Corresponding with Employers

An important part of any job search involves corresponding with employers through written communication. As a job seeker you may need to communicate with potential employers for a variety of reasons, and the correspondence should always reflect your professionalism. Following are some of the different types of correspondence that you may encounter with employers:

Resume

The resume is usually the first piece of information that an employer receives about you, and often times the only information used to determine whether you will be considered further in the selection process or not. Therefore, a clear and effective resume is critical to your job search success. Most resumes need only be one page in length, however students with extensive experience may utilize two pages if necessary. It is generally recommended that as a student you utilize the chronological resume format, although the functional resume is also an option. For questions regarding which format is appropriate for your resume, or for resume critiquing assistance, please stop by the ECRC and speak to an Advisor.

Additional resources:

Cover Letter

Cover letters highlight the skills and experiences that qualify you for a specific position. When specifically requested by an employer, always include a cover letter as part of your application materials. Otherwise, it is up to you to decide if a cover letter will be included. When cover letters are utilized they should be submitted to an employer along with your resume. A cover letter can be beneficial in that it may help:

Create more interest for your resume
Address how you meet specific job requirements
Use a contact name to gain opportunities
Portray yourself as a proactive job seeker

Cover letters should be limited to one page maximum and be tailored to the specific position you are applying to.

Specific information regarding the format and content for a cover letter can be found throughout the following examples:

Thank You Letter

It is proper etiquette to send a thank you letter within 24 hours following an interview. Letters can be sent via email or regular mail, however since recruiters frequently travel out of office and hiring decisions may be made quickly, email is generally recommended. Thank you letters do not need to be lengthy, however they should state the following:

Appreciation for the recruiter's time and consideration
Express your interest in the position
Reiterate any skills or experiences that qualify you for position
Your contact information
If during the interview you forgot to mention important information or made a statement that needs clarification, you may choose to address this information within the thank you letter

A personalized thank you letter should be sent to each person that you interviewed with.

Sample thank you letters:

Apology Letter for Missed Interview

Although it is not acceptable to miss a scheduled interview, in the event this does occur an apology letter should be emailed to the recruiter within three business days (see Job Search Code of Ethics). Letters should include the following:

Recruiters name and date of scheduled interview
Apology for missed interview and acknowledgement of resulting inconvenience for employer
A brief legitimate reason for the missed interview. Inadequate time management skills, forgetfulness, and oversleeping are not acceptable excuses for missing an interview. This information should be kept general, please limit the details in your explanation as this is a form of business correspondence

Keep in mind that the apology letter is a reflection of your professionalism and an indication of your future credibility in the workplace.

Declining Job Offer

When declining a job offer, first notify the company about your decision directly over the phone, and then follow up in writing. The follow-up letter stating your decision should be brief, concise and maintain a positive tone. Even if negative factors related to the company led to your decision to decline the offer, do not mention this in the letter. Focus instead on features in the interview that impressed you or positive aspects about the position or company. The letter should remain positive so that you can leave the option open to work for that employer in the future, should the opportunity arise. If you are declining due to accepting another offer that is a better fit, it is admissible to state that you have decided to accept another position, but it is not necessary to provide details regarding your decision or the position you accepted.

Tips for Communicating Professionally

Communication with employers should always be kept professional. To maintain professionalism in your communication, please consider the following tips:

Use correct spelling, grammar and punctuation
Proofread prior to sending
Keep communication clear and concise
For email, it is preferable to use your school address (uniquename@umich.edu)
If choosing to use alternate email, make sure that email address is not offensive or could misrepresent you
Consider how the content within your communication represents you and ask yourself if all the details included are things that you would want your supervisor to know about you
Always address people professionally (Dear Mr./Ms.) unless asked by the person to address them by first name
Conclude all communication by signing your name

For further information regarding corresponding with employers or assistance with other aspects of your job search, please stop by the ECRC and speak to an Advisor. Advising hours are Monday through Friday, 8:30 am to 4:30 pm, all services are available on a drop-in basis.

Engineering Career Resource Center
University of Michigan
230 Chrysler Center
2121 Bonisteel Blvd.
Ann Arbor, MI 48109-2092

Phone:(734)647-7160
Fax:(734)647-7141
8:00AM - 5:00PM EST
Monday - Friday
ecrc-info@umich.edu

Engineering Career Resource Center