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Career Services – Business Correspondence

WSU Vancouver Career Services Guide to Business Correspondence

What is Business Correspondence?

Any written interaction you have with a potential employer, whether electronic, printed, or hand-written, is an opportunity for you to make a positive or negative impression. This is also your chance to express your interest in a position or organization, offer the employer insight into who you are and what you have to offer, and to impress the employer with your communication skills. It is highly recommended that you emphasize your interest and enthusiasm, focusing on what you have to offer, and what the employer has to offer you.

There are a variety of methods of correspondence with future employers, but here are some of the most common documents you may use:

1. Cover Letter (PDF)
2. Thank You Letter (PDF)
3. Approach Letter (PDF)
4. Career Fair or Contact Follow Up (PDF)
5. References (PDF)

Download a PDF of all sample business correspondence documents.

While the specific rules for each document and each circumstance may change, here are some general guidelines to keep in mind:

• An email message is not a good substitute for business correspondence. If you are sending electronic documents, attach them to the email, and refer to them in a brief message.
• Limit all of your correspondence to one page each (resumes excluded).
• Use good quality paper, ideally matching your resume paper.
• Use spell check, but don't rely on it. Have others proofread your documents.
• Don't send out generic letters. Personalize them by doing your research of the position, the company, and the industry.
• Allow your personality to come through, but keep it formal (no exclamation points or overly flowery language).
• Keep copies of all correspondence you have sent and received for each job opening.
• Use the correct name and title of the person you're contacting. If you don't know, check out the website, or call a secretary or Human Resources to get the specific name.
• When addressing your contact, use Dr., Mr., or Ms., but never Mrs. or Miss.