Mail Merge Guide
For Resume Direct Employers
Updated on 3/24/2016
What is a mail merge?
A mail merge allows you to easily create customized application materials for numerous different
employers. This guide will help you select employers you want to apply to and create personalized
application materials for each employer. Mail merging should save you time in addressing your
application materials—cover letters and envelopes—and will provide accuracy. This service also
allows you to easily blanket certain geographic areas.
The NALP Directory of Legal Employers
The NALP Directory of Legal Employers contains information on hundreds of law firms as well as
government agencies and public interest employers. You will select you employers from this
directory. This service is free when you register with the Career Services Office (CSO). Students in
the top 10% of their class are encouraged to apply to NALP firms (“Resume Direct”) if they are
interested in working for larger law firms, as most NALP firms require a high class rank.
Timeframe
June:
Browse the employers and create your lists.
Late July:
Begin sending out your customized applications.*
* Large firm recruiters have shared with us that they prefer to receive Resume
Direct applications via e-mail.
Notes:
With every week that passes after the first week of August, your application
becomes less competitive because firms are making offers throughout the
recruiting season. Also, remember to check each firm’s website to confirm the
application deadline.
Step 1
Register with the Career Services Office by clicking here.
Step 2
Once you are registered, you will receive a confirmation e-mail and an invitation to visit the NALP
Directory of Legal Employers (www.nalpdirectory.com).
Step 3
Use search fields and various filters to find firms for which you may want to work.
Example:
Find all the firms that practice international law in California, all of Crowell & Moring’s
offices, or all the public interest organizations in Los Angeles.
Step 4
Select which employers you would like to include in your mail merge, then click .
Step 5
Input the e-mail address that you used when you registered with the CSO, and a name for your list.
Step 6
Download your list by clicking .
Don’t see this?
If you do not see this button, it is because your e-mail address has not been
registered with the CSO. If you do not register with the CSO, you will be required
to pay $0.60 per employer.
Step 7
Save the file to your computer before you open it.
Step 8
Double click your saved file to open it with Microsoft Excel.
Step 9
Double check that your information has proper capitalization. Separate the Contact Name into three
separate categories for the courtesy title (Mr./Ms.), first name, and last name. See the tips below.
Excel Tips:
Use the “=Proper()” function to have excel capitalize only the first letter of each word
within a cell. Click here to learn how.
Use the “Text to Columns” tool to have Excel split up the Contact Name column into
several columns. Click here to learn how.
Step 10
Mail merge your cover letters and envelopes in Microsoft Word. For detailed instructions on this
step, click here.
Your address block on your cover letters should look like the following.
Mail Merge Fields
Example of Completed Merge
<First Name> <Last Name>, <Title>
<Organization>
<Address1>, <Address2>
<Office City>, <Office State> <Zip>
Jamie Frick, Manager of Recruitment
Latham & Watkins LLP
355 S. Grand Ave., Suite 205
Los Angeles, CA 90071
Your salutation should look like the following.
Mail Merge Fields
Example of Completed Merge
Dear <Courtesy Title> <Last Name>:
Dear Mr. Frick:
Step 11
Print your cover letters and resumes on quality bond paper. Use envelopes that match the color of
your bond paper. Proofread carefully (the CSO is always happy to review your application). Sign
your cover letters. Send.
Note: Large firms may prefer receiving Resume Direct applications via email.
Don’t forget to…
Stay clear of any firms that may be already participating in Fall OCI or Resume Collection at
Fowler Law School. If you are unsure whether a firm will be participating, please contact
Michelle Nguyen, Law Recruiting Program Manager.
Apply broadly and be geographically flexible. If you apply to a firm that is outside the local
area, make sure to clearly state your tie or desire to be in that location.
Tailor your cover letters to show your research of the employer and particular desire to work
there.
Check for published deadlines on the organization’s website.
Need Help?
If you need help with any step in this process, ask Michelle Nguyen, (714) 628-2648.
We wish you the best on your job hunt.
