When you’re looking for an internship or job and there’s no active opening posted, a prospecting letter—also known as a letter of inquiry—can open doors that others overlook. It’s a proactive way to express interest in a company and inquire about potential opportunities. These prospecting letter tips will guide you through writing a letter that feels personal, intentional, and professional.

1. Start with Your Network

Before writing your letter, identify any existing connections. Tap into:

• Your university’s career services or alumni database
• LinkedIn to find mutual contacts
• Professional organizations you’re involved in

A shared connection—even a weak one—can make your letter more likely to reach the right person and get a response.

2. Do Your Research

Generic letters don’t work. Tailor each inquiry to the company by:

• Addressing it to a specific person (ideally someone in HR or a department head)
• Mentioning something unique about the company: a recent initiative, their mission, or a project that resonates with your interests
• Explaining why their work aligns with your goals

Showing you’ve done your homework communicates genuine interest.

3. Sound Authentic, Not Robotic

Templates can help with formatting, but avoid sounding like you copied and pasted. Your tone should be:

• Professional yet conversational
• Confident without being overbearing
• Concise (keep it under one page)

Avoid generic lines like “I’d love to work for your cool company.” Instead, express what excites you about their work and how your skills fit in.

4. Decide How to Send It

Email:

• Quick and convenient
• Can be forwarded internally
• Works well when writing directly to HR or a hiring manager

Printed Letter:

• Shows extra effort and sets you apart
• Ideal for creative roles or traditional industries
• Use high-quality paper and formal formatting

If you choose email, attach your resume and mention it in the message. If you go with hard copy, follow up via email after a few days.

Conclusion

These prospecting letter tips can help you take control of your job search by reaching out before positions are posted. When written well, a prospecting letter shows initiative, research, and a sincere desire to contribute to the company’s mission. It may not guarantee a job today, but it can start a conversation that leads to future opportunities. Be bold, be prepared, and don’t wait for openings to be announced—create your own.