYZ, I 

have also demonstrated my ability to work well in a team. My computer skills include MS Word, Excel, 

Project, AutoCAD and Solid Works. 

Attached is a copy of my resume for your review. I look forward to meeting with you, to discuss my skills 

and your position. Please contact me by phone or email to arrange an interview. Thank you for your 

consideration. 

Sincerely, 

Joe Jones 

Tel: 416.123.4567 (after 5 pm) 

Cell: 416.987.6543 (messages) 

Email: joe.jones@hotmail.com 


Sample Cover Letter #2 – Unsolicited Letter Based on Your Research: 




Mr. Bob Smith 







As a second year student in the Mechanical Engineering Technology program at Humber College, I am 

very interested in a career in the automotive industry. For this reason, I am writing to explore Co‐op 

opportunities with your company for this coming summer. 

My qualifications include: 

Experience in operating ___ machinery and working on projects related to __ at XYZ Company 

(Summer 2009) 

Operation and programming of industrial CNC and CAM equipment and software 

Experienced in tool and fixture design 

Strong academic preparation in manufacturing processes and control systems 

Exposure to engineering drawings and blueprints 

MS Word, Excel, Project, AutoCAD and Solid Works 

My previous supervisors have described me as a hard working and reliable individual. I possess strong 

communication and presentation skills. Through group projects at Humber and my experience at XYZ, I 

have also demonstrated my ability to work well in a team. 

Attached is a copy of my resume for your review. An opportunity to meet with you in person to discuss 

Co‐op opportunities would be appreciated. I will follow‐up on this letter next week, and I look forward 

to speaking with you. 

Sincerely, 

Joe Jones 

Tel: 416.123.4567 (after 5 pm) 




Sample Cover Letter #3 – To Request an Information Interview: 




Mr. Bob Smith 







Peter Jones at EFG Financial Services and a friend of my parents, suggested I contact you. He thought 

that you would be a good person for me to speak with, regarding career options in the automotive 

industry. Given the changes the industry is going through, I would like to make the most informed career 

decisions that I can. 

I am a second year student in the Mechanical Engineering Technology Co‐op program at Humber 

College. My career goal is to work for one of the big Auto Makers, or in the automotive parts sector. 

As I prepare my job search plan for a Co‐op opportunity for this coming summer, it would be most 

helpful to have input from a person who works in the industry, to help me better understand what my 

employment options are. It would be helpful to know more about the type of work I would be qualified 

to do, so I can structure my resume and interview approach accordingly. I am also interested in learning 

about career progression and growth prospects within your industry in general. 

I would appreciate fifteen minutes of your time, either over the phone or in person, to obtain your 

feedback on some of my questions about your industry. I will contact you early next week to see if there 

is a convenient time for you to talk. For background information, attached is a copy of my current 

resume. I look forward to speaking with you. 

Sincerely, 

Joe Jones 

Tel: 416.123.4567 (after 5 pm) 




Sample Letter #4 ‐ Thank You Letter: 



March 12, 2xxx 

Mr. Bob Smith 





Dear Bob, 


Thank you for your time yesterday, to discuss your Co‐op opportunity for a Manufacturing 

Technician. 

As discussed, its been a goal of mine to work in the automotive industry. The plant tour and 

your description of career paths have reinforced my desire to work in your industry even more. 

I am very excited about the Co‐op opportunity in your department, as it will utilize my skills and 

knowledge in CNC programming, machine components, and, tool and die design. 

I look forward to meeting with your Human Resources Manager next week. Thank you for 

arranging that interview, and thank you once again for a very enjoyable meeting. 

Yours truly 

Joe Jones 

Tel: 416.123.4567 

Cell: 416.987.6543

Module 4: Letters - Humber College

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