Drafting Job Search Correspondence

Transcription

1 Drafting Job Search Correspondence Career & Professional Development Office COVER LETTERS, NETWORKING LETTERS, THANK YOU LETTERS, AND MORE There are many types of job search correspondence: cover letters, thank you letters, networking letters, acceptance letters, declination letters, s, etc. All will be addressed in these materials. However, the cover letter (one accompanying your resume in pursuit of a known open position) is the most common type of job search correspondence so it will be addressed in most detail here. 350 Cedar Street, 2 nd Floor San Diego, CA (619) Courtney Miklusak, Esq., Assistant Dean Matthew Lab, Esq., Director, Access to Law Initiative (ALI) & Professional Development Jocelyn Salvatori, Esq., Associate Director Noelle Dorman, Assistant Director, Projects & Employer Development Drew Lautemann, Esq., Assistant Director, Pro Bono & Public Service Robin Lake, Esq., Graduate Career Advisor Heidi Weaver, Esq., Career Advisor Efa Akutekha, Department Coordinator Riley Davis, Administrative Assistant Revised June 2017

2 DRAFTING JOB SEARCH CORRESPONDENCE WHAT IS A COVER LETTER AND WHY IS ONE NECESSARY? (Samples Follow) The cover letter is your first and possibly only opportunity to engage a prospective employer. Your cover letter is essentially your first real legal writing sample. It is a key marketing tool to convince the employer to take the time to look at your resume. Think of it as bait that you are using to hook the reader. Because legal employers have so many applicants, they are looking for a reason to dismiss your application as a means of thinning down the number of candidates. Do not give them a reason to dismiss your application by writing a cover letter that is rambling and poorly written or contains typographical or grammatical errors. Almost everyone struggles with writing such letters at first, so you are in good company. But, if you break it down step by step, it is much easier than you may think. A good cover letter can become one of the most powerful tools you have to secure an interview or to get the job. We have often heard employers state that a student made or broke their chances for a job based on their cover letter. If you can communicate your pitch to a prospective employer in an understandable, brief and persuasive manner, you have achieved your goal. Make sure that all correspondence you author represents you professionally and persuasively. I. PURPOSE OF A COVER LETTER The primary purpose of a cover letter is to get an interview. A related purpose is to communicate the intangibles of your candidacy not readily apparent from the factual content of your resume. A good cover letter explains WHY your experiences, accomplishments and skills are relevant to the specific position. Your cover letter should be written in a tone that is direct, unassuming and conveys enthusiasm. Your resume tells them what you have; your cover letter tells them WHY what you have is important to them and WHY they should hire you. II. TWO GENERAL CATEGORIES OF COVER LETTERS 2

3 A. Application Letters. This type of cover letter responds to a specific job advertisement or position announcement. As a result, you will know some basic information about the position and the employer. Your application letter should demonstrate your enthusiasm for the work involved in the particular position, your knowledge about the employer, and illustrate how your skills and qualifications fit the requirements of the position. It can be very helpful to restate the major requirements set forth in the job advertisement or position announcement and show how your qualifications match them by linking them with your related past experiences. B. Prospecting Letters. One would send this type of cover letter to individuals or organizations with whom you would like to work, but who have not listed or advertised an available position. Similar in format to the application letter, prospecting letters must also be targeted to a particular person within the organization. You can usually find a good contact person and that person s information through a search of the employer s website, or through one of the directories that can be found in the CPDO such as the NALP Directory, Yellow Book Directories, or Martindale-Hubbell ( In this circumstance, you may have less information about the particular duties you will be asked to discharge were you to be hired, although you will know the organization s major practice areas through your research. As a result, prospecting letters address skills in a broader context and in a slightly more generic manner than in an application letter where you know more details about the specific job listing. If you can establish a third-party contact with an employer before you send a prospecting letter, it would be wise to use that to your advantage. Specifically, if someone suggests a potential employer to you and has agreed that you may use his or her name in reference to assist you with your communication with that employer, mention that person s name in the first sentence of the letter (e.g., Larry Johnson recommended that I contact you regarding ). Another possibility would be to consider asking the third party contact to call the employer in advance to let them know to expect your communication. This is a decision that is best assessed by the third-party contact, so follow their suggestions as to the best course of action. III. FIVE GENERAL RULES OF COVER-LETTER WRITING 3

4 There is no one correct way to write a cover letter. However, there are 5 BASIC RULES to keep in mind. 1. Put Yourself in the Employer s Shoes. Never forget who your audience is and why you are writing this letter. Remember, they are hiring you to do a job for them, not so you can gain experience. The latter is the result, and may in fact be your primary purpose. However, it is not likely the primary purpose of the employer. In your letter to the employer, you need to address the primary purpose of the employer: your interest in them in particular and your ability to do the work they require. Thus, in your first paragraph, you need to quickly and clearly answer the employer s unspoken questions: 1. Why is this candidate specifically interested in us as opposed to some other legal employer? (e.g., Smith & Jones s complex securities practice blends well with my educational background in finance and business administration. You will need to do some research on the employer in order to demonstrate that you are familiar with and highly interested in this particular organization.) 2. Who are you and why have you contacted me? (e.g., As a first-year law student at California Western School of Law, I enthusiastically submit my candidacy for a Summer 2017 law clerk position with your office. ) 2. Do Not Re-State Your Resume. Your cover letter should not re-hash the facts which are already stated on your resume. The cover letter is an opportunity to go beyond the facts contained on your resume and highlight how those facts are relevant and beneficial to this particular employer. Within this guide, it is outlined as to what to write in each of your paragraphs, but the second paragraph of your letter should articulate explicitly how your characteristics and skills illustrated by your experiences meet this particular employer s needs. The introductory sentence or two in the second paragraph can assert accomplishments, e.g., I have developed strong writing skills, or solid analytical abilities, but you must also reference examples that prove your claims or conclusions; e.g., as demonstrated by my outstanding grades in Legal Skills or which were tested in my undergraduate years in the Student Senate. You cannot just state your opinion that you are great at something; you have got to support your claim with examples. 3. Present a Strong Style. 1. A successful cover letter is concise, quickly absorbed, sounds genuine and rings sincere. Do not write complex, convoluted sentences or use obscure words in an effort to sound impressive. Instead, you will come across as insincere or arrogant, and your letter will be discarded before the reader gets to the signature line. 2. In order to best convey confidence and competence, use simple, straightforward language. Forget the use of extreme superlatives. Remember that you are a law 4

5 student building your legal career on a solid academic and practical foundation. Avoid phrases such as I am the perfect candidate for this position because or I am confident I will exceed your expectations in every way. While it is acceptable to tell a prospective employer what you think or believe, it is not appropriate to tell them what you know. Statements like this ring hollow. Make plausible claims and be sure to support them with credible accounts from your experience such as: Given my strong and diverse educational and work experience, I am eager to contribute to the work performed at Smith & Jones. 3. Use the active voice. The passive voice is often plodding and drags your presentation down. The active voice conveys a much stronger, more positive impression. 4. Finally, do not start all paragraphs or too many sentences with I, and avoid writing your firm or your organization too often. Use the firm s proper name. 4. Over Promoting Do NOT! Do not manufacture a story or embellish an experience or credential to impress a prospective employer. Integrity is critical in the legal profession. You want to begin developing a reputation for being trustworthy and honest now. Stick with the facts and your tremendous interest in working with this employer to develop your skills. 5. Use Proper Format and Eliminate Typos and Grammatical Errors. Proofread your work, and then have a friend do it again! Your sentence structure, punctuation and spelling should be flawless. Grammatical and typographical errors are fatal in a job search. Do not rely on spell checking programs or Career Advisors. Get several friends to proofread your resume and cover letter and all your application materials. Do not give the employer a reason to discard your application in the reject pile simply because of a misspelling or misuse of a word (many employers have done this). Use same heading as on your resume. This is your new letterhead. Always use good quality paper and envelopes. Use standard business format: the date, followed by full and complete address of recipient, Re: line if you choose to and it is relevant and concise, then proper opening salutation ending with a colon (no commas), introduction, body, closing, closing salutation, signature line, and, if appropriate, reference to enclosures; all of which should be left-hand justified. Center it all on the page, rather than, for example, starting on line one and finishing 1/3 down the page. If you choose to use a subject line ( Re: or RE: ) identifying the purpose of your letter, it is usually left-hand justified. See samples that follow. Does the inside address match the salutation? Always address your letter to a specific person, using their full name and title. Write your salutation as Dear Mr./Ms. (last name): Ideally, this is the name of the person responsible for legal 5

6 hiring, not simply the impersonal Hiring Partner or the like. If you are unsure of a name, do the necessary research to find out to whom your letter should be addressed. Confirm the spelling of the recipient s name and his/her gender and title by calling the office receptionist or by checking Martindale at the firm s website, or the CPDO. Finally, when addressing females (if she is not an attorney) in both the address and in the salutation, make sure to use Ms. rather than Mrs. even if you know she is married, unless you are instructed otherwise. If addressing a letter to a female attorney, you would address the letter and envelope, e.g., to Mary Smith, Esq. rather than to Ms. Mary Smith. The proper salutation for a female attorney would be Dear Ms. Smith: not Dear Mrs. Mary Smith: or Dear Mary Smith, Esq.: or Dear Mary Smith:. (For proper salutations to judges, refer to the Judicial Clerkships Handout available in the CPDO or on our website.) If for some extenuating reason(s), you are sending one letter to more than one person, then use the plural salutation. The plural of Mr. is Mssrs. and the plural of Ms. is Mses. or Mss. So your letter would be addresses as Dear Mssrs. for multiple male recipients or Dear Mses. or Dear Mss. for multiple female recipients. Always send a letter in a typewritten (never handwritten) envelope that matches your letterhead. If your documents are too big or you prefer not to fold them, use a manila envelope with a typed mailing and return label. All of these materials are available in the CPDO, and we can show you how to make labels. Be certain the right letter goes into the right envelope with all necessary enclosures. Or if you are uploading to the Online Job Database or attaching in an , be sure you are using the correct, matching application materials. For electronic submissions, convert all of your materials into PDF format. When uploading these PDFs to Symplicity, title each PDF with your name and the name of the document (e.g., Robert Jones Resume; Sally Smith Letter; William Harris References). When submitting applications by , you should try to make all of your documents one PDF with a simple title including your name, such as Robert Jones Application Materials. IMPORTANT NOTE: When submitting an electronic cover letter, you should either sign the letter then scan it in as a PDF; or add an electronic signature, e.g., /s/ Sally Smith. IV. HOW TO STRUCTURE YOUR COVER LETTER PARAGRAPH BY PARAGRAPH 6

7 If you are responding to a job listing, the particular listing should be right in front of you as you write, and your letter should be tailored to show specifically how your skills and interests make you best qualified for the specific job requirements referenced in the listing. YOUR COVER LETTER SHOULD CONSIST OF: a. 3 Paragraphs o Introductory Paragraph (The Hook) o Body of the Letter (Your Skills) o Closing Paragraph (The Action: What do you want to happen next?) b. Each paragraph must have o Subject o Body o Conclusion Never more than one page. A. Paragraph 1: The Introductory Paragraph (The Hook). 1. This paragraph includes answers to the following questions: Why are you specifically interested in this employer? Who are you and what position are you interested in? Do NOT include where you saw the listing. It is unnecessary information that takes away from the desired impact of the first paragraph. a. Begin with your answers to these questions, for example: Having previously volunteered in homeless shelters, I value the work done by Legal Aid Society and its mission to provide equal access to justice for the poor. Because I understand why Legal Aid Society is critical to our disadvantaged communities and feel connected to its target client base, I am applying for a summer law intern position. b. Or, something along these lines: My exposure to corporate business law and desire to work for the government motivate me to seek an internship with the California Department of Corporations. My interest in corporation enforcement stems from my family s personal ownership of an import/export business and an electronic device factory in Mexico. I genuinely want to safeguard the interests of individuals from corporations that seek to exploit others for sheer profits. 7

8 Note: The above are provided as examples only and remember that all of your peers are seeing these examples too be creative in drafting your own letters. 2. In almost every case, you should draw on something you have learned from your research to explain why you are writing to this particular firm. With our increasing reliance on renewable energy and my genuine fascination with genetically altered food sources, [Name of firm] s extensive representation of agricultural interests in Southern California especially appeals to me. 3. Then creatively weave in who you are, why you are writing and what you want. So follow, for example, with: Having studied agricultural science, my goal is to combine my scientific knowledge with my developing legal skills for the benefit of agribusiness clients. Based on [Name of firm] s unique agricultural practice areas, I am applying for a part-time clerkship. Note: If the position is out-of-town, always address the reasons for your interest in the new geographical area. Employers are reluctant to give serious consideration to anyone who does not express a knowledge of, or specific interest in, or connection to the area. Something like: With close family members in the Chicago area, I am eager to build my career there with a reputable Cook County business law firm such as [Name of firm]. Or... Having traveled extensively in the South, I look forward to beginning my work as a law clerk and ultimately establishing my practice in Dallas. 4. When you have a personal contact with the employer: If you have a mutual acquaintance, or someone referred you to the individual you are writing, use that referring person s name immediately in your opening line: (Name of referring party) recommended that I contact you. The best way to increase your chances of having a successful response to your cover letter is to start off by stating that someone known to the reader referred you to them. Sometimes a little research can help you establish such a contact where none readily appears to exist at first glance. If someone does suggest a potential employer to you and has agreed that you may use his or her name to assist you with your communication with that employer, reference that person s name as the first words in your letter as above. Another possibility would be to consider asking the contact to call the employer in advance of your communication. This is a decision which is best assessed by the contact person, so follow their lead as to 8

9 the best course of action. But remember to always retain ownership and responsibility for your job search. B. Paragraph 2: The Body of the Letter (Your Skills) 1. In this paragraph, identify your most relevant skills and interests that will show the employer that you are a great candidate for the job. For each skill or interest, prove your use of that skill or interest in a professional or academic setting. a. Why should this employer be interested in me? (as compared to Introductory Paragraph Why am I interested in this employer? ). b. Do not restate your resume. Highlight why particular skills or experiences are relevant and important to this particular employer. For example: As a project clerk at Smith & Jones, LLP, I assisted with numerous trademark and copyright infringement cases, including researching potential trademark infringement activities. 2. Then, explain how you anticipate those skills or characteristics will benefit the employer and demonstrate that you will be an asset to their work. So, follow with: Given the complex contract litigation in your office, I believe my strong financial analysis and negotiation skills will assist in the accurate evaluation and prompt resolution of business cases appropriate for settlement. Further, having excelled in advocacy competitions and legal writing classes in law school, I am eager for the opportunity to persuasively argue on benefit of your firm s clients. 3. Emphasize positive qualities only. Never mention or attempt to explain away any weaknesses you may perceive you have. Be positive only and utilize specific examples from your resume to demonstrate your competence. If your grades are not strong, emphasize your skills. If you do not feel confident in your skills, emphasize your interest with specific information. 4. Support your statements with specific information. It is not enough to say you are interested in environmental law. You must say something like: My exposure to environmental law began prior to law school when I volunteered for Save the Trees, assisting them to preserve a local urban forest. Then after recently taking an 9

10 environmental law class this trimester, I am confident that environmental law is the right practice area for me. C. Paragraph 3: The Closing Paragraph (The Action: What do you want to happen next?) Tell the reader what materials you are enclosing, and what you would like to happen next, e.g., an interview. Make sure you express your gratitude for their consideration and time. My resume and writing sample are enclosed. I would appreciate the opportunity to meet with you to discuss the possibility of a law clerk position for Summer 2017 and am available for an interview at your convenience. I look forward to hearing from you. Thank you for your consideration. Or, something along these lines for a prospecting letter: I enclose my resume and writing sample. I will be in New York during my trimester break, December 19 through 30, 2016, and would welcome the opportunity to meet with you. If I have not heard from you before that time, I will call you to see if we might arrange a meeting. Thank you for your consideration. COVER LETTER TIPS 10

11 Top 10 Dos 1. Do research your employer thoroughly. (This will help tailor your cover letter to that employer by emphasizing the firm or organization and your reasons for applying to them.) 2. Do double check names, addresses, job titles, position you are applying for, and how the employer wants your materials delivered (e.g., via regular mail or ). 3. Do follow the Business Format and be mindful of spacing and font size. (See samples that follow and on the CPDO website under Job Search Guides password is 9justices; also making sure that your letterhead matches your resume heading.) 4. Do use single space. (Double spacing is not proper business letter format.) 5. Do use a colon after Dear Ms./Mr. Smith: 6. Do use the same header that is used on your resume for consistency. 7. Do use active voice and keep sentences brief to avoid making unnecessary grammatical mistakes. 8. Do use the recommended three short paragraph format (1. why you are interested in them; 2. why they should be interested in you; 3. enclosures, next steps, closing). 9. Do read your cover letter out loud slowly, preferably to someone else (to avoid typos and misused grammar). 10. Do make sure to personally sign the letter. If uploading your materials, you should include an electronic signature. Top 10 Don ts 1. Don t restate your resume! Cover letters are intended to explain your interest in the employer and the significance of the factual experience already stated on your resume to them. 2. Don t over promote integrity is critical. (Your reputation for honesty and accuracy starts now.) 3. Don t plagiarize any portions of the sample cover letters in the Guide. (They are intended to provide guidance only and are NOT about you or your experience. Plus everyone has these samples be original and creative.) 4. Don t write the same cover letter for every employer. An employer can tell when you make no effort to tailor your cover letter to their needs and practice. 5. Don t use the recipient s full name or title in the salutation. ( Dear Ms. Mary Smith, Esq.: is not appropriate. The correct way is Dear Ms. Smith:.) 6. Don t use To and don t use a comma after salutation (i.e., use a colon Dear Ms./Mr. Smith: ). 7. Don t use Mrs. or Miss always use Ms. (which is appropriate etiquette for addressing females in business correspondence). 8. Don t use I, my, and me too many times to avoid sounding self-absorbed. 9. Don t rely on spell check this rarely prevents incorrect grammar use or other common mistakes in cover letters. 10. Don't ramble and write an unnecessarily long letter. GUIDELINES FOR COVER LETTER CORRESPONDENCE 11

12 The following is a generic guideline that may be helpful in drafting your cover letters. Please refer to actual and complete cover letter samples on the following pages for completed samples. Jolie Greiman th Ave., San Diego, CA jgreiman@law.cwsl.edu (619) November 14, 2017 Mary Smith, Esq. Smith & Jones, APC 379 Broadway, Suite 1121 San Diego, CA Re: What are you writing them about? e.g., Summer 2018 Law Clerk Position Dear Ms. Smith: Did someone refer you? What is it about this particular organization that is of special interest to you and causes you to write? Demonstrate some understanding, research or interest in this organization. Who are you and what is it that you are looking for? Discuss how and why your skills and interests qualify you for the specific position. Integrate that with your desire to work in the job. Put that together with the information you learned about the firm (practice areas) that interests you and show how this combination makes you a solid candidate for the position you are seeking. (Hint...if you feel weak on legal experience, then emphasize: 1) your genuine interest; 2) prior work, life or law school experiences that create that interest; 3) basic skills such as diligence, trustworthiness, independence, enthusiasm, dedication, the ability to handle deadlines and multiple tasks, etc.; and 4) newly acquired legal research and writing skills.) Refer to enclosures. Indicate availability for interview at their convenience. If this position is out-of-town, let the employer know you are willing to travel at your own expense to meet with them or when you might otherwise be in the area. Then add a sentence of graciousness, expressing how you look forward to hearing from the person and thanking them for considering you. Sincerely, (Allow four lines for your signature.) Jolie Greiman Enclosure(s) SAMPLE COVER LETTER CORRESPONDENCE 12

13 SAMPLE 1L APPLICATION COVER LETTER: Note this individual s sincere description of what it is that draws him to this work, as well as his relevant employment experience. September 13, 2017 Valencia B. Mouzon Assistant to the Deputy General Counsel Department of Navy Office of the General Counsel 1000 Navy Pentagon, Room 5A532 Washington, DC MICHAEL MARTIN 1212 First Ave., San Diego, CA (619) mmartin@law.cwsl.edu Re: Summer 2018 Law Clerk Dear Ms. Mouzon: I am very interested in working for the United States Department of the Navy, Office of the General Counsel. My interest in the Office of the General Counsel derives from my strong desire to serve our Country and represent our Nation's Sailors and Marines while conducting high-level research and analysis. With my diverse work and educational background, I know I can be an asset to your office. My experience and unique insight into the law began while working in the customer service industry where I problem-solved issues and was praised for efficiently communicating. I adapted and expanded these skills this summer while working at the United States Attorney's Office, Civil Division. I worked closely on a personal injury case before, during, and after a bench trial that turned on the question of duty. I was instrumental in clarifying the legal duty that was necessary to impose liability, and provided creative strategies while drafting a trial brief, Rule 52 Motion, and post-trial brief. Given the fast pace and complexity of issues in your office, I believe my strong analytical and organizational skills would allow me to assist in timely assessing situations and developing resolutions. I am confident these attributes would make me a valuable addition. My resume is enclosed. I would appreciate the opportunity to meet with you to discuss the possibility of being a Summer 2018 Law Clerk. I am available for an interview at your convenience. Thank you for your time and consideration. Sincerely, Michael Martin SAMPLE 1L APPLICATION COVER LETTER: Note the description of what it is that draws her to this work as well as her explanation of other relevant skills from her background. 13

14 REBECCA A. LINETT 1234 Front St., #13, San Diego, CA (619) February 20, 2017 Daniel Benson, Esq. Senior Attorney Legal Aid Society of San Diego, Inc. 216 South Tremont Street Oceanside, CA Re: Law Clerk Position Dear Mr. Benson: While our legal system increasingly limits access to justice for the economically disadvantaged, Legal Aid Society of San Diego, Inc. (LASSD) brings hope to people who desperately need legal representation. I want to join the dedicated members of LASSD in providing legal assistance to San Diego s disadvantaged communities and respectfully apply for the summer law clerk position. Before attending law school, I traveled to third-world countries where I observed the devastating poverty and inequity resulting from the growing disparity of wealth. As an undergraduate, I became more focused on helping those less fortunate while taking international and third-world politics courses. I also worked for a nonprofit organization, subsequently creating and maintaining an affiliate base for the organization. I gained tremendous insight into the inner workings of an international nonprofit agency, including fundraising campaigns. During this academic year at California Western School of Law, I am involved in the public interest student organization, and I continue to focus on enhancing my legal skills. I am confident my commitment to helping others and relevant experiences will allow me to serve the interests of LASSD s clients. I have enclosed my resume and writing sample for your consideration. I look forward to interviewing with you and discussing how I can further the goals of LASSD. Thank you. Sincerely, Rebecca A. Linett Enclosures SAMPLE 1L APPLICATION COVER LETTER: Note this individual s enthusiastic description of what it is that draws her to this work as well as her articulation of other relevant skills from her undergraduate background. 14

15 KELLY JOHNSON 350 Ninth Ave., #100, San Diego, CA (702) February 1, 2018 Michael Skerlos, Esq. Executive Assistant U.S. Attorney U.S. Attorney's Office, Criminal Division 880 Front Street, Room 6293 San Diego, CA Re: Summer 2018 Law Clerk Position Dear Mr. Skerlos: As an undergraduate, I took a course in transnational crime and terrorism taught by Peter Nunez, former U.S. Attorney for the Southern District of California. This course fueled my interest in criminal prosecution and subsequent entry into law school. I am specifically interested in your Narcotics Enforcement Section and its prosecution of those individuals whose drug trafficking activities have a negative impact on our local communities. With these strong incentives, I submit my application materials for the Summer 2018 Law Clerk position. As an undergraduate, I studied under Peter Nunez and found his work with transnational crime and terrorism fascinating. Last year, I worked as a legal intern at Smith Jones & Newark where I was first exposed to the practice of criminal law. Specifically, I saw my first criminal jury trial and learned about the discovery process. My passion for criminal law has been further solidified through my recent studies as a law student. I have completed academic work in transnational organized crime, U.S. National Security, and international law. In addition, throughout my undergraduate career, I worked twenty hours per week to offset educational costs. This ability to juggle multiple responsibilities and to work under pressure has prepared me to work full-time at the U.S. Attorney s Office. My undergraduate background, coupled with my recent work as a law student and legal intern, will assist me in conducting research, preparing legal documents and assisting attorneys on behalf of your office. My completed security form, resume, writing sample, and unofficial transcript are enclosed. I am available to interview at any time that is convenient for you. Thank you for your consideration. Sincerely, Kelly Johnson Enclosures SAMPLE 2L APPLICATION COVER LETTER: Note the reference to the practice areas of employer in first paragraph and experience valuable to employer in second paragraph. Anthony Chang 15

16 1435 India St. #410, San Diego, CA (858) January 10, 2018 Chuck Carmichael, Esq. Assistant General Counsel Buy More Electronics U.S.A. Inc Old Grove Rd. San Diego, CA Re: Legal Intern Position Dear Mr. Carmichael: Buy More Electronics U.S.A. Inc. (Buy More) caught my attention after reading about its Eco-Mobilization Program designed to recycle old cell phones. Originally from Washington, I have worked for an employer that relied solely on wind power and understand the difficult challenges involved in sustaining green programs. I am extremely impressed with your company s eco-friendly programs and am seeking a legal intern position for Spring My exposure to green technology and general business operations began at 18 when I owned my own company. As both owner and operator, I effectively negotiated with residential and commercial entities and also developed eco-friendly practices. I was able to expand my knowledge on eco-friendly methods while working at Energy Inc. and learned how a company can thrive using these methods. Through the management of my business and my studies in law school, I have sharpened both my organizational skills and my writing skills. My varied experiences have taught me to be extremely detail oriented and diligent, especially when working as part of a team. I am confident that my experience and skills would make me a great addition to your legal department. My resume and unofficial transcript are enclosed. I look forward to hearing from you and am available for an interview at your convenience. Thank you for your time and consideration. Sincerely, /s/ Anthony Chang Anthony Chang Enclosures SAMPLE 3L APPLICATION COVER LETTER: Note his interest in the employer s practice area and unique connection to the firm found through his research. MATTHEW PARKER 7028 Hillsboro Ln., San Diego, CA (619) matthew_parker@law.cwsl.edu 16

17 November 8, 2017 Jonathan E. Weiss, Esq. Dewey Cheatum & Howe, LLP 1800 B Street, 9 th Floor San Diego, CA Re: Post-Bar Law Clerk Position Dear Mr. Weiss: After reviewing Mr. Dewey s California Water Law article in the California Bar Journal, I was excited to learn Dewey Cheatum & Howe is a nationally recognized leader in land use planning and environmental law. I want to establish my legal career in the areas of land use planning, eminent domain, and water law, which many firms do not have. Knowing your firm will continue to be a leader in land use and environmental law, I submit my candidacy for the Post-Bar Law Clerk position. This past summer, I worked as a law clerk at Waters & Gilmore, LLP focusing on real estate litigation involving a wide range of issues from commercial lease disputes to broker liability for non-disclosures in a purchase and sale agreement. However, I immensely enjoyed the land use and eminent domain case I worked on at the firm. Prior to that, at the civil litigation firm of Thompson & Stormer, LLP, I gained experience meeting with clients and drafting motions and discovery. I also worked on a complex real estate action involving toxic torts. With my experience in law school as a research assistant for a law professor and as a competitor in Moot Court where I earned an Honorable Mention award, I have continued to expand my legal skills. Through these broad legal experiences, and my clerkships in real estate, I am confident in my abilities to provide quality work as a Post-Bar Clerk for Dewey Cheatum & Howe. I have enclosed a copy of my resume and a writing sample for your review. I am available to meet with you any time. Also, I understand you will be a featured speaker at an upcoming CLE event regarding Eminent Domain: Emerging Issues, and I hope to introduce myself to you at the event next Thursday. Thank you for your consideration. Sincerely, Matthew Parker Enclosures SAMPLE 3L PROSPECTING COVER LETTER: Note reference to geographic tie to job location as well as reference to relevant skills for non-traditional employer. HECTOR GOMEZ HG1@law.cwsl.edu (619) Permanent Current 2048 Beech Ave., No B Milpitas Way 17

18 San Francisco, CA San Diego, CA December 3, 2017 David Reuben, Esq. DR Investigations International P.O. Box San Francisco, CA Dear Mr. Reuben: David Carter, Esq., who has used your services successfully in the past, told me of DR Investigations International s reputation as one of the top private investigation firms. I will be graduating from California Western School of Law in April and am looking for a career in investigation work that will use my legal training in a unique and creative way. Also, I grew up in San Francisco and am eager to return. With my legal background and experience, I believe I can provide fact-finding and investigative skills that would be an asset to your company. My courses at California Western have honed my client interviewing and fact-finding skills. In addition, as the Legal Affairs and Compliance Intern at Sharp HealthCare, I drafted and responded to discovery requests in a multi-million dollar breach of contract case as well as numerous other discovery requests on a regular basis. In this context, I took a proactive investigative role in fact-finding to assist with preparing thorough discovery responses. The experience I gained in research and writing while working at Sharp HealthCare also taught me great attention to detail. I continue to perfect these skills while revising policies at Sullivan Smith & Johnson, LLP which would benefit you in your investigations. As a result of my professional experience, I have developed strong interpersonal skills valuable in working with people from a multitude of backgrounds. I am a quick study and believe that my diverse experience makes me an excellent candidate for DR Investigations International. I have enclosed a copy of my resume for your consideration. I am available to meet with you at any time that is convenient to you, and can easily travel to San Francisco at my expense. I look forward to hearing from you. Sincerely, /s/ Hector Gomez Hector Gomez Enclosures 18

19 SAMPLE GRADUATE COVER LETTER: Note the identification of the mutual contact, his enthusiastic expression of interest, and his identification of relevant skills, with evidence of having employed those skills successfully in the past. JAMES JACKSON 163-B Garnet Ave., San Diego, CA (415) October 11, 2017 Amy Snyder, Esq. Martin and Jordan, LLP Wells Fargo Center 1800 Broadway, Suite 1600 San Diego, CA Re: Associate Attorney Position Dear Ms. Snyder: Jonathon Franklin recommended that I contact you regarding a potential associate position with Martin and Jordan, LLP. I recently read an article in the San Diego Daily Transcript listing your firm as one of the top five labor and employment law firms in Southern California. My legal work experience has been primarily focused on employment law, and now that I am recently admitted to the California Bar, I am hoping to join the Martin and Jordan team as an associate attorney. During law school, I gained substantial experience in my chosen specialty of labor and employment law. Most recently, my clinical internship at Thompson & Stevens provided me with practical training in this area. My research and investigation regarding claims of unfair labor practices, sexual harassment and wrongful termination reinforced my commitment to this area of the law. I also drafted a successful summary judgment motion relating to a claim of constructive discharge. I have significant additional experience in the area of labor and employment law through my position at the California Department of Fair Employment and Housing where I worked on discovery as well as another summary judgment motion. I have also had extensive involvement with clients in the form of interviews, consultations, and representation at labor hearings. Overall, given my background, intellect, work ethic, and experience, I am able to provide your clients with the excellent representation they have come to expect. I enclose my resume for your review. I know if given the opportunity, I could diligently and effectively serve your firm and its clients. I look forward to the opportunity to interview with you, and I thank you in advance for your consideration. Very truly yours, James Jackson Enclosures 19

20 SAMPLE GRADUATE PROSPECTING COVER LETTER: Note the reference to previous experience and how it is relevant to this particular position. MARISOL MARTINEZ 708 Golfcrest Ln., San Diego, CA (619) August 25, 2017 Anna N. Smith, Esq. Smith & Jones, LLP 1111 Jones St. San Diego, CA Dear Ms. Smith: As a recent graduate of California Western School of Law with a strong background in immigration law, I am interested in an Associate or Contract Attorney position with Smith & Jones, LLP. As the daughter of Japanese and Israeli classical musicians, I was raised in Europe with many multinational influences. During law school, I discovered my aptitude for immigration law. The combination of working closely with clients, observing the direct impact of international factual situations on legal issues, and using written and oral advocacy to help clients achieve tangible solutions to their immigration needs, has been both challenging and rewarding. I learned from the biographies on your website that the attorneys at Smith & Jones are not only highly skilled and renowned for their professional expertise, but truly believe in the work that they do. My goal is to bring the same combination of professional excellence and passion to the practice of law. As a law clerk at Diamond & Associates, I helped clients around the globe, many in the high technology sector, apply for L-1B visas and responded to Requests for Evidence for H-1B applications. The pace of employment-based immigration practice is a good fit for me. I particularly strive to develop individualized legal strategies to optimize the outcome for each client. As a legal intern for the Casa Cornelia, I handled affirmative political asylum cases from start to finish. While representing asylum seekers at affirmative asylum interviews before USCIS agents, I honed my oral advocacy skills. I also developed strong interview skills, which allow me to put clients at ease when sharing their personal and often traumatic life stories. I take great satisfaction in fully informing clients of their options and guiding them through the often daunting immigration process with dignity. I would appreciate a chance to talk with you about the possibility of working for Smith & Jones. I will contact you within the next two weeks to inquire about the possibility of an in-person meeting. In the meantime, please contact me if you have any further questions. I am attaching my résumé for your review. Thank you for your time and attention. Sincerely, /s/ Marisol Martinez Marisol Martinez Enclosures Note the attention-grabbing opening paragraph that segues into an explanation of her commitment to this firm s practice area, the detail of her relevant experience in the third paragraph, and the straight-forward explanation of her next steps in the closing paragraph. OTHER JOB SEARCH CORRESPONDENCE 20

21 (Samples Follow) THANK YOU LETTERS You absolutely MUST send a thank you letter after every interview, meeting or substantive telephone call you have with anyone in the course of your job search, even if you do not plan to pursue work with the employer or contact. Not only is a thank you letter the courteous thing to do, it is one more way to be professionally remembered. The thank you letter must be sent within 24 hours of the interview or other contact. Waiting more than that drastically reduces the impact. Attorneys are in the business of producing quality work under extreme time constraints and your prompt thank you shows you are serious, capable of getting something out quickly and sincerely interested in the job. The thank you letter also allows you to express your appreciation for the time someone spent with you and to remind the employer of your qualifications and enthusiasm. You can do this by keeping your thank you letter brief. Two or three paragraphs are plenty. The best letters will include reference to the date you interviewed and reference to something particularly memorable from your conversation with the interviewer: Thank you for meeting with me on November 2, I was particularly interested in the description of your work involving the responsible development of the Bay waterfront. I look forward to being involved with similar proactive work myself. I hope that your hearing on Wednesday night concerning the downtown historic zoning district went well. It is events and topics like these that make me excited for the potential to work with you. This will not only show your attentiveness to what the person had to say, but also reminds the individual of who you are. When you interview with more than one person, you must write to each person individually. Make sure all letters are different and perfectly error free; they may be compared and critiqued by the recipients. An error at this stage of the game, even if the interview went well, can be fatal. Remember to type your thank you letter on the same high quality paper as your resume, with the same heading ( letterhead ) as your resume and cover letter. And as always, use formal business format for the letter. When you had a great interview, the thank you letter can seal the deal. Be sure to spell the recipient s name correctly and use their proper title, if any. You should ask for each interviewer s business card, so you will have this information. 21

22 NETWORKING LETTERS Refer to section How to Get to Know People in the Legal Community for information on networking generally and on how to conduct informational interviews. The networking letter is designed to help you establish a connection with a firm. It can be the best and easiest way to get a job! The networking letter has the same elements of the first paragraph of the cover letter in that it states why you are interested in the particular organization as opposed to a similar organization down the street. However, unlike the cover letter, your second paragraph indicates that you are interested in meeting with the particular person to obtain information about their practice area, organization or type of job. Make sure you clearly state the reason you are interested in obtaining the information, e.g., to help you better understand your career options. In most cases, you should not include a resume. See Informational Interviews section of this Guide for more information. ACCEPTANCE LETTERS This letter is used to accept a job offer and confirm the terms of your employment (salary, starting date, etc.). It often follows a formal written offer letter or a telephone conversation in which you discussed the details of the offer and terms of employment. Your acceptance letter is a means to ensure that everyone is on the same page, and that all parties expectations are met. Your letter is a contractual acceptance of a contractual offer. Treat it as such, and close with an appropriate expression of your enthusiasm about joining the group. WITHDRAWAL LETTERS Once you accept a position, you should immediately send a withdrawal letter to all other employers with whom you have outstanding applications for employment. Appropriately express your appreciation for the employers consideration of your application and establish a good professional reputation in the process by writing promptly upon your acceptance of another offer. Your courtesy at this stage may benefit you later if you decide to change jobs, or to work there later, or if you encounter these employers as opposing counsel or in another professional setting. You will be positively remembered for this professional approach and may well secure a subsequent position with this organization at some time in the future. It will serve you very well. DECLINIG OFFER LETTERS This letter is used to reject an offer of employment. Indicate that you genuinely appreciate the extension of the offer (e.g., The confidence you have shown in me through the extended offer is greatly appreciated. ), that you have carefully considered it, but that you have decided not to accept. You do not need to include details of an offer that you have accepted or why you are rejecting this one. However, to keep doors open for the future, you may wish to briefly explain a bit about the reasonable circumstances leading to your rejection that might 22

23 preserve the prospects for future hire with the organization. After all, they wanted you once, why not again? Remember, the legal community is a small one (especially in San Diego), and an employer you reject today may offer you a lateral move five years from now. Make and maintain a positive and professional impression. And never ignore an offer made by an employer. Even if you do not plan to take the job, you must follow up and give the employer an answer. It is not appropriate to accept an offer, then decline it later. You should think carefully about all offers before accepting or declining them. Many students panic and accept offers they are not sure about because they have not heard back from other employers and fear they will not get another offer. If this is the case, you should make an appointment to see a Career Advisor and discuss the situation. Do not accept the position with the notion that you can reject it later if an employer you would rather work for makes you an offer as well. RESPONSE LETTERS TO REJECTIONS This letter is used in response to receiving a letter of rejection of employment from a potential employer. A letter should be sent in this situation indicating that you understand that the employer was not able to offer you employment, but you still appreciate the time extended toward you, as well as any insights and expertise bestowed upon you. You are further indicating that if circumstances should change in the future, you would still like to be considered for a position and wish the firm continued success. As with a letter where you are the one declining a position of employment, with a response to a letter of rejection, remember the legal community is a small one, and an employer who may reject you today may offer you a position next month or next year. Make and maintain a positive and professional impression with all future potential employers. Additionally, you may take a position elsewhere where you will be interacting with these attorneys on a professional basis, and you will want to have made a good impression early on. OR U.S. MAIL? Check to see if the employer indicated a preference for a form of communication on the recruiting section of their website (if available). is now acceptable for nearly every form of business communication. When using , use the same level of formality as you would in regular mail. Include a complete signature block and triple check your spelling. Spell-check the subject line as well. Rather than drafting your cover letter into the , we recommend attaching the cover letter (and resume) to the in case it is printed out and distributed. If you attach it, make sure to PDF your attachment. Employers can see any edits you have made if the document is not a PDF. Before you , make sure to open any attachments to verify you are sending the right documents and send a blind copy to yourself to confirm what was sent and to make it easy to resend if necessary. 23

24 GUIDELINES FOR THANK YOU LETTERS The following is a generic guideline that may be helpful in drafting your thank you letters. Please refer to actual and complete thank you letter samples on the following pages. Jolie Greiman th Ave., San Diego, CA jgreiman@law.cwsl.edu (619) November 15, 2017 Mary Smith, Esq. Smith & Jones, APC 379 Broadway, Suite 1121 San Diego, CA Dear Ms. Smith: Thank them for taking time to meet at the date and time you met. Remind them of the purpose of the meeting. State what you enjoyed or found interesting. Include mention of all people you met with (in addition, send each individual their own personalized letter). State something from the interview or the meeting (something said, a perspective, an area of practice, the work environment) that convinced you or solidified your interest in this area of law and/or this employer. Remind the reader what it is about you that makes you a great candidate for the job and reinforce your desire for the position. Include any additional information or materials that were requested or state you can provide any additional information or materials, if needed. Then one or two sentences of graciousness, expressing how you look forward to hearing from the person and thanking them for considering you. Sincerely, Jolie Greiman 24

25 SAMPLE ADDITIONAL CORRESPONDENCE SAMPLE THANK YOU LETTER (OR ) FOLLOWING A JOB INTERVIEW: Note how the writer identifies all of the interviewers, reaffirms his interest in the firm, and specifically refers to something the reader and he discussed. A similar but different letter should be sent to each person who interviewed him. November 10, 2017 MATTHEW PARKER 7028 Hillsboro Ln., San Diego, CA (619) matthew_parker@law.cwsl.edu H. Brian Frasier, Esq. Smith & Jones, LLP 101 W. Broadway, 20 th Floor San Diego, CA Dear Mr. Frasier: Thank you for meeting with me yesterday afternoon, November 9, 2017, regarding the law clerk position. I enjoyed learning more about your civil litigation practice and your reasons for joining Smith & Jones, LLP. In addition, thank you for your advice as to the best mountain biking trails in the Laguna Mountains. I will look into your recommendations before my next trip. Meeting with associates Martha Poulin, Esq. and Ben Williams, Esq. provided additional insights and perspectives as to the variety and depth of the firm s practice areas. My interview confirmed and heightened my enthusiasm about the prospect of beginning my legal career at Smith & Jones, LLP. As I indicated during our meeting, I feel that my background, coupled with my strong research and writing skills, make me an ideal candidate to serve as a law clerk in your office. Pursuant to your request, I have enclosed my writing sample. Please let me know if there is anything else that I can provide you to assist in the decision making process. I would be thrilled to join Smith & Jones, LLP. I look forward to hearing from you. Sincerely, Matthew Parker Enclosure 25

26 SAMPLE THANK YOU LETTER (OR ) FOLLOWING A JOB INTERVIEW: Note how this person references everyone he met, identifies a particular topic addressed, and details his continuing and strong interest in the opportunity. Make sure to send a thank you letter to each person that interviewed you; however, if for some extenuating reason(s), you are sending one letter to all of the individuals you interviewed with, try to say something that can apply to all of them. November 24, 2017 LON BAKER 486 Sinclair St. San Diego, CA (619) lbaker@law.cwsl.edu Joseph Johnson, Esq. Law Offices of Johnson and Johnson 453 East 5th St. San Bernardino, CA Dear Mr. Johnson: Thank you very much for the time you spent with me during my interview for a summer law clerk position with your firm on November 23, I particularly enjoyed our discussion of Justice Lo s dissent in Mowery v. Crothe Enterprises and how that might influence future discrimination litigation. Thank you also for introducing me to Jane Harrison, Sally Shiller, and William Johnson. Please extend my gratitude to them as well. The knowledge and commitment exhibited by each staff member with whom I met, Johnson and Johnson s growing employment practice, and the fact that your next law clerk will have the opportunity to work in this practice area confirmed my desire to work in your office. Because I am interested in employment law and have strong legal skills, I believe I can make a significant contribution to your firm. Thank you for your consideration of my candidacy. Should you have any additional questions, or if there are additional materials I can provide, please let me know. I look forward to hearing from you. I would welcome an opportunity to work with you at Johnson and Johnson. Very truly yours, Lon Baker 26