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Tips for Writing Business Letters
Preparing Business Letters for the K-12 Job Search in Education
Business Letter Format, block style
Business Letter Format, modified style
Sample Letter of Application 1
Sample Letter of Application 2
Sample Letter of Inquiry 1
Sample Letter of Inquiry 2
Sample Post-Interview
Thank You Letter
Sample Letter of Contract
Acceptance
Sample Letter of Contract
Non-Acceptance
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PREPARING BUSINESS LETTERS FOR THE K-12 JOB SEARCH IN EDUCATION
In the process of applying for K-12 teaching positions in education,
you and employers communicate through a variety of formal business
letters. All major steps, decisions, and interactions in the employment
process are confirmed or documented by letters. Thus, these letters
are an important part in the employment process.
Until you are actually invited for a job interview, your qualifications
are only evident to employers through your written communications
-- business letters, resume, placement file, transcripts, and application.
As a candidate, you have to be able to create through your
written communications the image that you want an employer to
have of you. Your image is projected through the design, content,
and organization of materials you submit. What an employer learns
about you from your materials is often generalized to your abilities
as a future employee. If your materials are neat, complete, and
well organized, an employer will logically conclude that you will
be a neat, well organized employee who will handle other job responsibilities
in the same way.
Since your materials represent you, they need to be accurate,
informative, attractive, and helpful to those who are considering
your application -- directors of personnel, superintendents, principals,
department heads, faculty members, or others. Your written communications
should speak for you and present a strong, positive, professional
image of you -- both as a job seeker and as a future employee.
There are at least four types of business letters that you may
write in the job search process. Your first business letter will
be either a letter of application in which you apply for a specific
position that has been publicly advertised, or a letter of inquiry
in which you request information about possible vacancies in your
teaching field. These letters indicate your interest in and understanding
of positions that are or might be available, acquaint the employer
with your qualifications for it, and encourage the employer to
invite you for a job interview. Post-interview thank you letters
are sent immediately after you return home from an interview to
express your appreciation to all of the individuals who participated
in your interview, to reinforce your name, application, and qualifications
to the employer, and to indicate whether or not you are still
interested in being considered a candidate for the position. Finally,
if you are offered a contract, either verbally or in writing,
you will need to write either a letter of contract acceptance
or a letter of contract non-acceptance to confirm your decision
regarding the offer.
UNDERSTANDING THE POSITION
You should apply only for positions that you understand well
and those for which you are qualified and interested. We suggest
doing the following before deciding whether or not to apply for
a position:
Read the vacancy announcements that appear
in your campus career office, vacancy listings in journals
or job bulletins of your professional associations, want ads in
commercially published newspapers, or listings in other printed
sources. Even a brief vacancy announcement generally contains
information about the position, employing institution or district,
the duties and qualifications required of job applicants, certificates
or licenses required, starting date of employment, salary, deadlines
for applications and/or nominations, the schedule of the search,
the name, address, and phone number of the employing administrator,
and a description of the application procedures and materials
to be submitted by candidates. Always examine such announcements
carefully before deciding to apply for a position. Register with
the ECSO and you can view job vacancies on line.
Obtain a copy of the complete job description, if possible, either
from your campus career office or directly from the employer.
A complete job description, which may range from one to ten pages,
can provide you with much information. It can assist you in deciding
whether or not to apply for the position, more fully understanding
the position, employer and community, tailoring your letter of
application, and preparing for a position.
Contact other people whom you know are working or have worked
recently in the district in which the position is available or
other people who know the school or district well. You may wish
to talk to staff members in the career office, faculty in your
department, friends, or others who may be able to provide you
with information about the employer.
Examine employer literature that may be available in your campus
placement office or directly from the employer. Such materials
can provide you with basic information about a school district's
philosophy of education, size, administrative staff, and student
population.
COMMUNICATING WITH EMPLOYERS: GENERAL GUIDELINES
All of your letters to employers are formal business letters
that should be typed using a good word processor and printer and
look attractive, readable, and professional. Each letter should
be an original, not a form letter. You should keep copies of all
letters to employers for your own records.
Since most of the correspondence you sent to employers will be
maintained in a personnel file that is the standard 8 1/2"
x 11" in size, you will probably want to send your application
materials in a 9" x 12" mailing envelope. You should
keep copies of all letters you mail to employers, as well as all
communications from them, copies of position descriptions, and
a written record of all transactions related to the job search.
The Educational Career Services Office has a handout, Interview
Preparation Form, that is designed to help you record the dates
and times of correspondence to and from employers, phone calls
from employers, and dates on which transcripts and placement files
were requested or sent.
Most applications are now on line. Begin completing the applications and make sure you follow their directions.
If you have any questions regarding application procedures or
materials, you should telephone or write the secretary of the
employing administrator with whom you are communicating.
Once all of your application materials have been submitted, employing
administrators then examine them and/or share them with other
members of the school or district staff who are involved in the
employment process. Because this process does take time, you may
become impatient. While it is important to keep employers informed
of your continued interest in the position whenever you correspond
with them, try not to bother employers unnecessarily.
Do communicate with them when it is important or necessary to
do so. For example, if you have a change of name, telephone number
or address, if you need to provide additional information such
as a grade received during student teaching or another course
in your final semester, or if you would like to mention dates
you may or may not be available for interviewing because of travel,
vacation, or other commitments, it is proper to contact employers.
If you accept a position with other employers, you will need to
write a letter to those employers who are still considering you
for employment. This is very important because they are doing
you the courtesy of considering your application and you should
do them the courtesy of notifying them that you are no longer
a candidate.
PREPARING LETTERS OF APPLICATION AND INQUIRY AND SUPPORTING DOCUMENTS
If you feel that you fully understand a position and that you are qualified for it and sincerely interested in it, you should begin developing your written job application materials based on this knowledge and your research. All of your letters should demonstrate your knowledge of the position, school, and district and suggest ways in which you can make positive and important contributions in that position.
LETTERS OF APPLICATION AND INQUIRY
Letters of application or inquiry are generally one page in
length and contain the following essential information:
INTRODUCTION (1 PARAGRAPH)
In the introductory paragraph, mention the job objective and
the source of the vacancy. Indicate specifically the position
for which you are applying by subject, grade level, or school,
and the actual source of the vacancy, i.e., the job vacancy web
site of the Educational Career Services Office of the University
of Illinois. If you are writing a letter of inquiry, your job
objective will be the types of positions in which you are interested
if they become available (subject and grade levels) and when you
will be available for employment (month and year).
BODY (1 TO 2 PARAGRAPHS)
In the paragraphs in the body of the letter, provide identifying
information about who you are and where you are currently living,
attending school, or are employed; reasons why you are interested
in the position and what you know about the position, school,
and district; statements about your qualifications, such as degrees,
certificates completed, and student teaching experience, relevant
educational and non-educational work experience, and outstanding
academic or non-academic accomplishments. Emphasize your strengths and abilities and use concrete examples. Be specific.
CLOSE (1 OR 2 PARAGRAPHS)
In the final paragraphs of the letter, you need to mention the date you are available for employment, your interest in having a job interview, dates you will or will not be available for interviews, and your willingness or recent actions to request transcripts or placement files. In addition, you may wish to request other information that you need, such as school district application forms or other information about application procedures, or dates on which their administrators may be recruiting in your placement office.
PREPARING POST-INTERVIEW THANK YOU LETTERS
Post-interview thank you letters are sent immediately after
you return home from an interview. The thank you letter is imperative
and reflects your knowledge of professional/business etiquette
and protocol. In your letter, you can express your appreciation
to all of the individuals who participated in your interview,
reinforce your name, application, and qualifications to the employer,
and indicate whether or not you are still interested in being
considered a candidate.
If you are interested in the position, indicate this as clearly
as you can. If you are no longer interested in the position, indicate
this as clearly and politely as you can and thank the employer
for taking the time to interview you. You may wish to indicate
to the employer the reasons why you are no longer interested if
it seems appropriate and important to do so (i.e., acceptance
of other employment, a decision to continue formal education instead
of seeking a full-time position, etc.). While you are not required
to provide a reason, it is polite and often helpful to employers
to do so.
Always send thank you letters after interviews, regardless of
whether or not you had a good interviewing experience and regardless
of whether or not you plan to continue to be interested in the
position. This is etiquette that good job candidates demonstrate
as professionals and will reflect well on you for any future employment.
When employers do not receive thank you letters from job candidates
for interviews, they often assume that candidates are not aware
of professional protocol that they will need to demonstrate on
the job. With either assumption, employers may select
other applicants.
PREPARING LETTERS OF EMPLOYMENT ACCEPTANCE OR NON-ACCEPTANCE
If you are offered employment, you will, most likely, receive
a verbal offer or intent to hire -- first, either in person or
over the telephone. The employer will later confirm his intent
by sending you a business letter offering you the employment and
a teaching contract to read, sign, and return. The employer then
expects to receive a response from you to the offer -- either
an acceptance or a non-acceptance of the offer. This should first
be made verbally, either in person or over the telephone, as soon
as you have made a decision. Then you need to confirm your decision
formally by sending the employer a letter.
However, before accepting an offer, be certain that you understand
the offer thoroughly. You should read the letter of employment
and the legal contract very carefully. The employer should provide
the following information in the offer of employment:
- the school to which you will be assigned and your building principal.
- specific duties to be performed, such as the number and types of teaching preparations (tracked or heterogenous groups; remedial, average, or advanced students).
- the number of class preparations and the number of periods of special assignments, such as coaching, bus driving, supervising of playgrounds, cafeteria or study hall, or supervising of student clubs or other activities.
- starting and ending dates of employment.
- salary and the contract period (9,10,11, or 12 months).
- medical and other benefits.
- district policies regarding sick leave, maternity leave, sabbatical leave, personal leave, or professional days.
- district policies regarding residency of teachers.
- tuition and fee reimbursement for graduate study.
- policies regarding reimbursement of substitute teachers.
- district policies and procedures for the evaluation, promotion,
and tenure of teachers.
If you have any questions about the employment offer, contact the employer for information. Never sign a blank contract -- one that contains none of the information regarding the conditions of employment, teaching assignment, salary, and other important information. Always request that all specific information regarding the conditions of employment be specified, or typed into the contract, before you make a decision regarding the offer. If an employer attempts to have you sign a blank contract, either by sending it to you in the mail or by asking you to sign it during or immediately after a job interview on campus or at the school district office, do not sign it. Any contract that you sign is a legal document -- regardless of whether or not it is blank or complete.
Also, if an employer during an interview wants you to sign a contract on the spot, either a blank or a completed one, you should not sign it during the interview. You probably need some time to consider the offer, so indicate to the employer that you would like to take it home to examine it carefully and to consider the offer. If you decide to accept it, then you can return it to the employer by mail or drop it off.
After you have received a written employment offer that you wish to accept, sign the completed legal contract and prepare a letter that acknowledges the offer, confirms your understanding of it, confirms your acceptance of it, and indicates the date you will report for employment. Make copies of the contract and letter for your records and mail originals to the employer as soon as possible. To expedite the process, you may wish to contact the employer by telephone to confirm your acceptance, unless you have already done so, and to indicate that you will be returning the contract and a formal letter of employment acceptance.
If you accept employment with one district but you are still being considered as a candidate in other districts, notify the other districts in writing that you no longer wish to be considered a candidate. This is considered good etiquette.
If you receive a verbal or written offer of employment that you do not wish to accept, be sure to notify the employer as quickly as possible of your decision, first verbally, in person or by telephone, and then in writing. In your phone call and letter of employment non-acceptance, you should acknowledge the offer of employment, express your appreciation to the employer for considering you as an applicant, and confirm your decision not to accept the offer. You may wish to indicate the reasons why you will not accept the offer if you think it would be helpful to the employer or if it seems important or appropriate to do so.
SAMPLE LETTERS
We have developed several sample letters to illustrate the essential
information to be communicated to employers, the proper organization
of the information, the typing format for formal business letters,
and the formal level of diction to be used in business letters.
However, these sample letters cannot reflect your own personal
writing style or your personality. So, be sure that you do not
imitate or copy these letters exactly. Make your letters as personable,
friendly, and sincere as possible. Remember, these are only samples
with the essential information included. You are free to add more
information if you wish. Also, make sure you use business letter format.
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BUSINESS LETTER FORMAT, BLOCK STYLE
BUSINESS LETTER FORMAT FOR COVER LETTERS
B L O C K S T Y L E
555 Pio Place
Wailuku, HI 77777
[one space]
November 7, 2008
[one or more spaces]
Dr. Joe Smith, Director
Human Resources
Champaign Unit 4 School District
Champaign, IL 61820
[one space]
Dear Dr. Smith:
[one space]
Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text.
[one space]
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[one space]
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[one space]
Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text.
[one space]
Sincerely,
[4 spaces]
Toni Jones
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BUSINESS LETTER FORMAT, MODIFIED BLOCK STYLE
BUSINESS LETTER FORMAT FOR COVER LETTERS
M O D I F I E D B L O C K S T Y L E
[With or without indented paragraphs]
55 Pio Place
Wailuku, HI 77777
[one space]
November 7, 2008
[one or more spaces]
Dr. Joe Smith, Director
Human Resources
Champaign Unit 4 School District
Champaign, IL 61820
[one space]
Dear Dr. Smith:
[one space]
Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text.
[one space]
Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text.
[one space]
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[one space]
Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text. Text text text text text text text text.
[one space]
Sincerely,
[4 spaces]
Tom Jones
Enclosure
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SAMPLE LETTER OF APPLICATION [1]
201 North Neil Street
Champaign, IL 61820
May 15, 2009
Dr. George Brown
Director of Personnel
Urbana School District 116
1602 South Anderson Street
Urbana, IL 61801
Dear Dr. Brown:
I would like to apply for the English teaching position at Urbana Middle School that I learned about through the Job List at the University of Illinois’ Educational Career Services Office and the advertisements that appeared in the May 10, 2009 Champaign News Gazette. As an English major at the University of Illinois in Urbana-Champaign, I have been immersed in an extensive certification program to prepare me for the privilege of teaching and shaping the minds of our youth. I would love to teach in a small urban school such as yours; my multiple experiences in multicultural classrooms have provided the relevant background to help me accomplish this task.
As a result of volunteering at Urbana Middle School, I have become familiar with the mentoring program for students and the positive impact it is having on them. Such a program enhances the advancement of learning and helps to prepare students to become contributing members of society. Because I value literacy, I have a strong focus on reading and writing and have developed a method to differentiate my instruction to meet every student’s needs and increase their level of literacy. As I implement this method in my student teaching classroom, I am observing, through my various assessments, a seventh grader who is at a low reading level gradually beginning to make a noticeable improvement in his skills. I am excited at the possibility of bringing this experience to my own classroom in your school.
Attached is my resume which will provide you with additional information about my qualifications. I have completed your on-line application and would be happy to provide all other information you may need and can be available for an interview at your convenience. Thank you for your consideration. I look forward to hearing from you.
Sincerely yours,
John Jones
Enclosure: Resume
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SAMPLE LETTER OF APPLICATION [2]
201 North Neil Street
Champaign, IL 61820
May 15, 2009
Mr. R. T. Blue
Director of Personnel
Urbana School District 116
1602 South Anderson Street
Urbana, IL 61801
Dear Mr. Blue:
I would like to apply for the fifth grade teaching position you have available at Yankee Ridge Elementary School beginning September 2009. I learned of your vacancy through the
on-line Job List at the University of Illinois' Educational Career Services Office and the advertisement that appeared in the May 10, 2009 Champaign News-Gazette.
Currently, I am seeking an elementary teaching position for fall 2009. I completed my B.S. degree in Elementary Education at the University of Illinois at Urbana-Champaign in December 2008 and have been substitute teaching since January in several elementary schools in the Urbana School District. Since I completed my student teaching at Yankee Ridge Elementary School, I am very familiar with the students, staff, and instructional program at the school.
I believe that my academic preparation in education and my work experiences in education would allow me to make significant contributions to your school and district as a member of the staff at Yankee Ridge. Attached is my resume which will provide you with information about my qualifications. Of special interest to you may be my interest in programs for gifted children since your position announcement indicates that the person selected for this position may be involved in developing such programs. I have had several courses in teaching gifted children and, with my preparation in math, I would be interested in developing curricula in the area of computer applications of math.
I would very much like to be considered a candidate for the position you have available, and I can be available for an interview at most any time. I would also be pleased to complete a district application and provide all necessary documentation. I look forward to hearing from you.
Sincerely yours,
William Smith
Enclosure: Resume
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201 Green Street
Champaign, IL 61801
March 1, 2009
Dr. Jane Green
Director of Personnel
Aurora East School District 131
417 Fifth Street
Aurora, IL 60505
Dear Dr. Green:
As an elementary education student at the University of Illinois in Urbana-Champaign, I have experienced a very rigorous program to prepare me for the privilege of teaching and shaping young minds; I am very interested in joining your district and becoming a team player to pursue this endeavor. Added to my extensive certification program are middle school endorsements in Language Arts and Science. Because I am originally from the Aurora area, I am aware of the emphasis you place on excellence in your teaching programs. Additionally, my student teaching assignment is in a district with demographics very similar to yours.
As I read your website, I noticed one of your priorities was to provide students with experiential learning that connects classroom learning with the real world. I am excited at the possibility of contributing to such an effort to guide and encourage students to learn in this kind of venue and to develop their creative and critical thinking skills. Through my experiences working with culturally diverse classrooms, I have also enjoyed the challenge of differentiating my instruction to meet every student’s needs.
If we can read, we are a rich culture indeed. Because I value literacy, I have developed a strong phonics and reading focus. As I implemented my plan through student teaching, I began to notice improvement in some of the students through various assessments that I conducted. The exciting result proved to be improved motivation and a desire to learn. I am excited to bring this program to my classroom and further develop it as I work with students.
Enclosed is my resume for more information on my background and experiences. I have also completed your on-line application and would be happy to provide any additional information. I can be available most any time for an interview. I look forward to hearing from you.
Sincerely Yours,
Rose Gray
Enclosure
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SAMPLE LETTER OF INQUIRY [2]
201 Green Street
Champaign, IL 61801
March 1, 2009
Ms. Mary Black
Director of Personnel
Aurora East School District 131
417 Fifth Street
Aurora, IL 60505
Dear Ms. Black:
I am seeking an elementary teaching position for the fall 2009 and would like to request an application. Currently, I am student teaching at Washington Elementary School in Champaign, Illinois, and plan to graduate with a B.S. in Elementary Education from the University of Illinois in May 2009. In addition, I will have endorsements in Science and Math at the middle school level. I am especially interested in the Aurora schools because I am originally from Batavia and would enjoy moving back to the area. The district in which I am student teaching is of a fairly similar size and has a socioeconomic range similar to that of Aurora.
Although my elementary education coursework is comprehensive, my middle school endorsements provide a concentration in Science and Math. I have had a variety of opportunities to work with elementary-aged children which include tutoring, giving swim lessons, and working as a counselor in a summer camp. More specifically, teaching-related experiences include a “junior practicum” in a third grade classroom and my current student teaching in a sixth grade class. I feel that my academic coursework combined with these experiences have prepared me well to teach in the elementary or middle school grades in Aurora.
I have enclosed a resume for more information on my background and experiences. My credentials are on file at the University of Illinois Educational Career Services Office, 505 E. Green St., Champaign, Illinois 61820. I would be glad to complete your application and provide all necessary documentation. I would also be happy to arrange an interview at your convenience.
Sincerely yours,
Martha White
Enclosure
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POST-INTERVIEW
THANK YOU LETTER
201 Green St.
Champaign, IL 61820
March 5, 2009
Dr. Jane Doe
Director of Personnel
Aurora East School District 131
417 Fifth Street
Aurora, IL 60505
Dear Ms. Doe:
I would like to thank you for interviewing me from 2:00 until
3:00 p.m. today for the position you have available as a fifth-grade teacher at Yankee Ridge Elementary School for 2006-2007.
I enjoyed meeting you and learning more about the position.
I appreciate your taking the time to talk with me to learn more
about my qualifications and interest in the position. I continue
to be interested in being considered a candidate for the position.
With my elementary teaching degree and certificate and my specialization
in math, I feel I am well qualified for the position. And I would
be very interested in working with the new program for the gifted
that we discussed today. With my preparation in math, I would
like to participate in curriculum development efforts in the area
of computer applications of math.
I look forward to hearing from you. Please contact me if you need
any additional information to consider my application.
Sincerely Yours,
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LETTER OF CONTRACT ACCEPTANCE
201 Green St.
Champaign, IL 61820
March 5, 2009
Dr. Jane Doe
Director of Personnel
Aurora East School District 131
417 Fifth Street
Aurora, IL 60505
Dear Ms. Doe:
I would like to thank you for offering me the position of fifth-grade teacher at Yankee Ridge Elementary School for 2006-2007.
I enjoyed talking with you about the offer on June 16, and I received
your letter confirming the offer and the teaching contract in
the mail today.
I would like to confirm my acceptance of this offer of employment.
I am delighted to be selected for the position, and I look forward
to working with the staff at Yankee Ridge in the fall.
I have read and signed the teaching contract you sent me, and
I am returning the original along with this letter. As you instructed,
I have kept one copy.
I will plan to report for work on Monday, August 20, 2006, for
the in-service program for new teachers at the Urbana School District
office. Again, thank you for selecting me for this position.
Sincerely yours,
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LETTER OF CONTRACT NON-ACCEPTANCE
201 Green St.
Champaign, IL 61820
March 5, 2009
Dr. Jane Doe
Director of Personnel
Aurora East School District 131
417 Fifth Street
Aurora, IL 60505
Dear Ms. Doe:
I would like to thank you for offering me the position of fifth-grade teacher at Yankee Ridge Elementary School for 2006-2007.
I enjoyed talking with you again when you telephoned today to
offer me the position.
I regret that I will be unable to accept your offer. As I indicated
on the telephone, just today I accepted a position with Champaign
School District for the fall and had not had time to notify you
that I could no longer be a candidate at Urbana.
However, I would like to thank you for all you have done to consider
my application for employment. I appreciate all of your efforts
on my behalf.
Sincerely yours,
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LETTER OF NON-AVAILABILITY WHEN YOU ARE STILL BEING CONSIDERED A CANDIDATE IN ONE DISTRICT AND NO LONGER WISH TO BE A CANDIDATE
201 Green St.
Champaign, IL 61820
March 5, 2009
Dr. Jane Doe
Director of Personnel
Aurora East School District 131
417 Fifth Street
Aurora, IL 60505
Dear Ms. Doe:
I am writing today to notify you that I am no longer able to be
considered a candidate for the position as fifth-grade teacher
at Yankee Ridge Elementary School for 2006-2007.
While I appreciate your having considered me a candidate, I have
accepted employment with Champaign School District.
I do hope that you find a good candidate for this position. I
wish you the very best, and I thank you for considering me for
the position.
Sincerely yours,
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These documents have been prepared by the Educational Career Services
Office (ECSO), University of Illinois, Urbana-Champaign.