job search related correspondence - Syracuse University College of ...

JOB SEARCH RELATED CORRESPONDENCEo Keep employer needs in mind when crafting your cover letter and other correspondenceo Check and double-check names, spelling, punctuation, grammar & formatting to avoid typos(errors may be fatal!)o Swap letters needing review with friends, family or your study group.o Ask how you would feel reading your lettero Be conciseo Send a cover letter with every resume (unless you are submitting a resume to Career Services)o Address letter to alumni when possibleo When addressing an alum, either (a) ask the alum to forward your letter to the appropriate personor (b) copy the other person, using the “cc” notation after the Enclosure(s) notationo Address your letter to a person, using his or her name (this is not possible for most blind ads andconfidential listings)o Use 12 point fonto Use topic sentences, and follow other rules of clear writingo Your cover letter and resume should complement each other, with your cover letter highlighting– not rehashing – skills and experiences that appear in your resumeDo Noto Use conclusive sentenceso Use terminology the reader will not understando Write more than one pageo Forget to sign your letter with blue or black inkCOVER LETTER CHECKLISTInside Address and Salutationo If you can not identify a person to address the letter to, use a title in the inside address and agender neutral salutationo When the recipient is an attorney, use Esq. after the attorney’s name in the inside address and donot use Ms. or Mr. in the inside addresso Use Mr. or Ms. (not Mrs. or Miss unless directed to do so) in the salutation and not Esq.Paragraph Oneo State that you are a first/second/third year law student at Syracuse University College of Lawo Indicate what employment you are looking for (summer ’06, summer ’07 or post-graduate?)o Explain why you are applying for a job with that firm/organizationo If you are not applying for a job in your home town or Syracuse, explain why the geographicalarea interests you (e.g. you have family or friends there)Middle Paragraph(s)o Highlight research and writing skillso Give examples of your skills and/or experiences that would be of interest to the employero Use strong topic sentenceso One or two paragraphs will usually do, figure out which works best for each lettero Use job posting language to describe your skillsParagraph Threeo Ask for an interviewo State that you will telephone to follow up on the correspondence (not necessary for job fairs, andNYC, D.C. and On Campus Interviewing participants)o Thank the recipient for their time and consideration38

I. Writing an Effective Cover LetterThe objective of a cover letter is to persuade the reader i.e., the employer, to interview you.While some employers may disregard cover letters, others view them as a good indication ofyour writing skills and personality. It should tell the reader why you are writing, why you areinterested in the position you are applying for and why you would be a good candidate for theposition. This is an opportunity for you to “sell” yourself to a prospective employer. Do notsimply reiterate your resume, rather, expand on the facts that make you a good choice for theposition and that will set you apart from other candidates.An effective cover letter is personalized! Employers look to see if you are applying to them for aspecific reason, not just because you are doing a “mass mailing.” If your cover letter can be sentto any employer, from a district attorney’s office to a private firm with no changes, then it isprobably too vague to be effective. Generally speaking, a cover letter should be short. In manycases, three paragraphs will be sufficient. Sometimes, though, two middle paragraphs workbetter. Decide what works best on a case-by-case basis, by looking at the flow and content of theletter.A few sample cover letters appear in the pages that follow. Use them only as a guide; do notcopy them word for word. The Office of Career Services also has many books available withhundreds of cover letters and other types of job search letters. You may view them in our officeduring office hours, or borrow select books overnight. If you are new to cover letter writing, orif you are experiencing writer’s block, reviewing other people’s model letters can really help.Similar books are also available at the public library and elsewhere. See the Bibliography ofResources & Other Good Resources Chapter.39

II.Cover Letter FormatYour Street AddressYour City, State Zip CodeDateContact name/hiring partnerName of organization/firmStreet addressCity, State Zip CodeDear Mr./Ms. (Last Name):If you have been referred to this employer by someone, your letter should begin with thatperson’s name. State the reason for the letter, the position you are applying for, and the sourcefrom which you learned of the opening. State your reason for applying and compliment theemployer in doing so. Include the law school you attend and your expected date of graduation.If you are applying to a city where you have no easily recognizable ties, make sure you state whyyou are looking in city “X.”Sell yourself. Indicate why you are interested in the particular employer and the type ofwork the firm does. Point out anything in your work or volunteer experience that makes youespecially qualified for the position. This is your chance to amplify any particularly good gradein the field of law that the firm practices. Once you have some legal experience, this should bethe focus of your middle paragraph(s), with a particular emphasis on your legal research andwriting skills. If possible use terms or words used in the advertisement for the position or jobdescription so that you sound like the person they are looking for.Anticipate a positive response. Indicate your flexibility for interview time and place. Letthe reader know that you will be in contact with his/her office shortly to arrange for an interview.Thank the employer in advance for consideration of your application.Very truly yours,Enclosure (for one enclosed document)orEnclosures (for 2 or more enclosed documents)Your full name40

II.Sample Cover Letter Language‣ Sample Body of Cover Letter for a 1L with no law experienceI am a first year student at Syracuse University College of Law interested in a summer positionwith LAW FIRM XYZ. I am particularly interested in working for your firm because of yourlocation in Charlotte, the banking capital of the south, and your strong banking practice.My experience working as a teller and in the administrative offices of Bank Boston will help mein making the transition to working this summer in banking law. I understand the basic businesspractices of banking and will draw upon this knowledge base to perform the tasks assigned to meas a summer law clerk.Furthermore, my course of study has also prepared me well for a summer law clerk position. Irecognize that strong legal research and writing skills are what legal employers look for in acandidate. Syracuse University College of Law’s first year program provides excellent trainingin legal research and writing. As a student in the year long course entitled “Law Firm” I amwriting legal memoranda, conducting research, and drafting contracts and pleadings. Theseassignments cover many areas of law, and they serve to make the subject matter I am learning inother first year courses come to life.‣ Sample Body of Cover Letter for a 2L with legal experience but no stellar academicachievements (this is the majority of the student body!)I am a second year student at Syracuse University College of Law interested in a summer lawclerk position with Small Firm. I am particularly interested in working for your firm because ofyour location near my home town of Fargo, and your solid reputation in the field of employmentdiscrimination.With my work experience and coursework in employment discrimination, I have the skills andknowledge to contribute to your practice. Last summer at the New York State Division ofHuman Rights, I assisted attorneys and investigators in researching complaints and law. Iinterviewed complainants, wrote substantive memoranda, and drafted pleadings. Since the officewas short-staffed due to state budget cuts, I was given increased responsibility during my 10weeks with the office. The class on Employment Discrimination that I took last spring helped toprepare me for my work last summer, and it is something I would continue to draw upon inworking for you this summer.IV.Thank You Notes and Other CorrespondenceA thank you letter (not note card or greeting card) should be typewritten or word processed,never handwritten. Use the same paper you used for your cover letter and other correspondence.It should be sent within 48 hours of the interview or contact event. If there were any issuesduring the interview which you feel need further explanation, do so briefly at this time. It is notnecessary, after visiting a law firm, to send a thank you letter to each partner or associate withwhom you interviewed unless you can personalize each note by mentioning briefly somethingunique which you spoke about with each person. Instead, send one thank you note to the41

ecruitment coordinator, if the firm has one, asking him or her to thank each person with whomyou met, or to a partner with whom you met (see example below), asking him or her to thank hisor her colleagues. This letter will likely become a part of your application file, and everyone onthe hiring committee will have access to the file and will ultimately see your letter. If, however,you really “clicked” with someone, feel free to write a letter to that person too. Just be sure topersonalize it, so that different people aren’t receiving the same letter.Hint: Asking interviewers for business cards will help you remember their names and titles andassure that you spell them correctly.‣ Thank you note after an interview at a law firm or organization, where you metwith only one person (this is the bare minimum)Dear Mr. or Ms. _________________:Thank you for an enjoyable and informative interview on Monday, February 17. I greatlyappreciated the opportunity to meet with you and to learn more about the Legal Aid Society’ssummer internship program. I remain very interested in your organization and would be happyto provide you with any additional information you may require. Thank you once again fortaking the time to meet with me.Sincerely,‣ Thank you note after a callback or extended interview at a law firm or organizationDear Mr. or Ms. _________________:Thank you for an enjoyable and informative interview on Friday, February 21. I greatlyappreciated the opportunity to meet with members of your firm, enjoy a delightful luncheon andtour your offices.My time at Smith, Jones & Roberts confirmed my initial impression of the firm as one whichprovides attorneys with a challenging work environment and an opportunity to work on a varietyof interesting and diverse matters. I hope that I was able to convey my strong desire to work foryour firm as a summer associate.Please extend my gratitude to your colleagues Ralph Johnson and Janis Brady for taking timefrom their busy schedules to meet with me and to Ann Levine for arranging my interviews.Once again, I am extremely interested in Smith, Jones & Roberts and look forward to hearingfrom you soon.Sincerely,‣ Correspondence providing additional materials (this is the bare minimum)Dear Mr. or Ms.__________________:As per your request, I am enclosing a sample of my legal writing and a list of references. Thewriting sample is a memorandum from my Law Firm course this semester.42

Please do not hesitate to contact me should you need further information. I look forward tohearing from you, and remain enthusiastic about my candidacy.Sincerely,‣ Correspondence declining an offer (this is the bare minimum)Dear Mr. or Ms. __________________:I was very pleased to receive your offer of employment for next summer. I have, however, aftermuch consideration accepted another position. It was a difficult decision and I hope that I willhave the opportunity to consider Biddle & Barrow in the future. Thank you once again for yourtime and consideration.Sincerely,‣ Correspondence accepting an offer (this is the bare minimum)Dear Mr. or Ms. ________________:I am pleased to accept your offer of employment as a summer associate with Smith, Jones &Roberts. Your letter dated November 15, 2005, sets forth the salary and benefits that apply to thisposition. Based on our telephone discussion, it is my understanding that the firm will pay for myNew York State attorney registration fees as well.I will be in contact with you in the near future to discuss a starting date. In the meantime, shouldyou need any additional information, please do not hesitate to contact me. Thank you for all ofyour assistance during the interview process. I am looking forward to working with you and tolearning a great deal about the practice of law.Sincerely,43