Business Communication Lecturer: Gareth Jones Class 12: Cover Letters

Before Christmas Making your own CV Sections to include How to write each section Print and e-CV’s Editing and finishing your CV Business Communication (Bus-100) 17/09/2018

Today Cover Letters What is a cover letter? Cover letter contents Preparing your cover letter Writing your cover letter Business Communication (Bus-100) 17/09/2018

Today Lecture material taken from: http://owl.english.purdue.edu/owl/resource Business Communication (Bus-100) 17/09/2018

Cover letters Also called “application letters” Introduces you and your CV to potential employers or organisations you wish to join Business Communication (Bus-100) 17/09/2018

Cover letters It is the first document an employer sees, so we need to make a good first impression Should always accompany a CV A CV and cover letter are a team Business Communication (Bus-100) 17/09/2018

Cover letters Objectives: Why you are writing Why you are good for the job How/when you will contact him/her Business Communication (Bus-100) 17/09/2018

Cover letters Does more than introduce your CV, it also: Explains experiences through stories Relates skills/experiences to job requirements Shows employers that you are targeting this job Gives a sample of written skills Business Communication (Bus-100) 17/09/2018

Cover letters Header Introduction Argument Closing Business Communication (Bus-100) 17/09/2018

Sections Header Introduction Argument Closing Business Communication (Bus-100) 17/09/2018

Header Your name The address where you can be reached Phone number Fax number (if applicable) E-mail address Business Communication (Bus-100) 17/09/2018

Header This is to make it easy for the person to contact you Business Communication (Bus-100) 17/09/2018

Header Then, skip a line and write the date Then skip another line and write: Name of the specific person Title of that person (if available) Address of the company Business Communication (Bus-100) 17/09/2018

Dave Smith 23 The Street Sittingbourne Kent K34 5IJ d.smith@gmail.com 1st October 2011 Amy Jones, HR Director General Electric 1-15 Freegate Business Park Reading Berkshire RG6 5AW Business Communication (Bus-100) 17/09/2018

Header Who do I address my letter to? Look in the job ad for the contact person. Call the company for more information. Research the company's website for the person in charge of the department you are applying to Business Communication (Bus-100) 17/09/2018

Header Address it to the specific person when you can: If you can’t “Dear Selection Committee” “Dear Hiring Professionals” “Dear Human Resources Representative” Business Communication (Bus-100) 17/09/2018

Section Header Introduction Argument Closing Business Communication (Bus-100) 17/09/2018

Introduction Purpose: Get the reader’s attention Introduce yourself Explain purpose of letter Explain why interested in the position or the company Explain how you will help the organisation Preview the rest of the letter Business Communication (Bus-100) 17/09/2018

Introduction Be very specific and use the following techniques: State the University you attend, your major, and what position you are applying for (if you are a student). Mention where you heard about the job Business Communication (Bus-100) 17/09/2018

Introduction Examples: As a Cardiff University undergraduate in Electrical Engineering, I would like to fill the position of Engineering Internship advertised on General Electric's website. Business Communication (Bus-100) 17/09/2018

Introduction Examples: Professor John Smith speaks highly of Western Electric, and he urged me to write directly to you. Business Communication (Bus-100) 17/09/2018

Introduction Examples: I have been thinking about our conversation at Cardiff's Career Fair on the 11th December. I agree that a team spirit and strong work ethic are vital for success, and I believe I can bring these qualities to your company. Business Communication (Bus-100) 17/09/2018

Introduction Examples: As a Business Adminstration student from China, I would like to fill the position of the translating internship advertised on WorkAbroad`s website. Business Communication (Bus-100) 17/09/2018

Introduction How to make a strong claim for yourself After getting the attention, you must convince the reader that you match their organisation/company’s needs Business Communication (Bus-100) 17/09/2018

Introduction Clearly state two-three qualifications you have that match the company/position. These qualifications will then be the focus of your body paragraphs and arguments. Business Communication (Bus-100) 17/09/2018

Introduction Examples I agree that a team spirit and strong work ethic are vital for success, and I believe I can bring these qualities to your company. Business Communication (Bus-100) 17/09/2018

Sections Examples I believe that my production experience, design skills, and enthusiasm for writing make me a strong candidate for the Production/Design Internship. Business Communication (Bus-100) 17/09/2018

Sections Header Introduction Argument Closing Business Communication (Bus-100) 17/09/2018

Argument / Body Focus your cover letter's body around the two-three qualifications you mention in the introduction. In each paragraph, concentrate on one quality, Answer the following questions: Business Communication (Bus-100) 17/09/2018

Argument / Body How can I show I am qualified for this position and that I am a good match for the organisation? What have I done that illustrates these qualifications? Business Communication (Bus-100) 17/09/2018

Argument / Body Show, don’t just tell! Don’t just mention the skills that you have; you also have to show how you have them! Business Communication (Bus-100) 17/09/2018

Argument / Body Think of it as telling a story. You should: Describe the experiences of how you received and grew your skills, mentioning specific places you worked and positions you held Business Communication (Bus-100) 17/09/2018

Argument / Body Example: “My communication skills have grown in the past year. I learned how to write many different kinds of business messages, teaching me to write clearly and directly.” Business Communication (Bus-100) 17/09/2018

Argument / Body Along with explaining your skills, you want to describe how your experience with that skill is unique. Business Communication (Bus-100) 17/09/2018

Argument / Body Many people may have communication skills, but what have you done or accomplished? Be specific and match this information to your CV Business Communication (Bus-100) 17/09/2018

Argument / Body Here are some ideas: Special projects Awards Explain course work that gives you a type of professional experience. Awards Show that others have recognized the high quality of your work. Include only those awards that relate to the position you desire. Business Communication (Bus-100) 17/09/2018

Argument / Body Accomplishments Demonstrate how you improved efficiency/productivity at work or school. Include what you did at school that proves your skills. Explain how you set a goal and reached it. Business Communication (Bus-100) 17/09/2018

Argument / Body Highlight skills and benefits to the company (two or three) Emphasise interest in the company Provide concrete evidence Begin paragraphs with topic sentences Key Concept: The facilitator should remind the tutor that the student should pick no more than two or three skills or benefits. Some students get in the habit of listing qualities, which tells the employer absolutely nothing. Organize your body paragraphs to emphasize your strongest and most relevant qualifications. Only include the two or three strongest qualifications from your resume. Make it easy for readers to scan your letter by beginning each paragraph with a topic sentence Business Communication (Bus-100) 17/09/2018

Argument / Body “As the president of the student council, I acted as a bridge between students and teachers. I also co-ordinated large scale events and lectures and raised £2,000 for our organisation. My experience with event planning and council would make me a great asset to your NGO in Shanghai.” Business Communication (Bus-100) 17/09/2018

Sections Header Introduction Argument Closing Business Communication (Bus-100) 17/09/2018

Closing A closing sums up your qualifications and reveals what you plan to do after your readers have receive your application packet (CV, cover letter, etc.) Business Communication (Bus-100) 17/09/2018

Closing Here are some suggestions of ways to do this: Close with a strong reminder of why you are a good match for the job position and the organisation. Request an interview in some way. Business Communication (Bus-100) 17/09/2018

Closing Provide contact information. Thank them! Sign your name and print it underneath. Business Communication (Bus-100) 17/09/2018

Closing Saying you will contact the potential employer will cause them to read your application materials with more interest. You have a better chance that your materials will not be filed away. Business Communication (Bus-100) 17/09/2018

Closing By following up, you can achieve three goals: Inform the employers that you are interested. Prove that you can take action Discover where you are in the hiring process. Business Communication (Bus-100) 17/09/2018

Closing “I am eager to speak with you and discuss my possible contribution to Country Press, as I feel my experiences in communication and customer service will be an asset to the company. I will be in touch with you within a week, and if you need to reach me, you can call 15003202218, or email me at anyone@anywhere.com. Thank you for your time and consideration.” Business Communication (Bus-100) 17/09/2018

Closing If you do not feel comfortable informing your readers you will contact them, you may simply delete that part of the closing. For example: Business Communication (Bus-100) 17/09/2018

Closing I am eager to speak with you and discuss my possible contribution to Country Press, as I feel my experiences in communication and customer service will be an asset to the company. Please contact me at 15003202218, or email me at anyone@anywhere.com. Thank you for your time and consideration. Business Communication (Bus-100) 17/09/2018

Closing Length Keep to one page. Write one paragraph of introduction, one-three paragraphs in the body, and one paragraph to conclude. Business Communication (Bus-100) 17/09/2018

Closing Spacing Single-space your cover letter. Leave a space between addresses and dates in the heading. Leave a space between your heading (contact info) and greeting ("Dear...:") Business Communication (Bus-100) 17/09/2018

Closing Spacing Leave a space between each paragraph. Leave at least three spaces between your complimentary close ("Sincerely,") and typed name. Sign your name in ink between your complimentary close and typed name. Business Communication (Bus-100) 17/09/2018

2 Kinds of Letters Solicited application letter Unsolicited application letter Business Communication (Bus-100) 17/09/2018

Solicited This is where an employer has advertised a specific job Good because you’ll know the qualifications needed Business Communication (Bus-100) 17/09/2018

Solicited Bad because there will be more competition Business Communication (Bus-100) 17/09/2018

Unsolicited This is sent to an organisation that has not announced a job opening There is less competition, which means it may be read more carefully Business Communication (Bus-100) 17/09/2018

Unsolicited It may not be read because there is no job opening Business Communication (Bus-100) 17/09/2018

Cover Letters Summary Understand the difference between the two in order to be more effective Follow the guides from today to write effective cover letters Business Communication (Bus-100) 17/09/2018

Tomorrow Interviews and interview technique Business Communication (Bus-100) 17/09/2018